Add or remove an authority to a catalogue file

Add a subject heading to a file of catalogue records

It is possible to add an Authority, like a subject heading to all the catalogue records in a file.

1. Create a Saved File of bibliographic records in the Catalogue module. One method to do this:
   1. Launch the Amlib client
   2. Open the Stockitem module
   3. Select File > WandIntoFile – the Wand Into File screen will display
   4. Click the F4 Select button – the Stockitem Saved Query Results screen will display
   5. Highlight an existing file, or click the F1 New button to add a new file (name it and then click the F3 Save button)
   6. Saved File: = selected file (for example: Add Subject Headings)
      
   7. Scan all items
   8. Close out of Wand Into File window when complete
   9. In Stockitem module, select File > DisplayFile – the Stockitem Saved Query Results screen will display:
      
   10. Highlight the saved file (for example: Add Subject Headings) and click the F9 Select button
   11. Highlight all the items in the table
   12. From the Stockitem List menu, select XReference > Catalogue – this will bring up the selected records in the Catalogue List table in the Catalogue module
   13. From the Catalogue List menu, select File > Save All – the Catalogue Saved Query Results screen will display
   14. Highlight an existing file, or click the F1 New button to add a new file (name it and then click the F3 Save button)
   15. Click the F9 Select button

Ultimately, how you create the Catalogue File is really up to you.

2. Once you have the File, you then need to find the Authority to add: open the Authorities module, type in your Search Term and then click the F5 Query button
3. Select your term from the list
   
   For example: you may want to add the subject Olympic Games to a number of bibliographic records (within the File).
   
   
4. Once the Authority is showing in the Authorities screen, select File > AddToCatsInFile from the menu – the Catalogue Saved Query Results screen will display
5. Highlight the relevant file in the Catalogue Saved Query Results list:
   
6. Click the F9 Select button – a prompt with the following message will display: The tag has now been added..
   
7. Click the OK button

Remove from Cats in File

It is also possible to remove an authority, like a subject heading from a file of catalogue records in a similar way.

1. In the Authorities module , locate the Authority to remove using a F5 Query search
2. From them Authorities screen menu, select File > RemoveFromCatsInFile the Catalogue Saved Query Results screen will display
3. Highlight the relevant file in the Catalogue Saved Query Results list:
   
4. Click the F9 Select button – a prompt with the following message will display: The Catalogues have been updated. You may wish to consider rebuilding the display for all catalogues at some time if you think the removed authority may have been used in a display field eg lines 1 to 4 of the catalogue.
   
5. Click the OK button

 Note:  We recommend that you Rebuild the Catalogue Display in Catalogue Maintenance – see separate procedure.