Using Item Group Editor

On occasion, you may need to change the information in a specific field for multiple item records. (For example, before moving a group of items to a new location, you need to change the location field on every item record so borrowers can find the items.) You can change the information in one or more fields for multiple item records by using Item Group Editor.

Item Group Editor lets you archive, edit, and restore data that relates to a group of items. To use Item Group Editor, you first create a group of items (called an item group, or group) by searching for items that match your specific criteria. You archive information about those items to keep a copy of the information you originally cataloged. Then you can change the data in certain fields of the whole group at once. These changes can be temporary or permanent. If they are temporary, when the time to use those temporary changes has passed, you restore the archived, original information.

You can edit information in these fields for a group of items:

Item Type
Location
Collection
Call Type
Call No.
Source
Price
Item Note
Item Status
Internal Note

If you cannot edit Item Statuses, you may need to have this feature activated. (For more information, see your system administrator.)

Horizon lets you change only certain item statuses. This prevents you from inadvertently bypassing circulation processes that trigger other necessary circulation operations. If you try to change an item status to a status that you cannot edit using the Item Group Editor, Horizon displays a message telling you to change the status through a Circulation transaction.

Do not attempt any direct update of the item status using SQL. Unless you know exactly what you are doing, you stand a very good chance of corrupting your database. For example, changing an item’s status from “o“ to “i“ will orphan data in the circ table, bypass any fines calculations if the item is overdue, leave rows in the recall table, leave unresolved blocks on the borrowers, and ignore any pending requests.

Other item status values can have similar problems.

Here is an example of how your library can use Item Group Editor. A professor wants to put certain items on reserve. These items may include documents, books, videos, or any other items from any of your library’s locations. You can create a group made up of these items in Item Group Editor and archive the group’s original cataloging information. You can use Item Group Editor to change all the call numbers so that they direct borrowers to the reserve stacks. Then you move the items to the reserve shelves. If the professor wants students to be able to check out some of the items in his list for only three hours and others for overnight, you can use Item Group Editor to change the ITYPEs to reflect the different checkout periods. When the professor no longer wants any of the items held on reserve, you can restore the archived list that contains the general stack call numbers and regular ITYPE information and reshelf the items in the general stacks. Then you can clear the archive and delete the group so that it is not inadvertently used at a later time.

You can use Item Group Editor when you do tasks such as these:

Loan a group of items to another agency.
Transfer materials permanently to a new location.
Make a group of items available for reserve only.
Make a group of items available for media scheduling.
Change fine rates for a group of items.
Change the loan period for a group of popular items such as holiday books during peak times.
Choose items for home service users.
Change groups of call numbers.
Add local notes to items.
Correct default information.
Change or identify a purchasing source.
Change the collection code of a section of items so borrowers cannot check them out during inventory.
Change the price on a group of journals.

The default location of the Item Group Editor is the Administration/Group Editor Menu folder on the navigation bar.

 


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