Using Record Buckets

Permissions:

Buckets are virtual “containers” to use in batch processing item or bibliographic records. They can be used to perform various cataloging/holdings maintenance tasks in batch. 

Record Buckets are used to manage bibliographic records.  They are also used to merge duplicate records found in the catalog.

Access #

You can open the Record Bucket

Manager from the Cataloging Menu by selecting Record Buckets.  You can also access Record Buckets from the home page. 

By default, the Record Buckets tool will open on the Bucket

View tab. Buckets can be managed from any of the three tabs; however, records can only be managed or batch edited from the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

View tab.

Create a new Record Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

#

To create a new Bucket

, click on the Buckets button, then select New Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

from the drop-down list. 

A dialog box will open up:

Enter a unique, descriptive name for your Bucket

.  You also may enter a description for your Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

but this is optional. Check mark the Shareable button to allow other staff to view your Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

. Click Create Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

.

TIP: The Bucket

names are case-sensitive, so you could have buckets named To Be Withdrawn and To be withdrawn. You can also have a Record Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

and an Item Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

with the same name.

If the Bucket

name is new, the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

will be created. The Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

name will now appear in the drop-down list in alphabetical order.

Viewing (Opening) Record Buckets  #

To view a record Bucket

you’ve created, use the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

View tab. Click on the drop down list from the Buckets button, then select your Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

name from the list.

Your Bucket

will be retrieved in the same tab. The Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

name will be displayed in bolded black letters, and the contents of your Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

, if any, will display in the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

view area. The Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

description will also include the number of records in the open Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

, when it was created and by whom, and a description.  If there are many records in the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

, it may take several seconds for the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

to display. 

NOTE: All screen views in the Record Bucket

Manager include a column picker.

Adding Bibliographic Records to Buckets #

There are a few different places you can add records to record buckets in Evergreen.

Using the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

Manager #

To add records to a Bucket

from the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

manager, you must first have a Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

open. 

The Record Bucket

Manager has three tabs that display with the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

View tab opening by default.

In order to add records directly from the Record Bucket

Manager, click the Record Query tab. This screen allows you to search the catalog for bibliographic records. 

In order to search the catalog via Record Query, you can use various search keys. To see available searching options, click on the Help button:

To perform a catalog search in the Record Query screen, you can combine the search keys listed under the help button. For instance to do a title/author search for The Godfather by Mario Puzo, enter the query as shown: 

TIP: When multiple search keys are listed for the same thing, you can use any of them, such as keyword or kw. Authors can be listed in direct order or Surname, Given Name.

TIP: You can limit your search to available items by adding available:1 or available:true to your search. You can also limit your search by format (format: a for books and format: i for nonmusical sound recordings, for example).

After you have entered your desired search terms, press the Enter key.  Your results will be displayed below. The total number of records retrieved from your search query will display at the top in the Record Query tab.

Within the query tab, you can sort your list by clicking on the blue headings at the top of each column.  For example, clicking on ISBN will sort the list by ISBN.

You can limit the number of search results by selecting an option from the Rows drop down menu.  The maximum number you can display is 100.  If your search results are over 100, you will need to select another Page from the adjacent drop down menu or click the arrow buttons to see the rest of your results.

You can transfer any or all of the records from the Record Query tab to the Pending Records tab or you can put them directly into your open Bucket

.

Highlight the records you would like to transfer.  You can select specific records by checking the box next to each record or by pressing the Ctrl key as you click the line to highlight it.  You can also press the Ctrl key as you click a highlighted line to remove the highlight.  If you want to highlight a large group all at once, press the Shift key as you click from one line to another.  If you want to select all records, you can click the uppermost check box. To transfer the records you have selected to your open Bucket

, right-click or select Actions and choose Add to Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

.  

The only change you will see is that the Bucket

View tab now has a number next to it, representing the number of records you just transferred.

To view the records in your Bucket

, click the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

View tab.

NOTE: If there are no records displaying in your Bucket

, it is likely that you did not have a Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

open when you added your records.  You need to have a Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

open to successfully add records.

Using Bibliographic record

The record that contains data about a work, such as title, author and copyright date. A bibliographic record may have zero or more item attached, which are the things that (may) circulate.

Summary Pages #

You can also add a record to a Bucket

when you are viewing the record in the catalog. From any record view, click on Other Actions and select Add to Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

.

The Add to Bucket

dialog box will open:

To add a record to a Bucket

you have previously created, simply select the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

from the drop down list. Then click the Add To Selected Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

button.  

You can also create a new Bucket

when adding a record from the catalog. Click New Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

, enter the name of the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

and a description (optional). Click Add to New Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

.

To add the record to a shared Bucket

, select the Shared Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

tab and enter the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

ID. Click Add to Shared Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

.

Once you’ve added the record to a Bucket

, the dialog box will close.You will need to access the record Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

to confirm the record was added; there is no visual confirmation otherwise.

Using Baskets #

You also can add records to a Bucket

from the search results page of the catalog by using the Basket feature. To do this, check the small radial button next to each record you want to add. As you click on records, they are automatically added to your basket. The number of records in the basket appears in the corner of the basket icon.

