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What is MARC instance?
An instance record is considered as a MARC instance if its source is set to MARC. MARC instances are mostly imported into FOLIO by Data import or by edit using QuickMarc. In addition, to a copy of the record in FOLIO inventory storage, the MARC instances have also a MARC record stored in source-record storage that is the source of truth for the record. The MARC source record can be viewed in the Inventory app by selecting “View source” option in the Actions menu:
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During Bulk edit, both FOLIO and MARC versions of the record will be updated based on the existing MARC to Instance mappings.
Identifying MARC instances for bulk edit job
Bulk edit of instance records can be triggered by building a query within the Bulk edit app or by submitting a file with a list of records identifiers (UUIDs and HRIDs).
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Administrative data for both MARC and FOLIO instances can be edited the same way : as for FOLIO instances by selecting “Instances and Administrative data” option from the Actions menu, under “Start bulk edit”:
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In the Bulk edit form, users will be able to:
Add a new administrative noteChange the note type to another type of instance note (supported only for non-MARC instances)
Remove all administrative notes:
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Changing Administrative note to another instance note type is not supported and will cause an error.
Selecting “Find (full field search)” action will allow users to either remove a note with the matching text or replace it with new text:
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Both "Staff Suppress" and "Suppress from Discovery" can be set to either True or False. When setting "Suppress from Discovery," users can also choose whether the associated holdings and item records should be suppressed or unsuppressed:
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Editing FOLIO instance notes
FOLIO instances can be edited by selecting “Instances and Administrative data” option from the Actions menu, under “Start bulk edit”:
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On the Bulk edit form, users will be able to:
Add a new note and mark it as “Staff only”
Change the note type to a different instance note type
Remove all notes of the selected note type
Mark all notes of the selected note type as Staff only
Remove the "Staff only" designation from all notes of the selected note type
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Selecting the “Find (full field search)” action allows users to either remove the note with the matching text or replace it with new text:
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Editing 5xx and 9xx MARC instance fields
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Before committing the changes, users can preview them on the "Are You Sure?" form, where the changes are displayed. Additionally, The table will be populated with Inventory data based on the existing MARC to Instance mappings. The entire MARC records with the proposed changes can be downloaded in .csv format for FOLIO instances and in .mrc format for MARC instances.
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mrc format by clicking the “Download preview in MARC format” button:
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Committing changes
Once the changes have been committed, a green banner will indicate the number of updated records. Users have the option to download these records in .csv format when editing FOLIO instances and in .mrc format when editing MARC instances.
In the event that errors are encountered during the saving process, these errors will be displayed on the screen within a separate "Errors" accordion. Furthermore, the details of these errors can also be downloaded in .csv format for review and analysis.
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Reviewing logs of completed bulk edit jobs
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Note that the following recordings do not have audio.
FOLIO Instances - submitting UUIDs
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Bulk editing MARC Instances by building query
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Bulk editing MARC Instances
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by submitting UUIDs
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MARC Instances - building query
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