Bulk Edit
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The Bulk Edit app allows a user to apply changes to multiple Inventory or User records simultaneously. A maximum of 100,000 records is allowed for bulk edit.
Capabilities and Capability Sets
The Eureka platform, adopted in the Sunflower release, replaces permission sets with Capabilities and Capability sets for role-based management of user accounts. For more information about Capabilities and Capability sets, see Roles Management with Eureka.
The following Capabilities allow interaction with the Bulk edit app.
For all Bulk edit capabilities:
- Application is app-bulk-edit.
| permissionDisplayName (OKAPI) | Capability/Capability Set (EUREKA) | Type | Action |
|---|---|---|---|
| Bulk edit: In app - Edit inventory records | UI-Bulk-Edit Inventory | Data | Edit |
| Bulk edit: In app - View inventory records | UI-Bulk-Edit Inventory | Data | View |
| Bulk edit: Can view logs | UI-Bulk-Edit Logs | Data | View |
| Bulk edit: Can build query | UI-Bulk-Edit Query | Procedural | Execute |
| Bulk edit: Local - Edit user records | UI-Bulk-Edit Users Csv | Data | Edit |
| Bulk Edit: Local - View user records | UI-Bulk-Edit Users Csv | Data | View |
| Bulk Edit: In app - Edit user records | UI-Bulk-Edit Users | Data | Edit |
| Bulk Edit: View base permissions | UI-Bulk-Edit Base-View | Data | Manage |
| Bulk Edit: View edit permissions | UI-Bulk-Edit Base-Edit | Data | Manage |
Supported fields by record type
In the Bulk edit app, the Fields available for building a query and displaying as column headings in the preview of matching records depend on the Record type selected for the bulk edit. See the appropriate table for more information about supported fields by record type:
See Supported Fields by Record Type for more information.
Inventory - holdings
| Field name in Bulk edit app | Available for Build query? | Available as column heading in preview of matching records? |
|---|---|---|
| Holdings - Acquisition method | YES | YES |
| Holdings - Acquisition order format | YES | YES |
| Holdings - Acquisition receipt status | YES | YES |
| Holdings - Administrative notes | NO | YES |
| Holdings - Call number | YES | YES |
| Holdings - Call number prefix | YES | YES |
| Holdings - Call number suffix | YES | YES |
| Holdings - Copy number | YES | YES |
| Holdings - Created date | YES | YES |
| Holdings - Digitization policy | YES | YES |
| Holdings - Electronic access | NO | YES |
| Holdings - Former IDs | NO | YES |
| Holdings - HRID | YES | YES |
| Holdings - Instance UUID | YES | YES |
| Holdings - Notes | NO | YES |
| Holdings - Number of items | YES | YES |
| Holdings - Record version | YES | YES |
| Holdings - Retention policy | YES | YES |
| Holdings - Shelving title | YES | YES |
| Holdings - Statements | NO | YES |
| Holdings - Statements for indexes | NO | YES |
| Holdings - Statements for supplements | NO | YES |
| Holdings - Statistical code names | YES | YES |
| Holdings - Statistical code UUIDs | NO | YES |
| Holdings - Suppress from discovery | YES | YES |
| Holdings - Tags | NO | YES |
| Holdings - Updated date | YES | YES |
| Holdings - UUID | YES | YES |
| Effective library - Code | YES | YES |
| Effective library - Name | YES | YES |
| Effective location - Code | YES | YES |
| Effective location - Name | YES | YES |
| Permanent location - Code | YES | YES |
| Permanent location - Name | YES | YES |
| Temporary location - Code | YES | YES |
| Temporary location - Name | YES | YES |
Inventory - instances
| Field name in Bulk edit app | Available for Build query? | Available as column heading in preview of matching records? |
|---|---|---|
| Instance - Administrative notes | NO | YES |
| Instance - Alternative titles | NO | YES |
| Instance - Cataloged date | YES | YES |
| Instance - Classifications | NO | YES |
| Instance - Contributors | NO | YES |
| Instance - Created date | YES | YES |
| Instance - Date 1 | YES | YES |
| Instance - Date 2 | YES | YES |
| Instance - Editions | NO | YES |
| Instance - Electronic access | NO | YES |
| Instance - Flag for deletion | NO | YES |
| Instance - Format names | YES | YES |
| Instance - Identifiers | NO | YES |
| Instance - Index title | YES | YES |
| Instance - Instance format UUIDs | NO | YES |
| Instance - Instance HRID | YES | YES |
| Instance - Instance UUID | YES | YES |
| Instance - Languages | YES | YES |
| Instance - Mode of issuance | YES | YES |
| Instance - Notes | NO | YES |
| Instance - Physical descriptions | NO | YES |
| Instance - Previously held | YES | YES |
| Instance - Primary contributor | NO | YES |
| Instance - Publication | NO | YES |
| Instance - Publication range | NO | YES |
| Instance - Record version | YES | YES |
| Instance - Resource title | YES | YES |
| Instance - Resource type | YES | YES |
| Instance - Series | NO | YES |
| Instance - Source | YES | YES |
| Instance - Staff suppress | YES | YES |
| Instance - Statistical code names | YES | YES |
| Instance - Statistical code UUIDs | NO | YES |
| Instance - Subject headings | NO | YES |
| Instance - Suppress from discovery | YES | YES |
| Instance - Tags | NO | YES |
| Instance - Updated date | YES | YES |
| Instance date type - Name | YES | YES |
| Instance status - Code | YES | YES |
| Instance status - Term | YES | YES |
Inventory - items
| Field name in Bulk edit app | Available for Build query? | Available as column heading in preview of matching records? |
|---|---|---|
| Items - Accession number | YES | YES |
| Items - Administrative notes | NO | YES |
| Items - Barcode | YES | YES |
| Items - Chronology | YES | YES |
| Items - Copy number | YES | YES |
| Items - Created date | YES | YES |
| Items - Description of pieces | YES | YES |
| Items - Effective call number | YES | YES |