NOTE: The basket contents will stay static if multiple searches are made.

When you are finished adding records to your basket, go to the Basket Actions menu and select Add Basket to Bucket

from the drop-down menu.

The Add to Bucket

dialog box will appear. Select which existing Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

you want to add the records to or create a new one. Click on Add to Selected Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

. Add the basket content to an existing Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

, a new Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

, or to a shared Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

.

Using Item Status

Item Status allow syou to see the status of an item without having to go to the actual bibliographic record.

#

Item Status

will let you add scanned items to Item Buckets as well as add the records the items are attached to into Record Buckets.

After scanning your items in Item Status

, select the records you wish to add to a Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

. Right-click or select Actions and choose Add to Record Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

.

Select the name of an existing Bucket

from the drop down and click Add to Selected Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

, or enter a name for a new Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

and click Add to New Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

. Click Cancel to end the process.

Merging Records #

The merge function allows you to eliminate duplicate bibliographic records. You select the best record and all attached holdings and any Patron

holds from the other records are transferred to the lead record selected.  The merged records which were not selected as the lead are deleted from the catalog.

When merging records, take care to ensure that the records do indeed match.  Please use the same criteria for matching records to be merged that you would use to catalog an item.  If there is any question as to whether or not the records should be merged, do not merge them. It is much easier to merge records than to unmerge them. Once the records are merged, it can be difficult to determine which items originally belonged on which record if they were merged in error. In cases of doubt, it may be necessary to have the items in hand in order to compare them to each other and to the records.  

TIP: If you have accidentally merged records in error, you can file a helpdesk ticket to have the records unmerged. The sooner the ticket is filed, the more likely it is that the merge can be undone. Provide as much information as possible, including when you merged the records and the Record IDs of the records involved. See Helpdesk Tickets if needed.

To merge records, you must add each matching record to be merged to the same record Bucket

.  See Adding Records to Buckets for more information on adding records to buckets.  

TIP: When merging many records into one, adding records to buckets from the record query in the Bucket

manager will allow you to highlight and add a lot of records to your Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

at once, rather than searching and viewing each record individually in the catalog. For instance, you could do a title search and then sort by publisher or ISBN, and to select and transfer the regular print records to a Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

to merge. Then you can transfer large print or audio records and merge those.  

NOTE:  In addition to Record Query and Bucket

View, the record Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

also contains a Pending Records tab.  You can move records from Record Query into the Pending Records.  Within the Pending Records tabs, there are not many actions you can take.  Your options are to Add to Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

or Clear List. However, Pending Records can be used as a staging area to store records you eventually want to move to a Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

.

Once you have added your records to a Bucket

, open that Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

in the Record Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

manager. See Viewing Record Buckets, if needed.

To merge the records in your Bucket

, select which records you want to merge.   You can select specific records by checking the box next to each record or by pressing the Ctrl key as you click the line to highlight it.  You can also press the Ctrl key as you click a highlighted line to remove the highlight.  If you want to highlight a large group all at once, press the Shift key as you click from one line to another.  If you want to select all records, you can click the uppermost check box.

Once you have selected the records to merge, right-click or select Actions and choose Merge Selected Records from the drop down list.

The record merging function will open in a new window.  Records are displayed horizontally with the option to show library holdings listed below each bib record.

By default, each record will display a record summary and a MARC View of the Bibliographic record

. To decrease screen scrolling, you may wish to minimize the record summaries.

Below the summaries there is the option to Toggle Holdings Display. This will list libraries’ holdings below the MARC.

TIP: When you are merging records, don’t merge too many records at one time. It is easier to merge when you can see them all on the screen at the same time.

At the top of each record, there are two buttons labeled Use as lead record and Remove from consideration.  The lead record is the one that will remain in the system. The holdings from the other records will attach to the record selected as the lead record, so you will want to select the best record as the lead.  There may be no clear “best” record, and you may need to edit one of the records to include information from another record, such as a summary statement or subject headings, before you merge the records. 

Eliminate any records you don’t want to merge by selecting Remove from consideration from each record you want removed. The record will immediately disappear from the display.

NOTE: Records removed from consideration will remain in your Bucket

but will not be included in the current merge.

When you are ready to merge, select Use as lead record for the best record. You cannot merge records without selecting a lead record.  

The lead record will move to the left and the non-lead records will stay on the right.  

Once Use as lead record is selected, the buttons on the lead record change to allow you to edit the lead. Clicking Edit will display the Enhanced MARC Editor to make edits within the current window. Clicking Edit using full editor will open the record in a new window. 

NOTE: Using the Flat Text Editor will allow you to copy and paste fields from the non-lead records into the lead record without modifying any field layout.

Once edits are complete, click Save. If you made changes to the record using Edit using full editor, you will also need to click Done at the bottom of the window to close out the editor.

To cancel any edits to the lead record before saving, click Cancel Edit.

Once you’ve finished your edits, finish the merge by selecting the Merge button on the top right-hand side of the screen below the Record Summary.

