FOLIO Instances - Editing Administrative Data and Instance Notes
- Magda Zacharska
What is FOLIO instance?
An instance record is considered as a FOLIO instance if its source is set to FOLIO. FOLIO instances are either created directly in the Inventory app or loaded directly into inventory storage. FOLIO instances do not have underlying MARC source record (“View source” option in the Actions menu is disabled):
Identifying FOLIO 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).
Identifying records by building a query
To build a query, users need to navigate to the Query tab in the Bulk Edit app, select "Inventory - Instance" as the record type, and click the "Build Query" button.
In the query builder form, once the query is built and tested, clicking the "Run Query" button retrieves the entire list of matching records in bulk edit:
Identifying records by submitting a list of UUIDs
A list of instance record UUIDs can be generated from an Inventory search by exporting the UUIDs of records that match the search results:
After downloading the file with instance UUIDs, it can be used to initiate a bulk edit job by selecting "Inventory - Instances" as the record type and "Instance UUIDs" as the record identifier:
Editing Administrative data
As of the Ramson release, Bulk edit supports editing following the administrative data for instances:
Administrative notes
Staff suppress
Statistical codes (added in Sunflower (R1 2025))
Suppress from discovery (allowing to also suppress linked holdings and items)
Administrative data for FOLIO instances can be edited by selecting “Instances and Administrative data” option from the Actions menu, under “Start bulk edit”:
Editing Administrative note
In the Bulk edit form, users will be able to:
Add a new administrative note
Change the note type to another type of instance note
Remove all administrative notes:
Selecting “Find (full field search)” action will allow users to either remove a note with the matching text or replace it with new text:
Note: In Sunflower (R1 2025) release Find (full field search) options has been replaced with Find option to support a partial match:
Editing Staff suppress and Suppress from discovery flags
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:
Editing FOLIO instance notes
FOLIO instances can be edited by selecting “Instances and Administrative data” option from the Actions menu, under “Start bulk edit”:
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
Selecting the “Find (full field search)” action allows users to either remove the note with the matching text or replace it with new text:
Note: In Sunflower (R1 2025) release “Find (full field search)” option has been replaced with “Find” option to support a partial match:
Previewing changes
Before committing the changes, users can preview them on the "Are You Sure?" form, where the changes are displayed. Additionally, records with proposed changes can be downloaded in .csv:
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.
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.
Reviewing logs of completed bulk edit jobs
For completed jobs, the Logs tab allows users to access the files generated during the bulk edit process. By default, these files are retained for 30 days, but this duration can be configured.
The files can be used for troubleshooting or for reverting changes if necessary.
Recordings
Note that the following recordings do not have audio.
Bulk editing FOLIO Instances by building query
Bulk editing FOLIO Instances by submitting UUIDs
