Using Find and Replace to Modify Records
The M3 Cataloging module includes a Find and Replace utility that allows you to modify bibliographic, holding, patron, authority, and picture records. Use this utility to modify all occurrences of a keyword in all selected records, or to selec- tively modify occurrences in a specific record.
To use the Find and Replace utility:
1. Verify that you are working with the correct database. For instructions, see “Selecting a Database” on page 4-2.
2. Isolate the records you want to modify. To do so:
A. On the Edit menu, click Search. This displays the Search dialog box (Figure 4.25).
B. In the Search For list, select the type of records you want to modify.
Note: During the Find and Replace operation, all Authority Control fields contained in a bibliographic record are ignored.
C. Type your search query into the appropriate keyword boxes. To select a different MARC field or Boolean operator, click the arrow next to the appropriate list, and then select the preferred field or operator. (For search tips, see page 4-4.)
D. Click Search. This displays the list of brief records matching your search query.
3. Select the check box by each brief record you want to include in the Find and Replace operation. Or, to include all records in the list: on the Edit menu, select the type of record you want to include, and then click Select All Records. This places a check mark by all brief records in the list.
Tip: You can also display the Find dialog box by right- clicking the search results.
FIGURE 4.43
4. On the Edit menu, select the type of records you want to modify, and then click Find. This displays the Find dialog box (Figure 4.43).
5. Enter the desired find and replace parameters. To do so:
A. In the Find box, type the existing text you want to find and replace. This text can be any alphabetic or numeric character string, including punctuation.
B. In the In list, specify the MARC field that contains the text you want to replace.
• To indicate a specific field, type or select the desired field.
• To indicate any field (whether in the current record or all records isolated in step 2), select <global>. This looks for the text in all fields.
C. In the Replace with box, type the replacement text.
D. In the Search options group, select the appropriate options to fine-tune your search. Your choices are:
• Match whole word only – Locates exact text typed into the Find box, treating your text as a whole word. For example: If you type cat, only cat occurrences are found, and other words such as catalog and scatter are ignored. (Match whole word only and Match whole field only cannot be selected in the same operation.)
• Match whole field only – Locates exact text typed in the Find box, but only when that text is the entire content of a field.
• Match case – Locates exact text typed in the Find box, but only if the case matches.
• Wildcards – Allows a user to apply the truncation asterisk (*) to the beginning and/or end of text typed in the Find box, and the wild- card question mark (?) within text in the Find box. Wildcard usage broadens your search.
• Regular expression – Allows an advanced user to search using regular expression notation rather than plain text. Regular expressions allow you to use a character string that has special meaning when used in a pattern. For example, the string /eg*/ would find easy, egocentric, egg, and all other words that have zero or more occurrences of the character preceding the asterisk (in this example, g). This is only one example of a regular expression search; there are many characters that can be used.
E. Select the Advanced check box if you plan to use the advanced options. These options are explained in “Using the Advanced Find and Replace Features” on page 4-39.
6. Click the appropriate option button to proceed with the find and replace operation. The button you choose depends on whether you want to find and replace in all records isolated in step 2, or in just the selected record. To do so:
• Click Replace All to replace text in all records isolated in step 2. This locates all occurrences in all the selected records and replaces them simultaneously. This option does not allow you to preview each occur- rence prior to replacement. If you click Replace All, this completes the find and replace operation.
OR
• Click Find Next to limit the find operation to locating each occurrence of the search item, one by one. This button searches all records to find the next occurrence of the text. (If you indicated a specific field in step 5B, Find Next lim its the find operation to that specific field in the records.) When an occurrence is found, it is displayed and high- lighted, waiting for you to preview the occurrence. Click in the Find dialog box and then select one of the following four option buttons.
• Find Next skips this occurrence without replacing the text, then finds and displays the next occurrence.
• Replace inserts replacement text for that one occurrence, then waits for you to indicate the next action. You must then click Find Next to look for the next occurrence.
• Replace/Find inserts replacement text for that one occurrence, then automatically finds and displays the next occurrence.
