Using Macro Express in Technical Services: How We Do it at Our Place

1
Using Macro Express in Technical ServicesHow We
Do it at Our Place

• Betsy Eggleston, Head, HCL/FAS Cataloging Support
  Service, Harvard College Library Technical
  Services
• Minna Popkin, Technical Services Librarian,
  Germanic Division, Harvard College Library
  Technical Services

2
Outline

• Introduction
• Setting
• Creating a simple text-string macro
• Organizing macro work
• Writing complex macros
• Macro software issues

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Setting

• Technical services department with 75 staff in 8
  divisions
• Past macro use - high expectations
• Migration to new system - new needs

4
Simple text-string macros

• Type in text manually to ensure that you know all
  the keystrokes
• Open Macro Express menu item Macros
• Choose Add Macro
• Choose activation
• Choose Direct Editor
• Select functions or type in text

5
Task group charged with

• Identifying and prioritizing needs
• Identifying staff to develop macros
• Establishing naming convention
• Establishing guidelines
• Establishing testing teams

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Identifying and prioritizing needs

• Ideas (and expectations) from past use
• Task analysis learn the new ILS first
• Input from users work with prototypes
• Tensions
• Department-wide vs. division-specific needs
• Acquisitions vs. cataloging needs

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Guidelines - General

• Restrict macro development to
• Finite processes
• Client-side activities
• Provide documentation within macros
• Build in error checking and verification features

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Guidelines for macro writing

• Use event-related delays rather than absolute
  time delays
• Avoid saving record to server
• Verify cursor position using Windows Controls
  commands before typing text
• Include conditionals for various possible
  situations rather than assuming one typical
  situation

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Guidelines for macro management - Part 1

• Documentation
• User guides in macro, on paper, on intranet site
• Intranet site general help, user guides, macro
  list with activations, feedback form
• Testing
• In different circumstances and on different
  workstations
• Specific instructions for testers
• Deadline
• Naming and numbering
• Identification
• Version control

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Guidelines for macro management - Part 2

• Distribution
• One macro file for each division
• Macro files located in shared read-only network
  directories
• Training and help
• MEXpert assigned to each division as the first
  point of contact
• Individualized training and help
• Feedback
• Solicit and listen
• Various channels MEXperts, paper form, intranet

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Some of our macros

• Add 043 field
• Update Holdings
• User defined strings
• Create an order
• Receive and pay
• Selecting a fund
• Search CatME online

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More of our macros

• Add 504 field or 500 Index
• Add simple 853/863 to holdings
• Search the call number for shelflisting
• Print bib record/Arrival slip with barcode
• Look at the record in the public catalog
• Convert Aleph/HOLLIS record to Passport record

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Writing complex macros

• Problems to solve
• How to get data into the macro
• How to position
• How to analyze what youve got
• How to rewrite it to the system

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Getting data into the macro

• Prompts for variables
• Dialog boxes
• Single choice
• Multiple choice
• Controls
• Clipboard
• Wait for mouse click, text, key press, etc.

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Prompt boxes
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Dialog boxes
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Getting text from controls
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Making a file from a record

• Text TypeltCONTROLgtd
• Wait Text Playback
• Clipboard Save Text "WorkingRecord.txt"

• Use a system supplied command to copy whole
  record
• Give the computer some time to type
• Save the clipboard contents to a file

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Waiting

• Waiting for a response from the user
• Waiting for the system to respond

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Timing commands
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Positioning

• Making sure youre in the right place
• Controls
• Mouse position
• Activating windows
• Keyboard positioning (tab, system commands)

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Positioning with controls
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Positioning with controls
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Positioning with system commands
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Analyzing what youve got

• Processing a file
• Conditions and Cases
• Finding text in variables

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Processing a file
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Processing a file (cont.)
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Processing a file (cont.)

• Text File Begin Process "WorkingHoldings.txt"
• Variable Modify String Copy Part of T2 to
  T3
• If Variable T3 "852"
• Variable Set String T22 "True"
• End If
• If Variable T3 "853"
• Variable Set Integer N2 from Position of
  Text in Variable T2
• Variable Modify Integer N2 N2 3
• Variable Set Integer N3 from Position of
  Text in Variable T2
• Variable Modify Integer N3 N3 - N2
• Variable Modify String Copy Part of T2 to
  T4
• Variable Modify String Convert T4 to
  integer N4
• End If
• Text File End Process

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Conditions

• If Variable T45 contains "-"
• Variable Set String T43 "0"
• Else
• Variable Set String T43 "1"
• End If

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Cases

• Switch (T86)
• Case b
• Variable Modify String Copy T71 to
  T1
• Replace "b" with "" in T1
• End Case
• Case c
• Variable Modify String Copy T71 to
  T2
• End Case
• Case h
• If Variable T71 contains "Order"
• Else
• Variable Modify String Copy T71 to
  T3
• End If
• End Case
• End Switch

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Changing the file

• // Converts 008 positions to Fixed Field Tagged
  display
• If Variable T2 "008"
• If Variable T3 ltgt "AU"
• Variable Modify String Copy Part of T1
  to T90
• Replace "T90" with "ÜDtSt T90 Ý" in
  T90
• Variable Modify String Append T90 to
  T92
• Variable Modify String Append T92 to Text
  File

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Writing back to the catalog

• Make sure cursor is in the the right place
• Using a tag command
• Control set focus
• Text type
• Waiting
• Paste

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Setting focus and typing text

• If Variable T98 ltgt variable T93
• Set Focus to C52
• Post Message to C52
• Text Type T93
• Wait Text Playback
• End If

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Macro software issues

• Selection of software
• Licenses
• Editor, player, or both
• Installation
• Upgrades
• Test new versions
• Support (training, helpdesk, troubleshooting)

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Last but not least

• Thank you for your interest
• Your comments
• Presenters contact information
• Betsy Eggleston, Head, HCL/FAS Cataloging Support
  Service, Harvard College Library Technical
  Services, eegglest_at_fas.harvard.edu
• Minna Popkin, Technical Services Librarian,
  Germanic Division, Harvard College Library
  Technical Services, popkin_at_fas.harvard.edu