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Scope:  Uploading a set of barcodes to change the temporary loan type and temporary location in order to put things on and take them off reserve

Contact: Jenn Colt

Unit:  Automation

Date last updated:  

Date of next review:

Item records

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Updating item records for material on reserve

Items that go on reserve are typically updated with both a temporary location and a temporary loan type. When taking items off reserve, the temporary location and temporary loan type are removed. At the moment bulk edit is primarily used to take items off reserve.

Uploading a list of barcodes

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for bulk edit

The Bulk edit app only accepts CSV files for upload. Only files with one column of record identifiers can be uploaded. Be sure there are no blank lines in your file or you may encounter errors.

  1. In the Set criteria pane, ensure Record types is set to Inventory - items.
  2. In the Set criteria pane, select the Record identifier item barcode from the drop-down list. The record identifier you select should correspond to the type of record identifier in the CSV file uploaded.
  3. Either drag and drop your CSV file into the box, or click or choose file to locate the file on your computer.

Using preview to view matched records

Once you search for an item record, the following information upload your file, information about the items appears in the Preview Record Matched pane:

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Additional columns can be added to the If one or more of these columns is missing in the preview pane, click the Actions button and select it the columns you want to see from the drop-down menu.

Understanding errors

If You are unlikely to receive any errors, but if errors were found when searching for retrieving the matched item records, they will display in the Errors accordion.

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  • Record identifier. The identifier for the record that produced the error
  • Reason for error. The reason the search did not result in a matched record.

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Contact LTS automation if you need help with errors.

Run your bulk edit job to take items off reserve

  1. Click the Actions button.
  2. From the drop-down menu, select Start bulk edit.
  3. Under Options, click the drop-down list and select the field you want to edit temporary item location.
  4. Under Actions, click Select action and select the action you want to apply to the item records. clear field to remove temporary item locations.
  5. Click To edit another field during the same Bulk edit job, click the plus sign near the end of the row. Another row will appear under the existing row(s).
  6. Under Options, click the drop-down list and select temporary loan type.
  7. Under Actions, click Select action and select clear field to remove temporary loan type.
  8. If you accidentally create extra rowsTo delete a row, click the trash icon at the end of the row you want to delete. The row is deleted.
  9. Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
  10. To preview the entire list of records, click Download preview. A CSV file is downloaded to your local device.
  11. To run the bulk edit job, click Save & close. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
  12. To download the list of changed records, click the Actions button at the top right of the pane.
  13. Select Download changed records (CSV). The CSV file is downloaded to your local device.

Editing Temporary Item Location

  1. Under Options, select Temporary item location from the drop-down list.
  2. Click Actions to select Replace with or **Clear field””.
  3. For Replace with, Click Select Location and select the temporary item location from the drop-down list or use the Location look-up.
  4. For Clear field, proceed to step 5.
  5. Click Confirm changes.
  6. The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.
  7. The changes will be applied to the item records once Commit changes is clicked.

Editing Permanent Item Location

  1. Under Options, select Permanent item location from the drop-down list.
  2. Click Actions to select Replace with or **Clear field””.
  3. For Replace with, click Select Location and select the permanent item location from the drop-down list or use the Location look-up.
  4. For Clear field, proceed to step 5.
  5. Click Confirm changes.
  6. The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.
  7. The changes will be applied to the item records once Commit changes is clicked.

Editing Item status

  1. Under Options, select Item status from the drop-down list.

  2. Select the item status you want to apply from the drop-down list.

  3. Click Confirm changes. The new item status will be applied to the item records.

  4. The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.

  5. The changes will be applied to the item records once Commit changes is clicked.

Editing Temporary loan type

  1. Under Options, select Temporary loan type from the drop-down list.
  2. Click Actions to select Replace with or **Clear field””.
  3. For Replace with, Click Select loan type and select the temporary loan type.
  4. For Clear field, proceed to step 5.
  5. Click Confirm changes.
  6. The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.
  7. The changes will be applied to the item records once Commit changes is clicked.

Editing Permanent loan type

  1. Under Options, select Permanent loan type from the drop-down list.

  2. Select the loan type from the drop-down list..

  3. Click Confirm changes.

  4. The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.

  5. The changes will be applied to the item records once Commit changes is clicked.

Download Matched Records (CSV)

  1. Click the Actions button.
  2. From the drop-down menu, select Download matched records (CSV).
  3. Open the file on your local device.
  4. Edit the records and save the file on your local device. Make sure you save the file in CSV format.


Run your bulk edit job to put items on reserve

  1. Click the Actions button.
  2. From the drop-down menu, select Start bulk edit.
  3. Under Options, click the drop-down list and select temporary item location.
  4. Under Actions, click Select action and select replace with to add temporary item locations. Then select the location to add.
  5. Click the plus sign near the end of the row. Another row will appear under the existing row(s).
  6. Under Options, click the drop-down list and select temporary loan type.
  7. Under Actions, click Select action and select replace with to add a temporary loan type. Then select the loan type to add.
  8. If you accidentally create extra rows, click the trash icon at the end of the row you want to delete. The row is deleted.
  9. Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
  10. To preview the entire list of records, click Download preview. A CSV file is downloaded to your local device.
  11. To run the bulk edit job, click Save & close. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
  12. To download the list of changed records, click the Actions button at the top right of the pane.
  13. Select Download changed records (CSV). The CSV file is downloaded to your local device.

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