Using Templates for Cataloging

Trainer Preparation

Review exercises before class.

• Exercises have been created for all of the sections except for the last three sections: New template from an existing template, Editing a template and Deleting a template.
• Three exercises have been created for each section and have been designed to build off of each other.
• Students can use the exercises for practice at the end of class (time permitting) or own their own time.

For demonstration purposes:

• select the MMS IDs you plan to use OR
• use the examples from the exercises, follow the chart as each subsequent exercise builds off of the previous

Resources

Exercises

• Exercises for Using Templates for Cataloging.docx (Word doc)

Pre-class Reading and Reference Documents

Review before class:

• Items & Holdings 2: 
  • Creating and expanding a holdings record using a template
  • Creating holdings record using a template
  • Expanding holdings record using a template
• Working with templates

Script for the class

Introduction

Welcome to the Using Templates for Cataloging class. My name is .... (and our facilitator in this class is ....).

This class builds on what you've already learned about templates in Items & Holdings 2. In this class we will look further at creating, editing, using, and deleting templates. We will also have time for hands-on practice.

A few notes:

• Alma went live on July 3 and, as expected, we're learning new things about it as staff work with real data in the system. Everyone is continuing to learn Alma, and will have the support they need to do so.
  
  
• We are training on the tool of Alma, and while there is usually more than one way to do anything in Alma, we will show you one verified or preferred way to do tasks. Once you've learned the best practice, we encourage staff to discuss local procedures and workflows in your units.
  
  
• We also encourage everyone to come together in Learning Circles - either cross-functional within units or on the same functions across units - to discuss how the implementation is going and how the new features and workflows in Alma might change work at Harvard.
  
  
• Please continue to use the LTS Alma Support form to ask questions and report issues with Alma data, workflows, or roles & permissions. Asking these questions, and working groups providing answers, is an important part of everyone learning more about Alma. You can find the link in the Notifications widget in Alma, along with the link to Alma documentation on the LTS wiki.
  
  
• The script and all materials for this class are available to review on the wiki, and will continue to be updated with any changes in procedures.

Some quick logistics information: 

• The nearest bathrooms & water supply are:
  Please ask questions when they come up; I will also pause between sections for questions and to make sure things are clear.
  • 90 Mt Auburn: Two restrooms are on the opposite side of the building on the basement level, water is in the kitchenette and in a fountain by the restrooms
  • 625 Mass Ave: Restrooms are at the opposite end of the building on the 3rd floor, by the water fountain

Let's start by introducing ourselves. (Go around the room and ask everyone to share their name, library/unit, and how this class relates to their work.)

Sandbox: Now, if you haven't already, please log in to the Alma sandbox. (tiny.cc/AlmaSandbox)

• Even though we are now working in the Alma Production site, the Sandbox will be available throughout the hands-on training period for practice.  
• Sandbox change: As of September 1st, the Sandbox now has the same configuration as Production, and you can use any location for which you have permissions to create and edit records.
  

Today we will cover the following topics:

• Templates overview
• Private or Shared?
• Creating a new bibliographic record from a template
• Creating a new holdings record from a template
• Expanding an existing record from a template (bibs and holdings)
• Creating a new template
• Editing a template
• Deleting a template

Templates overview

Templates are ...

• used to create or enhance bibs and holdings
• generally used to avoid re-keying repetitive work, or as a time-saving device to include frequently-used data
• found in the Left Pane of the Metadata Editor (MDE) and are usually collapsed by default

Three templates

There are three types of templates, separated into folders. For this class, we'll look at MARC21 Bibliographic and MARC21 Holdings. Note that templates are only for bibliographic and holdings records. There is no equivalent for item records, but there are workaround options: using the "duplicate item" function and using order templates to include item information at the point of ordering (for a particular bequest fund, for instance).

(TRAINER: Indicate each folder as you mention it.)

1. Private: Can only be viewed by and used with your login.
   1. Note: You won't have a Private folder until you create and save your first private template. 
      
      
2. Shared: Open to all Harvard users. Only their creator can edit or delete them.
   

• • Naming Conventions: Templates are listed alphabetically by default.  To quickly and easily identify templates in a shared list, please use the following name and description conventions:
    
    • Apply an HVD- prefix to templates that apply to all libraries. Note that LTS uses the HVD-prefix to default templates that should not be modified. For example: "HVD Books (Default)"
      
    • Apply a 3-character library/unit prefix to templates that are only used by that library/unit. See a full list of 3-character codes at the /wiki/spaces/LibraryTech/pages/37488034
      
    • Apply standardized language in the description field to enable users to easily identify what they're looking at. You add the description in the Template Properties pop-up box when you create the template.
      
