Drafted and updated by Xiaoli Ma, May 2025
--> Open OCLC record, if other instances of 856 have already existed, make sure the UFDC one is at the top of others, this is to make sure Alma "Import Profile" can create Electronic Portfolios using UFDC links.
--> Add 856 text string (“85640ǂ3 University of Florida Digital Collections, Full view ǂu [UFDC URL] ǂ7 0”)
--> Copy the full link from the new UFDC, the permalink, (with the vid part) to 856 after ǂu before ǂ7
--> Action --> Replace Record
Drafted and updated by Xiaoli Ma, May 2025
Please note, Alma "Import Profile" picks the links from the first instance of 856 to create Electronic Portfolios. To add permalinks by batch, may not guarantee that UFDC 856 stays at the top of all other 856 instances, so please monitor the results, move up UFDC 856 in OCLC before applying Import Profile.
Batch Add PERMALINKS to OCLC
Set up
Set up OCLC for batch work
Add a new dedicated file for saving OCLC # as a set in OCLC
--> File
--> Local file manager
--> Create File
--> Create name for your file, eg, “PermLinktoOCLC”
--> Open > Set as Default > Close
Set up the Excel File dedicate for adding permalinks to OCLC by batch
Create an Excel sheet using OCLCPermalinkBatch_template.xlsx
Name your file as “Permalink_to_OCLC”
Save it on your desktop
Edit macro file OCLC
--> select the macro “856digital” and click “Edit”
--> Copy the Macro file at the bottom of this instruction: open the Macro file saved and copy the texts in the file to OCLC New Macro or existing 856digital Macro files
--> Copy the Location path of Excel file made available in the last step: “Set up the Excel File dedicate for batch permalinks” to replace the below highlighted content in the macro file
--> Highlight the Excel file and right click the mouse
--> Properties
--> General--> copy the path from the location
For Each Batch
This worksheet helps to form permalinks. If you have permalinks ready, you can skip the step of forming permalinks.
Create an Excel sheet using CreatePermalinks_template
Work in WorkingSheet tab
Copy the OCLC#’s on Column A (overwrite the sample data)
Add https://ufdc.ufl.edu/ on Column B to all rows that have OCLC #
All UFDC BIBs/VIDs on Column C (ex. AA00012345/00001)
Formula has been set for Column D, drag down the bottom right green dot of the highlight square to run the formula through all rows that have OCLC #
Copy Column A and Column D to Final Data tab, Paste --> Paste Special Values only
Copy Final Data tab data to your dedicated Permalink to OCLC Excel, “Permalink_to_OCLC”.
We will overwrite the data of this sheet every time to avoid changing the file path in Macro file abd each time delete the status terms from the last batch, eg. “Saved” and “Replaced”.
Run Macro
Tools > MACRO > Manage > Select the Correct Macro > Run
Open your Excel sheet to make sure everything has saved and is replaced. “Saved” and “Replaced” will show up in the spreadsheet.
Spot check by going to OCLC:
Cataloging > Search > Local Save File > Make sure appropriate file name appears > OK > A window will appear with all the records that were saved to local file—spot check the records to make sure permalinks were added correctly
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