cat:adding-maintaining-volumes-copies
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cat:adding-maintaining-volumes-copies [2019/02/01 19:32] – ↷ Links adapted because of a move operation 46.229.168.152 | cat:adding-maintaining-volumes-copies [2020/01/17 14:53] – ehardy | ||
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- | ====== Adding and maintaining Call Numbers and Items in the Web Client | + | ====== Adding and maintaining Call Numbers and Items ====== |
+ | Call numbers and items are added and maintained in several places in Evergreen. Catalogers generally add new and maintain existing call numbers and items by accessing the Holdings editor from the Holdings View of a bibliographic record. Maintenance of copies can also be performed in item status (F5) and Item buckets; the holdings editor will open from any of place where adding or editing call numbers/ | ||
- | Call numbers and items are added and maintained in several places in Evergreen. Catalogers generally add new call numbers and items in the Holdings editor access from the Holdings View of a bibliographic record. Holdings can be edited from the Holdings editor and deleted from Holdings view. Maintenance of copies can also be performed in item status (F5) and Item buckets. | + | ===== Navigating |
- | ===== Holdings | + | In holdings view, you will use the Actions menu to access the Holdings |
+ | {{: | ||
- | This section covers adding and maintaining holdings through the Holdings View of a bibliographic record. In holdings view, you will use the Actions menu to access the Holdings editor as well as to take direct actions on holdings. | + | From the Actions menu, you can |
- | * Add items to Bucket | + | Add items to Bucket\\ |
- | * Request | + | Make items bookable (not implemented by PINES)\\ |
- | + | Book item now (not implemented by PINES)\\ | |
- | * Show -- Item Status | + | Manage reservations |
- | * Show -- Item Status | + | Request items\\ |
- | * Show -- Item Holds | + | Link as conjoined to previously marked Bib record (not implemented by PINES)\\ |
- | * Show -- Print Labels | + | |
- | | + | **Show** |
- | * Mark -- Item as Discard/ | + | |
- | * Mark -- Item as Missing | + | |
- | * Mark -- Library/ | + | |
+ | | ||
- | | + | **Mark** |
- | * Add -- Items | + | |
- | * Add -- Call Numbers and Items | + | |
- | * Add -- Item Alerts | + | |
+ | * Library/ | ||
- | | + | **Add** |
- | * Edit -- Items | + | * Add Call Numbers |
- | * Edit -- Call Numbers and Items | + | |
- | * Edit -- Replace Barcodes | + | |
- | | + | |
- | | + | **Edit** |
- | * Delete -- Items | + | * Edit Call numbers |
- | * Delete -- Call Numbers and Items | + | |
+ | | ||
+ | * Edit Replace Barcodes | ||
+ | * Edit Manage Item Alerts | ||
- | | + | **Delete** |
- | * Transfer -- Items to Previously Marked Destination | + | * Delete Empty Call Numbers |
+ | | ||
+ | * Delete Call Numbers and Items | ||
- | ===== Adding New Holdings | + | **Transfer** |
+ | * Call Numbers | ||
+ | * Volumes to Previously Marked Destination (same as above) | ||
+ | * Items to Previously Marked Destination [[cat: | ||
+ | |||
- | You add new volumes and copies to bibliographic records, both when no volume exists on a record in the database and when adding additional items to an existing volume via Holdings view. From the bibliographic record, select Holdings view and then the specific copies or volumes needing editing. | ||
- | After you have identified a matching record in the PINES database by following PINES matching procedures and policies, you are ready to add your library system holdings to the bibliographic record. From a bibliographic record, select | + | ===== Personalizing |
- | {{ : | + | Choose your library system from the dropdown menu at “Show holdings at or below”. Make sure the boxes to show empty call numbers, show empty libraries, show item detail, and show call number details are checked. You can uncheck these at any time, depending on what you are doing and what you need displayed. |
- | + | ||
- | Choose your library system from the dropdown menu at Show holdings at or below. Make sure the boxes to show empty call numbers, show empty libraries, show item detail, and show call number details are checked. | + | {{: |
- | {{ : | ||
- | From the column picker, manage your columns by selecting the attributes | + | Your choices will stick until you change them. |
- | {{ : | + | < |
