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What is a HOLLIS Staff record set?
- An itemized set of records from Alma that is exposed to users in HOLLIS
- Each set has a static URL that can be shared via LibGuides, LibAnswers, etc.
- A grid view of records, where 10 records are shown at a time, with a button to "Load more items."
- A set may be a list of records, or may contain subsets which contain records.
- All aspects of Staff Record Sets are managed in Alma by library staff.
Staff record sets are NOT:
- a replacement for collections exposed via library.harvard.edu, nor a replacement for CURIOSity and its exhibition features
- a way to gather very large numbers of records, such as can be achieved via series statements in MARC records
Sample set with subsets
Sample record list
When might I want to create a HOLLIS Staff record set?
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This page described how to manage HOLLIS Staff Record Sets in Alma. For information on how Staff Record Sets work in HOLLIS, please visit the HOLLIS documentation page HOLLIS "Staff record sets"
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General info
This feature uses the Alma "collection" feature to expose sets of records in HOLLIS.
Unsuppressed "collections" in Alma 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.
There is a HOLLIS home page for Staff record sets, but this page is not intended for patron use. Please do not share this page with patrons. This page is available so that may easily retrieve the stable URL for a given
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How to get started
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set
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- Which staff members will need Alma permissions for set management
- Set title
- Set description
- A thumbnail for the internal staff set home page (if not supplied LTS will use a generic blue thumbnail)
- If applicable, a list of subset titles, and optionally descriptions/thumbnails
- A list of MMS IDs to be added to the set, or to the subsets
Creating a new Alma collection (top-level)
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Please contact LTS for new top-level collections at this time.
- To connect the collection to an Alma logical set, activate the "logical collection" checkbox. With this option, you cannot add titles individually to the collection. All content is managed via the Alma Manage Sets tool.
- BUG: items removed from collection via logical set are not removed from HOLLIS set. CB is pursuing with ExL
- For LITS
For LTS:
Do not activate the "logical collection" checkbox due to bugs relating to the removal of records from set.
Thumbnails must be smaller than 100kb. You may also use generic icons as the thumbnails.
Use "blue fade" thumbnail for parent collections blueFade.png
Creating a new collection also creates a new bib record.
This bib must be unsuppressed for the set to be exposed in HOLLIS
Put title in 245 $a. In 245 $b, type: parent.
Use the MDE template to ensure that the 929 and 914 fields are correctly created.
929 $a Staff record set
914 $a NO-WORLDCAT
Creating a new Alma sub-collection
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From Collection Edit mode, switch to Sub-collections tab
Choose Add Sub-collection
Type in Title and use same text for Name. Add description (optional).
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Upload a thumbnail less than 100kb or use the "grey fade" thumbnail
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Save
Edit the bib that was created for this sub-collection.
In sub-collection Edit move, click on the hyerplinked title on the info pane on the right.
Edit the bib in the MDE
In Editing Actions menu, choose Expand from Template
Find 'HOLLIS staff record sets' template
Choose Add missing and apply template
The template will add 245 $b sub-collection, and 914, 929.
Save bib (or Save & Release)
Add titles to sub-collection, or go to parent and move titles, as applicable.
Updates will appear in HOLLIS the following day for any changes made by 6pm.
Changing the name or description of the collection
Alma Resources > Manage Inventory > Manage Collections > (From row, choose Action... Edit)
Navigate to General tab
Edit Name or Description then Save
Changes will appear in HOLLIS the following day
If you edited the Name, 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 where you can make changes.
Adding
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an MMS ID to an Alma collection or sub-collection
You can add a title record individually, or add the contents from records in bulk based on 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 record individually
From the collection (or sub-collection) Edit mode, go to the Titles tab
Choose "Add title"
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.
From list of results, select checkbox to left of each title you want to add
In lower right, select Add Title
Confirm
To add a title via set
From the collection Edit mode, go to the Titles tab
Choose "Add titles from set"
From the Manage Sets page, choose the set you want to add
Moving titles to sub-collections, among sub-collections
Go to the Title List tab, and select one or more titles via the checkboxes.
Choose "Move selected."
You will be presented with a search box.
Enter any word from a collection title
The list you see will include parent collections and sub-collections. Choose the appropriate collection.
You are done. You do not need to choose Save.
You will see the results in HOLLIS the following day, for any changes made by 6pm.
Removing a title from Collection
- At this time, contact LTS to remove a title from a collection. If you are simply moving a title from one collection or sub-collection to another, you do not need to contact LTS.
- You can remove a title from a collection only if it does not contain digital inventory or if it is assigned to more than one collection. This is to ensure that all digital inventory is managed by a collection.
Linking to public 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 on the Staff Record Set page. You won't see the "More print & online options" link until you open a bib.
- You can also search standard HOLLIS by collection ID to get a "normal" set of results, 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.
Due to a bug, please use the following workaround:
Move the record to the “LTS take-out” collection.
Tech notes: Alma background jobs (scheduled nightly)
- Update collection from logical set (applies to logical collections)
Re-publish bibs in public collections. A separate pub job is scheduled for each inventory type. (This is what ensures that new titles get added to the HOLLIS set).