WHAT YOU DIDN’T KNOW ABOUT QUICK

CLICK

WILIUGJune 2015

Julie WoodruffIndianhead Federated Library SystemEau Claire, WI

OUTLINE

Introduction Quick Click Sierra set-up Vendor set-up for Baker & Taylor,

Ingram, Midwest Tapes, Quality Books Download Process

Vendor siteSierra

INTRODUCTION Indianhead (IFLS) covers 10 counties and 53 public

libraries MORE is a consortium of 49 public libraries and is a

service of the Indianhead Federated Library System Innovative customer since 1999 On Sierra 2.0, SP1 (2.0.1_6) Database contains:

Bibliographic 652,500 Order 420,000 Item 1,641,000 Patron 240,000 52 accounting units, 24 libraries actively using

Acquisitions 2014 Circulation

4.5 million item checkout 275,000 e-content checkouts

QUICK CLICK Innovative product Streamlines the process of creating bibliographic and

order records for orders placed with vendors who support this function

Carts are created on the vendor site, grid information is added to the cart including item location, fund, and quantity, then the cart is downloaded into Sierra. Order records are created from information entered on the vendor site and are either attached to existing bibliographic records in your system or new bib records downloaded from the vendor site

Vendors include: Baker & Taylor Brodart Ingram Midwest Tapes Quality Books

Multiple accounting units adds a layer of complexity

SIERRA SET-UP Open ports in firewall for Quick Click ordering Add vendor’s IP address to Network Access table Enable production of a review file of bibliographic records

that are created during the ordering process (not the default option)

Special load table (CLICK) is set up. Uses the default bib and order templates; not specific to one

library Option is set to “queue the PO” for order records

SIERRA SET-UP, CONT. Load table screenshots showing order

record fixed fields

VENDOR SET-UP Need to have Edifact ordering and invoicing

in place Need to have access to vendor’s online

ordering site Contact vendor Most vendors do not charge for this service,

but B&T does Vendor will do some set-up behind the

scenes; this varies from vendor to vendor Login to vendor’s site and complete set-up Test download process

BAKER & TAYLOR Need to be using Title Source 360 (both

a paid and free version) One-time fee needs to be paid to B&T

for grid set-up List of form, fund, and item location

codes need to be sent to B&T to be entered or can be entered by library

Create a Quick Click profile (B&T calls it One Click)

Separate Quick Click profiles can be set up for each account number or for different formats

B&T, CONT. Go to Admin/MARC Profiles Create a profile called Quick Click Under General MARC Info, fill in fields

B&T, CONT. Under MARC Bibliographic Rules, add

rules for MARC tag 960

B&T, CONT. Go to MARC Grid Rules Add fields and subfield information

B&T, CONT. Go to Admin/Grid Codes Create Grid fields for Format, Fund

Codes, and Item Location Codes Character limits can be set Grid codes can be assigned to all users

of TS360 or can be set for each user

B&T, CONT. Enter the codes into the appropriate fields Once the codes have been entered, grid

templates can be created Go to Admin/Grid Templates Fill in the Template Name (brief name) and

Template Description Select the appropriate format, fund and

item location codes from the drop down menus

INGRAM Under the One-Click section, fill in fields

Test FTP connection

INGRAM, CONT. Go to the Acquisitions Vendor section and click on

MARC setup Select III Enhanced and enter the ipage administrator’s

password Enter the appropriate fields below and save

INGRAM, CONT Add location and fund codes Setup grid templates

Create an identifiable nameAdd location, quantity and fund informationSave

MIDWEST TAPES Midwest Tapes does much of the setup for you Contact them and give them the “960” tag information and they will

program it Choose Settings/Personal settings/Downloads

Under Vendor and MARC on the Spot Records, choose the send via FTP button and check just one order or cart at a time box

Under Orderline Records, choose the download immediately via browser button and check the just one order or cart at a time box

Fill in the FTP URL, port, directory, username and password

MIDWEST TAPES, CONT. Under Library Settings, choose Vendor

MARC configuration and select MARC fields you want to import into Sierra

Under Library Settings, choose FundsVerify the fund and location code pairings

are correct

QUALITY BOOKS, INC Under Settings/Library/Quick Click

ordering, enter configuration information

QBI, CONT. Under Settings/Library/Brief MARC

Configuration, enter order record field information

QBI, CONT. Under Settings/Library/Distribution

Codes, enter the Fund and Item Location Codes

QBI, CONT. Instead of creating grid templates ahead

of time, QBI has a form to fill in for each cart where the fund code and location code can be input

ORDERING PROCESS, VENDOR Login to vendor site Create a cart Apply template to cart

Item location, quantity, fund Download cart from vendor site

bibliographic and order data is transferred via FTP to your server

Server processes the data and creates bibliographic and order records

Archive cart so it doesn’t get re-ordered

ORDERING PROCESS, SIERRA In Sierra, go to Create Lists function and view

file Find an empty review file and copy the file (system

generated lists are at the bottom) Two lists are created

Inserted (new bibliographic records) Check bib records for correct format code Verify headings and check for correct form of author’s

name Check for duplicates

Overlaid (added order records to existing bib records) Check for correct fund and item location

Empty lists when done Go to Print/Send orders function and send file to

vendor (this allows electronic status reports and invoices to be created)

QUESTIONSTHANK YOU!

Julie Woodruffwoodruff@ifls.lib.wi.us