Add items

Find information about adding single-part, multipart items, and temporary items in WorldShare Circulation.

Single-part items

Find information about adding single-part items.

Open the Copies screen

  1. Using Discover Items, find an item you want to add to your holdings or edit.
  2. On the search results screen, click the item's title.
  3. 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

  1. On the Copies screen, in the upper right corner, click Add Item.
  2. On the Add New Monographic Item screen, fill in the fields. Branch and Call Number are required.
Some fields need explanation:
Field Definition
Branch Library branch that owns the item described by the item record.
Shelving Locations

Location of the item within the branch.

To remove a shelving location, either click the X next to the down arrow (if available), or click the shelving location in the list to uncheck it.

Call Number Enter the call number for the item. 

 Note: 

  • WorldShare Record Manager users: If you have set a Default Classification Scheme in User Preferences, the call number of the derived LHR will be prepopulated from the respective call number field in the bibliographic record you are deriving from.
Copy Number The number assigned by the library that distinguishes one copy of the title from another identical copy.
Receipt Status Whether items have been received.
Use Restrictions Any restrictions on the use of the item. It is used when it is necessary to include information that is too item specific to be handled by field 506 (Restrictions on Access Note) in the bibliographic record.  See 876-878 Item Information-General Information, Use restrictions.
Note(s)

Note about the item.

(Optional). To make a note display upon check in or check out, type an exclamation point as its first character (!).

 

 Note: For information on LHR display in WorldCat Discovery, see Local holdings record (LHR) field mapping.

  1. 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

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

  1. In the left panel, click Discover Items.
  2. In the Enter barcode area, scan the barcode or type it in the box. If you type the barcode, click Go or press <Enter>.
  3. 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.
  4. Click Create Item.
  5. (Optional). To add additional information to the temporary item:
    1. Click Edit Item.
    2. Fill in the fields. The Delete Date field does not automatically delete the temporary item. This field is only for your library's information.
    3. 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.

See Check out temporary item.

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, see Look up item.

Create 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
  1. In the left panel, click Discover Items.
  2. 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>.
  3. 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.
  4. Click Create Item.
  5. (Optional). To add additional information to the temporary item:
    1. Click Edit Item.
    2. Fill in the fields. The Delete Date field does not automatically delete the temporary item. This field is only for your library's information.
    3. Click Save Edits.
  6. (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.