Holdings Management
From MCLS Wiki
See Grand Rapids Public Library Training Documents for a list of all Evergreen training topics. Holdings Management includes detailed directions for using the operation Evergreen calls both Display Item and Item Status. After logging in to the staff client, press F5 or click Cataloging >Display Item
Changing items to Damaged using Display Item/Item Status
After logging in to the staff client, press F5 or click Cataloging >Display Item
- Scan or type barcodes into the box provided. Click Submit or hit Enter after you add each barcode. Items scanned will be added to the list below.
- When you are done scanning all the barcodes you want to change, highlight the items in your list. Shift+Click allows you to highlight all.
- On the right side of the screen click Actions for Selected Items and select Mark Item Damaged from the drop down menu.
- A window will pop-up which says “Change the status for these items to Damaged? You will have to manually retrieve the last circulation if you need to bill a patron”. Click OK at the bottom of the screen.
- A smaller pop up will appear, which says “# Items marked Damaged” Click OK.
- Evergreen takes you back to the Item Status screen and your list should have doubled to show record of the old statuses and the new statuses. If you make subsequent changes to these items in this session, a running history is kept (trimmed to 20 rows if that box is checked).
- To exit this operation, simply close the tab, Ctrl W or go to another operation.
Changing items to Missing using Display Item/Item Status
After logging in to the staff client, press F5 or click Cataloging >Display Item
- Scan or type barcodes into the box provided. Click Submit or hit Enter after you add each barcode. Items scanned will be added to the list below.
- When you are done scanning all the barcodes you want to change, highlight the items in your list. Shift+Click allows you to highlight all.
- On the right side of the screen click on Actions for Selected Items and select Mark Item Missing from the drop down menu.
- A window will pop-up which says “Change the status for these items to Missing?” Click OK at the bottom of the screen.
- A smaller pop up will appear, which says “# Items Mark Missing” Click OK.
- Evergreen takes you back to the Item Status screen and your list should have doubled to show record of your old statuses and the new statuses.
- To exit that operation, simply close the tab or go to another operation.
Changing item Status using Display Item/Item Status
After logging in to the staff client, press F5 or click Cataloging >Display Item
- Scan or type barcodes into the box provided. Click Submit or hit Enter after you add each barcode. Items scanned will be added to the list below..
- When you are done scanning all the barcodes you want to change, highlight the items in your list. Shift+Click allows you to highlight all.
- On the right side of the screen click on Actions for Selected Items and select Edit Item Attributes.
- On the Copy Editor screen, click Status in the upper left corner of the pop up and select and apply the status you want to change. A green background indicates change was made.
- Click Modify Copies on the bottom of the screen, OK on the small pop-up window, then Evergreen takes you back to your list.
Changing items to Discard/Weed using Display Item/Item Status
After logging in to the staff client, press F5 or click Cataloging >Display Item
- Scan or type barcodes into the box provided. Click Submit or hit Enter after you add each barcode. Items scanned will be added to the list below.
- When you are done scanning all the barcodes you want to change, highlight the items in your list. Shift+Click allows you to highlight all.
- On the right side of the screen click on Actions for Selected Items and select Edit Item Attributes.
- Select Status, then select Discard/Weed and then Apply. Status box should turn green to show a change was made.
- Select Opac Visible, Set to No, then Apply.
- Select Holdable, Set to No, then Apply.
- When finished with the above changes click Modify Copies at the bottom of the screen,OK on the small pop-up window, then Evergreen takes you back to your list.
Changing items from New using Display Item/Item Status
- New items will be identified by Shelving Location
After logging in to the staff client, press F5 or click Cataloging >Display Item
- Scan or type barcodes into the box provided. Click Submit or hit Enter after you add each barcode. Items scanned will be added to the list below.
- When you are done scanning all the barcodes for the items you want to change, highlight the items in your list. Shift+Click allows you to highlight all.
- On the right side of the screen click on Actions for Selected Items and select Edit Item Attributes.
- Select Shelving Location, set to the general Shelving Location (Stacks), then Apply.
- When finished with the above changes click Modify Copies at the bottom of the screen, OK on the small pop-up window, then Evergreen takes you back to your list.
Changing items to Express using Display Item/Item Status
- Express items are usually non-holdable and will be identified by Shelving Location
After logging in to the staff client, press F5 or click Cataloging >Display Item
- Scan or type barcodes into the box provided. Click Submit or hit Enter after you add each barcode. Items scanned will be added to the list below.
- When you are done scanning all the barcodes for the items you want to change, highlight the items in your list. Shift+Click allows you to highlight all.
- On the right side of the screen click on Actions for Selected Items and select Edit Item Attributes.
- Select Shelving Location, set to “Express”, then Apply.
- Select Holdable, Set to No, then Apply.
- Select Circulation Modifier, Select 7DVE for express DVDs or 21DE for all other formats, then Apply.
- When finished with the above changes click Modify Copies at the bottom of the screen, OK on the small pop-up window, then Evergreen takes you back to your list.
Changing items from Express using Display Item/Item Status
- Express items are usually non-holodable and will be identified by Shelving Location
After logging in to the staff client, press F5 or click Cataloging >Display Item
- Scan or type barcodes into the box provided. Click Submit or hit Enter after you add each barcode. Items scanned will be added to the list below.
- When you are done scanning all the barcodes for the items you want to change, highlight the items in your list. Shift+Click allows you to highlight all.