• Replace All inserts replacement text for all occurrences simulta- neously.
NOTES:
• To cancel the find and replace operation, click Cancel at any time. How- ever, any changes made prior to clicking Cancel are saved.
• To “undo” the changes, click Undo Find/Replace on the Edit menu. You cannot undo once you have begun another find operation, saved a record, imported or exported records, begun a standard keyword search, or exited Cataloging.
Using the Advanced Find and Replace Features
The Find and Replace utility includes an Advanced mode that allows you to make sophisticated modifications to bibliographic, holding, patron, authority, and pic- ture records. You can use the Advanced mode to modify one or all occurrences of a selected field, add a new field, delete a field, and more by specifying your own find and replace parameters.
To use the Advanced Find and Replace mode, select the Advanced check box in the Find dialog box (Figure 4.43). This displays the Advanced Find/Replace dialog box (Figure 4.44).
FIGURE 4.44
In the Advanced Find group:
• Limit search to field occurrence – Limits a search to a specific field occur- rence or any, first, or last field occurrence. (If only one occurrence exists, it qualifies as the first and the last.)
• Limit search to subfield occurrence – Limits a search to a specific subfield occurrence or any, first, or last subfield occurrence. (If only one occurrence exists, it qualifies as the first and the last.)
• Limit search to character positions – Limits a search to a specific range of character positions in a field and/or subfield specified in the two prior check boxes. Note that the character position starts at zero. For example, the third character in a character string is position 2, or the first character in a character string is position 0 (zero). This is defined in the MARC stan- dard.
• Match each control field, subfield or indicator as specified above (ignore find expression) – Searches for a specific field or subfield, while ignoring the contents of the field.
In the Advanced Replace group:
• Execute actions for each:
• match – Limits the replace action to any match in any record.
• record – Limits the replace action to any record regardless of match.
• field specified above – Limits the replace action to the specified field.
• subfield specified above – Limits the replace action to the specified sub- field.
• Actions only (ignore replace expression) – Carries out the actions selected using Action and its options, and does not use the contents of the Replace with box.
• Actions box – Lists the actions created using Action and its options, and places them in the order they will be executed. Users can select the order of the actions in the Actions box by clicking Move Up and Move Down.
• Advanced Replace option buttons:
• Action – Displays a list of options that allows the user to create one or more replace actions. The replace actions are then listed in the Actions box. The option buttons are:
• Wizard: Leads the user through the creation of an action.
• Copy matching: Copies the contents of a field or subfield that contains text matching the Find box into a user-specified field or subfield.
• Copy existing: Copies the contents of an existing user-specified field or subfield into a different user-specified field or subfield.
• Move matching: Moves (changes the position of) a field or subfield containing text that matches the Find box.
• Move existing: Moves (changes the position of) an existing user- specified field or subfield.
• Rename matching: Renames a matching field or subfield.
• Rename existing: Renames an existing user-specified field or subfield.
• Remove matching: Removes a matching field or subfield.
• Remove existing: Removes an existing user-specified field or subfield.
• Insert new: Inserts a new control field, field, or subfield.
• Insert text: Inserts text into an existing control field, existing subfield, or indicator.
• Move Up – Moves the currently-selected action in the Actions box up one position.
• Move Down – Moves the currently-selected action in the Actions box down one position.
Note: During the Find and Replace operation, all Authority Control fields contained in a bibliographic record are ignored.
• Delete – Removes the currently selected action in the Actions box.
• Delete All – Removes all actions in the Actions box.
Example Find and Replace Operations
NOTE: The following examples assume that the M3 system is installed and prop- erly running. The examples also assume the user has the Cataloging module running and all rights configured so that the Find and Replace utility operates properly.
Changing the Contents of a Field or Subfield
The first two examples explain how to replace the contents of a field or subfield.
Example 1: Correcting a spelling problem
This example shows how to correct misspelled words in records.
1. On the Edit menu, click Search. This displays the Search dialog box (Figure 4.25).
2. In the Search For list, select the type of records you want to search.
3. In the first keyword box, type the misspelled word. To select a different MARC field, select the preferred field in the record field list.
