[Wactclc-alma] Description to Copy ID

Thu Nov 12 10:13:14 PST 2020

I have started the process of moving copy numbers we have in the description field to the Copy ID field. Once I have completed doing this, I will be able to clear the information in the Description field. I started doing C. 1 today, and when I did select all, I only got the first 20 records, and had to load the second page to select all on the next 20 records. There are over 4000 items (200+) pages. Is there a way I can select ALL 4000+ items without having to load every page? Also, I got an error message on the second report I ran, but I can't tell what the error is. Could it be that I had already changed the first 20 records, and those records were also selected when I created an itemized set and ran the second job?

Thanks for your help.

Colleen
________________________________
From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> on behalf of Guidry, Wade <WadeG at bigbend.edu>
Sent: Wednesday, November 4, 2020 11:04 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Description to Copy ID

‘save query’ creates a logical set, rather than an itemized set. So, doesn’t support selecting individual items.

Easiest way to create a small set for testing would be to manually create an itemized set, and then add a couple of individual items to it.

I guess because the description field is generally an auto-generated field to create a holdings statement, based on values in chron and enum fields,  the ‘information update’ job doesn’t support updating it directly.

But as long as the enum and chron values in those records are empty, you can run the ‘Rebuild Item Description’ job on those same sets to clear out the description field.

See the following for a walk-through on that:

How can I remove item descrptions in bulk in Alma?<https://knowledge.exlibrisgroup.com/Alma/Knowledge_Articles/How_to_bulk_update_or_add_a_Fulfillment_Note_so_that_will_get_pop_up_notes/How_can_I_remove_item_descriptions_in_bulk_in_Alma%3F>

Wade Guidry

Library Consortium Services Manager, WACTCLC

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

(509) 760-4474

http://www.wactclc.org

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of McGaughey, Colleen
Sent: Wednesday, November 4, 2020 9:48 AM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Description to Copy ID

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.

Hello Wade,

Yes, our Description field is fairly standardized, although I have found some entries for WA state ID numbers.

I did a Physical Item search for records with the Description field having C. 1. There are just over 4,000 records. I selected two records and saved the query. I went to Run a Job to change Physical Items. I can see where to enter the Copy ID, but I did not see where the Description Field can be changed. I was going to run the test job anyway just to see if the Copy ID would properly get updated. When I clicked to submit the job, I got a pop up that said it was going to affect over 4,000, even though I only selected 2 records when I saved the query.

Am I missing something? How do I remove the copy number from the description field? If I select only certain records to save in a query, why does it say all of the records will be affected when I run the job?

Thank you for your help.

Colleen

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Sent: Tuesday, November 3, 2020 4:46 PM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Description to Copy ID

I see. Yes, if those Description fields are currently fairly standardized, that’s a great idea.

Just do an advanced search in Alma on physical items, and search by “Item Description” field for the relevant value. You need to do an advanced search to be able to search that particular field.

>From the resulting search results, save the query to create a managed set that you could then run through the Update Items job.

In the Update Items job, you could simply clear the description field, and update the copy id field to the new value.

Below is a screenshot of the search results screen with the ‘save query’ button highlighted.

[cid:image001.png at 01D6B299.282349B0]

Wade Guidry

WACTCLC

Library Consortium Services Manager

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

http://www.wactclc.org<http://www.wactclc.org/>

509.760.4474

Pronouns: he/him/his

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of McGaughey, Colleen
Sent: Tuesday, November 3, 2020 9:17 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Description to Copy ID

CAUTION: Originated outside our network. Do not click links or open attachments unless you validate the sender.

Hi Wade,

What you said about being able to address individual item records in a set makes sense. I do have a follow up question though - would it be possible to filter the description field to just show say, C. 1 and create a set in order to do a bulk change of those items? If so, this would make it much easier to remove the copy # from the description field, and put the information into the Copy ID field. Just a thought.

Thank for your help.

Colleen McGaughey

________________________________

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> on behalf of Guidry, Wade <WadeG at bigbend.edu<mailto:WadeG at bigbend.edu>>
Sent: Thursday, October 29, 2020 4:38 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Description to Copy ID

Colleen,

There aren’t any jobs or import profiles to update individual item records on a case-by-case basis, with different values for each item.

The ‘change physical items’ job *does* allow to you update items in a managed set, but not conditionally for each item.

For example, you can change all items in the set to a specific location. But you can’t change the location to different values for different items in the set.

So, if you want to move the information, you’ll need to do it manually.

Also, just FYI, one reason someone might put copy id’s in the description field is if you want to track or allow patron requests on specific  instances of title.

Usually, this relates to volumes of a serial.

However, some libraries have used the description field to control hold queues at the individual item level. For example, controlling which specific Chromebook a hold is placed on.

Wade Guidry

Library Consortium Services Manager, WACTCLC

wadeg at bigbend.edu<mailto:wadeg at bigbend.edu>

(509) 760-4474

http://www.wactclc.org

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of McGaughey, Colleen
Sent: Thursday, October 29, 2020 9:10 AM
To: 'WACTCLC Alma Discussion' <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] Description to Copy ID

Hello everyone,

I know that there was some discussion during the ALMA refresher training about the use of the description field. I would like to be able to remove our copy numbers from the Description field and put the information in the Copy ID field where it belongs. I have put together an analytic report to generate all of our items with copy numbers in the description field. I am not sure on the next step. Can someone please help me remember what I should do next?

Thanks!

Colleen
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