Differences

This shows you the differences between two versions of the page.

--- cat:adding-maintaining-volumes-copies [2020/01/14 20:42] – [Item templates tab] ehardy
+++ cat:adding-maintaining-volumes-copies [2021/04/26 15:50] (current) – [Adding and maintaining Call Numbers and Items] ehardy
@@ Line 1: / Line 1: @@
-====== 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/volumes and/or items is selected.
+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 place where adding or editing call numbers/volumes and/or items is selected.
 ===== Navigating Holdings View =====
@@ Line 19: / Line 19: @@
 Link as conjoined to previously marked Bib record (not implemented by PINES)\\
-Show
+**Show**
        * Item Status (list)
        * Item Status (detail view)
@@ Line 25: / Line 25: @@
        * Print Labels
-Mark
+**Mark**
        * Item as Damaged
        * Item as Discard/Weed see [[cat:marking_items_discard_weed|Discard/weed: Marking Items for Deaccessioning]]
@@ Line 31: / Line 31: @@
        * Library/Call Number as Transfer Destination [[cat:transferring_volumes_and_items|Transferring volumes and items]]
-Add
+**Add**
        * Add Call Numbers
        * Add Items
@@ Line 37: / Line 37: @@
        * Add Item Alerts
-Edit
+**Edit**
        * Edit Call numbers
        * Edit Items
@@ Line 44: / Line 44: @@
        * Edit Manage Item Alerts
-Delete
+**Delete**
        * Delete Empty Call Numbers
        * Delete Items
        * Delete Call Numbers and Items
-Transfer
+**Transfer**
        * Call Numbers to Previously Marked Destination [[cat:transferring_volumes_and_items|Transferring volumes and items]]
        * Volumes to Previously Marked Destination (same as above)
@@ Line 119: / Line 119: @@
   * Library of Congress (LCC: Library of Congress Classification scheme)
-<note>Whether you choose Generic or Dewey will influence how call numbers are sorted</note>
+<note>Setting the call number classification to Generic or Dewey will influence how call numbers are sorted</note>
-**Unset Default Prefix**: For libraries with call number prefixes defined. Can choose a specific prefix 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 Default Suffix**: For libraries with call number suffixes defined. Can choose a specific suffix to apply to all call numbers
+**Unset Default Suffix**: For libraries with call number suffixes defined. Can choose a specific suffix to apply to all call numbers.\\
-**Auto-generate Barcodes**: PINES has not implemented, leave unchecked.
+**Auto-generate Barcodes**: PINES has not implemented, leave unchecked.\\
-**Use checkdigit**: Checking allows for verification of the item barcode and should not allow an improperly formatted barcode to be entered. If your library does not use Codabar formatting for all barcodes, you should leave the box unchecked.
+**Use checkdigit**: Checking allows for verification of the item barcode and should not allow an improperly formatted barcode to be entered. If your library does not use Codabar formatting for all barcodes, you should leave the box unchecked.\\
-**Print Item Labels on Save & Exit**: If you wish to print spine or spine/pocket labels one at a time to accommodate editing for format and spacing, check the box. If you batch print spine or spine/pocket labels, leave unchecked.
+**Print Item Labels on Save & Exit**: If you wish to print spine or spine/pocket labels one at a time to accommodate editing for format and spacing, check the box. If you batch print spine or spine/pocket labels, leave unchecked.\\
 ==== Display defaults for Working Item tab ====
-Unchecking attributes here removes them from display in the E
+Unchecking attributes here removes them from display in the **Holdings editor**.
-//Item display//: Checking the elements under the Item display sets what appears in the Edit tab -- Working Items:
-{{:cat:pasted:20200114-143520.png}}
+{{:cat:pasted:20210407-165359.png}}
-{{:cat:pasted:20200114-143531.png}}
 **Item display**:
-  * 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, the date an item is activated starts the age protection count.
+  * **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, the date an item is activated starts the age protection count.
-  * Created: the date the item was added to the PINES database.
+  * **Created**: the date the item was added to the PINES database.
-  * Call Number: the call number associated with the item.
+  * **Call Number**: the call number associated with the item.
 ** Circulation **
@@ Line 145: / Line 142: @@
 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.
-  * Circulate? Yes/true or no/false. Should be checked
+  * **Circulate?**: Yes/true or no/false. Should be checked
-  * Circulation Library: Should be checked
+  * **Circulation Library**: Should be checked
-  * Circulation Modifier: 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 to define basic circulation policy. Best practice is to not use circulate as type with circulation modifiers since a Type that differs from the circulation modifier can change the circulation rules that govern the item.
+  * **Circulate as Type**: Checking is a local decision. This attribute should only be set if a library does not use circulation modifiers to define basic circulation policy. Best practice is to not use circulate as type with circulation modifiers since a Type that differs from the circulation modifier can change the circulation rules that govern the item.
-  * Loan Duration: Should be checked
+  * **Loan Duration**: Should be checked
-  * Fine Level: Should be checked
+  * **Fine Level**: Should be checked
-  * Shelving Location: Should be checked
+  * **Shelving Location**: Should be checked
-  * Holdable?: Should be checked
+  * **Holdable?**: Should be checked
-  * Age-based Hold Protection: Should be checked
+  * **Age-based Hold Protection**: Should be checked
 ** Miscellaneous **
-  * Add/Edit Item Alerts May be unchecked if your library never uses item alerts.
+  * **Add/Edit Item Alerts**: May be unchecked if your library never uses item alerts.