The merge window will close, and the lead record will open up in a new tab.

TIP: If you wish to use the same Bucket

for Merges in the future, you should remove these records from your Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

immediately.

NOTE: If a record being merged, that is not selected as the lead record, has a record note attached, it will be merged onto the lead record.

Record Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

Row Actions #

In addition to the Merge Selected Records, there are six other Bucket

actions available in the Record Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

Manager:

The first option is Show Selected Records in Catalog.  Selecting this option will open all the records you have selected from your Bucket

in new tabs, as seen below.  The more records you have in your Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

, the longer it will take for them to display. 

The next function is Remove Selected Records from Bucket

.  Selecting this option will remove the records from your Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

.  This will not permanently delete any records; it merely removes them from the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

. 

From Bucket

View, select the records you wish to remove and right-click or select Actions and choose Remove Selected Records from Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

. The Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

will automatically refresh.

TIP:You can select specific records by checking the box next to each record or by pressing the Ctrl key as you click the line to highlight it.  You can also press the Ctrl key as you click a highlighted line to remove the highlight.  If you want to highlight a large group all at once, press the Shift key as you click from one line to another.  If you want to select all records, you can click the uppermost check box.

The screen will refresh, and the records will no longer be displayed in your Bucket

. If you have removed all the records in your Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

, a message saying No Items to Display will appear. If you are removing a lot of records this process may take several seconds.

To move records from one Bucket

to another, select them from the open Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

, then right-click or choose Actions and select Move Selected Records to Pending Records. The records will be removed from the open Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

and relocate to Pending Records. Then, you may open a different Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

and add those records to the new Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

. The number next to the Pending Records tab will change based on the number of records moved.

The next option is Delete Selected Records from Catalog. This will only work for items that do not have at least one call number attached.  If you attempt to delete a record which has a holding, an error message will appear:

This usually isn’t necessary as records automatically delete from the catalog once the last item is deleted from it.

If you are using this function to delete empty bib records, you will be asked to confirm the action:

After selecting OK/Continue, the screen will refresh but the record you deleted will still show in your Bucket

. To quickly verify that it has been deleted, you select the Deleted? Column from the grid configuration menu.

The next function in the list is Transfer Title Holds.  This will take all holds that have been placed on the records in your Bucket

and transfer those holds to another record.  In order to do this, you must have a record marked as the Title Hold

A request placed by staff or patrons for materials to be picked up at a selected location (see Pickup Library).

Transfer destination.  

In the staff catalog, view the record you want to transfer holds to and select Title Hold

Transfer from the Mark for menu:

Go back to Bucket

View and choose the record with the holds you want to transfer.  Select Transfer Title Holds from the Actions menu:

A window will appear asking you to confirm to the transfer to the marked bib record.

Select OK/Continue.  The screen will remain in Bucket

View.  

To confirm that the holds successfully transferred, return to the target record and open the View Holds tab.  Your Hold

(s) should now display on the target record.

The last function is Export Records.  This allows you to export records from your Bucket

to a file on your computer.  You can export them in a few different formats.

Open the Bucket

with the records you wish to export, then from the Actions menu, click Export Records.

A window will open with formatting options.  Select the format you’d like to use, in this case USMARC.  You can opt to Include Items which will also export item-level data. 

Click on Export. Depending on your browser, the file may download automatically or your computer will ask to save the file to the folder of your choice. In most cases, it will appear in your Downloads folder by default.

NOTE: Even if you do not select all of the records in the Bucket

, the exporting function will export all of the records in the open Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

.

Sharing Record Buckets #

To view a record Bucket

created by someone else, you must know the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

ID. The Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

ID appears first in the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

’s information. 

To view a shared record Bucket

, select Shared Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

from the Buckets menu. 

A pop up window will ask for the Bucket

ID. Type in the ID of the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

you wish to view, and click Load Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

.

The shared Bucket

will load along with any records in the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

.

You can perform some functions from the Actions menu, but you cannot remove or add records to a Bucket

created by another user.  

Deleting Record Buckets #

Deleting a Bucket

means getting rid of your virtual container. It is not the same as deleting the contents of your Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

.  If you delete a Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

with contents, the records will remain in the catalog.  It is still a good idea to empty the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

prior to deleting it.

To delete a Bucket

, make sure it is open and then select Delete Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

from the Buckets menu.

A window will open asking if you to confirm deleting the Bucket

:

Select Delete Bucket

.

The deleted Bucket

will still appear as long as the tab is open.  However, if you look at your Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

list, it will no longer be listed.  Once you close the tab, the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

will completely be gone.

Batch Edit #

Selecting Batch Edit from an open record Bucket

will pre-fill the Record Source and select the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

.

Open the Bucket

with the records that need to be edited, make sure the Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

View tab is selected, and click Batch Edit.

The MARC Batch Edit function will open in a new tab.

TIP: If you do not open MARC Batch Edit through an open record Bucket

, you will need to select the Record Source from the drop down and Bucket

This is a virtual container of items. See also Record Buckets, Item Buckets, and User Buckets.

name.