Kaseboxing Workflow Documentation

Scope: Conservation and the Bindery Unit often order pre-made case boxes to house fragile books.  We created an efficient process to populate the HF Group form leveraging Aleph services and Excel macros as an alternate to filing it in by hand.

Contact: Dennis Christman

Unit: Metadata & Discovery Strategy

Date last reviewed: 07/01/2021

Date of next review: 07/01/2022

1. Create a text file of the barcodes.
   1. Make sure the items are in the order on the shelf that you want them.
   2. Scan the barcode of each item onto its own line in a plain text file. Use something like Notepad or Notepad++. Do not use Word.
   3. Save the file as 'YYYYMMDDkb.txt' to L://Departments/Aleph/Reclass Items
2. Run the Aleph custom-07 service 'Reclass labels with no books report'
   1. From the Aleph Cataloging module, go to Service -> Local Duke Services -> Reclass labels with no books report (p-custom-07)
      
      
      
      
   2. In the Barcodes text box, enter the file name from step 1c.
   3. In the Report text box, enter the file name desired for the report: 'YYYYMMkb.rpt' 
      
   4. Click Submit.
   5. The output file is automatically saved to the same folder: F:/Aleph/Reclass Items
3. Import the report into the Kaseboxing Workbook.
   1. Open the Kasebox Workbook Excel file.
   2. Use 'Save As' to create a copy of the workbook with the desired filename.
   3. Make sure you are in cell A1 of the custom-07 sheet.
   4. Go to the Data ribbon, and select From Text from the Get External Data section. 
      
   5. Select the YYYYMMkb.rpt file from step 2 at 'F:/Aleph/Reclass Items' and click Import. If you can't find it make sure you select to view all file. Also, you can sort by Date to put the newest files at the top.
   6. Change the File Origin setting to "65001: Unicode (UTF-8)
      
   7. Click Finish in the Text Import Wizard popup, then OK.
4. Copy data from Workbook to Order form
   1. Select all of the data in columns A through E of the output worksheet. You'll need to click and drag down to select everything manually, not just select the whole columns.
   2. Open the Kasebox order form. Use Save As to create a copy of the order with the desired filename.
   3. Select the first Title cell and Paste Values. Do not use a normal Paste or the data will all be wrong.
      
   4. Check Column E in the output worksheet for items that do not have the correct Item Process Status. Incorrect values should be highlighted in orange.
5. Enter the dimensions and perform quality control.
   1. Enter the data from the book slips into the order form and record the Piece number onto the slip.
   2. Check the data in the row to make sure it is correct and formatted properly.

NOTE: Depending on the version of Excel in use, the drop-down and menu names may be slightly different than described above.