4. Click Search. This limits the find and replace operation to only the records containing the misspelled word, and reduces the time needed for the find and replace operation.
5. Select the check box by each brief record you want to include in the Find and Replace operation. Or, to include all records in the list: on the Edit menu, select the type of record you want to include, and then click Select All Records. This places a check mark by all brief records in the list.
6. On the Edit menu, select the same record type you selected in step 2, and then click Find. This displays the Find dialog box (Figure 4.43).
7. In the Find box, type the misspelled word.
8. In the In lists, specify the MARC field and subfield to which you want to limit the find and replace operation.
9. In the Replace with box, type the correct spelling of the word.
10. Select any of the search options check boxes needed to refine your search (Match case, Wildcards, and so on).
11. Click Find Next. This locates the first occurrence of the Find text.
12. If you want the text replaced, click Replace. If you do not want the text replaced, click Find Next to locate the next occurrence.
NOTES:
• If you feel comfortable with the replace operation, click Replace All. This automatically completes the find and replace operation without user intervention. Use this only if the find and replace operation will work properly on every match.
• To cancel the find and replace operation, click Cancel at any time. However, any changes made prior to clicking Cancel are saved.
Note: During the Find and Replace operation, all Authority Control fields contained in a bibliographic record are ignored.
• To “undo” the changes, click Undo Find/Replace on the Edit menu. You cannot undo once you have begun another find operation, saved a record, imported or exported records, begun a standard keyword search, or exited Cataloging.
Example 2: Changing grade levels in a high school
When changing the grade level of a group of patrons, it is very important that you start the find and replace from the patrons in the highest grade first. If you do not, then all the patrons will end up with the same grade listed. (This example assumes the patron records contain the grade information. Also, if your system is using groups to differentiate between the grade levels, there is no need to perform this operation.)
1. On the Edit menu, click Search. This displays the Search dialog box (Figure 4.25).
2. In the Search For list, select Patron.
3. In the first keyword box, type the highest grade level at your institution (for example, 12th grade). To select a different MARC field, select the pre- ferred field in the record field list.
4. Click Search. This limits the find and replace operation to only the records containing the grade level you want to change, and reduces the time needed for the find and replace operation.
5. Select the check box by each brief record you want to include in the Find and Replace operation. Or, to include all records in the list: on the Edit menu, select Patrons, and then click Select All Records. This places a check mark by all brief records in the list.
6. On the Edit menu, select Patrons, and then click Find. This displays the Find dialog box (Figure 4.43).
7. In the Find box, type the number 12.
8. In the In lists, select 852 and g to limit the find and replace operation to field 852#g.
9. In the Replace with box, type the number 13.
10. Select the Match whole word only check box to make sure the find and replace does not find and possibly change text like 120 or 1213. While this might not be needed in this case, it is a good habit.
11. Click Find Next. This locates the first occurrence of the Find text.
12. If you want the text replaced, click Replace. If you do not want the text replaced, click Find Next to locate the next occurrence.
13. Repeat this procedure until all grades have been promoted. When finished, be sure to search for and delete all 13th graders.
NOTES:
• If you feel comfortable with the replace operation, click Replace All. This automatically completes the find and replace operation without user intervention. Use this only if the find and replace operation will work properly on every match.
• To cancel the find and replace operation, click Cancel at any time. However, any changes made prior to clicking Cancel are saved.
Note: During the Find and Replace operation, all Authority Control fields contained in a bibliographic record are ignored.
• To “undo” the changes, click Undo Find/Replace on the Edit menu. You cannot undo once you have begun another find operation, saved a record, imported or exported records, begun a standard keyword search, or exited Cataloging.
Deleting and/or Obsoleting Unwanted Fields and/or Subfields
Example 3: Deleting all field occurrences of field 261
This example explains how to delete a field. We will search for and delete all field occurrences of 261.
