Create routing slip

Name:

Create Routing Slip (PDF)

Purpose:

This macro fills in the Books Routing Slip PDF form with data from an Aleph holdings record.

Starting point:

Start this macro from a holdings record in the Aleph Cataloging module.

Development history:

Created 2013-12-09 by Vernica Downey

Created in and for Macro Express version 4.3.0.1

Created for Aleph 20.01 and Adobe Acrobat XI

Last revised: 2014-02-05

Revision history:

2014-02-05 -- Vernica Downey -- XFDF and PDF redesigned to remove radio buttons in end-processing options section and allow for all boxes to be checked/unchecked (see line 537)

2014-01-31 – Vernica Downey -- Split array variable increased for 3 to 10; line 286 edited and lines 290-291 and 293 added to stop "Undefined variable" error for nonstandard 541 |d

Submacros:

This macro does not run any macros as subroutines. However, future developers should consider adding subroutines to simplify MARC record and call number processing.

Helper files:

This macro uses the following files from the shared drive (H:\HOUGHTON\Technical Services\Shared\Macros\Helper_Files\):

• Books_Routing_Slip.pdf
• RoutingSlip_CollectionCodes.csv

This macro creates the following files on the C: drive (C:\Users\[USERNAME]\Documents\Insight Software\Macro Express\Houghton\):

• Temp_Record.txt
• Books_Routing_Slip.pdf
• Books_Routing_Slip_data.xfdf

Shortcuts or key commands:

This macro relies on the following shortcuts or key commands:

• <Ctrl>+<d> (the default copy record command in Aleph)

Known problems:

If file associations are not correct, an XML document or text file will open instead of a PDF. Users will need to adjust their file association by right clicking in Explorer and selecting Adobe Reader.

Variables:

This macro uses the following variables:

Filename variables:

• Temp_Location = Macro Express/Houghton folder on C: drive
• Temp_Record = Temp_Record.txt
• Routing_Slip = Books_Routing_Slip.pdf
• Collection_Codes_CSV = RoutingSlip_CollectionCodes.csv
• RoutingSlipXFDF = Books_Routing_Slip_data.xfdf

Text variables:

• 506
• 541
• 563
• 852
• 852_b
• 852_c
• 852_h
• 852_Indicator1
• Accession
• Accession_Date
• Accession_No
• Accession_Status
• Aleph_No
• Call_No1
• Call_No2
• Call_No3
• Call_No4
• Cat_Date
• Cat_Initials
• Cat_Status
• Collection
• Collection_Codes_CSV
• Field
• Fund_Donor
• HD
• H09
• LKR
• PrefabCMI
• Prefix
• Punctuation
• RoutingSlipXFDF
• Routing_Slip
• Source
• Split [Array 1-10]
• Suffix
• Temp
• Temp_Array [Array 1-5]
• Temp_Line
• Temp_Location
• Temp_Record

Integer variables:

• Counter
• Length
• Position

Actions:

1.  Clears variables and clipboard

2.  Sets file locations for Temp_Record.txt, Books_Routing_Slip.pdf, and RoutingSlip_CollectionCodes.csv

3.  Copies Aleph holdings record and saves record to a text file for processing

4.  Retrieves the following fields from the text file containing the saved MARC record:

• • DB (database)
  • LKR (Aleph linking)
  • 506 (Restrictions on access note)
  • 541 (Source of acquisition note)
  • 563 (Binding information note)
  • 852 (Location)
  • H09 (Local reporting)

5.  Gets Aleph bib. number from LKR |b

6.  Processes the 852 field

a. Gets sublibrary from 852 |b

b. Gets collection code from 852 |c

c. Gets call number from remaining 852 subfields

i.   Retains 852 |h (Classification part), |i (Item part), and |m (Call number suffix)

ii.  Removes |z (Public note) and |x (Nonpublic note)

iii. Replaces blank spaces and subfield tags with carets

iv.  Replaces lowercase l with HTML (hex) identity code for lowercase script l (&#x2113), excluding the following text:

• Aldrich
• Balt
• Bible
• Catalogs, Catalogue, etc.
• Celt
• Class
• Collection
• Dealer
• Film
• Horblit
• Ital
• Kipling
• Lowell
• Mol
• Philol
• Phil
• Roosevelt
• Slav
• Volume designators (e.g., ‘vol.’ or ‘volume’)

Note: This section is needed because Macro Express does not recognize the lowercase script l character. There are probably many other collections that include lowercase l and will not display properly on the routing slip. These should be added to the macro as needed.

d.  Sets call number as blank if record is an accession record awaiting cataloging (i.e., the H09 |k has accession information but no cataloging information)

e.  Matches sublibrary and collection code to display/formatting data in the HOU/POE/THE collection code list (RoutingSlip_CollectionCodes.csv)

f.  Adds prefix and/or suffix to call number based on CSV file data (e.g., b, f, pf, (horz))

g. Reverses 852 |m and 852 |h/|i for call numbers that contain a Lobby location

7. Processes 541 field

a. Gets accession date from 541 |d (Date of acquisition)

i.    Removes end-of-subfield punctuation

ii.   Changes date from YYYY MM DD to DD MM YYYY order

b. Gets accession number from 541 |e (Accession number)

i.    Removes all but the first accession number if there is more than one

ii.    Removes end-of-subfield punctuation

c. Selects accession number for “ACCESSION # (OR DATE)” routing slip field

i.    If accession number is not present, selects accession date instead

ii.    If neither accession number nor date is present, selects “n.d.”

d. Gets fund information from 541 |h (Purchase price)

i.    If there are multiple funds (i.e., multiple purchase prices listed), sets fund to blank

ii.    If only one fund (i.e., one purchase price), removes purchase price and sets remaining text as fund

e. Gets source information from 541 |c (Method of acquisition)

f. If 541 |c is gift, bequest, or deposit, gets 541 |a (Source of acquisition) and combines with 541 |c to create a complete donor statement for the routing slip

8.  Modifies fund/donor information for special cataloging projects

a. Santo Domingo (if 541 |a Julio Santo Domingo, routing slip will have “Santo Domingo Collection”)

b. Ward Collection (if 541 |a  John Milton Ward, routing slip will have “John Milton and Ruth Neils Ward”)

Note: This section is for projects that need routing slip text that differs from what is in the 541 field. While this section can be expanded, additions should be carefully considered. Users can always set up separate text string macros to add info to the routing slip; it is not necessary for everything to be addressed by the routing slip macro.

9.  Gets cataloger’s initials from H09 |k

10. Saves the current date as the cataloging date for the routing slip

11. Formats variables for routing slip

a. Sets “On” status for routing slip HD box if 852 |c is HD

b. Puts “Harvard Theatre Collection” on first line of call number field if 852 |b is THE

c. Puts collection on second line of the call number field if there is collection data in the CSV file

d. Puts call number on the third line of the call number field if there is also collection information; puts it on the second line if there is no collection information

e. Puts “Use Restricted” on last line of call number field (either third or fourth line) if there is a 506 with 1 as the first indicator

f. Sets “On” status for Prefab/CMI box if prefab or CMI is noted in 563 field

12. Saves the appropriate variable data as a new XFDF file

13. Closes routing slip PDF if the PDF is already open

14. Copies Books_Routing_Slip.pdf from H: drive to C: drive

Note: To open the XFDF, a copy of PDF must be in the same folder on the C: drive

15. Opens XFDF with Books_Routing_Slip.pdf as the template