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What format are you using?
CSV, BIB, Epub, Mobi, Xml
In any case from my understanding, you just get a list of books in that format, then a copy of that file in calibre. Its not hot linked or refreshable.
What I'm doing at present is a few Catalogues, in CSV, ie excel I have one Sheet that I have as a template, so once the other catalogues are created I just copy the data and put it into my sheet.
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