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Brown University Scholarly Resources

OCLC Connexion

Created by Kylene Hutchinson; last modified by Kylene Hutchinson on October 21, 2021.

 

Setup Export Profile

Configuring OCLC Connexion Export Option to Export Records to Alma

(Prepared by Cathy Weng  5-6-21)

 

The purpose of this document is to provide step by step instruction to configure the export option on Connexion in order to export bibliographic records to the local Alma system.

On Connexion Client, Menu bar

  1. Click Tool > Options

  1. From the Options window, click the tab “Export” to access the Export option. Click “Create” to create a new path to export records to Brown Alma. (Note: If you have already created the path and want to edit the setting, you’ll click “Edit” and go to step 5.)

 

  1. You’ll be promoted with the window “New Export Destination”. Click “OCLC Gateway Export” and click “OK”.

  1. Then next window is the Local System Settings. Fill out the “Host name” as given in step 5. Tick “Send Local System Logon Id and Password” box to activate the “Local System Authorization” setting. Then fill out the Login Id and Password as given in Step 5.

 

  1. Fill out all the elements as given below. Click OK when you finsih.

Host Name: brown.alma.exlibrisgroup.com

Port: 5500

CLICK HERE FOR USERNAME AND PASSWORD

 

 

  1. The last step is to give a name for the Export Destination. You can given a name at your wish. A good name will be “Alma” or “Brown_Alma”. Click “OK” when you are done.

 

 

  1. Select this Alma-Brown gateway when you want to export records to Brown Alma. (i.e., click the gateway so it is highlighted.)

 

  1. If setting is done correctly. When you export a record to Alma, the message will be like this.

 

Setting up the Connexion Browser for Exporting Records to Alma at Brown

(5-11-21 prepared by Cathy Weng)

 

Login and access the Connexion Browser using your normal OCLC login from the following link:

http://connexion.oclc.org/

 

  1. Once logged in, from the opening screen, click “General”. Then click “Admin Options” and then “Preferences”.

  1. Select “Export Options” from the “Preferences” menu.

  1. Fill out all the elements as given below. Click OK when you are done.

Host Name: brown.alma.exlibrisgroup.com

Port: 5500

CLICK HERE FOR USERNAME AND PASSWORD

 


 

Go back to cataloging from the top menu

 

Search Connexion and test exporting a record. 

 

From the “Action” box dropdown, select the option “Export Record in MARC”.

 


 

Search Alma and locate the exported in Alma 

 

 

Importing OCLC records onto existing Alma records

OCLC Connexion currently uses the default Overlay profile in Alma.

Records in Connexion will match on the records 035$a OCLC Number. If the OCLC number cannot be found, a new record will be created.

How to overlay/export a record from OCLC to Alma

  1. Find the record in the repository search and then you can add it to the MD Editor several ways

  2. Option 1: check the box on the left and in the top right corner click PUSH SELECTED TO MDE (you use this to select multiple records at a time), and then go to the MD Editor

  1. Option 2: click title to go to the RECORD VIEW page. On that page in the top right corner, click the EDIT button to push the record to the MD Editor, and that will take you to the editor directly

  1. Option 3: on the RECORD VIEW, you can also click the PUSH TO MDE, but this will not take you to the MD Editor automatically.

2. Click Editing Actions>Add Field in the MD Editor

3. Add the 035 field with the OCLC # as follows: 

  • 035 _ _ $$a (OCoLC)############

    • Indicators are empty and shown as _ _ to represent they are empty

    •  ########## represents the OCLC number

    • Full example: 035 _ _ $$a (OCoLC)1121603144

    • If there is already an 035 (or several), delete it/them so the updated version can overlay

4. Click the Save icon

5. Click Save>Save and Release Record (Ctrl+Alt+R)

  • Make sure the record has been release prior to export the bib record from OCLC or else the IZ record will not be updated

6. Export the Bib record from OCLC to Alma. See instructions to set up Alma OCLC exports if necessary.

7. Check the bib record has been updated to a full bib record.

  • Search by the MMS ID if you do not see changes immediately doing a search other than MMSID

  • Click on the title link to make sure the bib record is now a full record 

8.  Add 995 _ _ $$a CATALOG $$c AH $$d 210917

9.  Then save Bib record and move onto HOLDING update step

 

Using OCLC Connexion in Alma

...

