Items - Edit Fields

Open an item record for editing

1) Conduct a Physical Items search to retrieve the record of interest

2) Click the hyperlinked Barcode or the Edit Item button to open the record in the Physical Item Editor for editing

If you have selected a different search type in Step 1, you will have to view the List of Items first before you can access the hyperlinked Barcode or the Edit option under the ellipsis icon

3) Click Save when changes are complete

If you are in the Physical Item Editor in a free-text field, you can just hit the Enter key and it will save the item. This does not work if you're in a controlled field (like a dropdown or date picker).

Field values

Fill in or edit these fields when creating new or duplicating item records

Tab: General

Barcode
Copy ID	Leave blank. Add if 2 or higher. Migrated records have values -- if Duplicating remove
Material Type	Leave blank if creating new. Migrated records have values -- if Duplicating leave value
Item Policy	Use Gen when receiving and cataloging.
Is Magnetic	Leave blank if creating new. Migrated records have values -- if Duplicating remove
PO Line	Ignore, if not applicable.
Enumeration A	Use for 1st designator
Chronology I	Use for 2nd designator
Description (Generate)	System or user-generated description based on entries in the Enumeration and Chronology fields above. Select Generate to have Alma enter the Description.
Pieces	Leave blank. Add if 2 or higher. If 2 or higher you MUST also add a note in the NOTES tab FULFILLMENT NOTE with this exact phrase: Item consists of _ pieces. Edited to reflect the correct pieces count. This will ensure that a pop-up displays when the item is checked OUT and IN at Circulation desks.
Import	Migrated records have values -- if Duplicating remove
Inventory Number	For items going to HOLD enter/allocate an inventory number
Permanent location	Select the permanent library and library location. Prepopulates with location from Holdings.

Tab: ENUM/CHRON

Do not use. We will only use Enumeration A and Chronology I

Tab: Notes

When duplicating record ALL notes that do not apply to item in hand should be removed.

Public Note	Used by Fulfillment staff. Will display to patron in their Library Account
Fulfillment Note	Use for Pieces count “Item consists of _ pieces. Used by Fulfillment staff for CIRC REVIEW, etc.
Internal Note 1	Use for item specific general notes. E.g. Item has some water damage.
Internal Note 2
Internal Note 3	Migrated records has the Technical Migration note.
Statistics Note 1	Use for Bag/Box and other Voyager statistical categories that migrated to this field
Statistics Note 2
Statistics Note 3

Item records are not locked

While the MDE requires a user to release a bib or holdings record before another user can edit it, two users can edit the same item record at once.

The item record will not be locked for editing to a single user.

In the small-probability event that an item is open by two Alma users simultaneously for editing, whoever saves the record later overwrites the other's editing.

The History tab of an item record displays editing history by timestamp and Princeton ID.

You can't restore a previous version of the item record with a single click, but you can copy/paste a previous value into the appropriate field in the item record should you need to restore certain data.