- | From the list of libraries, choose | + | From the column picker, select “Manage Columns”, to pick the attributes you wish to display and the order you want then displayed. You can resize columns from “Manage Column Widths.” Be sure to select “Save Columns” when you are done. You can change your column selections and order at any time. See [[admin:workstations: |
- | {{ :cat:adding_vols_4.png?400 |}} | + | {{:cat:pasted: |
+ | {{: | ||
- | < | ||
- | From the Actions menu, either | + | You can add or remove individual columns directly |
- | {{ :cat:adding_vols_5.png?400 |}} | + | {{:cat:pasted: |
- | The Holdings editor will open. | ||
- | ===== The Holdings Editor ===== | + | You can also select the number of rows you want to display on one page. |
+ | {{: | ||
- | In the Holdings editors, you can add volumes and copies, add just copies, or edit copies and/or volumes. In this section, | + | You can navigate through multiple pages using the arrows |
- | **Setting default view for the Item editor** | ||
- | You can set a personalized view for the holdings editor that defines the attributes available for edit and how the editor displays. Unchecking an attribute leaves it displayed in the holdings editor; but it is grayed out and cannot be edited. Most attributes should be checked so that they are available to edit. | + | ===== Personalizing |
- | {{ : | + | In the Holdings editor, you can add volumes and copies, add just copies, or edit copies and/or volumes. The Defaults tab lets you customize the attributes displayed in the editor. |
+ | You must access the holdings editor from holdings view of a bibliographic record. To set your defaults, choose a library and from the actions menu, select Add call numbers and items. | ||
- | At any point, you can change your defaults. You may need to re-display the browser page to see the changes in the Item editor. | + | **Setting default view for the Holdings editor** |
+ | |||
+ | You can set a personalized view for the holdings editor that defines the attributes available for edit and how the editor displays. Unchecking an attribute removes it from the holdings editor display. Most attributes should be checked so that they are available to edit; however, some attributes, depending on local practice, can be unchecked and not displayed. | ||
+ | |||
+ | Click on the Defaults tab to deselect displayed attributes. | ||
+ | |||
+ | {{: | ||
+ | |||
+ | You can change your defaults | ||
==== Holdings Detail defaults ==== | ==== Holdings Detail defaults ==== | ||
- | //Always display Holdings Detail pane//: Checking this will display the call number editor when you select Actions – Edit – Items. | + | {{: |
+ | |||
+ | |||
+ | **Always display Holdings Detail pane**: Checking this will display the call number editor when you select Actions – Edit – Items. | ||
- | //Allow Call Number attributes in Item Templates//: Checking this provides the ability to set some call number attributes in an item template. These include classification type (none, Generic, Dewey Decimal Classification (DDC), or Library of Congress Classification (LCC)) and any prefixes or subfixes you may use that would be compatible with the item template. Most PINES libraries have not implemented functionality for prefixes or subfixes separated from the basic call number. | + | **Allow Call Number attributes in Item Templates**: Checking this provides the ability to set some call number attributes in an item template. These include classification type (none, Generic, Dewey Decimal Classification (DDC), or Library of Congress Classification (LCC)) and any prefixes or subfixes you may use that would be compatible with the item template. Most PINES libraries have not implemented functionality for prefixes or subfixes separated from the basic call number. |
==== Creation Defaults ==== | ==== Creation Defaults ==== | ||
Line 99: | Line 119: | ||
* Library of Congress (LCC: Library of Congress Classification scheme) | * Library of Congress (LCC: Library of Congress Classification scheme) | ||
- | **Use Default Prefix**: For libraries with call number | + | < |
- | **Use Default Suffix**: For libraries with call number suffixes defined. Can choose a specific suffix to apply to all call numbers | + | **Unset Default Prefix**: For libraries with call number prefixes defined. Can choose a specific prefix to apply to all call numbers.\\ |
+ | **Unset | ||
- | //Auto-generate Barcodes//: PINES has not implemented, | + | **Auto-generate Barcodes**: PINES has not implemented, |
+ | **Use checkdigit**: | ||
+ | **Print Item Labels on Save & Exit**: If you wish to print spine or spine/ | ||
- | //Use checkdigit//: Checking | + | ==== Display defaults for Working Item tab ==== |
