IN PROGRESS

Identifying 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, the user needs 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
Suppress from discovery (allowing to also suppress linked holdings and items)

Administrative data for both MARC and FOLIO instances can be edited the same way: 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 (supported only for non-MARC instances)
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:

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:

Editing 5xx and 9xx MARC instance fields

MARC instances can be edited by selecting “Instances with source MARC (POC)” option from the Actions menu, under “Start bulk edit”:

In the Bulk edit form, users will be able to add a new field, append additional subfields or remove all specified fields:

Selecting “Find (full field search)” action allows users to append a new subfield to the field with matching text, remove the entire field, remove the subfield or replace the matched text with new text:

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 format for FOLIO instances and in .mrc format for MARC instances.

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.

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.