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  • Please contact LTS for new top-level collections at this time.For LTS:

Expand
titleSteps 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 “HOLLIS Staff Record Sets” 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 

  1. From Collection Edit mode, switch to Sub-collections tab

  2. Choose Add Sub-collection

  3. Type in Title and use same text for Name. Add description (optional). 

  4. Upload a thumbnail less than 100kb or use the "grey fade" thumbnail greyFade.png

  5. Save

  6. Edit the bib that was created for this sub-collection.

    1. In sub-collection Edit movemode, click on the hyerplinked title on the info pane on the right. 

    2. Edit the bib in the MDE

    3. In Editing Actions menu, choose Expand from Template

    4. Find 'HOLLIS staff record sets' template

    5. Choose Add missing and apply template

    6. The template will add 245 $b sub-collection, and 914, 929. 

    7. Edit the 245 $a to include the name of the parent collection, which will help with collection management later.

      1. e.g. 245 00 $a Animal appreciation > Dogs $b sub-collection

    8. Save bib (or Save & Release)

  7. Add titles to sub-collection, or go to parent and move titles, as applicable. 

  8. Updates will appear in HOLLIS the following day for any changes made by 6pm3pm. 

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

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    • 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 an MMS ID to an Alma collection or sub-collection

You can add a record individually, or add the records in bulk based on an Alma set. Adding There are multiple methods for adding titles to collections. Title additions will appear in HOLLIS the following day (if your Alma changes are made by 3pm).

Method 1: From a set

Note: 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 record individually

  1. From the collection (or sub-collection) Edit mode, go to the Titles tabCreate an Alma set that contains the titles you wish to add to the collection.

  2. From the Resources > Manage Collections menu, go to the Title List tab.

  3. Choose "Add titles from set" 

  4. Use the radio button / toggle switch to select the set(s) you want to add, then click on Add Set Titles (upper right corner).

  5. Choose Confirm.

Method 2: From an Alma search result

(This description presumes you are using the new UI All Titles configuration)

  1. From the search result, choose the Action Menu (ellipsis button) for the title you want to add, then choose Add to Collection

  2. From the list of collections, use the radio button to choose one or more collections, then choose the Select button in the upper right.

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Method 3: From the Manage Collections page

  1. From the Resources > Manage Collections menu, go to the Title List 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

To add a title via set

  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.

  4. Confirm.


Moving titles to sub-collections, among sub-collections

  1. Go to the Title List tab of the collection, and select one or more titles via the checkboxes. 

  2. Choose "Move selected." 

  3. You will be presented with a search box. 

  4. Enter any word from a collection title to see a list of collections matching your keyword.

  5. The list you see will include parent collections and sub-collections. Choose the appropriate collection. 

  6. You are done. You do not need to choose Save. 

  7. You will see the results in HOLLIS the following day, for any changes made by 6pmin 1-2 days.

Removing a title from Collection

  • Due to a bug, please use the following workaround: Move the record to the “LTS take-out” collection.

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Tech notes: Alma background jobs (scheduled nightly)

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