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Workflows



Overview

Workflows group Enhancements and Global Edits and run them together as a single action. Use Workflows to make a series of tasks easier or combine all of your work into a single step.

Workflow Configuration

You can run a Workflow when you import a MARC file, so utilize them to perform standardization automatically when you bring your records into BestMARC. You may want to create separate Workflows to handle tasks for different schools, different collections, or different vendors.

For example, you could create a Workflow that automatically runs the Award Notes enhancement, Subject Heading Updates enhancement, and performs 3 special Global Edits for a particular vendor called "Import Vendor A records".

Share the Import Vendor A records workflow with your organization so when receiving a new file from Vendor A, any colleague can import it with this workflow.

If you later decide to add or change the processing for Vendor A records, update the workflow to perform the additional work without having to change the process for the staff who continue to run Import Vendor A records with the fresh changes.

New

  • On the Edit tab, click the New icon and a menu appears.

    New Menu
  • Select New Workflow....
  • The new workflow configuration window opens: New Workflow Configuration
  • Add Enhancements or Global Edits from the Available items list to the Workflow list. See the Configure section below for more details.
  • Click the Save button and the following window is displayed:

    Save
  • Enter a name for this workflow and click Save.

  • The Workflow now appears in the Private folder. To make changes to it later, select it from the list and click Modify.

    Worflow List

    Any of the Global Edits added to the workflow now appear underneath the new workflow in the list. Click the arrow to the left of the workflow icon to expand or collapse it.

Modify

  • On the Edit tab, find and select the workflow you want to edit from the list.

  • Right-click on it and select Modify from the menu or click .

  • The workflow configuration window opens: Workflow Configuration
  • Add Enhancements or Global Edits from the Available items list to the Workflow list. See the Configure section below for more details.
  • Click Save.

Configure

The Configuration window is where you define which Enhancements or Global Edits you want this workflow to run, and in what order.

Workflow Configuration
  • Double-click on a Global Edit in the Available items list to add it to the end of the workflow. Alternatively, click and drag it to the Workflow list.

  • Double-click on a Global Edit in the Workflow list to remove it from the workflow. Alternatively, click and drag items in the Workflow list out of the list to remove them.

  • Items in the Workflow list can be dragged up or down to change their position. Items run in order from the top of the list to the bottom.

  • Enhancements are always run together as a group. You can place Global Edits before or after Enhancements.

After configuring your Workflow, click Save to save and return to the Edit tab.

Preview

Before making changes to your records, you should test your workflow to make sure that it works as intended. Preview opens a side-by-side view of your records to let you compare changes, but does not save them.

Enhancements cannot be previewed. When previewing a Workflow, only the Global Edits in it are run. To view changes in Enhancements, use Checkpoints.

  • Select the Workflow and click Preview on the Edit tab.

  • The Preview Global Edit window opens:

    Preview Settings
  • Select the records you wish to preview.

    • Selected records - Preview just the selected records of the My Records grid.
    • Current page of records - Preview all the records on the current page of the My Records grid.
    • All records - Previews cannot be run on all records, so this option is disabled.
    • Run as preview - Leave this checked to run a Preview. Uncheck to change the preview into a Run.
  • Click Preview. The preview window opens:

    Preview

The Original record appears on the left (before changes were made) and the Updated record appears on the right.

Click on a row in the Results section to view it in the record viewers above. Click Previous or Next to select the previous or next records in the list.

  • The numbers in the results represent the number of Adds, Changes, and Deletes that were performed by the workflow. For instance, this row has 0 Adds, 4 Changes, and 1 Delete.
  • The highlighted rows in the record viewers correspond to the same colors as the Adds (yellow), Changes (blue), and Deletes (red) in the row counts.
  • Rows that have no changes are dimmed to make it easier to see rows with changes.
  • Click the arrow next to the row to see full change details for that row.

Click View Summary to view a detailed summary of how many changes were made by each item in the workflow.

Run

When you are confident that your workflow is working correctly, run it on your records to make the changes.

  • Select the Workflow and click Run on the Edit tab.

  • The Run Global Edit window opens:

    Run Settings
  • Select the records to update.

    • Selected records - Update just the selected records of the My Records grid.
    • Current page of records - Update all the records on the current page of the My Records grid.
    • All records - Update all records of the My Records grid.
    • Run as preview - Leave this unchecked to update your records. Check to change this into a Preview to preview changes before updating them.
  • Click Run. A new Run tab opens:

    Running

    The records are now removed from the My Records grid. The Status of the job periodically updates on this tab. You can continue working in BestMARC™ or close it as your job continues processing.

  • After processing, the records are loaded back into the My Records grid and a report appears in the same tab.

    Report

    Close the tab by clicking the X in the tab's header.

  • If you closed BestMARC™ or want to view the report again, open it in the Activity Log on the Account page. Click the Report link in the Detail column of a Global Edit Run event.

    Activity Log Report

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