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Introduction

  • 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. 

Creating a new Alma collection (any level)

  • Please contact LTS for new collections and sub-collections, until new best practices are established. 
  • For LITS:
    • Use generic icons as the thumbnails. 
    • 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

Changing the name of the collection

  • 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. 

Editing the bib record associated with the 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)

  • Manage Collections > choose collection > Title List tab > Add Title
  • Enter search criteria and select magnifying glass to conduct search
  • From list of results, select checkbox to left of each title you want to add
  • In lower right, select Add Title
  • Confirm

Via a set

Overnight publishing job required for changes to appear

Editing the bib record associated with the Alma "Collection"

  • 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. 


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 HOLLIS Staff record set


You can also search HOLLIS by collection ID to get a "normal" set of results

Clustering is turned off


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