Page Comparison

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• This feature uses the Alma "collection" feature to expose sets of records in HOLLIS. 
• In Alma, public "collections" are exposed in HOLLIS as "sets."
• For this documentation, we will use the word "collection" because that is how the feature is labeled in Alma, but for any public references please avoid the use of the word "collection" to avoid confusion with other Harvard Library tools.  
• An Alma collection can have sub-collections, and sub-collections can also have sub-collections, but the CAVEAT is that in HOLLIS, the search box that is presented will not search the contents from Alma "sub-collections." You can only search a HOLLIS set via its lowest level sub-set. 
• HOLLIS sets can also be searched via the "collection lobby" a.k.a. the Staff record sets HOLLIS page, but this page is not intended for patron use. 
• An Alma collection can be connected to a logical set, in which case the content is managed via Alma Sets. 

Creating a new Alma collection (any level)

• Please contact LTS for new collections and sub-collections, until new best practices are established. 
• Activate the "logical collection" checkbox button to connect the collection to a logical set. With this option, you cannot add titles individually to the collection. All content is managed via the Alma Manage Sets tool. 
• For LITS:
  • Use generic icons as the thumbnails. 
    • Use "blue fade" for parent collections blueFade.png
    • Use "grey fade" for sub-collections greyFade.png
  • For sub-collections, make sure you are on the intended page before editing. 
  • Creating a new collection also creates a new bib record. 
  • This bib must be unsuppressed for the set to be exposed in HOLLIS
  • Use the MDE template to ensure that the 929 and 914 fields are correctly created. 
    • 929 $a Staff record set
    • 914 $a NO-WORLDCAT

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• Resources > Manage Inventory > Manage Collections > (From row, choose Action... Edit)
  • Navigate to General tab
  • Edit Name then Save
• You must also edit the corresponding bib title. This is the title that will display if you encounter the collection during a standard HOLLIS search. 
• When you are Collection Edit mode, view the info pane at the right. The title is a hyperlink that will take you to the bib page, which presents an Edit button which will open the bib in the MDE. 

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Adding a title to an Alma "Collection"

To population manual vs. logical

About collections

• Each "collection" record in Alma has a corresponding bib record that is editable via the MDE. See below for how this record should be cataloged, or contact LTS to manage the record. 

Adding a title to an Alma "Collection"

Via a search - the search feature here is limited so its best to have an identifier already (ISBN, MMS ID, OCLC, or a fairly unique title)

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You can add a title individually, or add the contents from an Alma set. Adding contents from an Alma set does not "connect" the set to the collection - it's a one-time title population. 

Title additions will appear in HOLLIS the following day (if your Alma changes are made by 6pm). 

To add a title individually

1. From the collection Edit mode, go to the Titles tab
2. Choose "Add title" 
3. You are presented with a search screen, where you must search for the bib you want to add
   • The search features here are limited, so if you have trouble finding your title, you may need to open Alma or HOLLIS in a new tab and find the MMS ID to paste in. 
4. From list of results, select checkbox to left of each title you want to add
5. In lower right, select Add Title
6. Confirm

Via To add a title via set

Overnight publishing job required for changes to appear

Editing the bib record associated with the Alma "Collection"

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1. From the collection Edit mode, go to the Titles tab
2. Choose "Add titles from set" 
3. From the Manage Sets page, choose the set you want to add

Removing a title from Collection

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Linking to HOLLIS Staff record set

• Find your set via the Staff record sets HOLLIS page. Reminder - this page is not intended for patron use. 
• Click on your set. The resulting URL is the stable URL you can use to link patrons to your set. For example, https://hollis.harvard.edu/primo-explore/collectionDiscovery?vid=HVD2&collectionId=812473563080003941
  • Note that in HOLLIS Staff record sets, record "clustering" is turned off. You will only see the MMS ID of the title you added to the collection in Alma. 
• You can also search standard HOLLIS by collection ID to get a "normal" set of results

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• , e.g. search HOLLIS by 812473563080003941. 
  • Using this method, record clustering remains "on." For example, if the print title is in your set, and we also have the e-title, you will see the cluster with both in the search results. 

Alma background jobs (scheduled nightly)

• Update collection from logical set (applies to logical collections)
• Re-publish bibs in public collections. (This is what ensures that new titles get added to the HOLLIS set).