Set record for Deletion - Instance
- Ryan Taylor
As of Sunflower release, Inventory & Data Import now support multiple options for setting an Instance record for deletion and displaying necessary indicators.
Please note: This functionality is considered a “soft delete” for applying a deletion flag on Instances and setting Leader 05 to “d” on underlying MARC when applicable. Instance records will remain in system after being set for deletion and will not be “hard deleted” as of Sunflower release.
This page will document the specific details around the Set for Deletion process for Instance records:
Preconditions
FOLIO users will need the following permission in order to invoke the ‘Set record for deletion' action and to edit the ‘Set for deletion’ field in Inventory Instance Edit view:
Inventory: Set records for deletion
Set for deletion flag display on Inventory view
When an Instance has been set for deletion, there will be two visual markers displayed on the Instance detail view in the 3rd pane of Inventory:
A red-tinted message which states “Warning: Instance is set for deletion, suppressed from discovery, and staff suppressed” will display at the top of the Instance pane.
3 flags with exclamation mark icons will show under Administrative data for the fields:
Set for deletion
Suppressed from discovery
Staff suppressed
Setting deletion status via Inventory action
To set an instance for deletion, users with necessary permissions can invoke the ‘Set record for deletion’ action from Inventory 3rd pane.
At top-right of 3rd pane Instance view in Inventory, click ‘Actions’ and select ‘Set record for deletion’.
User will be prompted with a confirmation modal which notes that the record will also be suppressed from discovery, Staff suppressed, and, if source=MARC, the LDR 05 of the underlying MARC Bib will be set to “d”.
Upon clicking ‘Confirm’, user will be returned to the Inventory Instance view with the set for deletion and suppression flags now applied to the record. If source=MARC, then the underlying MARC will now have LDR 05 set to “d”.
Setting deletion status via QuickMARC
When source=MARC, users can also set an Instance record for deletion via QuickMARC editing
At top-right of 3rd pane Instance view in Inventory, click ‘Actions’ and select ‘Edit MARC bibliographic record’.
At the QuickMARC edit screen, click the ‘Status’ dropdown in the LDR row at the top, and select ‘d - Deleted’. At bottom-right of screen, click ‘Save & close’.
After confirming the save, user will be returned to the Inventory Instance view with set for deletion and suppression flags now applied to the record. The underlying MARC will now have LDR 05 set to “d”.
Setting deletion status via Instance Edit screen
An Instance can also be set for deletion via the Instance Edit Screen in Inventory
At top-right of 3rd pane Instance view in Inventory, click ‘Actions’ and select ‘Edit instance’.
On the Edit Instance page, you can select the ‘Set for deletion’ checkbox to apply the deletion flag to your Instance.
Notice: When you select the ‘Set for deletion’ checkbox, the ‘Suppress from discovery’ and ‘Staff suppress’ checkboxes will also be selected automatically. They cannot be unchecked unless ‘set for deletion’ is unchecked.
At bottom-right, click ‘Save & close’ to commit your changes. User will then be returned to the Inventory Instance view with set for deletion and suppression flags now applied to the record. If source=MARC, then the underlying MARC will now have LDR 05 set to “d”.
Setting deletion status via Data Import
An Instance can also be set for deletion via Data Import by uploading a MARC record with LDR 05 set to “d”.
This is supported for Create and Update Data Import Job Profile types.
As long as the incoming MARC file contains “d” in the LDR 05, then the resulting Instance record will have the set for deletion and suppression flags applied when the Data Import job completes.
More information on creating Data Import profiles can be found here: https://folio-org.atlassian.net/wiki/x/7wA9Gw?atlOrigin=eyJpIjoiNjBjNDY1YTA1NDM4NDhjZTlhMDk0MzRjZDYxODlhMDQiLCJwIjoiYyJ9
Additional Information
The functionality described above was released over the course of Quesnelia & Sunflower releases.
Work to support this functionality was completed by Folijet team via the following projects: UXPROD-4303: Set instance/bib record for deletionClosed& UXPROD-4944: Set record for deletion - Phase 2 enhancementsIn Review