Choosing Batches of Records for Exporting or Printing

Horizon lets you export batches of MARC records to a disk. You might do this if you want to send records that need updating to a different location. Once the update is complete, you import the updated records back into your system and overlay the originals. You can also send batches of MARC records to a printer.

When you export a bib record that has item records attached, you can export the item information with that bib record. (For more information, see “Setting Up Export Parameters” in the Cataloging Setup Guide.)

You use Structured Query Language (SQL) statements to choose the bib records that you want for exporting or printing. You use SQL statements and Horizon criteria to choose the authority records that you want for exporting and printing.

An SQL statement lets you search for records that contain or match specific data so that you can batch export or batch print the records. After you choose the task that you want to do, the steps for both of these tasks are the same.

To make an SQL statement, you can specify these things:

The column of the table that you want to search by.
One or more Horizon tables that you want to search under.
The specific conditions of the search. (This is optional. If you do not enter conditions, Horizon selects the entire table.)
How you want to sort the chosen records. (This is optional.)

You can search under any table that contains the type of records that you want. (For example, if you want to choose bibs, you can search under any table that has bib# as a column. Then you can choose to specify the conditions of the search [<, >, =, and so forth]. Finally, you can choose to order or sort the records by any column in that same table.)

SQL experts can specify more complex SQL statements, including searching under multiple tables, joining relational operations, making subqueries, and so forth.

Refer to Appendix B for a list of possible tables, columns, and examples. (For SQL statements error messages, see Troubleshooting a Batch Export. For a more extensive list of Horizon tables, see the Table Structures Guide.)

You must follow these guidelines when entering SQL statements:

Enter a date in the form of month‑day‑year, such as 3‑15‑03.

Enter text in code format between quotation marks, including call numbers. If you do not know the code for a field, use the Table Editor to open an edit window for the table that you are searching under. (For more information, see “Using the List Search Window” in the “Horizon Table Editor” section of the “Getting Started” chapter of the System Administration Guide.)

Enter table names and columns exactly as they appear in SQL Statements.

You can also use Horizon criteria to choose authority records to batch export and batch print. After you choose the task that you want to do, the steps for both of these tasks are the same.

You can use Horizon criteria with or without an SQL statement.

Horizon criteria for choosing authority records to export or print include these things:

Generate Type. Specifies how the authority was created, or generated. An authority can be created in one of two ways:
System‑Generated. These are authorities that Horizon creates when no existing authority record matches an authority tag in a bib record. This can happen when you add an authority tag to a bib record or when you import bib records.
Non‑System‑Generated. These are imported authorities, authorities you create, or system‑generated authorities that you edit.
Created between and by. Specifies a date range between which the authority was created. Also specifies who created the authority.
Updated between and by. Specifies a date range between which the authority was updated. Also specifies who updated the authority.
Status type, changed between and by. Specifies a date range between which the authority status was changed. Also specifies who changed the status of the authority.
Auth# between. Specifies a range of authority record numbers.
Alpha Range. Specifies an alphabetical range for authority headings. (For example, you can choose authority records with headings that start with “a” through “g.”)

You can use as many or as few criteria as you want. You can include elements from both an SQL statement and Horizon criteria. If you do not use any criteria or SQL statement terms to narrow your search, Horizon selects all the authorities in your database.

To choose batches of records for exporting or printing

1 Do one of these options:

If you want to do this

Do this

Choose bib records to export

1 Start the Batch Bib Export process.

The default location of this process is the Cataloging\ Export folder on the navigation bar.

2 Highlight the target that you want to use for exporting the bib records.
3 Click OK.

(If no targets are set up, see your system administrator.)

Horizon opens the Select Bibs for Batch Export window.

Choose bib records to print

1 Start the Batch Bib Print process.

The default location of this process is the Cataloging\ Bibliographic Record folder on the navigation bar.

Horizon opens the Select Bibs for Batch Print window.

Choose authority records to export

1 Start the Batch Auth Export process.

The default location of this process is the Cataloging\ Export folder on the navigation bar.

Horizon opens the Code Lookup Export Target dialog box.

2 Highlight the target that you want to use for exporting the authority records.
3 Click OK.

Horizon opens the Select Authorities for Batch Export window.

Choose authority records to print

1 Start the Batch Auth Print process.

The default location of this process is the Cataloging\ Authority Record folder on the navigation bar.

Horizon opens the Select Authorities for Batch Print window.

If you chose to export or print bib records, Horizon displays a Select Bib for Batch Export dialog box:

If you chose to export or print authority records, Horizon displays a Select Authorities for Batch Export window:

2 Complete these fields in the SQL Statement group as necessary:

Field

Action

select

Change the default in this field if you want to select a column other than bib# or auth#.

You can enter two or more selections separated by commas.

from

Enter a table that contains the column that you specified in the select field.

where

Enter the conditions of the search in this field. You can use Boolean operators to enter two or more criteria.

If you leave this field blank, Horizon selects the entire table in the from field.

order by

If you want to, enter the columns that you want to use to sort the records.

You can enter two or more columns separated by commas.

3 If you are working with authority records, do these steps:
a Mark the button in the Select based on Generate type group for the type of authorities that you want to export.
b If you want to, enter any ranges or operators that you want to use in the appropriate fields.
4 Click OK.
5 Do one of these options:
If you chose to export the records, Horizon displays the Save to a File dialog box.

Save the file.

Horizon closes the Save to a File dialog box and saves a copy of the records where you designated. The original records remain in your database.

If you chose to print the records, Horizon displays the Printer Setup dialog box.

Print the file.

Horizon prints the records that you chose.

 


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