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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, and how to link to your set, please visit the HOLLIS documentation page HOLLIS "Staff record sets"

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  1. This feature uses the Alma "collection" feature to expose sets of records in HOLLIS. 

  2. Unsuppressed "collections" in Alma are exposed in HOLLIS as "sets."

  3. 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.  

  4. 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. Every collection in Alma, whether a top-level or a sub-collection, is associated with a minimal bib record. This is primarily for management purposes. Best practice is described below.

  5. 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 set. 

Set hierarchy details and complications

  • “Top-level” collections, also called parent collections, are listed via the Resources > Manage Collections menu.

  • Diagrams describing collection organization options, and their implications for search in the HOLLIS Sets interface, are available on a short slide deck: https://docs.google.com/presentation/d/1mCYZITAAs4s4S6_RoYX9Fbnj7EGcq87rG5c-PvMDOzA/edit?usp=sharing

  • When collections have sub-collections, it can become tricky to tell which collection you are editing in Alma. Tips:

    • The panel on the right always shows what collection you are editing. (For narrower screens this info may appear above the tabs.)

    • The hyperlink in the upper left shows the parent collection(s).

    • Pay attention to which tab you are on when editing: Sub-collections vs. Title List

  • 🛟 Don’t hesitate to contact LTS for assistance. We are happy to help.

Here is an example screenshot from Alma. The parent collection is ‘Aninmal appreciation’ with sub-collection ‘Dogs.’ The sub-collection ‘Dogs' has a list of titles, and no sub-collections of its own. This is the editing screen for the ‘Dogs’ sub-collection. Use the panel at the right to verify which collection you are editing.

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Creating a new Alma collection (top-level)

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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. (If you’re not sure how to get to the bib see Step 6 in next section.)

  • 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

  • (blue star) Add collection ID to the applicable set (via Manage Sets) used for publishing (or add to all three if you’re usure):

    • zSYS - COLL daily repub Physical

    • zSYS - COLL daily repub Electronic

    • zSYS - COLL daily repub Digital

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

    1. If you’d like to note the image source, add the information to the 500 field of the bib (see below).

  5. Save

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

    1. (If you are creating many, these edits can be done in batch by LTS)

    2. In sub-collection Edit mode, click on the hyerplinked title on the info pane on the right. 

    3. Edit the bib in the MDE

    4. In Editing Actions menu, choose Expand from Template

    5. Find 'HOLLIS staff record sets' template

    6. Choose Add missing ‘Add missing’ and apply template

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

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

      1. Use hyphens to separate names: $a Parent name -- Child name

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

    9. 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 3pm. 

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  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. Or, use the right panel and scroll to the Collections area.

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Method 3: From the Manage Collections page

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

Alma Analytics

  • If a bib in Alma is associated with a collection, the bib in Analytics will include the collection name and identifier. If a bib is in more than one collection, the relevant collections will be reported. Example:

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Creating a custom thumbnail

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