Adding Items to a Holding

Owned by Minjie Chen
Last updated: Nov 16, 2021 by Marie Wange-ConnellyVersion comment
4 min read

The following instructions are for the Holdings Management Team (HMT) and Fullfillment/Branch staff. Please contact Marie Wange-Connelly for training.

Use this procedure when adding items to a set, serial or adding a copy or for previously non-barcoded items.

Add an item

Step 1: Open the List of Items

Search by Physical title > Permanent call number.

NOTE: If you are adding an item to a holding with zero items attached you MUST search by All titles > e.g. by Title or MMS ID, etc.

(i) In the repository search results view


Click on Holdings

If a title has only one holding,

with item attached, then you may click on Items, which takes you directly to the List of Items, where you will proceed with Step 2.

(ii) In the List of Holdings

Identify the holding record of interest;

From the More Actions (three-dot button), choose View Items

This opens the List of Items page, whether or not the holding has any existing item attached.

Step 2: Add or duplicate an item

There are two options: to add or to duplicate an item.

Both methods will open the Physical Item Editor. 

Option 1: Add an item

Applicable whether the holding has existing item attached or not.

On the List of Items page, click on Add Item

  • The holding has item attached

  • The holding currently has zero items attached (the List of Items page displays No records were found)

Option 2: Duplicate an item

Duplicate a Physical Item Record is equivalent to Make a copy in Voyager.

Applicable if the holding has at least one item attached.

(1) Choose one of the items, from the More Actions button choose Duplicate

(2) You will get the following message.

When using the Duplicate method

(1) Reminder: Remove anything in the item record that is not related to your item.

In particular make sure to open the Notes tab and remove all notes that do not apply.

(2) Duplicate = Copy and Save

As soon as you hit Duplicate, the record is saved to Princeton's repository.

If you do this by mistake and end up not using the item record, it has to be deleted/withdrawn.

When duplicating an item record that migrated from Voyager you will also see information in several other fields, e.g. Material type, Is magnetic, etc. Those can be left as is for now.

Edit the item

To edit the Physical Item Record, for now you only need to fill in the following if applicable.

BarcodeDo this last, as the scan will save the record
Copy IDFill in copy number only if c.2 and higher
Item policy

For most items this will be Gen.

If this is left blank the item will not be able to circulate properly.

Enum A (=Voyager Enum field)

The 1st designator, e.g., vol.1, no.3

Chron I (=Voyager Chron field) The 2nd designator, e.g., Jan.-Apr. 2018
DescriptionClick on the Generate button in the Description field. This will combine the enum and chron field. 
Pieces

Fill in the piece count only if 2 and higher

In addition you will need to the following †

(1) In the General tab, update the Pieces field. This will be numerals only.

(2) In the Notes tab, add a Fulfillment note in the Functional Notes section. The text should read -

Item consists of ___ pieces

Edit to reflect the correct piece count

Permanent locationShould already be filled in with the location from the holdings record.

†

In Voyager, the piece count field would generate an automatic pop-up if the value was greater than one.

In Alma, the piece count field in the item record does not generate a pop-up. You must also create a fulfillment note about the piece count. This will create the pop-up note.  Therefore, to add a piece count notification, or to edit piece count, you will need to update two fields in the item record.

Holdings and Items > Items