| Items - Effective shelving order | YES | YES |
| Items - Electronic access | NO | YES |
| Items - Enumeration | YES | YES |
| Items - Former IDs | NO | YES |
| Items - Item call number | YES | YES |
| Items - Item call number prefix | YES | YES |
| Items - item call number suffix | YES | YES |
| Items - Item HRID | YES | YES |
| Items - Item UUID | YES | YES |
| Items - Last check in date time | YES | YES |
| Items - Notes | NO | YES |
| Items - Number of missing pieces | YES | YES |
| Items - Number of pieces | YES | YES |
| Items - Purchase order line identifier | YES | YES |
| Items - Statistical code | YES | YES |
| Items - Status | YES | YES |
| Items - Status date | YES | YES |
| Items - Suppress from discovery | YES | YES |
| Items - Updated date | YES | YES |
| Items - Tags | NO | YES |
| Items - Version | YES | YES |
| Items - Volume | YES | YES |
| Items - Year caption | NO | YES |
| Item call number - Type | YES | YES |
| Effective call number - Type | YES | YES |
| Material type - Name | YES | YES |
| Instances - Administrative notes | NO | YES |
| Instances - Alternative titles | NO | YES |
| Instances - Cataloged date | YES | YES |
| Instances - Classifications | NO | YES |
| Instances - Contributors | NO | YES |
| Instances - Created date | YES | YES |
| Instances - Date 1 | YES | YES |
| Instances - Date 2 | YES | YES |
| Instances - Editions | NO | YES |
| Instances - Electronic access | NO | YES |
| Instances - Flag for deletion | NO | YES |
| Instances - Format names | YES | YES |
| Instances - Identifiers | NO | YES |
| Instances - Index title | YES | YES |
| Instances - Instance format UUIDs | NO | YES |
| Instances - Instance HRID | YES | YES |
| Instances - Instance UUID | YES | YES |
| Instances - Languages | YES | YES |
| Instances - Mode of issuance | YES | YES |
| Instances - Notes | NO | YES |
| Instances - Physical descriptions | NO | YES |
| Instances - Previously held | YES | YES |
| Instances - Primary contributor | NO | YES |
| Instances - Publication | NO | YES |
| Instances - Publication range | NO | YES |
| Instances - Record version | YES | YES |
| Instances - Resource title | YES | YES |
| Instances - Resource type | YES | YES |
| Instances - Series | NO | YES |
| Instances - Source | YES | YES |
| Instances - Staff suppress | YES | YES |
| Instances - Statistical code names | YES | YES |
| Instances - Statistical code UUIDs | NO | YES |
| Instances - Subject headings | NO | YES |
| Instances - Suppress from discovery | YES | YES |
| Instances - Tags | NO | YES |
| Instances - Updated date | YES | YES |
| Holdings - Acquisition method | YES | YES |
| Holdings - Acquisition order format | YES | YES |
| Holdings - Acquisition receipt status | YES | YES |
| Holdings - Administrative notes | NO | YES |
| Holdings - Call number | YES | YES |
| Holdings - Call number prefix | YES | YES |
| Holdings - Call number suffix | YES | YES |
| Holdings - Copy number | YES | YES |
| Holdings - Created date | YES | YES |
| Holdings - Digitization policy | YES | YES |
| Holdings - Electronic access | NO | YES |
| Holdings - Former IDs | NO | YES |
| Holdings - HRID | YES | YES |
| Holdings - Instance UUID | YES | YES |
| Holdings - Notes | NO | YES |
| Holdings - Number of items | YES | YES |
| Holdings - Record version | YES | YES |
| Holdings - Retention policy | YES | YES |
| Holdings - Shelving title | YES | YES |
| Holdings - Statements | NO | YES |
| Holdings - Statements for indexes | NO | YES |
| Holdings - Statements for supplements | NO | YES |
| Holdings - Statistical code names | YES | YES |
| Holdings - Statistical code UUIDs | NO | YES |
| Holdings - Suppress from discovery | YES | YES |
| Holdings - Tags | NO | YES |
| Holdings - Updated date | YES | YES |
| Holdings - UUID | YES | YES |
| Effective library - Code | YES | YES |
| Effective library - Name | YES | YES |
| Effective location - Code | YES | YES |
| Effective location - Name | YES | YES |
| Permanent location - Code | YES | YES |
| Permanent location - Name | YES | YES |
| Temporary location - Code | YES | YES |
| Temporary location - Name | YES | YES |
| Permanent loan type - Name | YES | YES |
| Permanent loan type - UUID | YES | YES |
| Temporary loan type - Name | YES | YES |
| Temporary loan type - UUID | YES | YES |
Users
| Field name in Bulk edit app | Available for Build query? | Available as column heading in preview of matching records? |
|---|---|---|
| Patron group - Name | YES | YES |
| User - Active | YES | YES |
| User - Address | NO | YES |
| User - Barcode | YES | YES |
| User - Created by user UUID | YES | YES |
| User - Created date | YES | YES |
| User - Date of birth | YES | YES |
| User - Department names | YES | YES |
| User - Department UUIDs | NO | YES |
| User - Email | YES | YES |
| User - Enrollment date | YES | YES |
| User - Expiration date | YES | YES |
| User - External system ID | YES | YES |
| User - First name | YES | YES |
| User - Last name | YES | YES |
| User - Last name, first name | YES | YES |
| User - Middle name | YES | YES |
| User - Mobile phone | YES | YES |
| User - Phone | YES | YES |
| User - Preferred contact type | YES | YES |
| User - Preferred first name | YES | YES |
| User - Pronouns | YES | YES |
| User - Proxy for | NO | YES |
| User - Tags tag list | NO | YES |
| User - Type | YES | YES |
| User - Updated by User UUID | YES | YES |
| User - Updated date | YES | YES |
| User - User created date | YES | YES |
| User - User updated date | YES | YES |
| User - User UUID | YES | YES |
| User - Username | YES | YES |
Custom fields for User records, if configured, are available for building a query and displaying as column headings in the Bulk edit app. To create custom fields in User records, see Settings > Users > Custom fields.
