Rapid Updating of Records

To update records in Rapid Update, you must be assigned permission 08 (Rapid updating). See Permissions Used by Sierra for more information.

Global Update and Rapid Update both allow you to make multiple edits simultaneously. However, Global Update is more powerful. It enables more types of edits and can change records of different types simultaneously. Using Global Update incorrectly can make far-reaching, unintended changes in your organization's database. You may want to consider this when assigning staff permissions for Global Update or Rapid Update.

Rapid Update and Default Record Types

Rapid Update enables users to update the record type most closely associated with a specific application or workflow, even if the user is not assigned permission 08 (Rapid updating). For example, the Select Record Type to Modify drop-down list always includes the B BIBLIOGRAPHIC choice in Cataloging or the O ORDER choice in Acquisitions.

Extending Item Due Dates from a Review File

If your library has the Batch Due Date Extension feature enabled, you can use Rapid Update to extend the due dates for all items in a review file. See Extending Item Due Dates from a Review File for more information.

Purpose

Rapid Update enables you to make multiple edits simultaneously. This function can:

Fields can be modified in a single record or in multiple records simultaneously.

Please note that Rapid Update does not enable you to update all records at once. Updating all records at once could result in serious performance issues for your system. Use review files to control the size of batches you process.

Process

To use Rapid Update:

  1. Select an individual record or multiple records to update.
  2. Build a Command List - a list of fields to insert or update and new values for the fields.
  3. Apply the Command List to the record or set of records.

Additional Features

You can apply the Command List to as many individual records or record sets as you want. The system preserves the Command List while you choose another record number or set of records.

You can disable a command, that is, leave it in the Command List, but make it temporarily inactive. When you apply the Command List to records, only active commands create edits.

You can remove individual commands from the Command List, or clear the entire list.

Settings Options

See Rapid Update Settings for information on changing the Settings Options for this function.

Choosing an Individual Record to Update

  1. Select Rapid Update from the Function list.
  2. Select a record type from the Select Record Type to Modify drop-down menu.
  3. Select Tools | Rapid Update Options | Update Individual Record.
  4. Enter a record number in the Record # box.

You also can use a barcode, preceded by the letter "b", to specify an individual item record.

Warning: If you do not put a "b" before the barcode, you will see an error message.

Using a Barcode to Update an Individual Item Record

When you use Rapid Update to update an individual item record, you also can use the barcode to specify the item record.

To update an item record by using the barcode:

  1. Select Tools | Rapid Update Options | Update Individual Record.
  2. Select Item from the Select Record Type to Modify drop-down list.
  3. In the Record # box, enter the barcode, overwriting the .i.

When you enter values in the Field and Value fields to build the Current Command list, note that the system translates the barcode number to the appropriate record number.

After you update an individual record, you can enter another record number or barcode and update that record by using a different Current Command. You also can apply the same Current Command, by choosing Submit without inputting new field/value combination(s).

Choosing Multiple Records to Update

In Sierra 6.3 and later, you can select a review file in Create Lists and transfer it to Rapid Update. See Sending a Review File to Global Update or Rapid Update for more information.

To choose multiple records to update:

  1. Select Rapid Update from the Function list.
  2. Select a record type from the Select Record Type to Modify drop-down menu.
  3. Select Tools | Rapid Update Options | Update Multiple Records.
  4. Select the record(s) to update.
To update a... Follow these steps...

Review file
  1. Select Review from the drop-down menu.
  2. Select a review file.

Index range
  1. Select Index from the drop-down menu.
  2. Select an index from the drop-down menu.
  3. Enter the first and last members of the range in the text boxes.

Building the Command List

  1. Enter the fixed- or variable-length field in the Field text box.
To enter a... Select one of these options...

Fixed-length field
  • Double-click the text box and choose a field.
  • Begin typing in the text box and choose from the drop-down menu.
  • Enter the field number.

Variable-length field
  • Double-click the text box and choose a field.
  • Begin typing in the text box and choose from the drop-down menu.
  • Enter the field tag.
NOTE

If your library has either the Value Added feature enabled or the discount feature set to apply discounts by vendor, the system does not provide the option of updating the vendor code field in Rapid Update.

  1. Enter the code or text for the field in the Value text box. For some fixed-length fields, double-clicking the Value text box displays a list of valid values.
  2. Enter fields and values until the Command List is complete. (The Command List appears in the Current Command table.)

Applying the Command List

To apply the Command List to the record(s), choose either Start (for multiple records) or Submit (for individual records).

As the system updates records, they appear in the History table.

The Status column of the History table indicates that the records were:

For a busy, deleted, or out-of-scope record, the status appears in red to indicate that the record could not be updated. (The "Busy" status applies only to order and invoice records.)

Clearing the History Table

To clear the History table, click Clear History.

Disabling Commands in the Command List

To disable a command, that is, leave it in the Command List but not apply it to a record or set of records, uncheck the Use Same Data check box in the Current Command table.

Removing Commands from the Command List

Select Delete Row from the right-mouse menu to remove commands from the Command List.

Click Clear All Commands to clear the entire Current Command table.