+ | Unchecking attributes here removes them from display in the E | ||
+ | //Item display//: Checking the elements under the Item display sets what appears in the Edit tab -- Working Items: | ||
- | //Print Item Labels on Save & Exit//: If you wish to print spine or spine/ | + | {{:cat: |
- | ==== Display defaults for Working Item tab ==== | + | {{: |
+ | **Item display**: | ||
+ | * **Activated**: | ||
+ | * **Created**: | ||
+ | * **Call Number**: the call number associated with the item. | ||
- | //Item display//: Checking the elements under the Item display sets what appears under the Working Item tab: | + | ** Circulation ** |
- | {{ : | + | This section sets up how the attributes controlling circulation of an item display. PINES catalogers should leave the majority checked so that they display and are editable. |
- | //Activated//: the date the Item was set to activate. Activation date differs from the create date. An item is set to active when the status is set to Available, Checked out, ILL, On holds shelf, On Reservation shelf, Reserves, or Reshelving. In PINES, | + | * **Circulate? |
+ | * **Circulation Library**: Should be checked | ||
+ | * **Circulation Modifier**: Should be checked | ||
+ | * **Circulate as Type**: Checking is a local decision. This attribute should only be set if a library does not use circulation modifiers | ||
+ | * **Loan Duration**: Should be checked | ||
+ | * **Fine Level**: Should be checked | ||
+ | * **Shelving Location**: Should be checked | ||
+ | * **Holdable? | ||
+ | * **Age-based Hold Protection**: | ||
- | // | + | ** Miscellaneous ** |
- | //Call Number//: the call number associated | + | * **Add/Edit Item Alerts**: May be unchecked if your library never uses item alerts. |
+ | * **Deposit? | ||
+ | * **Deposit amount**: May be unchecked if your library does not have items in a deposit collection | ||
+ | * **OPAC Visible?**: Should be checked | ||
+ | * **Price**: Should be checked | ||
+ | * **Quality**: | ||
+ | * **Reference? | ||
+ | * **Acquisition Cost**: Can be unchecked. This field is populated | ||
+ | * **Status**: Should be checked. | ||
+ | * **Add/Edit Item Notes**: Should be checked, unless your library does not add Item notes. | ||
+ | * **Item Notes are Public**: Should be checked, unless your library only adds public notes. | ||
- | ==== Circulation ==== | + | ** Statistical Categories ** |
- | This section sets up how the attributes controlling circulation of an item display. | + | * **Default Filter Library**: Can add the default library for display |
+ | * **Edit Statistical Data**: Should be checked, unless your library does not add statistical categories (statcats)\\ | ||
+ | * **Add/Edit Item Tags**: | ||
- | | + | ** Display defaults for Completed Items tab ** |
- | | + | |
- | | + | |
- | | + | |
- | * //Loan Duration:// Should be checked | + | |
- | * //Fine Level:// Should be checked | + | |
- | * //Shelving Location:// Should be checked | + | |
- | * // | + | |
- | * //Age-based Hold Protection:// | + | |
- | ==== Miscellaneous ==== | + | This section determines which attributes display in the Completed Items Tab: |
+ | {{: | ||
- | * // | ||
- | * //OPAC Visible?// Should be checked | ||
- | *// Price:// Should be checked | ||
- | * // | ||
- | * // | ||
- | * // | ||
- | * //Add/Edit Item Notes:// Should be checked, unless your library does not add Item notes. | ||
- | * //Item Notes are Public:// Should be checked, unless your library only adds public notes. | ||
- | ==== Statistical Categories ==== | + | Choose those attributes you need to see on a regular basis in Completed Items. |
+ | ==== Item templates tab ==== | ||
- | * //Default Filter Library//: Should be checked, unless your library does not add statistical categories (statcats) | + | {{:cat:pasted: |
- | * //Edit Statistical Data//: Should be checked, unless your library does not add statistical categories (statcats) | + | |
- | * //Add/Edit Item Tags//: PINES has not yet implemented, | + | |
+ | You can make changes to your templates or add new ones here. See [[cat: | ||
- | ==== Display | + | Once your defaults |
+ | ===== Adding New Holdings to a Bibliographic Record ===== | ||
- | This section determines which attributes display | + | You add new volumes and copies to bibliographic records, both when no call number exists on a record |
- | {{ :cat:adding_vols_8.png?400 |}} | + | After you have identified a matching record, either in the PINES database or imported from OCLC’s WorldCat via the Z39.50 interface by following PINES matching procedures and policies, you are ready to add your library system holdings to the bibliographic record. See [[cat:z3950_interface|The Z39.50 interface]], |