 

OCLC Connexion Gateway Export Bib Records to Alma – Import Failed messages and Solutions

(Taken from CARLI documentation: https://www.carli.illinois.edu/products-services/i-share/physical-res-man/import-workflows   10-18-21)

Alma and the OCLC Gateway Export will report "Import Failed" if the import/merge was unsuccessful. One or more actions may be needed to follow-up on the failed import. In some cases, a cataloger may need to choose a different import method to complete the import.

 

Import Failed Reason

Cause

Steps to Resolve

No integration profile found for institution 01BU_XXX

Your institution zone configuration has more than one Connexion integration profile. 

Delete the profile that you are not using.

Logon Failed--the Logon ID and/or password is/are not valid

If a password is changed in the Connexion integration profile, and in the Gateway Export settings after the Gateway Export was created, it is likely that the change did not save correctly in Connexion

Delete and recreated the Gateway Export with the correct password.

The local system has closed the connection, retries exceeded.

The Gateway Export settings may be incomplete or corrupted; or, network firewall settings may have changed.

Delete and recreate the Gateway Export with the correct settings. If this does not resolve the issue, consult your local IT group and inform them that you need port 5500 as an allowed port.

Multi matches found for this record.

The exported record matched on two or more records in the same zone with the same OCLC number present.

Two or more records have the same OCLC number in 035$a and or 035$z. 

1) Locate and merge these records in the target zone, then try the gateway export again.

2) Choose another import method, then resolve any duplicates with a merge after importing the bib.

NOT_ADDED_BRIEF

The exported record matched a single bib in the target zone, BUT that bib has a higher brief level than the incoming record.

Choose another import method and resolve duplicate records with a merge after importing the bib.

NOT_ADDED_LOCKED

The exported record matched a single bib in the target zone, BUT that bib is being edited in the Alma metadata editor.

1) If you previously searched the record and opened it in the metadata editor, go back to the metadata editor and release the record.

Alma will unlock records 60 minutes after the cataloger exits the metadata editor. However if waiting longer than that amount of time, ask your supervisor to resolve.

NOT_ADDED_OLD

The exported record matched a single bib in the target zone, but the 005 of that record reflects a more recent update than that of the exported bib.

1) Your Connexion integration profile may be set prevent an existing record from being merged or replaced by an older record according to 005 values. You may choose to disable this comparison in the integration profile.

2) Import the record using another method, then resolve duplicate records with a merge after importing the bib.

 

Self-paced tutorials (OCLC)

Required: OCLC Tutorials, short (self-paced)

Required: OCLC tutorials, recorded trainings (long). Brief free registration. Symbol=RBN. Check as applicable: I'm newly appointed to my position; I want to improve my skills with the service; My supervisor assigned me

Required if assigned:

Optional:

Homosaurus

  1. Download the file
  2. Open File Explorer
  3. Copy the file into the OCLC Macros folder:
    1. Navigate to: C:\Users\[Your User Name]\AppData\Roaming\OCLC\Connex\Macros
      1. For Example, my username is khutchi2, so my path would be: C:\Users\khutchi2\AppData\Roaming\OCLC\Connex\Macros
      2. The easiest way to navigate to this folder would be to enter it in the File Explorer Address Bar.
      3. If you do not know your username, navigate instead to: C:\Users
        1. Locate the folder with your unique username (usually a combination of first initial and parts of your last name). This will be the username you will use to navigate to the Macros folder.
    2. Open a separate File Explorer and navigate the new window to your downloaded file
      1. You can open a new window of File Explorer by selecting File > Open New Window
      2. Unless you have changed the default settings, your download should be in your Downloads folder.
        1. You can open your Downloads folder by simply entering Downloads into File Explorer's Address bar.
    3. Select the downloaded file and drag it into the Macro Folder in the first window
      1. You can drag and drop files by clicking on the file with the left mouse button, hold the button and do not release. Drag the icon of the file over to the new window, then release the mouse button. The object should move into the new folder.
    4. Close the File Explorer windows.


       
  4.  Open OCLC Connexion
  5. Assign the Macro to a Tool
    1. Select Tools > User Tools > Assign

       
    2. In the new pop up, select the Macro radio button
    3. In the list of Macros, select: Homosaurus_subjects!ALL NOTES
    4. In the Select New User Tool drop down menu, select a tool and then click Assign.
    5. Select Ok 


       
  6. Open a record you wish to edit in Connexion
  7. Select Tools > User Tools > Macro Homosaurus_subjects!ALL NOTES
  8. A new pop up will appear. Follow the instructions and choose the appropriate subject headings.
  9. Select I'm Done and the selected headings will be added to the record as 650_7s