Identify records for bulk edit
The Bulk edit app provides two methods for setting criteria and identifying records for bulk edit: Identifier and Query. In either method, the Record identifiers or Fields available for selection are based on the Record type.
The maximum number of records allowed for bulk edit is 100,000. If more than 100,000 records are identified, the query or list of record identifiers must be modified in order to perform the bulk edit.
Identifier
The Identifier approach allows the user to set criteria for the bulk edit by uploading a list of record identifiers from a .csv file.
To set criteria for bulk edit using Identifier:
-
In the Set Criteria pane, select the Identifier button.
-
Select the Record type. The following Record types are available for bulk edit:
- Inventory - holdings
- Inventory - instances
- Inventory - items
- Users
-
Select the Record identifier from the Select record identifier drop-down menu. Record identifiers available for selection are based on the selected Record type:
| Record Type | Record identifier |
|---|---|
| Inventory - holdings | Holdings UUIDs |
| Inventory - holdings | Holdings HRIDs |
| Inventory - holdings | Instance HRIDs |
| Inventory - holdings | Item barcodes |
| Inventory - instances | Instance UUIDs |
| Inventory - instances | Instance HRIDs |
| Inventory - items | Item barcodes |
| Inventory - items | Item UUIDs |
| Inventory - items | Item HRIDs |
| Inventory - items | Item former identifiers |
| Inventory - items | Item accession numbers |
| Inventory - items | Holdings UUIDs |
| Users | User UUIDs |
| Users | User Barcodes |
| Users | External IDs |
| Users | Usernames |
- Drag and drop your .csv file into the Select a file with record identifiers box, or click or choose file to upload the .csv file from your computer. Only .csv files containing one column of record identifiers are accepted for upload in the Bulk edit app. If the .csv file contains more than one column, the upload will not be successful and an error message, “filename is formatted incorrectly. Please correct the formatting and upload the file again” displays.
Query
The Query function in the Bulk Edit app allows the user to build a query to identify records for bulk edit. The Fields available for building a query are based on the selected Record type. See Supported fields by record type for more information.
To set criteria and identify records for bulk edit using the Query method:
-
In the Set Criteria pane, click on the Query tab.
-
Select the Record type. The Bulk edit app allows changes to these Record types:
- Inventory - holdings
- Inventory - instances
- Inventory - items
- Users
-
Click the Build query button to open the Build query modal.
-
Select a Field from the Select field drop-down menu or filter the selection by typing the field in the Filter options list text box. The Fields available for selection are based on the Record type. See Supported fields by record type for more information.
-
Select an Operator from the Select operator drop-down list. The Operators available for selection are based on the Field.
| Operator | Meaning |
|---|---|
| equals | Field equals selected or input value. |
| not equal to | Field does not equal selected or input value. |
| contains | Field (with a single value) contains characters that match the selected or input value. |
| contains all | Field (that can contain multiple values) matches all selected or input values. |
| not contains all | Field (that can contain multiple values) does not contain all selected or input values. |
| contains any | Field (that can contain multiple values) matches any selected or input values. |
| not contains any | Field (that can contain multiple values) does not contain any selected or input values. |
| starts with | Field starts with selected or input value. |
| greater than | Field is greater than the selected or input value. |
| less than | Field is less than the selected or input value. |
| greater than or equal to | Field is greater than or equal to the selected or input value. |
| less than or equal to | Field is less than or equal to the selected or input value. |
| is null/empty | Field is blank; the field does not contain any data. |
-
Select a Value from the Select value drop-down list or type the value in the text box. The values available for selection are based on the Field and Operator.
-
Click on the + icon to add additional lines to the query or click on the trash can icon to delete a line from the query.
