Admin Menu

Options listed in the Admin menu are only available to Variations catalogers and others with administrative access. Library patrons do not have access to this menu or any of the related options.

Show Hidden Records in Search Results

Hidden records (1) have either Import Only or In Progress status, (2) are contributor records not bound to a work or container record, or (3) are work records not bound to a container record
When checked, all hidden records will show up in basic, advanced and keyword search results
When unchecked, end-user results display. End users do not have access to hidden records

New Container Record

Selecting this option creates and opens a new contributor record

New Work Record

creates and opens a new work record

View MARC Record - Container

Allows catalogers to open MARC Record view windows for specific containers
The MARC Record window helps identify contributors and works records already existing in the system, as well as those which need to be created
Only contributors and works provided access points in the original bibliographic record will appear

The MARC Record view window for containers may be retrieved in two ways:

Z39.50

If a bibliographic record is present in IUCAT, the MARC Record view window should be searchable through Z39.50
Click the Admin menu button, highlight "View MARC Record - Container" and select "From Z39.50."

After the Z39.50 search window appears, enter the media objects ID (also known as the Variations1 or Notis ID) in the Variations ID field and click the "Search" button.
If the media objects ID is unknown, catalogers should search for the container in IUCAT. Bibliographic records for digitized items include URLs which incorporate the correspondinging media object ID at the end.

When search results appear, the top box displays part of the 245 field entry and the bottom window displays most of the content from the original MARC bibliographic record
If more than one entry appears in the top box, highlight individual entries and view content in the lower box to determine the correct entry.

To open the MARC Record View window, highlight the desired entry in the top box and click the "View" button in the lower right of the screen.
The MARC Record window contains five boxes:

Recognized Contributors

Only contributors represented by access points in the original MARC record and for which a V3 contributor record already exists will display in this box.
To clarify whether an entry is the desired one, highlight an entry and click the "View" button. A Record View window will open, providing basic information from the contributor record
Entries in this box may be "dragged and dropped" to contributor tabs/windows in work, container, and instantiation records

New Contributors

Only contributors represented by access points in the original MARC record and for which NO V3 contributor record exists will appear in this box.
The system does not catch spelling errors. If a name appears to be spelled incorrectly in the New Contributors list entries, try searching the correct spelling in the V3 Admin tab Contributor search.
To create a new contributor record:
- Highlight the desired entry, then click the "Create" button
- A new contributor record opens and the name heading will sort to the Uniform Name field. Complete the contributor record as described in the cataloging guidelines
- Once a contributor record has been created and saved, return to the MARC Record view window and press the "Refresh" button. The name entry should now appear in the Recognized Contributors box and may be "dragged and dropped" to contributor tabs/windows.

Recognized Works

Only works represented by access points in the original MARC record and for which a V3 work record already exists will appear in this box.
To clarify whether an entry is the desired one, highlight an entry and click the "View" button. A Record View window will open, providing basic information from the work record
Entries in this window may be "dragged and dropped" to the instantiation list (located on the container record's Instantiation Tab)

New Works

Only works represented by access points in the original MARC record and for which NO V3 work record exists will appear in this box.
The system does not catch spelling errors. If a name appears to be spelled incorrectly in the New Contributors list entries, try searching the correct spelling in the V3 Admin tab Contributor search.
WARNING: There is a bug associated with this window. Many works sorting to this box actually ARE in Variations2. This problem appears to be related to entries in which parts of works are indicated (|p entries). In such instances, the work title should be searched in the creator/work search before creating a new record
To create a new work record:
- Highlight the desired entry, then click the "Create" button
- A new work record opens and the title heading sorts to the Uniform Title field. Complete the work record at either minimal or complete level as described in the cataloging guidelines
- Once a work record has been created, return to the MARC Record view window and press the Refresh button. The entry will move from the New Works box to the Recognized Works box.

Bibliographic Record box

This window displays the MARC record (including fields and tags) for the selected item

From a File

On occasion, bibliographic records may not be found through Z39.50 or the one found might not be adequate. In such instances, catalogers may decide to import bibliographic records from OCLC. Once a bibliographic record has been exported from OCLC and saved to a local file, it may be retrieved and imported to the container record via this option.
For instructions on how to retrieve and import local files, see the Exporting and Importing Records section in the cataloging guidelines

View MARC Record - Work

Use this option to view work authority records saved to a local file, but for which no Variations2 record has yet been created. Catalogers must know the file to which the record was saved, or will be required to manually search through the various files
Presently, the retrieval of work information is not possible via Z39.50
Click the Admin menu button, highlight "View MARC Record - Work" and select "From File."

A local file/folder window will open. Select the folder to which the work authority record was saved and press "Open."

In the following window, select the file to which the authority record was saved and press "Open."

Highlight the desired entry in the top box and press "View."

The MARC Record window for works contains three boxes

Recognized Contributors

The Recognized Contributors box lists contributor names (generally composers) which were provided access points in the original authority record and are represented by contributor records in Variations2.
To clarify whether an entry is the desired one, highlight an entry and click the View button. A Record View window will open, providing basic information from the contributor record.
Entries in this window may be "dragged and dropped" to the contributor tab of work records.

New Contributors

This box lists contributor names which were provided access points in authority records, but are not represented by contributor records in V2
The system does not catch spelling errors. If an entry in the New Contributors list appears to be spelled incorrectly, try searching the correct spelling in the Admin tab Contributor search.
To create a new contributor record:
- Highlight an entry, then click the "Create" button
- A new contributor record will open with the name heading sorted to the Uniform Name field. Complete the record at either minimal or complete level as described in the cataloging guidelines
- Once a contributor record has been created, return to the MARC Record view window and press the Refresh button. The entry will then move from the New Contributors box to the Recognized Contributors box

Work Authority Record Window

This window displays the MARC authority record (with tags and fields)

View MARC Record -- Contributor

Use this option to view name authority records saved to a local file, but for which no Variations2 record has yet been created. Catalogers must know the file to which the record was saved. If the file name is unknown, catalogers may open and search through the various files.
Click the Admin menu button, highlight "View MARC Record - Contributor" and select "From File."

In order to view a contributor MARC record window, follow the steps outlined above for work records
The MARC record window for contributors consists of just one box. As this box merely displays content from the authority record and the dragging/dropping of elements is not possible from this window, catalogers will rarely use this option