      
  • Naming Conventions Example: For a template being used by Imaging Services to add 830 field information for titles digitized as part of the Colonial North American Project: 
    
    • Template Name = HVD 830 Colonial North American (HVD = all libraries, 830 = field in the template, Colonial North American = description) 
      
    • Description = "Imaging Services internal use" or, better, "Imaging Services internal use; template to add 830 field information to titles digitized as part of the Colonial North American Project"
   

3. Community (all Alma users): Our templates can be shared with the entire Alma community, but Harvard discourages this practice. Should you need to contribute templates to the Community Zone, contact your manager.

More on shared templates

In the Shared folder, you'll find two different kinds of templates: default templates and Harvard shared templates. 

• Default templates:

  • Are indicated by a grey house icon in the Templates section of the Left Pane

  • Contain a limited number of fields that need to be populated, and default values for fixed fields.
    

  • Are automatically applied when you create a new record in the MDE. For instance, if you go to File > New and choose MARC21 Bibliographic Record, you're given the barest skeleton to fill in: LDR, 008, 020, 040, etc. You haven't chosen this template - the system chooses it for you.
    
  • Cannot be modified, only duplicated
    
    
• Harvard Shared templates:

  • Are indicated by a blue house icon in the Left Pane

  • Were created specifically for Harvard use
  • Must be chosen to create a new record (we'll come back to this in a bit)
    

Private or Shared?

When you create a new template, you will need to decide if it will be marked Private, for personal use, or Shared, to be shared among Harvard Library staff. In general, best practice is to save a template as Private - you can always change it to Shared later if you decide it's applicable to more than just your library/unit.

Depending on local workflows, it may make sense to collaboratively create the templates during a meeting, or develop a checklist of fields to add to a template.  

Private templates do not need to follow the naming convention. However, if you discover that it has a wider application and want to share it, then rename it following the naming convention.

(NOTE TO TRAINER: Narrate as you complete the steps for all of the following walk-throughs.)

Creating a new bibliographic record from a template

A new bibliographic record can be created using existing templates in the MDE. This is done by using a template found in the Template tab in the Left Pane, under MARC21 Bibliographic. For our example today, first we'll create a new bib using a template, and then we'll give it a new holdings record using a template.

1. Open the MDE and click on the title bar of the Templates tab in the Left Pane to expand that section
2. Next expand the MARC21 Bibliographic folder (click on the + sign)
3. Then expand the folder (click on the + sign) for the template that you want to duplicate; in this case, Shared (or Private, depending on your workflow)
4. Click on the template you want to duplicate: HVD Books (Default)
5. From the drop-down set of choices, select New
6. This will open a new bib record in the MDE based on the template you selected. It will have the fields that need to be populated, and default values for fixed fields. 
   
   1. Note the Alerts in the Bottom Pane that remind you which fields are mandatory 
      (TRAINER: fill in the fields for your chosen title)
7. You can see you have saved a lot of detailed keying by using the template
8. Save and Release the record

Creating a new holdings record from a template

As with bibliographic records, a new holdings record can be created using existing templates in the MDE. This is done by using a template found in the Template tab in the Left Pane, under MARC21 Holdings. 

1. Using an All Titles search, find the record for the bib you just created (EXAMPLE TITLE) and click on the title link > Edit or on Edit Record to open it in the MDE
2. Next click on the title bar of the Templates tab in the Left Pane to expand that section

3. Expand the folder for the template that you want to duplicate; in this case, MARC21 Holdings for a new holding

4. Then expand the Shared (or Private) folder and click on the HVD Books (Default) template. **You can also search for the template by entering the name or part of the name in the Template Search Box
   

5. From the drop-down set of choices, select New

6. This will open a new holdings record in the MDE based on the template you selected. It will have the fields that need to be populated, and default values for fixed fields. The bib and the new, unsaved holdings record will be side by side in the MDE.
   
   1. Note the Alerts in the Bottom Pane that remind you which fields are mandatory.
      (TRAINER: Fill in the necessary fields for your holding; at minimum, 852 $b and $c for library/unit and collection)
      
7. You can see you have saved a lot of detailed keying by using the template
8. SAVE the record

Note that the holdings template you select is only a template, it is not context dependent. For example, you can create and save a serials prediction holdings on a book bib, so care must be taken when using templates.  

TRAINER: show a record that you previously prepared that shows a book bib and serial holdings, or similar mismatch.

Expanding an existing record from a template

As you will recall from the Items & Holdings 2 class, you can apply content from a template onto an existing record. 

Bib record

I will show you how to expand a bib record in this example.

