Quick Holdings allows the operator to add multiple item details in one pass, Options are available to allow pre-selection of target locations, with options to repeat constant data, such as call number.

Screen details #

On clicking the Quick Holdings icon, the following screen is shown as an overlay. Note that this is ‘always on top’.

The screen is divided into a number of separate panels:

Distribution pattern #

This panel allows selection of a predetermined distribution pattern for added items: this may be ‘one per main branch’, or more complex ‘3 for Main Branch, 1 for Branch B and 1 for Branch E’, as determined by the library. In this early release, a basic ‘Equal Distribution’ option only is available, and AIT will work with libraries to expand the available options.

Locations #

Each physical location defined in the system is presented in this panel, associated with a checkbox. If multiple locations are to be set for the added items, then each target location is to be ticked.

Title #

The title of the work being addressed is given in this panel at the top of the screen.

First holding #

The First Holding panel contains all of the remaining data elements for the addition of an item. The data elements are as determined by the MARC Holdings specification, and all are unlikely to be used/

Note that ‘Item Format’ is presented as a combo for selection of the required format: the options presented will of course depend on the parameter set-up for the system, but will be filtered according to the coding for the 007 tag – i.e. if the 007 has ta, then only Book format options will be presented, and Visual and Sound formats will not be available for selection.

Note also the box ‘Call number’ – this cannot be entered directly. The all number is made up of the fields ‘Prefix’ plus ‘Classification’ plus ‘Suffix’, and as these elements are entered, they are copied to the call number box. A number of libraries concatenate all elements within the single ‘Classification field, and this is fine if preferred.

The panel is labelled ‘First Holding’ as it works with the next ‘Repeat Holding fields’ to determine the rules for the overall creation of multiple items. However, this form may if preferred be used for single item addition.

Repeat Holding fields #

This panel lists all of the subfields in the Holdings field (MARC 852 – and in this panel the MARC subfield code is shown for reference)), with each having a checkbox – if the checkbox is ticked, then if multiple items are added, the field content will be copied from the First Holding to all subsequent items. A number of subfields are pre-set with ticks – this is set in the parameter file MARC_HoldingsGrid. The tick may be added or removed adhoc, e.g. for adding a specific item or set of items,

Actions #

The Actions panel acts as a control panel for the item addition process.

Copies #

This allows the operator to set the number of copies to be added. Note the logic:

• If 3 locations are ticked, and 3 copies added, then each of the 3 locations will receive one copy.
• If 3 locations are ticked, and 5 copies are added, then the first 2 locations will receive 2 copies, and the third one; that is the copies are distributed one at a time for each location in sequence, cycling until the copies are exhausted.
• If 3 locations are ticked, and 2 copies are added, then the first 2 locations will receive one copy, and the third location will not receive anything.

It is not possible to vary the location order, so if there is a situation where the logical order shown above does not apply, e.g. 4 locations (A B C D) and the distribution should be 1 1 2 2 (or anything other than the default 2 2 1 1, then this must be addressed by two passes, e.g. to add items for A B C D, adding 4 copies, then unticking A B and adding a further two copies to C D only. However, if this is required as a regular treatment, AIT can build a predefined distribution pattern.

Command buttons #

Tow command buttons are provided.

• This button creates the holdings rows from the information provided. This does not save the details, and barcode may be added following this – and following checks that the details are correct.
• This button accepts the new holdings into the Cataloguing workform

Barcode #

Once the holdings rows have been created, the barcode(s) may be added. Each holdings row is selected, and the barcode may be keyed or read in.

Two handy control buttons are provided:

• This ‘onscreen return’ allows the simulation of a Return/Enter key by mouse action.
• The waste paper bin icon is used to clear the barcode input box. Occasionally, the barcode box may not be selectable by mouse, but clicking this icon will allow clearance, in readiness for entry of a new barcode.

Holdings detail #

The panel at the foot of the screen will be blank on initial entry to the Quick Holdings screen:

and is populated following the Item creation command. Here Barcodes have been entered:

Note that location and Item format are presented with combo selections – so if these details need to be changed at this point, this is possible, e.g. to revise a specific location, or to make one of the copies Reference item formats.

If barcodes have not been applied to any of the items, then on accepting the rows, Aurora will query whether this is the correct action.

Remember that once accepted, the details are written into the Cataloguing workform, and this must in turn be saved to commit the new items.