Exporting Records from Connexion Client to Alma (Using F5)

Connexion Action > Export (F5) pushes a record from Connexion Client to Alma and overlay the record that has a matching OCLC control number in its 035 field.

If there has been no Alma record, then the Connexion record is pushed to Alma and saved as a brand new bib in Princeton's repository.

Limitations (i.e., failed export)

This method locates the Alma record to be overlaid by the matching OCLC control number in its 035 field. You cannot target an Alma record specifically by its MMS ID.

A Connexion record must have an OCLC control number.

This method does not apply to a new record that has not been produced to WorldCat and has not obtained its OCLC number.

Make sure the targeted Alma record has been released from MDE before executing F5 in Connexion.

When the record is still in MDE, it is locked and cannot be overlaid by this method.

The OCLC control number must be unique in Alma.

If two or more Alma records share the same OCLC number, all of them are prevented from being overlaid by this method.

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

In addition, if the Alma record has a higher Brief Level than the incoming Connexion record, it will not be overlaid.

Advantages

Local fields: This method allows you to export a Connexion record that contains local fields, which are not retained by the WorldCat record.

Sources: You can push not only an Online WorldCat record, but also records from your Local and Online Save Files as long as they have OCLC numbers that are unique in Princeton's repository.

Long and parallel fields: Using Connexion export will ensure large fields are not split and inadvertently unpaired. If you bring in a record that contains large 505 or 520 fields via Search Resources and find the fields split and - in the case of records of non-Roman materials - parallel fields split, use F5 to export it from Connexion.

Multiple records: You can select (highlight) multiple records for exporting at once.

Convenience: If there is no preexisting Alma bib, this method allows you to push a bib from Connexion Client directly into Princeton's repository with one keystroke, which takes fewer steps than importing a WorldCat record via Search Resources within the Metadata Editor.

Overlay an Alma bib

1) Check the OCLC number in the Alma record: if the existing Alma bib does not have the OCLC number of the WorldCat record in its 035 field, create a new field -

035 $$a (OCoLC)paste in the OCLC number

Tip: You may apply a template that serves as a placeholder field for OCLC number.
Template	Two ways to insert the template: (1) Menu option: Editing Actions > Expand from Template (2) Keyboard shortcut: Ctrl+E

After pressing Ok, scroll to the bottom of the record to find the placeholder field 035 $$a (OCoLC) where you can paste in the OCLC control number.

Alternatively, if 035 lists an OCLC number that is not of the best WorldCat record you have identified, replace it with the correct control number.

Important: Save and Release (Ctrl+Alt+R) the record!

2) Verify configuration in Connexion: Make sure the Alma Gateway is set as the export destination (Go to Tools > Options, select the Export tab, and make sure Princeton Alma is selected).

3) Have the Connexion record to be exported open; or highlight one or more bib records in the Local/Online Bibliographic Save File list or WorldCat search result list.

4) Select the menu option Action > Export (or hit the F5 button, or click on the Export button in your toolbar.)

5) It may take a few seconds for the record to export. A dialog will appear letting you know when the record has been exported successfully, and display the MMS ID of the overlaid Alma record.

5) Double-click on the MMS ID from the OCLC Gateway Export Status box, copy it, go to Alma and conduct an All Titles search by the MMS ID to retrieve the overlaid record.

6) When you are satisfied that the record has been correctly exported, you can close the Status box.

If you haven't copied the MMS ID before closing the Status box, no worry! Copy the OCLC control number of the record and you should be able to retrieve the same record in Alma by selecting the search index OCLC Control Number (035a+z)

If there has been no Alma record...

Then the Connexion record is pushed to Alma and generate a brand new Alma bib in Princeton's repository.

Likewise, retrieve it with an All Titles search by the MMS ID shown in the Status box. It is important that the search type All Titles is selected, because the new bib has no inventory established yet - searching for the record within Physical Titles will yield zero results.

The new Alma record will indicate that it was created by System.

Managing accidental changes and imports

If you accidentally modified (overlaid) a record, go to Alma MDE View Related Data > View Versions for that record and revert.

If you accidentally brought in a new record you don't want, delete it.

If you do not have the permission to delete records, use the menu option Record Actions > Assign Record to Another Cataloger to assign it to a colleague who can delete it.

Administrative documentation

Integration Profile for OCLC Connexion, Merge method: PUL-OverlayAllFieldsButLocal

PUL-OverlayAllFieldsButLocal (modified May 2021)

rule "PUL Merge from OCLC Connexion"
when
merge
then
replace MARC.XXX excluding "001,035,9XX,009"
# replace MARC."035" excluding MARC."035"("9","#")
add MARC."035"
end

Source

ExLibris Knowledge Center > Importing Records from OCLC Connexion / Record Manager