-  * Deposit? May be unchecked if your library does not have items in a deposit collection
+  * **Deposit?**: May be unchecked if your library does not have items in a deposit collection
-  * Deposit amount May be unchecked if your library does not have items in a deposit collection
+  * **Deposit amount**: May be unchecked if your library does not have items in a deposit collection
-  * OPAC Visible? Should be checked
+  * **OPAC Visible?**: Should be checked
-  * Price: Should be checked
+  * **Price**: Should be checked
-  * Quality: PINES has not implemented. How an items quality is defined effects holds. Can be unchecked.
+  * **Quality**: PINES has not implemented. How an item's quality is defined effects holds. Can be unchecked.
-  * Reference? Should be checked
+  * **Reference?**: Should be checked
-  * Acquisition Cost: Can be unchecked. This field is populated with the invoiced cost of the originating acquisition and will be empty if the originating acquisition is not connected to an invoice. Only valid for libraries using the acquisitions interface.
+  * **Acquisition Cost**: Can be unchecked. This field is populated with the invoiced cost of the originating acquisition and will be empty if the originating acquisition is not connected to an invoice. Only valid for libraries using the acquisitions interface.
-  * Status Should be checked.
+  * **Status**: Should be checked.
-  * Add/Edit Item Notes: Should be checked, unless your library does not add Item notes.
+  * **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.
+  * **Item Notes are Public**: Should be checked, unless your library only adds public notes.
 ** Statistical Categories **
-  * Default Filter Library: Can add the default library for display of statistical categories (statcats). Be aware that this will determine which statcats will be available if you have created different ones for different libraries.
+  * **Default Filter Library**: Can add the default library for display of statistical categories (statcats). Be aware that this will determine which statcats will be available if you have created different ones for different libraries.\\
-  * Edit Statistical Data: Should be checked, unless your library does not add statistical categories (statcats)
+  * **Edit Statistical Data**: Should be checked, unless your library does not add statistical categories (statcats)\\
-  * Add/Edit Item Tags: PINES has not yet implemented, but may after we have evaluated and tested the functionality. Can be checked or unchecked.
+  * **Add/Edit Item Tags**: PINES has not yet implemented, but may after we have evaluated and tested the functionality. Can be checked or unchecked.\\
 ** Display defaults for Completed Items tab **
@@ Line 201: / Line 198: @@
  From the list of libraries, choose the library or libraries for holdings:
+{{:cat:pasted:20200114-144237.png}}
+There are two ways to access the Holdings Editor from holdings view:
+) From the Actions menu, either from the drop down menu or right clicking, choose Add – Call numbers and Items:
+{{:cat:pasted:20200114-144302.png}}
+) Click on the Add Holdings button, upper right of your screen just under the record summary.
+{{:cat:pasted:20200114-144347.png}}
+The Holdings editor will open.
+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:
+{{:cat:pasted:20200114-144411.png}}
+**Batch Apply**
+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.
+{{:cat:pasted:20200114-144439.png}}
+You can change the number of volumes for each library from the counter. Decreasing the number removes input wells, increasing it adds input wells.
+{{:cat:pasted:20200114-144502.png}}
+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.\\
+{{:cat:pasted:20200114-144523.png}}
+Scan in your barcodes.\\
+Assign parts to print titles as needed (See [[cat:monographic_serial_parts|Monographic and Serial Parts]] for more detailed instructions).\\
+<note important>
+You must add call numbers and barcodes to all input wells to be able to save and add holdings.
+</note>
+==== 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:item_alert_messages_and_item_notes|Adding and Managing Item Alert Messages]] for more detailed instructions.
+When creating items, some values in the item editor are set to default but not always visibly. Green highlighting in the Holdings Editor indicates some default values or that an attribute has been edited, either manually or by application of a template.
+For instructions on creating templates, see [[cat:item_templates|Item templates]]
+Default values in the Item editor are:
+  * Circulate?: Yes
+  * Status: In process
+  * Circulation library: If adding volumes to one library, the circulation library will be set from the owning library, otherwise a drop down menu will display with the circulation libraries and the number of call numbers (volumes) for each. Leaving the circulation library unset when adding holdings to multiple libraries/branches allows Evergreen to set it from the owning library for each item. The circulation and owning library can be different. Setting to a different library than the owning library will set them as different.
+  * Shelving location (default is Stacks (PINES), if your template does not set the location, you will need to select it here)
+  * Status: In Process
+  * Reference?: No
+  * OPAC Visible?: Yes
+  * Holdable?: Yes
+  * Quality: Good (PINES has not implemented)
+  * Floating: <NONE> (Most libraries in PINES do not have floating collections and should leave this as the default)
+  * Fine level: 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, and try again. If the template failed, you may need to delete and recreate it.
+===== 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> Any changes to the call number will edit the call number for all items attached to it.</note>
+===== Adding additional call numbers =====
+You may need to add additional call numbers/volumes to a branch or library in cases where you might have a multivolume set, a serial, or are adding a volume to another shelving location such as reference. You may also need to add an empty volume as a transfer destination. See [[cat:transferring_volumes_and_items|Transferring volumes and items]] for instructions
+  * Select the libraries/branches for the additional call numbers.
+  * 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
+<note> If you delete the last item from a call number, the call number should also delete. Deleting the last item and call number attached to a bibliographic record should delete the record. </note>
+===== 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:item_status|]]
+===== Using copy buckets to batch edit or delete call numbers and copies =====
+In Item buckets, you can batch edit, transfer, or delete call numbers of copies across multiple bibliographic records.
+Select the items for editing, transferring (see instructions for transferring), or deleting. It is better to work in groups of 100 or less to minimize processing time.
+Select the action from the Actions menu.
+If you are editing items, the Holdings editor will open. Make changes and then Save & Exit.