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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"

General info

  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. 

  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. 

Creating a new Alma collection (top-level)

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

  • 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 

  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 move, 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. 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 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 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 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 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

  • Due to a bug, please use the following workaround:

  • Move the record to the “LTS take-out” collection.

Creating a custom thumbnail

Tech notes: Alma background jobs (scheduled nightly)

  • 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).  

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