-
Once a query is built, it must be tested before the query can be run and saved. Click the Test query button to run the query and display a preview of matching records.
-
If the query returns more than 100,000 records, this message appears: Warning: this query returns more records than the maximum allowed. Modify the query to limit your results. A warning message indicates a problem with the matching record data that should be addressed prior to completing the bulk edit. See Bulk Edit Errors and Warnings for more information.
-
The query string can be edited in the Query string field. If edited, another Test query must be done.
-
-
If the Test query is successful, click the Run query button to run the query and preview the matching records in the Bulk edit query modal.
Preview matching records
If the Identifier method is used to identify records for bulk edit, the number of records matching and the filename display at the top of the Bulk edit modal.
If the Query method is used to identify records for bulk edit, a Test query displays the query string and number of matching records at the top of the Build query modal. If the query is run, the Query and a preview of matching records display in the Bulk edit query modal.
The maximum number of records allowed for bulk edit is 100,000. If more than 100,000 records are identified, the query or list of record identifiers must be modified in order to perform the bulk edit.
To add or remove Field columns in the preview pane:
- Click the Actions button.
- In the Show columns section of the Actions menu, check the box next to the name of the Field to include as a column heading in the preview. The Fields available for display as column headings are based on the selected Record type. See Supported fields by record type for more information about available column headings.
- Uncheck the box next to the name of the Field to remove the column from the preview.
Download matching records
If desired, download the matching records as a .csv file:
- In the Preview pane, click Actions and select Download matching records (CSV).
- Depending on the web browser settings, the .csv file may be opened and/or saved.
Download errors
If there are errors in the matching records, a message indicating the filename, number of entries, number of records matching, and number of errors displays in a two-column table in the Errors section. An error indicates that the bulk edit record update was prevented. See Bulk Edit Errors and Warnings for more information.
- Record identifier. The record identifier for the records that produced the error.
- Reason for error. The reason why the error was produced.
To download the list of errors as a .csv file:
- In the Preview pane, select Actions > Download errors (CSV).
- Depending on the web browser settings, the .csv file may be opened and/or saved.
Bulk edit by record type
Inventory - holdings
In the Bulk edit app, the Fields that can be changed simultaneously in multiple Inventory-holdings records include:
To identify Inventory-holdings records for bulk edit:
- In the Set criteria pane, ensure Record types is set to Inventory - holdings.
- Identify holdings records for bulk edit by using the Identifier or Query method.
- Preview the list of matching holdings records in the Preview of record matching pane.
- (Optional): Download the matching holdings records as a .csv file.
- (Optional): Download errors in matching holdings records as a .csv file.
Once Inventory-holdings records are identified, you can start a bulk edit on the matching records. The Options and Actions available to perform the bulk edit vary for each Field.
Administrative data
The Administrative data fields in Inventory-holdings records include:
- Administrative note
- Suppress from discovery
To bulk edit an Administrative data field in the matching Inventory-holdings records:
- Click Actions > Start bulk edit.
- Under Options, select the Field you want to edit from the drop-down list.
- Under Actions, select the action you want to apply from the drop-down list. The Find action supports a case sensitive, partial match in all Administrative data fields.
The following Options and Actions are available to bulk edit the Administrative data fields:
| Options | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Administrative data - Administrative note | Add note | Text field | - | - |
| Administrative data - Administrative note | Change note type | Select note type | - | - |
| Administrative data - Administrative note | Find | Input text | Remove | - |
| Administrative data - Administrative note | Find | Input text | Replace with | Input text |
| Administrative data - Administrative note | Remove all | - | - | - |
| Administrative data - Suppress from discovery | Set false | - | - | - |
| Administrative data - Suppress from discovery | Set true | - | - | - |
-
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
-
To remove a field, click the trash can icon at the end of the row you want to remove.
-
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
-
The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matching holdings records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
-
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.
Electronic access
To bulk edit the Electronic access field in the matching Inventory-holdings records:
- Click Actions > Start bulk edit.
- Under Options, select the Field you want to edit from the drop-down list.
- Under Actions, select the action you want to apply from the drop-down list. The Find action supports a case sensitive, partial match in all Electronic access fields except for URL Relationship which remains a full field search.
The following Options and Actions are available to bulk edit the Electronic access field in the matching Inventory-holdings records:
| Options | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Electronic access - Link text | Clear field | - | - | - |
| Electronic access - Link text | Find | Input text | Remove | - |
| Electronic access - Link text | Find | Input text | Replace with | Input text |
| Electronic access - Link text | Replace with | Input text | - | - |
| Electronic access - Materials specified | Clear field | - | - | - |
| Electronic access - Materials specified | Find | Input text | Remove | - |
| Electronic access - Materials specified | Find | Input text | Replace with | Input text |
| Electronic access - Materials specified | Replace with | Input text | - | - |
| Electronic access - URI | Clear field | - | - | - |
| Electronic access - URI | Find | Input text | Remove | - |
| Electronic access - URI | Find | Input text | Replace with | Input text |
| Electronic access - URI | Replace with | Input text | - | - |
| Electronic access - URL public note | Clear field | - | - | - |
| Electronic access - URL public note | Find | Input text | Remove | - |
| Electronic access - URL public note | Find | Input text | Replace with | Input text |
| Electronic access - URL public note | Replace with | Input text | - | - |
| Electronic access - URL relationship | Clear field | - | - | - |
| Electronic access - URL relationship | Find (full field search) | Input text | Remove | - |
| Electronic access - URL relationship | Find (full field search) | Input text | Replace with | Input text |
| Electronic access - URL relationship | Replace with | Input text | - | - |
-
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
-
To remove a field, click the trash can icon at the end of the row you want to remove.
