Cataloging: Updating/Adding Item Notes

With the upgrade to version 9.1 of Voyager, we now have three different types of item notes: regular, charge, and discharge. The "regular" note is the same as the old note and is still the default when creating or opening an item record in the Cataloging client. CARLI created an Access report to search for item records with "regular" notes and then created a macro to run in MacroExpress with the Cataloging client to copy those notes to the "charge" and "discharge" fields. All of the existing notes have retroactively been copied as of April 2016.

This report should be run monthly to keep up with the new notes that are added.

1. In Access, run the report called "Items with Item Notes," editing the query to include beginning and ending dates for the Item_Last_Edited date.
   
   
2. Export or copy the results to Excel.
   
   
3. Format as needed. In particular, add a filter to each column.
   
   
4. Delete entries with Withdrawn location names.
   
   
5. Re-sort A-Z by Item_Note_Type. Select and highlight rows that have "Discharge."
   
   
6. Sort the Item ID column A-Z. Select the entire column.
   
   
7. From the Home tab in the Styles section, click on Conditional Formatting, then Highlight Cells Rules, then Duplicate Values. Click on OK.
   
   
8. Sort the Item ID column by the color used in the previous step.
   
   
9. Review and delete lines that have all three notes for the same Item ID.
   
   
10. Remove the Highlight Cells Rules by clicking on Conditional Formatting, then Clear Rules - from Entire Sheet.
    
    
11. Re-sort A-Z by Item_Note_Type. Highlight the rows with "Charge" in the same color as the "Discharge" rows.
    
    
12. Re-sort A-Z by the Item ID column. Scroll through the list. For any that are duplicates, delete the non-color row(s).
    
    
13. Re-sort A-Z by Item_Note_Type.
    
    
14. Delete duplicate entries. In the Data tab, click on "Remove Duplicates." Make sure the box next to "My data has headers" is checked. Click on "Unselect All," then click on the square next to Item ID. Click on OK.
    
    
15. In Access, run the report called "AllNonEItemsOnReserveMainQuery." Copy the item ID numbers into a column in your existing Excel document.
    
    
16. Hold down the CTRL button and click on the column letter for both columns with ID numbers. This will highlight only those two columns.
    
    
17. In the Home tab in the Styles section, click on "Conditional Formatting," then "Highlight Cells Rules," then "Duplicate Values." Instead of automatically removing duplicates, this will highlight them.
    
    
18. In the first list of Item ID numbers from your original report, Sort by Color so that these highlighted cells appear at the top.
    
    
19. Copy the Item ID numbers for all of the records with "regular" notes that are not on reserve (i.e. highlighted) and paste into Notepad. Save this file.
    
    
20. The remaining notes will need to be copied manually as needed.
    
    
21. Run the list in Notepad with MacroExpress. CARLI's instructions can be found here. Click on "I-Share Shared Macros."