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CIRCULATION ADMINISTRATION

Chapter 4. DEFINING LOCATIONS AND COLLECTIONS

   

 

Adding a Collection

You can add a new collection to any currently defined branch in your system.

NOTE: Once a collection has been added to the system, it cannot be deleted. If a collection is no longer in use, you must set the status for the collection to “inactive.”

NOTE: Each collection you define must be associated with a specific branch.

To add a collection:

  1. From the Locations Collections - Collections screen for the desired branch, click the Add New Collection button.
    • The Add Collection screen displays in an additional browser window.

Add Collection Screen

Add Collection Screen

  1. Enter the desired display sequence for the collection in the Sequence text box (see Setting the Collection Display Sequence for more information).
  2. Enter a name for the collection in the Label text box.

    NOTE: The Label cannot exceed 128 characters (including spaces).

  3. Use the Hide from OPAC checkbox to indicate whether or not the associated collection will be hidden when viewing Location information in the Search module.
    • A checkmark checkmark indicates the collection is not shown when viewing Location information. An empty checkbox checkbox indicates the collection is shown when viewing Location information. Clicking the checkbox repeatedly will toggle it on and off.
  4. Use the Suppress from OPAC display checkbox to indicate whether or not display of items associated with the collection are returned in search results lists in the Search module.
    • A checkmark checkmark indicates items associated with the collection are not returned in search results. An empty checkbox checkbox indicates items associated with the collection are returned in search results. Clicking the checkbox repeatedly will toggle it on and off.
  5. Use the Active checkbox to set the desired status for the collection:
    • A checkmark checkmark indicates the collection is active (is available in Location menus throughout the system). An empty checkbox checkbox indicates the collection is inactive (is not available in Location menus throughout the system). Clicking the checkbox repeatedly will toggle it on and off.
  6. Use the Reserve Location checkbox to indicate whether or not the collection is designated as a “reserve location.”

    NOTE: “Reserve locations” serve as temporary repositories for items for which reserves have been placed that are awaiting pickup by the requesting patron.

    • A checkmark checkmark indicates the collection is designated as a “reserve location.” An empty checkbox checkbox indicates the collection is not designated as a “reserve location.” Clicking the checkbox repeatedly will toggle it on and off.
  7. Use the Do Not Reserve for this location checkbox to indicate whether or not reserves may be placed for items associated with the location.
    • A checkmark checkmark indicates that reserves may not be placed for items associated with the collection. An empty checkbox checkbox indicates that reserves may be placed for items associated with the collection. Clicking the checkbox repeatedly will toggle it on and off.
  8. Use the Allow Only My Patrons to Reserve for this Location checkbox to indicate whether or not items associated with the collection can be reserved only by those "local" patrons whose Home Location (see the User Administration User Guide for details) is the same as the library in which the collection resides.
    • A checkmark checkmark indicates items associated with the collection can be reserved by "local" patrons only. An empty checkbox checkbox indicates items associated with the collection can be reserved by any patron, regardless of Home Location affiliation. Clicking the checkbox repeatedly will toggle it on and off.

    NOTE: The Allow Only My Patrons to Reserve for this Location option is shown only for systems employing a patron database that is "shared" among multiple libraries.

  9. Use the Allow Float checkbox to indicate whether or not items associated with the collection are allowed to “float” between branches (see About Floating Collections for an overview of “floating collections”).
    • A checkmark checkmark indicates items associated with the collection are allowed to “float” between branches. An empty checkbox checkbox indicates items associated with the collection are not allowed to “float” between branches. Clicking the checkbox repeatedly will toggle it on and off.

    NOTE: The Allow Float checkbox is shown only if your library or consortium has enabled the optional floating collections functionality.

  10. Click the Submit button on the Add Collection screen to submit the new collection. (Click the Close button to close the Add Collection screen without adding the new collection.)
    • The Add Collection screen closes automatically, and the Locations Collections - Collections screen refreshes to display the new collection.