Viewing and Deleting System-Generated Review Files

Review file attributes are not available for most system-generated review files.

Various Sierra applications automatically create review files as part of their operation. You can view these files in Create Lists by copying them into an empty review file. This method provides the option to delete some types of system-generated review files after you have copied them.

Alternatively, you can delete some types of system-generated review files without having to copy them to another review file.

The types of system-generated review files eligible for deletion can vary from system to system.

Types of System-Generated Review Files

System-generated review files include:

Bibs: call numbers not in SCAT: Bibliographic records with call numbers that don't appear in the SCAT table. See Reports on Call Numbers for more information.
Delete candidates from last coverage load: ERM titles to review for potential deletion. See Viewing Coverage Load Results for more information.
ERM Tickler: Records that match a specific ERM tickler rule. See Managing Tickler Rules for more information.
Items: call number not in SCAT: Items records with call numbers that don't appear in the SCAT table. See Reports on Call Numbers for more information.
Items on Search: Items with status set to "MISSING" or "CLAIMS RETURNED" from the CLAIMS RETURNED function (but not from the UPDATE function). Also refers to items with status set to "MISSING" from the HOLD PLACEMENT function. See Circulation Status for more information.
Items with HOLDS: Items currently checked out with outstanding item level holds. This is neither a list of all titles that have holds nor a list of all holds. Because this file is updated once per night, it can contain items that are no longer on hold (for example, if the hold has been canceled or filled). This file can't be emptied. See Circulation Status for more information.
Labels for batch printing: Labels to print in batch. See Printing Batch Labels for more information.
Load: Inserted records / Load: Overlaid records: Records that were created or overlaid during record loading. See "Using Review Files" in Loading Records in Data Exchange for more information.
OVERDUE Items: All overdue items, including those that don't require overdue notices at this time. Because this file is updated once per night, it can contain items that are no longer overdue (for example, items that have been renewed). You can't empty this file. See Circulation Status for more information.
Purchase ALERTS: Item or bibliographic records with holds exceeding the threshold specified in the Holds: Number of holds before purchase alert circulation option; the library might want to consider purchasing additional copies of these items. You must manually empty this file after copying it to another review file. The library should determine how often this is done. See Holds: Number of holds before purchase alert for more information.
YTD CIRC <YYYY-MM-DD> (<saved_search>): (Sierra 6.4 and later) Item records that Sierra updates during YTDCIRC maintenance. The system creates this review file when the Year to Date Circ Maintenance task in Sierra Scheduler runs and the task parameters specify to use a saved search. Sierra appends the date the task runs and the name of the saved search to the name of the review file.

Additionally, you might see the review files below:

Purchase orders to be processed
Purchase orders last printed or sent electronically
Claims for orders to be reviewed
Claims for orders to print
Pull slips to be printed

Some optional products also use system-generated review files, including:

Mobile Worklists (for exported lists)
MetaData Builder (review files of Dublin Core records imported by MetaData Loader)
Web Access Management

Deleting System-Generated Review Files

To delete a system-generated review file, you must be assigned permission 186 (List Administrator). See Permissions Used by Sierra for more information.

This method of deleting system-generated review files is available in Sierra 6.4 and later. If you are using an earlier release, see Copying a Review File for an alternate method.

This method allows you to delete some types of system-generated review files without copying them first.

To delete system-generated review files:

Select Create Lists from the Function list.

Innovative recommends selecting an empty review file before continuing. If you accidentally click OK instead of Delete in step #3, Sierra overwrites the review file that was selected when you entered the Create Lists function without warning.

Click Copy from the toolbar. The system opens a window showing a list of existing review files. The list is ordered by review file number with the system-generated review files located at the end of the list.
Select the review files you want to delete. You can select a single file or use the mouse plus the Shift or Ctrl key to select multiple files.

If the files you selected are eligible for deletion, Sierra enables the Delete button. Otherwise, the button remains unavailable.

Click Delete. Sierra deletes the review file and closes the window containing the review file list.