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Add items

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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. 

       Note: The copy results may be automatically filtered to the branch you chose when logging into WMS if the relevant Institution Setting has been enabled in Record Manager. For more information, see Automatically filter selected copies list to branch.

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

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

  1. On the Copies screen, in the upper right corner, click Add Multipart Set.
  2. On the Add New Multipart Set 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.
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 Multipart Set: t he screen displays with the information you entered.
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.

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)

  1. On the Copies screen, in the Copies section, click Receive Item in the Action column.
  2. On the Add New Multipart Item screen, fill in the fields. One of these fields is required: Barcode, Enumeration and Chronology, or Description.
Some fields need explanation:
Field Definition
Shelving Locations

Add a Temporary shelving location. Location of the item within the branch.

To remove the temporary shelving location, either click the X next to the down arrow (if available), or click the shelving location in the list to uncheck it.
Copy Number The number assigned by the library that distinguishes one copy of the title from another identical copy.
Receipt Status Whether newly published parts of a multipart or serial item are being received.
Category A discrete bibliographic entity that constitutes either the whole or a part of the bibliographic item. A bibliographic unit may be a basic bibliographic unit, supplementary material, or Index. Examples of bibliographic units are: a single volume, a multi-volume monograph, an accompanying pamphlet, a set of serially-issued updates.
Enumeration The designation reflects the alphabetic or numeric scheme used by the publisher on an item or assigned when the holdings statement is created to identify the individual bibliographic or physical parts and to show the relationship of each unit to the item as a whole.
Chronology

The date(s) used by the publisher on a serially-issued bibliographic unit to help identify it or indicate when it was issued. The chronology may reflect the dates of coverage, publication, or printing.

When entering months, type them as numbers (1, 2, etc.). Do not spell them out (January, Feb., etc.).
Description The statement of coverage for the library's holdings of a serial or multi-part title, whether formatted (Vol. 7 No. 1 – Vol. 22 No. 12) or textual (Library holds 1992 – present).
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.
Cost(s) Cost of the item
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 Multipart Item:  the screen displays with the information you entered. On the Copy 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.

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.