-
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
-
The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matching holdings records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
-
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.
Holdings notes
The following types of Holdings notes can be edited in the matching Inventory-holdings records:
- Action note
- Binding
- Copy note
- Custom note (if configured in your tenant)
- Electronic bookplate
- New note type
- Note
- Provenance
- Receiving note
- Reproduction
To bulk edit a Holdings note in the matching Inventory-holdings records:
- Click the Actions > Start bulk edit.
- Under Options, select the Field you want to edit from the drop-down list.
- Under Actions, select the action you want to apply from the drop-down list. The Find action supports a case sensitive, partial match in all Holdings-note fields.
The following Options and Actions are available to bulk edit the Holdings-notes field in the matching Inventory-holdings records:
| Options | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Holdings notes - Select option | Add note | Input text, Staff only check box | - | - |
| Holdings notes - Select option | Change note type | Select note type | - | - |
| Holdings notes - Select option | Find | Input text | Remove | - |
| Holdings notes - Select option | Find | Input text | Replace with | Input text |
| Holdings notes - Select option | Mark as staff only | - | - | - |
| Holdings notes - Select option | Remove all | - | - | - |
| Holdings notes - Select option | Remove mark as staff only | - | - | - |
-
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
-
To remove a field, click the trash can icon at the end of the row you want to remove.
-
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
-
The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to save the changes to the matching holdings records.
-
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.
Location
To bulk edit the Location in the matching Inventory-holdings records:
- Click the Actions > Start bulk edit.
- Under Options, select the Field you want to edit from the drop-down list.
- Under Actions, select the action you want to apply from the drop-down list.
The following Options and Actions are available to bulk edit the Location field in the matching Inventory-holdings records:
| Options | Actions | Data |
|---|---|---|
| Location - Permanent holdings location | Replace with | Select location from drop-down or Location lookup |
| Location - Temporary holdings location | Clear field | - |
| Location - Temporary holdings location | Replace with | Select location from drop-down or Location lookup |
-
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
-
To remove a field, click the trash can icon at the end of the row you want to remove.
-
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
-
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matching holdings records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
-
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.
Inventory - instances
The Administrative data, Instance notes, and 0xx-9xx MARC fields (with the exception of control fields (00x) and the system protected 999 ff field) in multiple FOLIO Instance and Instances with source MARC records can be changed simultaneously using the Bulk edit app. For more information, see Editing Administrative data or Editing MARC fields.
FOLIO Instances
Administrative data and Instance note fields in FOLIO Instance records can be edited in the Bulk edit app.
Administrative data
The Administrative data fields of FOLIO Instance records include:
- Administrative note
- Staff suppress
- Statistical code
- Suppress from discovery
To bulk edit an Administrative data field in the matching FOLIO Instance records:
- Click Actions > Start bulk edit > FOLIO Instances.
- Under Options, select the Field you want to edit from the drop-down list.
- Under Actions, select the action you want to apply from the drop-down list. The Find action supports a case sensitive, partial match in all Administrative data fields.
The following Options and Actions are available to bulk edit the Administrative data fields in the matching FOLIO Instance records:
| Options | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Administrative data - Administrative note | Add note | Text field | - | - |
| Administrative data - Administrative note | Change note type | Select note type | - | - |
| Administrative data - Administrative note | Find | Input text | Remove | - |
| Administrative data - Administrative note | Find | Input text | Replace with | Input text |
| Administrative data - Administrative note | Remove all | - | - | - |
| Administrative data - Staff suppress | Set false | - | - | - |
| Administrative data - Staff suppress | Set true | - | - | - |
| Administrative data - Statistical code | Add | Select code | - | - |
| Administrative data - Statistical code | Remove | Select code | - | - |
| Administrative data - Statistical code | Remove all | - | - | - |
| Administrative data - Suppress from discovery | Set false | - | - | - |
| Administrative data - Suppress from discovery | Set true | - | - | - |
-
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
-
To remove a field, click the trash can icon at the end of the row you want to remove.
-
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
-
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matching Instance records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
-
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.
Instance note
To bulk edit the Instance note field in the matching FOLIO Instance records:
- Click Actions > Start bulk edit > FOLIO Instances.
- Under Options, select the Instance note from the drop-down list.
- Under Actions, select the action you want to apply from the drop-down list. The Find action supports a case sensitive, partial match in all Instance note fields.
The following Options and Actions are available to bulk edit the Instance note field in the matching FOLIO Instance records:
| Option | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Instance note - select option | Add note | Input text, Staff only check box | - | - |
| Instance note - select option | Change note type | Select value | - | - |
| Instance note - select option | Find | Input text | Remove | - |
| Instance note - select option | Find | Input text | Replace with | Input text |
| Instance note - select option | Mark as staff only | - | - | - |
| Instance note - select option | Remove all | - | - | - |
| Instance note - select option | Remove mark as staff only | - | - | - |
-
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
-
To remove a field, click the trash can icon at the end of the row you want to remove.
