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Item records

Identifying records for bulk edit

The Bulk edit app only accepts CSV files for upload. Only files with one column of record identifiers can be uploaded.

1. In the Set criteria pane, ensure Record types is set to Inventory - items.
2. In the Set criteria pane, select the Record identifier 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 appears in the Preview Record Matched pane:

• Barcode. A numerical sequence attached to the item and validated by a barcode scanner.
• Status. The status of the item.
• Item effective location. The effective location of the item.
• Effective call number. The effective call number of the item.
• Item HRID. The human-readable identifier (HRID) of the item.
• Material type. The material type of the item. The material type is the material nature of a specific item, intending to permit more specific information than resource type alone.
• Permanent loan type. The permanent loan type of the item.
• Temporary loan type. The temporary load type of the item.
• Item UUID. The universally unique identifier (UUID) of the item.
• Former identifiers. Previous identifiers assigned to the item.
• Accession number. The accession number of an item. The accession number is a unique number assigned to an item in the order in which it is added to a library collection.
• Item permanent location. The permanent location of the item.
• Item temporary location. The temporary location of the item.
• Copy number. The copy number of the item. The copy number reflects whether the library has one (or more) copies of a single-volume monograph.
• Enumeration. The enumeration associated with the item. The enumeration data of the item is the descriptive information for the numbering scheme of a serial.
• Chronology. The chronology associated with the item. The chronology is the descriptive information for the dating scheme of a serial.
• Volume. The volume number of the item.

If one or more of these columns is missing in the preview pane, click the Actions button and select it from the drop-down menu.

Understanding errors

If errors were found when searching for the matched records, they will display in the Errors accordion.

Two columns will display:

• 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.

Running a bulk edit job

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.
4. Under Actions, click Select action and select the action you want to apply to the item records.
5. 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. To delete a row, click the trash icon at the end of the row you want to delete. The row is deleted.
7. Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
8. To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
9. To preview the entire list of records, click Download preview. A CSV file is downloaded to your local device.
10. 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.
11. To download the list of changed records, click the Actions button at the top right of the pane.
12. 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.