DRAFT: HOLLIS "Staff record sets" management in Alma

Introduction

1. This feature uses the Alma "collection" feature to expose sets of records in HOLLIS. 
2. In Alma, public "collections" 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. 
5. 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. 
6. 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 (top-level)

• Please contact LTS for new collections and sub-collections, until new best practices are established. 
• 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. 
• For LITS:
  • 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
  • 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 

1. Please contact LTS for new collections and sub-collections, until new best practices are established. 
2. For LTS: 
   1. From collection Edit mode, switch to Sub-collections tab
   2. Choose Add Sub-collection
   3. This will also create a bib. See above. 
   4. Use "grey fade" thumbnail for sub-collections greyFade.png

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. 

Changing the description of the collection

The description appears on the set page in HOLLIS.

1. In collection Edit move, go to the General tab
2. Update the Description
3. TBD: Contact LTS to push the new description to HOLLIS. (Verifying whether this will occur overnight or whether it needs manual refresh)

LTS step: Primo Back Office > Ongoing config > Institution config > Harvard > "Refresh collection API response" (the Cancel. No need to save or deploy)

Adding a title to an Alma "Collection"

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

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

Moving titles to sub-collections, among sub-collections

1. Go to the Title List tab, 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
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 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 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, 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).