-
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
-
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matching Instance records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
-
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.
Instances with source MARC
In the Bulk edit app, the Administrative data and 0xx-9xx MARC fields (with the exception of control fields (00x) and the system protected 999 ff field) can be edited in Instances with source MARC records:
Administrative data
The Administrative data fields of Instance with source MARC records include:
- Administrative note
- Staff suppress
- Statistical code
- Suppress from discovery
To bulk edit the Administrative data fields in the matching Instances with source MARC records:
- Click Actions > Start bulk edit > Instances with source MARC.
- In the Bulk edits for administrative data section, select an option from the Options list.
- Select the action you want to apply from the Actions list. The Find action supports a case sensitive, partial match in all Administrative data fields.
The following Options and Actions are available to bulk edit the Administrative data field:
| Options | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Administrative data - Administrative note | Add note | Text field | - | - |
| Administrative data - Administrative note | Change note type | Select note type | - | - |
| Administrative data - Administrative note | Find | Input text | Remove | - |
| Administrative data - Administrative note | Find | Input text | Replace with | Input text |
| Administrative data - Administrative note | Remove all | - | - | - |
| Administrative data - Staff suppress | Set false | - | - | - |
| Administrative data - Staff suppress | Set true | - | - | - |
| Administrative data - Statistical code | Add | Select code | - | - |
| Administrative data - Statistical code | Remove | Select code | - | - |
| Administrative data - Statistical code | Remove all | - | - | - |
| Administrative data - Suppress from discovery | Set false | - | - | - |
| Administrative data - Suppress from discovery | Set true | - | - | - |
-
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
-
To remove a field, click the trash can icon at the end of the row you want to remove.
-
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
-
The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matching Instance records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
-
Click Commit changes to save the changes to the matching Instance records.
MARC
To bulk edit MARC fields in the matching Instances with source MARC records:
- Click Actions > Start bulk edit > Instances with source MARC.
- In the Bulk edits for instances with source MARC section, input the Field tag. 0xx-9xx fields are supported; 00x and the system protected 999 ff fields are not supported for bulk edit.
- Change indicators 1 and 2 as required.
- Indicate subfield.
- Select the action you want to apply from the Actions list. The Find action supports a case sensitive, partial match in 0xx-9xx MARC fields.
The following Actions are available to bulk edit the 0xx-9xx MARC fields in the matching Instances with source MARC records:
| Field | ln. 1 | ln. 2 | Subfield | Actions | Data | Actions | Data |
|---|---|---|---|---|---|---|---|
| Input text | Input text | Input text | Add | Input text | - | - | - |
| Input text | Input text | Input text | Add | Input text | Additional subfield | - | - |
| Input text | Input text | Input text | Find | Input text | Append | Input text | Input text |
| Input text | Input text | Input text | Find | Input text | Remove field | - | - |
| Input text | Input text | Input text | Find | Input text | Remove subfield | - | - |
| Input text | Input text | Input text | Find | Input text | Replace with | Input text | - |
| Input text | Input text | Input text | Remove all | - | - | - | - |
-
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
-
To remove a field, click the trash can icon at the end of the row you want to remove.
-
Click Confirm changes. The selected action will be applied to the matching instance records. A new window will appear with a preview of the first 10 records to be changed.
-
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matching holdings records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
-
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.
Inventory - items
In the Bulk edit app, the Fields that can be changed simultaneously in multiple Inventory-item records include:
To identify Inventory-item records for bulk edit:
- In the Set criteria pane, ensure Record types is set to Inventory - items.
- Identify item records for bulk edit by using the Identifier or Query method.
- Preview the list of matching item records in the Preview of record matching pane.
- (Optional): Download the matching item records as a .csv file.
- (Optional): Download errors in the matching item records as a .csv file.
Administrative data
The Administrative data fields of Inventory-item records that can be edited in the Bulk edit app include:
- Administrative note
- Suppress from discovery
To bulk edit an Administrative data field in the matching Inventory-items records:
- Click Actions > Start bulk edit.
- Under Options, select the Field you want to edit from the drop-down menu.
- Under Actions, Select the action you want to apply to the Item records. The Find action supports a case sensitive, partial match in all Administrative data fields.
The following Actions are available to bulk edit the Administrative note field in the matching Item records:
| Options | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Administrative data - Administrative note | Add note | Text field | - | - |
| Administrative data - Administrative note | Change note type | Select option | - | - |
| Administrative data - Administrative note | Find | Input text | Remove | - |
| Administrative data - Administrative note | Find | Input text | Replace with | Input text |
| Administrative data - Administrative note | Remove all | - | - | - |
| Administrative data - Suppress from discovery | Set false | - | - | |
| Administrative data - Suppress from discovery | Set true | - | - |
-
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
-
To remove a field, click the trash can icon at the end of the row you want to remove.
-
Click Confirm changes. A new window will appear with a preview of the first 10 item records to be changed.
-
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
- To preview the entire list of matching item records, click Download preview. A .csv file is downloaded to your local device.
- To run the bulk edit and save changes to the matching item records, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
-
To download the list of changed item records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.