1. On the Edit menu, click Search. This displays the Search dialog box (Figure 4.25).
2. In the Search For list, select Bibliographic.
3. In the record field list, type the field tag number (261) over the default field name.
4. In the first keyword box, type an asterisk (*).
5. Click Search. This limits the find and replace operation to only the records containing the unwanted field, and reduces the time needed for the find and replace operation.
6. Select the check box by each brief record you want to include in the Find and Replace operation. Or, to include all records in the list: on the Edit menu, select Bibliographic, and then click Select All Records. This places a check mark by all brief records in the list.
7. On the Edit menu, select Bibliographic, and then click Find. This displays the Find dialog box (Figure 4.43).
8. Select the Advanced check box. This displays the Advanced Find/Replace dialog box (Figure 4.44).
9. Click Action, select Remove existing, and then click field.
10. In the first Field/occurrence list, select 261. If there are multiple occur- rences of the field, select which occurrence should be replaced in the second Field/occurrence list, and then click Next.
11. Select the Execute actions for each check box, then click record.
12. Click Find Next. This locates the first occurrence of the Find text.
13. If you want the field removed, click Replace. If you do not want the field removed, click Find Next to the locate the next occurrence.
NOTES:
• If you feel comfortable with the replace operation, click Replace All. This automatically completes the find and replace operation without user intervention. Use this only if the find and replace operation will work properly on every match.
• To cancel the find and replace operation, click Cancel at any time. However, any changes made prior to clicking Cancel are saved.
Note: During the Find and Replace operation, all Authority Control fields contained in a bibliographic record are ignored.
• To “undo” the changes, click Undo Find/Replace on the Edit menu. You cannot undo once you have begun another find operation, saved a record, imported or exported records, begun a standard keyword search, or exited Cataloging.
Adding a Field or Subfield
Example 4: Adding a new field to a series of records
In this example, we will add a local notes field to a series of records.
1. On the Edit menu, click Search. This displays the Search dialog box (Figure 4.25).
2. In the Search For list, select Bibliographic.
3. Search for the records in which you want to add the new field. To do so, type your search query into the appropriate keyword boxes. To select a different MARC field or Boolean operator, click the arrow next to the appropriate list, and then select the preferred field or operator.
4. Click Search. This limits the find and replace operation to only the records you want to modify, and reduces the time needed for the find and replace operation.
5. Select the check box by each brief record you want to include in the Find and Replace operation. Or, to include all records in the list: on the Edit menu, select Bibliographic, and then click Select All Records. This places a check mark by all brief records in the list.
6. On the Edit menu, select Bibliographic, and then click Find. This displays the Find dialog box (Figure 4.43).
7. Select the Advanced check box. This displays the Advanced Find/Replace dialog box (Figure 4.44).
8. Click Action, select Insert new, and then click field/subfield.
9. In the Field list, type or select 590. In the Subfield list, type or select the letter a, and then click Next.
10. Select how you want the field positioned, and then click Next.
11. Click Next to skip this dialog box.
12. Type your note, and then click Next. This closes the dialog box.
13. Select the Execute actions for each check box, then click record.
14. Click Find Next. This locates the first occurrence of the Find text.
15. If you want the field added, click Replace. If you do not want the field added, click Find Next to locate the next occurrence.
NOTES:
• If you feel comfortable with the replace operation, click Replace All. This automatically completes the find and replace operation without user intervention. Use this only if the find and replace operation will work properly on every match.
• To cancel the find and replace operation, click Cancel at any time. However, any changes made prior to clicking Cancel are saved.
Note: During the Find and Replace operation, all Authority Control fields contained in a bibliographic record are ignored.
• To “undo” the changes, click Undo Find/Replace on the Edit menu. You cannot undo once you have begun another find operation, saved a record, imported or exported records, begun a standard keyword search, or exited Cataloging.
Example 5: Adding a field or subfield based on the contents of another field or subfield
In this example, we will add a General Material Designation (245#h) with contents that match the value of position 6 in the leader (000). We will use “videorecording” as the medium.