+ | From a bibliographic record, select Holdings View. | ||
- | Choose those attributes you need to see on a regular basis in Completed Items. | + | From the list of libraries, choose the library or libraries for holdings: |
- | ==== Item templates tab ==== | + | {{: |
+ | There are two ways to access the Holdings Editor from holdings view: | ||
- | {{ :cat: | + | 1) From the Actions menu, either from the drop down menu or right clicking, choose Add – Call numbers and Items: |
+ | {{: | ||
- | You can make changes to your templates or add new ones here. See [[cat: | ||
- | ==== Edit tab: Holdings | + | 2) Click on the Add Holdings |
+ | {{: | ||
- | Once your defaults are set, no need to set them again unless you want to change something. When ready, return to the Holdings | + | The Holdings |
- | {{ : | + | You can add or remove libraries from the call number editor as needed after you have opened the holdings editor. |
+ | Depending on your task, you can Hide Holdings details (the call numbers and barcodes) or hide the Item Attributes: | ||
- | If you are adding multiple volumes, set the counter for call numbers. (If you add too many, you can remove them by click on the X. Be sure to reset the counter). If you are adding multiple volumes, either across multiple libraries, or for a multivolume set, you can Batch Apply the call number and any prefix or suffix. Most PINES libraries do not use Prefixes or suffixes for call numbers. If you would like to implement them, please open a helpdesk ticket for more information. Click the Apply button when you are ready to add the call number to all volumes. | + | {{: |
- | If you are adding multiple copies for call numbers, adjust the counter. If your library uses them, you can add Item numbers here as well. Scan in your barcodes. Assign parts to print titles as needed (See [[cat: | ||
- | <note important> | + | **Batch Apply** |
- | You must add call numbers and barcodes to all volumes to be able to save and add holdings. | + | |
- | </ | + | |
- | {{ : | + | If you are adding multiple volumes, either across multiple libraries, or for a multivolume set, you can Batch Apply the call number and any prefix or suffix. Click the Apply button when you are ready to add the call number to all volumes. Select the number of call numbers you need befor batch applying call numbers. |
+ | {{: | ||
- | ==== The Item Editor ==== | ||
- | You will edit attributes in the item editor by applying templates and manually editing attributes such as price and deposit amounts (if needed). | + | You can change the number of volumes |
- | //Applying templates// | + | {{: |
- | When creating items, some values in the item editor are set to default | + | |
+ | If you are adding multiple copies for call numbers, adjust the counter. As with call number entry, increasing or decreasing the counter changes the number of input wells. If your library uses them, you can add Item numbers.\\ | ||
+ | |||
+ | {{: | ||
+ | |||
+ | |||
+ | Scan in your barcodes.\\ | ||
+ | Assign parts to print titles as needed (See [[cat: | ||
+ | |||
+ | <note important> | ||
+ | You must add call numbers and barcodes to all input wells to be able to save and add holdings. | ||
+ | </ | ||
+ | |||
+ | ==== Applying templates and editing attributes ==== | ||
+ | |||
+ | Once you have added your call numbers and item barcodes, you edit attributes in the item editor. Here you can apply holdings templates and/or manually edit attributes. You can also add item notes and alert messages. See [[cat: | ||
+ | |||
+ | When creating items, some values in the item editor are set to default | ||
+ | |||
+ | For instructions on creating templates, see [[cat: | ||
Default values in the Item editor are: | Default values in the Item editor are: | ||
* Circulate?: Yes | * Circulate?: Yes | ||
* Status: In process | * Status: In process | ||
- | * Circulation library | + | * Circulation library: If adding volumes to one library, the circulation library |
- | + | * Shelving location (default is Stacks (PINES), if your template does not set the location, you will need to select | |
- | {{ : | + | |
- | + | ||
- | * Shelving location (default is Stacks (PINES), if your template does not set the location , you will need to pick it here) | + | |
* Status: In Process | * Status: In Process | ||
* Reference?: No | * Reference?: No | ||
Line 214: | Line 266: | ||
* Holdable?: Yes | * Holdable?: Yes | ||
