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How-to

  • New Feature: Add / Remove Headings

    New Feature: Add / Remove Headings

    The move to a Duplication on Demand service model opens up the full collection of download-only titles to your patrons... but patrons who receive books by Subject will only get them if the titles have local subject cataloguing.

    If you haven’t been keeping up cataloguing those download-only titles, if you are considering adding a brand-new subject heading, or if you’re just interested in some sprucing up... We have a new tool to help!

    Added in KLAS Version 7.7 build 11, the Change Headings tool allows you to batch apply a subject heading to (or remove it from) a query set of titles.

    Step One – Define a Query


    Start the process by building a query to find the titles to apply the heading to. For example, you could search for adult, fiction books that have “Amish” in the Annotation, or for books with an author in a given list (you may want to add Codes to author headings you want to use for this, or the list will quickly get unwieldy).

    In the query results, you may notice a new tab! In this view, the new tab is inactive—it will appear greyed out, and cannot be selected.

    Double-click (or select and Enter) any title in the results to enter the query set. We highly recommend clicking through at least a representative sample of the query set to make sure it is working as you intended.

    Already have a list of titles you want to work on, such as a list of locally produced books that all need your local interest subject heading, or a list of sexually explicit titles from the Rating Unrated Books project? You can Import a Query Set from a notepad .txt file of KLAS IDs!

    Step Two – Confirm Query Set


    Once you have reviewed the query set and are confident that it is correct, or only needs minor tweaks, launch the “Change Headings – Query Set” tool.

    Note: Many libraries restrict the Tools Menu to administrators. This is an easy way to ensure that tools like this, which can quickly make a lot of changes to your data, are only used as intended. If you need help tweaking your permissions to control who can access these tools, contact Keystone Customer Support!

    If you are not already in a Query Set, the tool will open a Define Query window. Otherwise, it will take you straight to your query results, now with the Add/Remove Headings tab activated. Before switching to the new tab, take another look through your search results!

    If there is an odd title here or there that you want to remove from the query set, select the title and use the Delete button (or Ctrl+D).

    Even a well-made query may turn up something here or there that doesn’t belong—use the delete button to clear them out so that your Query Set includes only the titles on which you want to change headings.

    Step Three – Add / Remove Headings


    On the Add/Remove Headings tab, Add a New Line using the button in the lower left, or the functions menu.

    Find the heading to apply using either the Code or Full Description. This tool was primarily intended to work with Subject headings, but it can apply Author or Series headings as well if the need arises.

    Use the Action combo-box to select whether the heading should be added or removed. If you Add a heading to a title that already has it, or Remove a heading from a title that does NOT have it, no change will occur to that title. The rest of the query set will still be updated as needed.

    Save the line. If you want to make additional changes to the same set (such as adding "contains violence" PLUS removing "unrated"), just add more lines.

    When you are ready, use the Apply Headings Changes button to batch update the entire query set.

    Final Thoughts


    We hope this tool makes it easier for you to do catalog maintenance and get ready for Duplication!

    However, as with many administrator tools, it is possible for this to go awry if it isn’t used with care. Please always double check that you are applying the correct heading to the correct titles before clicking Apply.

    If you do find that an error has been made, please contact Customer Support as soon as possible for assistance with backing it out.

    (Not on 7.7 yet? Don't worry, you haven't been forgotten! We have been fixing bugs as the first previewers find them, and will continue rolling out preview databases to the rest of the libraries on our list. If you missed our July Progress Update, make sure to check it out to learn more about what's involved!)

  • New Feature: Merge Queries

    New Feature: Merge Queries

    This brand-new feature for KLAS version 7.7 was debuted at the uc2019 pre-conference as part of the hands-on Effective Search Strategies session.

    Queries in KLAS make it easy to find records that meet certain criteria. Unfortunately, it can be harder to search by what isn't there. Computer logic is just not very good at that kind of thinking... but now, there is a way to combine two queries in KLAS, allowing you to:

    • Combine the lists of records that meet two different sets of criteria (i.e. match X and/or Y)
    • Find records that are included in two different query sets (i.e. match X and Y)
    • Subtract one Query from another (i.e. match X but do not match Y)

    This feature is available in the Patron module in the version 7.7.8 preview databases, and will be available in the Catalog module later this week when the preview databases are updated to build 7.7.9

    So... what's this about "subtracting" a query?


    Queries have the option to search for fields that “do not equal” a certain value. However, this will only function correctly if that field can only occur once in the record, otherwise, it will find any occurrence where the field does not equal that value.

    For example, you can query for Patrons whose “Main Status does not equal Active,” because patron records can only have one Main Status. On the other hand, if you query for “Patron Medium does not equal DB,” it will return all records that have another medium in addition to DB, because that medium does not equal DB. Furthermore, it will not return records without any Patron Mediums, because there is nothing for it to compare to the search value.

    This is a matter of computer logic not working quite like human logic. To get the computer to understand what you’re looking for, break it down a little further to “find Active Patrons, then subtract all patrons with an Active DB Medium.”

    Merge Queries A Not B

    Other times you may wish to use this tool include:

    • Checking for Patron records with an Active Cassette medium but no Active DB medium.
    • Checking for Catalog records by a certain narrator that do not have the “Foreign Accent” subject heading.

    Ready to learn more?


    Download this How-to document for step-by-step instructions, more information, and more examples. As always, if you have questions or need additional help, just let us know.

    (And remember, this feature is available in version 7.7 only, so if you have not yet requested a preview database, be sure to get in touch! If you have requested a preview, you should be receiving a welcome packet and activation key shortly--we are quickly moving through the list of requests.)

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Keystone Systems, Inc.
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Raleigh, NC 27612
800-222-9711