1. On the Edit menu, click Search. This displays the Search dialog box (Figure 4.25).
A. In the Search For list, select Bibliographic.
B. In the first record field list, select a MARC field. C. In the first keyword box, type an asterisk (*).
D. In the first Boolean operator list, select NOT.
E. In the next record field list, type 245#h over the default field name. F. In the keyword box below, type video*.
2. Click Search. This limits the find and replace operation to only the records you want to modify, and reduces the time needed for the find and replace operation.
3. Select the check box by each brief record you want to include in the Find and Replace operation. Or, to include all records in the list: on the Edit menu, select bibliographic, and then click Select All Records. This places a check mark by all brief records in the list.
4. On the Edit menu, select Bibliographic, and then click Find. This displays the Find dialog box (Figure 4.43).
5. In the Find box, type the letter g.
6. In the In list, type 000 to limit the find and replace operation to the leader.
7. Select the Advanced check box. This displays the Advanced Find/Replace dialog box (Figure 4.44).
8. Select the Limit search to character positions check box. Type 6 in both of the boxes that follow.
9. Click Action, select Insert new, select subfield, and then click into existing field.
10. In the Subfield list, type or select h, and then click Next.
11. In the first Field/occurrence list, type or select 245. Leave first as the value of the second Field/occurrence list, then click Next.
12. Click after. In the adjacent boxes, type or select b in the first box, and leave first as the value of the second box. Then click Next.
13. In the text box, type [videorecording], and then click Next.
14. Select the Execute actions for each check box, and then click match.
15. Click Find Next. This locates the first occurrence of the Find text.
Note: During the Find and Replace operation, all Authority Control fields contained in a bibliographic record are ignored.
16. If you want the field added, click Replace. If you do not want the field added, click Find Next to locate the next occurrence.
NOTES:
• If you feel comfortable with the replace operation, click Replace All. This automatically completes the find and replace operation without user intervention. Use this only if the find and replace operation will work properly on every match.
• To cancel the find and replace operation, click Cancel at any time. However, any changes made prior to clicking Cancel are saved.
• To “undo” the changes, click Undo Find/Replace on the Edit menu. You cannot undo once you have begun another find operation, saved a record, imported or exported records, begun a standard keyword search, or exited Cataloging.
Renaming a Field or Subfield
Example 6: Renaming a field or subfield with incorrect information
In this example we will rename a field in records that were improperly cataloged. In this case, records have a field incorrectly named 261 that should be 262.
1. On the Edit menu, click Search. This displays the Search dialog box (Figure 4.25).
2. In the Search For list, select Bibliographic.
3. In the record field list, type the field tag number (261) over the default field name.
4. Click Search. This limits the find and replace operation to only the records containing the unwanted field, and reduces the time needed for the find and replace operation.
5. Select the check box by each brief record you want to include in the Find and Replace operation. Or, to include all records in the list: on the Edit menu, select Bibliographic, and then click Select All Records. This places a check mark by all brief records in the list.
6. On the Edit menu, select Bibliographic, and then click Find. This displays the Find dialog box (Figure 4.43).
7. Select the Advanced check box. This displays the Advanced Find/Replace dialog box (Figure 4.44).
8. Click Action, select Rename existing, and then click field.
9. In the first Field/occurrence list, type or select 261. If there are multiple occurrences of the field, indicate which occurrence should be replaced in the second Field/occurrence list, and then click Next.
10. Type or select 262 as the new field tag, and then click Next. This closes the dialog box.
11. Select the Execute actions for each check box, then click record.
12. Click Find Next. This locates the first occurrence of the Find text.
13. If you want the field renamed, click Replace. If you do not want the field renamed, click Find Next to locate the next occurrence.
NOTES:
• If you feel comfortable with the replace operation, click Replace All. This automatically completes the find and replace operation without user intervention. Use this only if the find and replace operation will work properly on every match.
• To cancel the find and replace operation, click Cancel at any time. However, any changes made prior to clicking Cancel are saved.
• To “undo” the changes, click Undo Find/Replace on the Edit menu. You cannot undo once you have begun another find operation, saved a record, imported or exported records, begun a standard keyword search, or exited Cataloging.