* Quality: Good (PINES has not implemented) | * Quality: Good (PINES has not implemented) | ||
+ | * Floating: < | ||
* Fine level: Normal | * Fine level: Normal | ||
* Duration: Normal | * Duration: Normal | ||
+ | ==== Editing attributes and applying holdings templates ==== | ||
+ | |||
+ | * Pick the appropriate template from the drop down menu and click Apply.\\ | ||
+ | |||
+ | * Make any other edits, such as price, as needed.\\ | ||
+ | |||
+ | * You can either click on Save & Exit to save your work and close the holdings editor, redisplaying Holdings view with your new holdings, or click Store Selected, to verify your work and make additional edits as needed. | ||
+ | |||
+ | If the Item editor does not close and holdings view with your newly added call numbers and items does not open when you click Save & Edit, a critical attribute such as a barcode or call number is missing or your template failed. Check your work, make corrections, | ||
+ | |||
+ | ===== Adding copies to existing call numbers ===== | ||
+ | |||
+ | If you are adding additional items to an existing call number or numbers, select the call numbers. From the Actions menu, choose Add—Items. | ||
+ | The holdings editor opens. | ||
+ | * Set the counter if you need to add more than one item. | ||
+ | * Scan barcodes into input well, setting item numbers if used and part labels if needed. | ||
+ | * Apply templates and make any additional edits to working items. | ||
+ | * Save & Exit | ||
+ | |||
+ | <note important> | ||
+ | |||
+ | ===== Adding additional call numbers ===== | ||
+ | |||
+ | You may need to add additional call numbers/ | ||
+ | |||
+ | * Select the libraries/ | ||
+ | * From the Actions menu, select Add – Call Numbers and Items. | ||
+ | * Enter new call numbers and barcodes. | ||
+ | * Apply templates and make any additional edits to working items. | ||
+ | * Save & Exit | ||
+ | |||
+ | ===== Editing call numbers and/or copies ===== | ||
+ | |||
+ | You can make changes to just the call numbers, the call number and copies, or just the copies. You can also replace the barcode or manage item alerts from the edit section of the actions menu. | ||
+ | |||
+ | * Select the holding or holdings for editing | ||
+ | * From the Actions menu select the appropriate action: | ||
+ | * Edit | ||
+ | * Call numbers | ||
+ | * Items | ||
+ | * Call Numbers and Items | ||
+ | * Replace Barcodes | ||
+ | * Manage Item Alerts | ||
+ | |||
+ | * Make edits as needed. | ||
+ | |||
+ | |||
+ | ===== Deleting call numbers and items ===== | ||
+ | |||
+ | You can delete items and call numbers from an individual record in holdings view. | ||
+ | * Select the call numbers or items to be deleted | ||
+ | * From the Actions menu select the appropriate action: | ||
+ | * Delete | ||
+ | * Empty Call numbers | ||
+ | * Items | ||
+ | * Call Numbers and Items | ||
+ | |||
+ | < | ||
+ | |||
+ | |||
+ | ===== Using item status to maintain call numbers and copies ===== | ||
+ | |||
+ | Generally, item status is used to maintain holdings across multiple bibliographic records. While you can add holdings here, use caution to make sure you have the correct record selected. Adding holdings is best done in individual records through holdings view to ensure you are adding the correct items to the correct records. | ||
+ | |||
+ | Take care in using item status for batch editing since redisplaying the tab or closing it can mean you lose your list of items. It is better to move items in item status to a bucket for batch editing. | ||
+ | |||
+ | See Cataloging Functions in Item Status for more information[[cat: | ||
+ | |||
+ | ===== Using copy buckets to batch edit or delete call numbers and copies ===== | ||
- | Pick the appropriate template from the drop down menu and click Apply. | + | In Item buckets, you can batch edit, transfer, or delete call numbers of copies across multiple bibliographic records. |
- | Make any other edits, such as price, as needed. | + | Select the items for editing, transferring (see instructions for transferring), or deleting. It is better |
- | You can either click on Save & Exit to save your work and close the holdings editor, redisplaying Holdings view with your new holdings, | + | |
- | If the Item editor does not close when you click Save & Edit, a critical attribute such as a barcode or call number is missing. Check your work, make corrections, | + | Select |
+ | If you are editing items, the Holdings editor will open. Make changes and then Save & Exit. | ||
cat/adding-maintaining-volumes-copies.txt · Last modified: 2021/04/26 15:50 by ehardy