- On the right side of the screen click on Actions for Selected Items and select Edit Item Attributes
- Select Shelving Location, set to the general Shelving Location (Stacks), then Apply.
- Select Holdable, set to Yes, then Apply.
- Circulation Modifier, select 7DV for DVDs or 21D for books and 21DAV for Books on CD, Cassettes, etc., then Apply.
- When finished with the above changes click Modify Copies at the bottom of the screen, OK on the small pop-up window, then Evergreen takes you back to your list.
Changing items to Storage using Display Item/Item Status
- Storage items are will be identified by Shelving Location/Stat Cat
After logging in to the staff client, press F5 or click Cataloging >Display Item
- Scan or type barcodes into the box provided. Click Submit or hit Enter after you add each barcode. Items scanned will be added to the list below.
- When you are done scanning all the barcodes for the items you want to change, highlight the items in your list. Shift+Click allows you to highlight all.
- On the right side of the screen click on Actions for Selected Items and select Edit Item Attributes
- Select Shelving Location, set to Storage, then Apply.
- When finished with the above changes click Modify Copies at the bottom of the screen, OK on the small pop-up window, then Evergreen takes you back to your list.
Transferring items using Display Item/Item Status
After logging in to the staff client, press F5 or click Cataloging >Display Item
- Scan or type barcodes into the box provided. Click Submit or hit Enter after you add each barcode. Items scanned will be added to the list below.
- When you are done scanning all the barcodes for the items you want to change, highlight the items in your list. Shift+Click allows you to highlight all.
- On the right side of the screen click on Actions for Selected Items and select Edit Item Attributes
- Select Circulation Library then choose the Branch you are transferring to, then Apply.
- Select Owning Library then choose the Branch you are transferring to, then Apply.
- When finished with the above changes click Modify Copies at the bottom of the screen, OK on the small pop-up window, then Evergreen takes you back to your list.
Changing item Status to Missing or Damaged in the Opac View
- Hit the function command F3 to get to a Search Screen.
- You may search for the item using a Simple Search or the Advance Search Method.
- If you get multiple results you will have to click on the title or book jacket link to get to the Record Summary for the item you are trying to change.
- From the Record Summary or Opac View, click on the Actions for this Record drop down menu, located towards the top right of the screen.
- Select Holdings Maintenance and Evergreen opens a screen similar to the one below. On this screen you want to make sure you have both the Show Volumes and Show Items options checked.
- Click to Highlight the barcode of the item you want to change.
- Right click on the highlighted item or click on the Actions for Selected Items drop down menu, then select Mark item Missing or Mark item Damaged.
- A window will pop-up which says “Change the status for these items to Missing or Damaged?” Click OK at the bottom of the screen.
- A smaller pop up will appear, which says “# Items Mark Missing or Damaged” Click OK.
Changing item Status in the Opac View
- Hit the function command F3 to get to a Search Screen.
- You may search for the item using a Simple Search or the Advance Search Method.
- If you get multiple results you will have to click on the title or book jacket link to get to the Record Summary for the item you are trying to change.
- From the Record Summary or Opac View, click on the Actions for this Record drop down menu, located towards the top right of the screen.
- Select Holdings Maintenance and Evergreen opens a screen similar to the one below. On this screen you want to make sure you have both the Show Volumes and Show Items options checked.
- Click to Highlight the barcode of the item you want to change.
- Right click on the highlighted item or click on the Actions for Selected Rows drop down menu, then select Edit Item Attributes.
- On the Copy Editor screen, click Status in the upper left corner of the pop up and select and apply the status you want to change. A green background indicates change was made.
- Click Modify Copies on the bottom of the screen, OK on the small pop-up window, then Evergreen takes you back to Holdings Maintenance screen.
- To get back to the Opac View, click on the Actions for this Record drop down menu and select Opac View.
Adding Magazines for Circulation -- Branch and Youth Services
Branch and Youth Services staff will have to email TS when they need magazine barcodes added. TS will have to add the Barcodes before they are sent to the Branches.
Once you get your barcodes and you are ready to add Magazines:
- Place a Barcode (Used the barcodes previously added by TS) on the Magazine you are adding.
- Choose the option to scan barcode under the quick search option on the left side of the screen or Perform a title search for your (2 Letter Agency code) magazine. For example Seymour would search for "GS Magazine".
- From the Record Summary or Opac View, click on the Actions for this Record drop down menu, located towards the top right of the screen.
- Select Holdings Maintenance and Evergreen opens a screen similar to the one below. On this screen you want to make sure you have both the Show Volumes and Show Items options checked.
- Click to Highlight the barcode of the item you are adding.
- Right click on the highlighted item or click on the Actions for Selected Rows drop down menu, then select Edit Item Attributes. You have to change these one barcode (copy) at a time.
- On the Copy Editor screen, click Status, change the status to Available, then Apply.
- Then on the bottom of the screen, click Copy Notes. A box similar to the one below pops up.
- Click on Add New Note A box similar to the one below pops up.
- Click the box to place a check next to Public.
- Type in the title of the magazine in the box next to Title.
- Type the date of the magazine in the box next to Note.
- Then click Add Note, then a box will pop up Note Added Click OK. A box similar to the one below pops up.
- Click Close Window.
- Click Modify Copies at the bottom of the Copy Editor screen.
- Then go back up and select the Actions for this Record drop down menu, then Opac View.
