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Slide 1
Using Automation Tools in Alma Charlene Chou & Haoming Liu
University of Washington at the 2015 ELUNA Conference May 6 th,
2015 1
Slide 2
Agenda Impetus Phase one--testing: automation software Test
result Macros Efficiency analysis: clicks, response time, etc.
Trouble shooting Phase two: short-cut keys Next steps Wish list
Reflection Demo video 2
Slide 3
Impetus Tons of clicking daily Major complaints from my staff
For some basic tasks, you need at least six clicks Is it
de-automation? Fragmented and inefficient workflows Temp location
in the serials check-in Input a temp location after an issue
checked in Select location/sublocation codes from a long list of
options Repository search Toggle between call number and OCLC#
searches 3
Slide 4
Impetus (2) Lacks the option of text strings, toolbars,
keymapping, like Connexion Overtype sublocation code to eaaux for
the holdings record of precat materials each time (CLIR grant
project) In Voyager, using MacroExpress makes the work or
keystrokes faster and more effective Some of our enhancement
requests got closed without any further actions or enhancement.
4
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The response of Ex Libris on March 19 th, 2014 5
Slide 6
Testing Advice from Peter Green in Princeton Princeton tried
AutoITa steep learning curve; no macro for temp location yet
Encouraged me to search browser automation software for
possibilities Constraints: no budget Testers: My student assistant
from i-School and myself Goals: Simple tasks: look for a software
which is simple to use and without programming involved Due to no
budget, just one hour per day during winter break Tried not to be
ambitious and can accept the result to fail! A good news after two
weeks testing! 6
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Test result: selecting a free softwareSelenium IDE 2.5.0 7
Slide 8
Macros Receiving Navigate to Receiving Workbench (turning 6
clicks into one keystroke) Receiving a new serial issue with temp
location Input temp location automatically in serials check-in
(turning 8 clicks into one keystroke) POLs Create an order record
for a gift Select POL for linking POL in the item record Repository
search Call number search, OCLC# search, Title search Search for
Electronic collection Name in Community zone 8
Slide 9
Macros (2) Manage set Search for certain set names (turning 6
clicks into one) Metadata (MD) Editor Bibliographic record Add 035
(OCoLC): from Repository search to MD Editor Holdings record Create
holdings record with the Template for our location codes Create a
new 852 with a different sublocation code for an existing record
9
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Macros (3) Work orders For East Asia Cataloging, e.g. for
cat-as-seps items For East Asia Marking, e. g. for Interested/Holds
With done selected Editing Holdings record Item record POL 10
Slide 11
Efficiency analysis Saving the number of clicks In our daily
routine 11
Slide 12
Just type a few words between two macros for receiving a serial
issue with temp location (turning 14 clicks into 2 clicks): 1 st
macro to navigate to Receiving Workbench (recording 6 clicks) 2 nd
macro to create temp location for this new serial issue (recording
8 clicks) 12
Slide 13
Examples of macros Recording eight or more clicks 13
Slide 14
Search for Electronic collection Name in Community zone (8
clicks) 14
Slide 15
Work orders for EA cataloging: turning 10 clicks into one key
stroke 15
Slide 16
Work orders for EA Marking with done selected: turning 10
clicks into one key stroke 16
Slide 17
Efficiency analysis Response time 17
Slide 18
Efficiency analysis: response time Macros can reduce the number
of clicks but the factor of response time needs to be considered.
For example: Select POL: 18
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Efficiency analysis From Repository Search to Metadata Editor
19
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Metadata Editor: navigation, editing and response time slow
down the process Click from the Repository Search to edit the
bibliographic record in the Metadata Editor. Response time in
between Adding a new MARC tag takes a bit longer than we expected.
20
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Adding 035 (OCoLC)#: including two pauses for response time
21
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Troubleshooting Recording may not work when Alma is updated.
Solution: Re-record the steps again. Debug if needed. Recording may
not work if id number changes in the html programming in Alma.
Solution: Adjust recording commands into a more stable label, e.g.
from id number (changeable) to link label, e.g. Permanent call
number 22
Slide 23
Troubleshooting process: changing command to click &
link=Permanent call number 23
Slide 24
Troubleshooting Recording may not work for plus sign in the
Metadata Editor. Solution: Change Click to ClickAt with value for
plus sign in the Metadata Editor 24
Slide 25
Troubleshooting process: Changing from Click to ClickAt with
Value 25
Slide 26
Phase two Short-cut key mapping Per my UO colleagues
suggestion, we have tested if short-cut key can be assigned. When
the list of macros gets longer, Short-cut key mapping is important.
A free software found: AutoHotKey Testing was successful Keep
Selenium at the Sidebar Using Active Windows Information to know
its location Set up short-cut key in the Mouseclick Notepad Use
short-cut key to run the macroOne keystroke for 3, 6, 8, 10 clicks
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Selenium IDE at the sidebar 28
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Set up short-cut keys 29
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Next steps Use AutoHotKey only, so no Sidebar is necessary
Another option is to test using Chrome Extensions Streamline
workflow 30
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AutoHotKey 31
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Wish list Alma: multi-tasks Click different task in different
tab Toggle between two tasks Alma with built-in macro functions
Free software with HotKey functions Reducing response time
Integrate fragmented workflow 33
Slide 34
Reflections BookBeing Wrong, by Kathryn Schulz (NYT) Error is
both a given and a giftone that can transform our worldviews, our
relationships, and, most profoundly, ourselves. A tribute to human
creativity Testing may be wrong, but it may bear more fruits later
on. Debug for programmers You may finish 90% work with 10% time,
but spend 90% time to solve problems (10% of work). Pause is for
getting solution later. 34
Slide 35
Thanks to my student team members: Sen Yang and Haoming Liu for
their programming knowledge and creativity! Thanks to Peter Green
(Princeton), Sion Romaine (UW) and Ann Miller (U Oregon) for their
support and advice on this testing initiative! 35