Add items
Single-part items
Find information about adding single-part items.
Open the Copies screen
- Using Discover Items, find an item you want to add to your holdings or edit.
- On the search results screen, click the item's title.
- If the Copies screen does not appear, click Copies in the upper right corner.
- Filter the Copies by Branch/Shelving Location or Branch/Temporary Shelving Location. The filter selection will persist for the duration of your current session and will persist as you move between Circulation and Record Manager.
Add item
- On the Copies screen, in the upper right corner, click Add Item.
- On the Add New Monographic Item screen, fill in the fields. Branch and Call Number are required.
- Click Add Monographic Item. The screen displays with the information you entered. On the Copies screen, click Refresh to see the new item.
Unrecognized Shelving Location error
This error occurs when the Shelf Location value (852 ‡c) in the Location Holdings Record does not match a value entered in the Holding Codes Translation Table found in OCLC Service Configuration. The Holding Code Translation Table is the source for Branch codes and display names, Shelving Scheme and Shelf Locations. For more information, see Holding Codes Translation Table.
Multipart items
Multipart items are composed of multiple items. Example: Encyclopedias, music or video boxed sets.
Use Discover Items to search and click the item's title.
Add multipart sets, Holdings view, and Copies view
These links are in the upper right corner of the screen, below the Copies, Details, and Holds links.
Note: A multipart set cannot be added to a record with an existing item attached.
Add multipart set, Holdings view, and Copies view
- On the Copies screen, in the upper right corner, click Add Multipart Set.
- On the Add New Multipart Set screen, fill in the fields. Branch and Call Number are required.
- Click Add Multipart Set
This error occurs when the Shelf Location value (852 ‡c) in the Location Holdings Record does not match a value entered in the Holding Codes Translation Table found in OCLC Service Configuration. The Holding Code Translation Table is the source for Branch codes and display names, Shelving Scheme and Shelf Locations. For more information, see Holding Codes Translation Table.
Holdings view
Lists item-level holdings (items are the individual components of the set). Each item has a barcode.
Copies view
The Copies area lists basic information about the set (branch, call number). The Holdings for Selected Copy area lists brief information about the items in the set (enumeration and chronology, if relevant, and barcode).
Add an item (to a multipart set)
- On the Copies screen, in the Copies section, click Receive Item in the Action column.
- On the Add New Multipart Item screen, fill in the fields. One of these fields is required: Barcode, Enumeration and Chronology, or Description.
- Click Add Multipart Item
This error occurs when the Shelf Location value (852 ‡c) in the Location Holdings Record does not match a value entered in the Holding Codes Translation Table found in OCLC Service Configuration. The Holding Code Translation Table is the source for Branch codes and display names, Shelving Scheme and Shelf Locations. For more information, see Holding Codes Translation Table.
Check for duplicate call numbers
When creating, viewing, or editing LHRs via the text-view editor, use the Check Duplicate Call Number option to determine if an LHR's call number is unique.
From the item details screen, select Check Duplicate Call Number. If the call number in the LHR already exists, you will receive a pop-up message with a link to the record(s) with the call number(s).
Note:
- If you would like all LHRs to automatically be checked for duplicate call numbers when they are added or edited, enable the corresponding user preference in the Working with Records accordion in WorldShare Record Manager.
- The duplicate call number warning will only appear for LHRs that are attached to separate bibliographic records. In the case that the duplicate call number exists in an LHR under the same bibliographic record there will be no warning.
Temporary items
A temporary record can be created for an item that has not been cataloged, and for an item that is received from inter library loan.
Create temporary item
- In the left panel, click Discover Items.
- In the Enter barcode area, scan the barcode or type it in the box. If you type the barcode, click Go or press <Enter>.
- In the Create Item window, fill in the fields. Make a note of the barcode, author, and title, so the item can be retrieved. For item type, select Temporary Item.
- Click Create Item.
- (Optional). To add additional information to the temporary item:
- Click Edit Item.
- Fill in the fields. The Delete Date field does not automatically delete the temporary item. This field is only for your library's information.
- Click Save Edits.
Temporary items will remain in your system until they are manually deleted. See Delete item for more information.
Create a temporary item and checkout or hold for patron
Temporary items can also be created in a patron's account. You can create a temporary item and hold it, or check it out to a patron.
Follow the steps for checking in items to check in a temporary item. See Check in items for more information.
Retrieve a temporary item
Scan or type the temporary item's barcode in the Enter barcode area. If you do not know the item's barcode, search for it.
Note: The only way to search for a temporary item is by author, title, or barcode. For details, seeCreate a temporary item for course reserves
Temporary items can also be created for professor-owned materials that:
- Have no associated WorldCat bibliographic record
- Will not become part of your permanent collection
- In the left panel, click Discover Items.
- In the Enter barcode area, scan the barcode to be assigned to the temporary item or type it in the box. If you type the barcode, click Go or press <Enter>.
- In the Create Item window, fill in the fields. Make a note of the barcode, author, and title, so the item can be retrieved. For item type, select Temporary Item.
- Click Create Item.
- (Optional). To add additional information to the temporary item:
- Click Edit Item.
- Fill in the fields. The Delete Date field does not automatically delete the temporary item. This field is only for your library's information.
- Click Save Edits.
- (Optional) Create a temporary item and add a note to the course in WorldCat Discovery.
Note: Adding a temporary item in the WorldCat Discovery Course Reserves interface will not create a temporary item in WorldShare Circulation.