Item notes
The following types of Item notes can be edited in the matching Inventory-item records:
- Action note
- Binding
- Copy note
- Custom note (if configured in your tenant)
- Electronic bookplate
- New note type
- Note
- Provenance
- Reproduction
To bulk edit an Item note in the matching Inventory-item records:
- Click Actions > Start bulk edit.
- Under Options, click the drop-down list and select the field you want to edit.
- Under Actions, click Select action and select the action you want to apply to the item records. The Find action supports a case sensitive, partial match in all Item note fields.
The following Actions are available to bulk edit the Item note field in the matching Inventory-item records:
| Options | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Item notes - select option | Add note | Input text; Staff only checkbox | - | - |
| Item notes - select option | Change note type | Select value | - | - |
| Item notes - select option | Find | Input text | Remove | - |
| Item notes - select option | Find | Input text | Replace with | Input text |
| Item notes - select option | Mark as staff only | - | - | - |
| Item notes - select option | Remove all | - | - | - |
| Item notes - select option | Remove mark as staff only | - | - | - |
-
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
-
To remove a field, click the trash can icon at the end of the row you want to remove.
-
Click Confirm changes. A new window will appear with a preview of the first 10 item records to be changed.
-
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
- To preview the entire list of matching item records, click Download preview. A .csv file is downloaded to your local device.
- To run the bulk edit and save changes to the matching item records, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
-
To download the list of changed item records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.
Loan and availability
The following Loan and availability fields can be edited in the Bulk edit app:
- Check in note
- Check out note
- Item status
- Permanent loan type
- Temporary loan type
To bulk edit the Loan and availability fields in the matching Inventory-item records:
- Click Actions > Start bulk edit.
- Under Options, select the field you want to edit from the drop-down list.
- Under Actions, select the action you want to apply from the drop-down list. The Find action supports a case sensitive, partial match in all Loan and availability fields.
The following Options and Actions are available to bulk edit the Loan and availability fields in the matching Item records:
| Options | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Check in note | Add note | Input text; Staff only checkbox | - | - |
| Check in note | Change note type | Select option | - | - |
| Check in note | Duplicate to | Check out note (pre-selected) | - | - |
| Check in note | Find | Input text | Remove | - |
| Check in note | Find | Input text | Replace with | Input text |
| Check in note | Mark as staff only | - | - | - |
| Check in note | Remove all | - | - | - |
| Check in note | Remove mark as staff only | - | - | - |
| Check out note | Add note | Input text; Staff only checkbox | - | - |
| Check out note | Change note type | Select option | - | - |
| Check out note | Duplicate to | Check in note (pre-selected)- | - | - |
| Check out note | Find | Input text | Remove | - |
| Check out note | Find | Input text | Replace with | Input text |
| Check out note | Mark as staff only | - | - | - |
| Check out note | Remove all | - | - | - |
| Check out note | Remove mark as staff only | - | - | - |
| Item status | Replace with (pre-selected) | Select item status | ||
| Permanent loan type | Replace with (pre-selected) | Select loan type | ||
| Temporary loan type | Clear field | - | ||
| Temporary loan type | Replace with | Select loan type |
-
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
-
To remove a field, click the trash can icon at the end of the row you want to remove.
-
Click Confirm changes. A new window will appear with a preview of the first 10 item records to be changed.
-
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
- To preview the entire list of matching item records, click Download preview. A .csv file is downloaded to your local device.
- To run the bulk edit and save changes to the matching item records, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
-
To download the list of changed item records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.
Location
The following Location fields can be edited in the matching Inventory-item records:
- Permanent loan type
- Temporary loan type
To bulk edit a Location field in the matching Inventory-item records:
- Click Actions > Start bulk edit.
- Under Options, select the field you want to edit.
- Under Actions, click select the action you want to apply to the item records. The following Actions are available to bulk edit the Location field in the matching Inventory-item records:
| Options | Actions | Data |
|---|---|---|
| Permanent item location | Clear field | - |
| Permanent item location | Replace with | Select location from drop-down or Location lookup |
| Temporary item location | Clear field | - |
| Temporary item location | Replace with | Select Location from drop-down or Location lookup |
Locations are configured in Settings > Tenant. See Settings > Tenant > Location setup for more information.
-
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
-
To remove a field, click the trash can icon at the end of the row you want to remove.
-
Click Confirm changes. A new window will appear with a preview of the first 10 item records to be changed.
-
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
- To preview the entire list of matching item records, click Download preview. A .csv file is downloaded to your local device.
- To run the bulk edit and save changes to the matching item records, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
-
To download the list of changed item records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.
Users
In the Bulk edit app, it is possible to change any and all fields in multiple User records simultaneously, depending on which method is used to identify matching records.
- Start bulk edit: Allows editing of the Email, Expiration date, and the Patron group fields within the Bulk edit app. This approach is available in the Identifier and the Query methods.
- Start bulk edit (Local): Allows editing of any and all fields of the matching User records by applying changes via an external .csv file uploaded to the Bulk edit app. This approach is available in the Identifier approach only.
To identify User records for bulk edit:
- In the Set criteria pane, ensure Record types is set to Users.
- Identify user records for bulk edit by using the Identifier or Query method.
- Preview the list of matching user records in the Preview of record matching pane.
- (Optional): Download the matching user records as a .csv file.
