StaffGuide: Sierra

System status, news, and tips and tricks

Updated Procedures, May 2018

Summon daily updates are now handled by a Sierra Scheduler job called mej Summon Daily Updates Job. 

Manual updates will still need to be run after a full catalog load or if a daily update for some reason does not process correctly. 

Full Catalog Loads

Full catalog outputs are run four times a year or after large catalog / record loads or updates. 
The quarterly schedule for full catalog loads is: July 1, October 1, January 1, and April 1. 
The full catalog export process takes between 1 and 2 hours to complete. 

  1. InewIn Sierra web admin, https://library.uark.edu/sierra/admin, go to Scheduler and make the job mej Summon Daily Updates Job inactive by clicking on Edit > Show addiitonal fields > radio button for not active. 
  2. In Sierra, navigate to Data Exchange.
  3. Choose the option to Output MARC records (out).
  4. Click the menu button to Create an output file. 
  5. Note: Trying to run a list of all 2 million + records breaks the Data Exchange function.
    Instead, split the file into segments. 
    Segments of 500,000 records each take only 10 or so minutes to run. 
    Strategy to split the file:
  • b10000008 to b1500000a
  • b1500000a to b2000000a
  • b2000000a to b2500000a
  • b2500000a to b3000000a
  • b3000000a to b3500000a
  • b3500000a to b4000000a
  • b4000000a to last digit
  1. Name the file.
    File naming conventions:
  • File names should not include any blank spaces or special characters.
  • The naming pattern for FULL extracts is
    uark-catalog-full-yyyy-mm-dd-hh-mm-ss.out
    example:
    uark-catalog-full-2016-07-05-14-24-18.out
  • If you split the output into multiple files, the files should be numbered, examples:
    uark-catalog-full-2016-07-05-14-24-18_1of5.out
    uark-catalog-full-2016-07-05-14-24-18_2of5.out
  1. Record the name and beginning and ending bib records in the log file at
    \\nautilus\Cataloging\Record Loads\Summon\Catalog\RecordLoads.xlsx
  2. Data Exchange may run for a while to create the full file(s).
    When Data Exchange completes creating the file, make a note on the log of the total number of records and deletes. 
  3. Close the Data Exchange report to go back to the main Data Exchange menu.
  4. Click on the file you just created to highlight it and click the menu item to Put FTS.
  5. A dialog box will open. Choose the host ftp.summon.serialssolutions.com and the radio box for Secure. 
  6. The login and password can be found at the passworded address: http://uark.libguides.com/staffguidessecure/summonftp.
  7. Once connected, choose the full/ folder at the remote site. 
  8. Check the box to Rename files on transfer.
  9. Highlight the file you wish to export to Summon and click Put ->
  10. Change the file name extension at the remote site from .out to .marc. 
  11. Repeat as necessary if you have multiple files.
  12. Close your connection and exit out of Sierra when done. 
  13. Inform Ex Libris staff that you have uploaded a new full file by completing the form in Summon Admin in the Serials Solutions Client Center
    1. Indicate the total number of records sent. 
  14. Full catalog loads should be completed by Ex Libris staff within 3 weeks.  If not, open a ticket at Ex Libris to inquire about status. 
  15. After processing, a Content Ingestion Report will be mailed to bjuhl and mag. Cataloging should see the report for errors or miscoded titles.  
  16. After the content ingestion report is received, perform a manual update of records edited in the last 3 weeks.
  17. After the manual update is complete, in Sierra web admin, https://library.uark.edu/sierra/admin, go to Scheduler and make the job mej Summon Daily Updates Job active again by clicking on Edit > Show addiitonal fields > radio button for active. 
  18. Repeat in 3 months! 

Manual Updates Step 1: Creating the Output File

You have 2 options for creating your list of MARC records to be output:

  • Create Lists / Review Files
    Advantage: you have control over the period of coverage for edited bibs.
    Use saved search strategy mej summon daily updates and change updated to greater than or equal to the date you need to start at. 
  • Outrecs function in the character-based system
    The OUTRECs function creates a list of all bibs and items that have been updated or deleted since the last time OUTRECs was run. This is no longer very useful since we are running daily updates to Summon.  But here is how to use it:
  1. Login into the text-based system (direct SSH or Admin Corner).
  2. Choose A > Additional System Functions.
  3. Choose M > Read/write MARC records
  4. Choose C > Copy OUTRECS to review file.
  5. Select an empty review file by typing its line number. 
    To be on the safe side, choose a large empty list (150,000 records or more). 
    If many updates have occurred in the last few days, choose the 500,000 review file. 
  6.  Quit out of the text-based system. 

