How to use Connexion

Setting up Connexion

If you have received a refreshed computer, you will need to download the Connexion Client. See these helpful instructions on the LTS wiki:

/wiki/spaces/LibraryStaffDoc/pages/43287187

Before you start working in Connexion, complete the two tasks below which are specific to Schlesinger.

1. Set up access to the Bibliographic Constant Data File

Connexion allows us to save constant data for different types of records. This is similar to how we used templates in Aleph for creating new records.

Setting up access to the constant data files is similar to the procedure for the shared bibliographic file. (In order to use these instructions, you must sync your Sharepoint site to your computer.)

Go to File on the toolbar. Click on Local File Manager.

Choose file type (at top left of window) – Bibliographic Constant Data
Click on Configure Paths (top right button)
New Window opens: Click on Add
Browse window opens to find appropriate file on G:\Drive.

Drill down to: Harvard University\Schlesinger Library-Documents\MANUSCRIPTS\OCLC\Connexion Local Save Files\Connexion Local Save Files (Manuscripts)\Constant Data Master File (Manuscripts)
Do not highlight it. Click OKAY.
The file appears in the “Configure local file paths” box.
Set as Default (button on right).
Click OKAY.
Close.

You will now be able to access the constant data files when creating new records in Connexion.

2. Set up export to use Unicode

Go to Tools/Options and follow these instructions:

Saving in Connexion

In Connexion, you have three options for saving:

Local Save File
Online save file
Save record to WorldCat

1. Local Save file (F4)*

This file is located on the c drive of your computer. You can keep drafts of NEW records here for as long as you want (no expiration).

[C:\Users\you\AppData\Roaming\OCLC\Connex\Db\DefaultBib.bib.db]

Once you have completed your record and you want it reviewed, save it to the online save file.

2. Online Save File (Ctrl+Alt+V)

[Online Bibliographic Save File List: sm:{“SLR”}]

When updating old records, use the online save file so your reviewer can reviews it here. There is a 28 day expiration for “New” records and 14 day expiration for records with OCLC #. If you need to extend your time, simply open the record, make a change, and save it again.

3. SAVE record to WorldCat (Alt+F10)

Choose Replace when you are ready to replace the record in public Connexion/WorldCat.

* When we began using Connexion in Spring 2018, we created a shared local save file on G for Schlesinger records. This practice has proved problematic, since you cannot lock a record for use while it’s in the local file.

To remove the default setting which saves your record to the shared local file on G instead of your personal local save file, do the following:

Go to File on the toolbar. Click on Local File Manager.

Choose file type (at top left of window) – Bibliographic
Under path, choose your file on the C drive (
Click Set as Default (button on right)
Click OK
Click Close.
The shared local file on G will no longer be your default when you save a record to the local file.

Other Tasks in Connexion

Manually replacing a record using Alma data

In the past, we sometimes needed to manually replace an out of date record in Connexion with the record in Alma. As of Summer 2022, this should no longer be necessary since the Data Sync project resulted in automatic updates from Alma to Connexion. Below are instructions for completing this task should it become necessary.

In Connexion, search Worldcat by main entry and select record with our holding
Under Tools menu, select Z3950, Connect
Paste the MMS ID from Alma (001) into the Record ID Number field and hit Find
Under Window menu, Tile vertically the OCLC record and the Alma record (which will say Bibliographic Workform: Mixed Materials, NEW)
Delete everything in OCLC master record except for 040, 049 (maybe the 010?), and the FAST headings (these are 6xx fields containing ǂ2 fast ).

To delete multiple fields in the record: Select the fields by left clicking to the right of the text (field number) in the first field you want to delete and drag the mouse down to include the last field. When the fields are highlighted, hit delete on your keyboard.

Copy all fields from 1xx (main entry) on from the Alma/Bibliographic Workform (NEW) record and paste them into the OCLC master record.
To copy multiple fields: Select the fields by left clicking to the right of the text in the first field you want to copy and drag the mouse down to include the last field. When the fields are highlighted, do Control C to copy.
Add the copied fields into the OCLC master record. First create a new line below the 049 (hit enter at the end of the 049). Use Control V to paste.
Edit the OCLC record, including:

the fixed fields
don't worry about including the 506 and 561
there will be lots of local bib and holdings fields from Alma (9xxs); delete them.

Close the Alma/Bibliographic Workform (NEW) record
Use Shift + F11 to check all headings for authority control.
From Action, Replace record and update holdings (Alt + F11)

NO Connexion record?

Occasionally we may have a record in Alma with no corresponding record in Connexion. This might happen if you have a record for addenda that will not be incorporated into the existing collection and now requires a connexion record. See the LTS wiki for instructions:

Bringing an Alma Bib into Connexion

After you create your Connexion record, return to Alma and create an 035 in the corresponding record and add the OCLC number. Example: 035 $$a (OCoLC)1129385650