- (Optional): Download errors in matching user records as a .csv file.
Start bulk edit
The Start bulk edit approach allows bulk edit to change the Email, Expiration Date, and Patron Group fields in matching user records. Bulk edit may be performed on each of these fields individually or simultaneously. The Start bulk edit approach is available in the Identifier and Query methods for identifying matching user records.
The Options and Actions available to perform bulk edit on matching User records depend on the selected Field.
- Click Actions > Start bulk edit.
- Under Options, select the Field you want to edit from the drop-down list.
- Under Actions, select the action you want to apply from the drop-down list. The following Options and Actions are available to bulk edit the matching User records:
| Options | Action | Data | Action | Data |
|---|---|---|---|---|
| Find (pre-selected) | Input text | Replace with (pre-selected) | Input text | |
| Expiration date | Replace with (pre-selected) | Input date | - | - |
| Patron group | Replace with (pre-selected) | Select value | - | - |
-
To edit an additional field, click the + sign near the end of the row. Another row will appear under the existing row(s).
-
To remove a field, click the trash can icon at the end of the row you want to remove.
-
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
-
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
- To preview the entire list of matching User records, click Download preview. A .csv file is downloaded to your local device.
- To run the bulk edit and save changes to the matching User records, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
-
To change the column headings in the Preview of record changed table, click Actions and select or deselect the fields in the Show columns list as appropriate.
-
To download the list of changed User records, click Actions > Download changed records (CSV).
Start bulk edit (Local)
The Start bulk edit (Local) function allows the user to perform a bulk edit on User records edited locally (external to FOLIO) by uploading a .csv file of the changed, or edited, user records. Any and all fields in user records can be changed using the Bulk edit (Local) approach.
To bulk edit User records using the Start bulk edit (Local) approach:
- After identifying user records, click Actions > Download matching records (CSV) to download a .csv file of the matching user records; or select Actions > Download errors (CSV) to download a .csv file of records that did not match your selected record identifier.
- Edit the downloaded .csv file and make changes to the user records in the file itself. Save the edited .csv file to your computer.
- Click Actions > Start bulk edit (Local).
- In the Bulk edit window, Drag and drop the .csv file into the Upload CSV file with edited records box, or click or choose file to upload the .csv file from your computer. If the .csv file is uploaded successfully, the confirmation message, (Name of File).csv successfully uploaded, displays in a new window.
- Click Next. The warning message, (Number of) records will be updated if the Commit changes button is clicked. appears in a new window.
- Click Commit changes. Bulk edit will apply and save the local changes to the matching user records in FOLIO.
Logs
The Bulk edit app allows users to preview bulk edit logs based on set criteria and download a .csv file associated with a bulk edit job.
Preview bulk edit logs
The options available for setting criteria include: Statuses, Record types, Started, Ended, and User.
To set criteria and preview bulk edit logs:
-
Click on the Logs tab in the Set criteria pane.
-
Under the Statuses accordion, select the status for the bulk edit log by checking the appropriate box:
- New
- Retrieving records
- Saving records
- Data modification
- Reviewing changes
- Completed
- Completed with errors
- Failed
-
Under the Record types accordion, select the record type for the bulk edit log by checking the appropriate box:
- Inventory - holdings
- Inventory - instances
- Inventory - items
- Users
-
In the Started accordion, use the calendar icon or type in the date using the YYYY-MM-DD format in the From and To fields to limit the preview by the start date of the bulk edit. Click Apply.
-
In the Ended accordion, use the calendar icon or type in the date using the YYYY-MM-DD format in the From and To fields to limit the preview by the end date of the bulk edit. Click Apply.
-
In the Users accordion, select the user, or FOLIO account, that ran the bulk edit job from the Choose user drop-down list.
-
A list of bulk edit logs displays in the Bulk edit logs pane. The number of bulk edit logs in the preview displays at the top of the pane as (number of) records found. The column headings display the following criteria for each bulk edit log:
- Record type: type of records changed in the bulk edit job
- Status: status of the bulk edit job
- Editing: method of bulk edit used
- # of records: number of records retrieved for bulk edit job
- Processed: number of records changed in bulk edit job
- Started: start date and start time of bulk edit job
- Ended: end date and end time of bulk edit job
- Run by: user or FOLIO account used to run the bulk edit job
- ID: system-generated number assigned to the bulk edit job
Download a bulk edit log file
In the Bulk edit app, a file used to run a bulk edit job can be downloaded and saved from the Bulk edit logs pane. Bulk edit log files are available for download for 30 days after the bulk edit job is completed.
To download a file associated with a bulk edit log:
-
In the Bulk edit logs pane, click on the ellipses (…) in the Actions column next to the appropriate Bulk edit log.
-
Select the appropriate action from the Download drop-down list. The types of files available for download depend on the method used to identify records for bulk edit, the type of records changed, and/or the presence of errors during the matching or bulk edit process.
- File that was used to trigger the bulk edit
- File with the matching records
- File with the preview of proposed changes (CSV)
- File with the preview of proposed changes (MARC)
- File with errors encountered when committing the changes
- File with the identifiers of the records affected by bulk update
- File with errors encountered during the record matching
- File with updated records (CSV)
- File with updated records (MARC)
-
Depending on the web browser settings, the file can be opened and/or saved to your computer.