Manual Updates Step 2: FTP the Records to Summon

  1. In Sierra client, navigate to Data Exchange
  2. Choose the option to Output MARC records (out).
  3. Click the menu button to Create an output file. 
  4. Choose to output the review file you created in Step 1. 
  5. Name the file.
    File naming conventions:
  • File names should not include any blank spaces or special characters.
  • The naming pattern for daily extracts is
    • uark-catalog-updates-yyyy-mm-dd-hh-mm-ss.out
    • example:
    • uark-catalog-updates-2016-07-05-14-24-18.out
  1. Record the name and beginning and ending bib records in the log file at
    \\MULN-VFS1\Cataloging\Record Loads\Summon\Catalog\RecordLoads.xlsx
  2. When Data Exchange completes creating the file, make a note on the log of the total number of records and deletes. 
  3. Close the Data Exchange report to go back to the main Data Exchange menu.
  4. Click on the file you just created to highlight it and click the menu item to Put FTS.
  5. A dialog box will open. Choose the host ftp.summon.serialssolutions.com.
  6. The login and password can be found at the passworded address: http://uark.libguides.com/staffguidessecure/summonftp.
  7. Once connected, choose the updates/ folder at the remote site. 
  8. Check the box to Rename files on transfer.
  9. Highlight the file you wish to export to Summon and click Put ->
  10. Change the file name extension at the remote site from .out to .marc. 
  11. Close your connection and exit out of Sierra. 

Manual Updates Step 3: Weekly Record Deletes

Each Friday, records recently updated to BCODE3=d without attached order, item, or checkin records are deleted from the system. 

  1. Create the list of delete candidates by running the saved search mej delete candidates BCODE3=d
  2. Change the update date to the previous Friday (at least 7 days ago).
  3. When complete, run the list in the Delete Records function. 

Index Arkansas Record Outputs

Index Arkansas records are sent quarterly to Summon on the schedule

July 1, October 1, January 1, and April 1.

As a rule. daily or interim record loads are not done for Index Arkansas. 

  1. In Millennium, login to ArchCat or ArchAdm and navigate to Data Exchange.
  2. Choose the option to Output MARC records (out).
  3. Click the menu button to Create an output file. 
  4. Name the file.
    File naming conventions:
  • File names should not include any blank spaces or special characters.
  • The naming pattern for FULL extracts is
  • uark-indexarkcatalog-full-yyyy-mm-dd-hh-mm-ss.out
    example:
    uark-indexarkcatalog-full-2016-07-05-14-24-18.out
  1. Record the name and beginning and ending bib records in the log file at
    \\alexandria\Cataloging\Record Loads\Summon\IndexArkansas\RecordLoads.xlsx
  2. Data Exchange may run for a while to create the full file.
    When complete, make a note on the log of the total number of records and deletes. 
  3. Close the report summary and exit out to the Data Exchange main menu.
  4. Click on the file you just created to highlight it and click the menu item to Put FTS.
  5. A dialog box will open. Choose the host ftp.summon.serialssolutions.com.
  6. The login and password can be found at the passworded address: http://uark.libguides.com/staffguidessecure/summonftp.
  7. Once connected, choose the full/ folder at the remote site. 
  8. Check the box to Rename files on transfer.
  9. Highlight the file you wish to export to Summon and click Put ->
  10. Change the file name extension at the remote site from .out to .marc. 
  11. Close your connection and exit out of Millennium. 
  12. Inform Ex Libris staff that you have uploaded a new full file by opening a ticket in the Ex Libris Support Center.  Open a case and be explicit that this is the Index Arkansas catalog, not the main library catalog.  Include the FTP file name in your correspondence. 
  13. Repeat in 3 months!