Templates contain pre-defined fields created by the user for bibliographic (bib) or holdings records to improve workflows by:
MARC21 Bib templates can be used to:
Holdings templates can be used to:
One of the following roles is required to create templates in the MD Editor:
Roles for Templates Use:
(must be combined with Cataloger)
There are three types of folders that can contain templates:
All template folders will display in the templates list out of the box. Users can apply filters to allow all or some of the template folders to display. User filters are user specific and they will not be inherited to other users in the institution. To filter the template folders a user wants to display:
Template icons can be differentiated by the image and color associated with them:
Icon Images and their Meaning:
|Icon Image||Icon Meaning|
Private template. Only the user who created the template can view and use them.
|House||Local template (IZ). Local templates can be seen and used by others users with a cataloger role in the institution.
Local templates cannot be seen by users outside the institution.
Network template (NZ). Network templates can be seen, and by any user in the consortia with a cataloging role.
|People||Community template (CZ). Can be seen and used by All Alma users.|
Icon Colors and their Meaning:
|Icon Color||Icon Color Meaning|
|Grey||Ex Libris "out of the box" templates. "Out of the box" templates cannot be edited or deleted|
Templates created by a user in the institution (blue house icon) and/or consortia (blue network icon). User created templates
Template actions are determined by how and where they have been created. Right clicking on a template will display the available functionality for the template.
Right-Click Template Actions:
|Icon Color||Right-click Action|
|Grey ("out of the box")||
|Blue (user created)||
To view template creation and modification information:
It is very important to make sure the placement of templates is set to the correct Zone when creating new templates from existing records. Placement options are not applied when duplicating an existing template. Duplicating existing templates will inherit the zone of the existing template.
What "Placement of new records and templates" are applied when creating a new template:
|Template Type||How the New Templated is Created||Is "Placement of new records and templates" Applied?||Notes|
Private folder: No
Shared folder: No
Community folder: Yes
|MARC21 Bib||From an existing record||
Private folder: No
Shared folder: No
Community folder: No
|Holdings||From an existing record||
NOTE: The "Placement of new records and templates" will default to the last zone selected. It is good practice to check the placement of new records, new templates, or new rules prior to creating one to ensure it is created in the intended zone.
"Template Display Configuration" allows users to quickly access templates that they regularly use to create new bib and holdings records. The templates that display under the "New" menu are specific to the user based on what templates the user has enabled.
To enable or disable templates to display under the "New" menu for quick access:
Users creating Network Zone (NZ) templates should adhere to the Network Zone (NZ) template naming convention to allow users to quickly identify the institution who created the template. Institutions can choose to adhere to the NZ template naming convention for their local templates.
Network templates should be named using the following naming convention: the institution's three-letter Alma identifier followed by the name of the template. For example:
SUNY Consortia templates will begin with the prefix SUNY followed by the template name, for example:
SUNY NZ brief bib templates have been created with the minimum required MARC fields per MSP-14 to create NZ brief bib records for ordering. Brief bibs are created in the NZ when an existing bib record does not exist in the NZ or OCLC. An NZ brief bib record can be created in the MD Editor using the pre-defined SUNY NZ brief bib templates.
The following are the SUNY NZ brief bib templates used for creating POLs:
To learn more about brief bib records visit the SLS Brief Bib Record Libguide: https://slcny.libguides.com/c.php?g=986218&p=7248561&preview=3670a09c243dde3ccef9d9f3f1e32715
MARC21 BIB Templates that can be edited will have an:
SUNY recommends that user created IZ (blue house icon) and NZ (blue network icon) templates should only be edited by the user that created the template.
DO NOT "Edit":
To edit an existing user-created template in the IZ:
New MARC21 bib templates can be created from an:
"Duplicate" and "Save as Template" Menu Actions:
|Menu Action||Actions Applied|
|"Save as Template"||
NOTE: Using duplicate will create the template in the same zone as the original bib record regardless of Placement Options
MARC21 Bib records can be enhanced using MARC21 Bib templates with pre-defined fields/subfields/content. "Expand from template" is used to enhance bib records with MARC21 bib templates. "Expand from Template" should only be used to add local MARC fields to NZ linked bib records or to update IZ bib records that are not intended to be linked to the NZ as per MSP-2.
To update existing MARC21 Bibs from a template:
Holdings templates with pre-defined fields can streamline workflows and ensure accuracy. Holdings templates can be used to:
The default holdings record template is used to create new holdings records when:
Holdings Record Templates that can be edited will have:
User created holdings record templates can be edited if they have a:
The following holdings record templates that cannot be edited:
To edit an existing user-created holdings template:
New holdings templates can be created from an:
Holdings records can be updated using templates containing pre-defined fields. To update existing holdings record using a template: