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Alma Resource Management

Working with the Metadata Editor in the Institution and Network Zones. Includes indication and normalization rules.

Holdings Record Templates

Holdings templates with pre-defined fields can streamline workflows and ensure accuracy. Holdings templates can be used to:

  • Create new holdings records
  • Update existing holdings records


The default holdings record template is used to create new holdings records when:

  • POLs (order records) are created for one-time and continuous titles
  • Creating a new holdings record in the MD Editor

Create a New Template Using Duplicate

To create a new holdings template from an existing template from the Templates list:

  1. Open the MD Editor
  2. Click on the Templates tab
  3. Click on the Holdings record type tab
  4. Expand the folder the holding record resides in
  5. Click "Duplicate" from the holdings template
    • Make sure the template being duplicated is local (house icon)
    • Placement options are not applied when using "Duplicate"
  6. Edit the "Template Properties" pop-up screen
    • Name: [Edit the name using the SUNY naming convention and remove "Copy Of"]
    • Description: [Edit the description to describe the new holdings template]
    • Keep or change (select one only):
      • Private - only the user who created the template can view/use it
      • Shared - Available to other users in your institution
        NOTE: The folder cannot be changed for "out of the box" templates
    • Default: [DO NOT check unless your institution wants to use this as your default template]
  7. Click Save
    • The new template is created and displays in the templates list menu
  8. Click on the new templates from the templates list (or right-click>Edit)
    • Edit the template if necessary
    • Click Save if any changes have been made to the template
    • Click the "X" to close the template from the editing pane of the MD Editor
  9. Optional: Enable the template under New>Template Configuration

Create a New Template Using Save as Template

To create a new holdings template from an existing holdings record:

  1. Open a holdings record in the MD Editor
  2. Go to New>Placement Options
    • Make sure the "Placement of new records and templates" is configured as Local
  3. Optional: Make changes to the holdings record if necessary
    • This can also be done after creating a new template
  4. Click Save>Save as Template
  5. Populate the "Save as Template" pop-up screen
    1. Name: [Name the template - Mandatory field]
    2. Description: [Add a description - Mandatory field]
    3. Select one:
      1. Private - only the user who created the template can view/use it
      • Shared - Available to other users in your institution
    4. Default: [DO NOT check unless this will be the default template]
  6. Click Save
    • Template is saved
    • The holdings record remains in the editing pane of the MD Editor and will need to be Saved if changes were made to the record before releasing it
    • The template can be edited after being created

Editing an Existing Holdings Record Template

Holdings Templates that may be edited have:

  • An "Edit" option from the right-click menu of the template
  • An Active "Editing Actions" menu when a template is opened in the editing pane of the MD Editor.

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. Users wishing to edit an existing IZ or NZ template created by another user should duplicate the template and then edit it to better meet their needs.

 

To edit an existing holdings template:

  1. Open the MD Editor
  2. Click on the Templates tab
  3. Click on Holdings record type tab
  4. Expand the folder the template resides in
  5. Search for the template using the search box or scrolling
  6. Click on the Holdings Record template to be edited (or Right-click and then click Edit)
  7. The template opens in the MD Editor editing pane
  8. Edit the template as necessary using the Template Actions and Editing Actions menu options
  9. Click Save
    • Changes will not be applied to the template if it is not saved before closing it in the MD Editor
  10. Click "X" to close the template from the editing pane

Enhancing Holding Records with Templates

Holdings records can be updated using templates:

  1. Open a Holdings record in the MD Editor
  2. Go to Editing Actions>Expand from Template (Ctrl+E)
  3. Populate the Expand from Template pop-up screen
    1. Choose Template: [Search for the template being used by clicking in the search box]
    2. Applying Method: [Select one]:
      • Override - Overrides the fields/subfields/content in the MARC record with the fields/subfields/content in the template
      • Add missing - Only adds the fields/subfields/content in the template if they do not already exist in the MARC record
      • Add all - Adds all fields even if they already exist in the MARC record and may create duplication
  4. Click Ok
  5. Save>Save and Release Record (Ctrl+Alt+R)