1. Using a Physical Titles search, find a bib record for (EXAMPLE TITLE) and click on the title link > Edit or on Edit Record to open it in the MDE
2. Then, click on Edit > Expand from Template or Ctrl + E to display the options you can choose from
3. Choose the HVD 830 Colonial North American template and click OK
4. This template will apply the 830 field for this specific project. Depending on their purpose, templates can apply fields that need to be populated with default values for fixed fields
   
   1. Note the Alerts in the Bottom Pane that remind you which fields are mandatory.
   2. After editing, Save the record just as we did when we created a record from scratch.
5. You can see you have saved a lot of detailed keying by using the template

Holdings record

You would follow the same steps to expand an existing holdings record from a template. For example,

1. Using a Physical Titles search, find a bib record for (EXAMPLE Serial TITLE) and click on the title link > Edit or on Edit Record to open it in the MDE
2. Click on View Inventory or Ctrl + I to display the holdings and click on Edit
3. Then, click on Edit > Expand from Template or Ctrl + E to display the options you can choose from
4. Choose the Serial prediction 3 times a month template and click OK
5. This will apply the fields that need to be populated, and default values for fixed fields based on the template you selected, if applicable.  
   
   1. Note the Alerts in the Bottom Pane that remind you which fields are mandatory.
   2. After editing, save the record just as we did when we created a record from scratch.  
6. Again, you have saved a lot of detailed keying by using the template.

Take note! When the Expand from Template option is applied to bibs and holdings, and the template has fields that are NOT in the target record, the template's fields will be added to the target record. Note that pre-existing fields must be deleted before the template can be applied. For example, if you want to apply a template for the fixed fields, you must make sure they are blank before you begin. For each MARC tag (regardless of indicators): 

1. For the first instance of a matching MARC field in the template and the bib, the system combines the fields. 
2. If the template's MARC field contains a subfield that is not in the corresponding bib field, the subfield is added to the bib field

The system message “Record was successfully expanded” means that the template has been applied, regardless of whether that resulted in any changes to the record.

There's more information about this on the Working with Templates page on the Alma wiki. (TRAINER: show the examples on the Working with Templates page.)

Creating a new template

If you don't find what you need in the default templates, you may create your own template. Save your template as Private while you're developing it; it can always be shared later

Please do not create a new template entirely from scratch. It has been seen that doing so can result in a template that no one can use, edit, or delete, including the creator.

There are two ways to create a new template. In both cases, you are duplicating a record so you can modify and save it as a new template without affecting the original template. In both cases, similar steps are taken to create a new template:

• you can copy an existing record
• you can copy an existing template

New template from an existing record

First I'll show you how to create a new template from an existing record (bib, holdings, or authority).  

Next I'll show you how to create a new template from an existing template, which is what you'd choose when you want a shell record instead of a full bib record copied.

1. In the MDE, select the Templates tab in the Left Pane

2. Expand (click on the + sign) the folder for the template that you want to duplicate; in this case, MARC21 Bibliographic (MARC21 Holdings for a new holdings)

3. Expand (click on the + sign) the Shared (or Private) folders and click on the template you want to duplicate **You can also search for the template by entering the name or part of the name in the Template Search Box

4. Choose (EXAMPLE, like Books) > Duplicate

5. Save the new record (Template properties).

   1. Best practice is to save to your Private folder.

   2. Remember to add your 3-character library code to the new template and give it a logical name.

6. Navigate to your Private (or Shared) folder, find the new template under the name you chose, and Edit to make whatever changes you need.
   
   1. Note that the new template has the fields, subfields, and content copied from the original template, unlike when you create a New template

7. Click File > Save as Template. Note that although this sounds like you're saving it as a new template, you are actually updating the existing one.

Editing a template

You may want to edit an existing template when practices or workflows have changed. Currently, you may only edit your Private templates, or any Shared templates that you created.

To edit an existing template:

1. In the MDE, select the Templates tab in the Left Pane

2. Expand the folder for the template that you want to edit; in this case, MARC21 Bibliographic (MARC21 Holdings for a new holdings)

3. Expand the Private (or Shared) folder and click on the template you want to edit > (EXAMPLE) **You can also search for the template by entering the name or part of the name in the Template Search Box
   

4. Choose Edit

   1. Remember: Do not edit templates that start with HVD- ! These are Shared templates created specifically to meet a Library-wide need.

5. Enter the fields you need to complete the template.

6. Click File > Save as Template

Deleting a template

If you have created a template in error, you can delete it. You may only delete your own Private templates; to edit Shared templates that you didn't create, contact the unit that owns it. If no one in that unit is able to edit/delete it, contact LTS, who will contact Ex Libris to have it deleted.

1. In the MDE, select the Templates tab in the Left Pane

2. Expand the folder for the template that you want to edit; in this case, MARC21 Bibliographic (MARC21 Holdings for a new holdings)

3. Expand the Private (or Shared) folder and click on the template you want to delete > (EXAMPLE) **You can also search for the template by entering the name or part of the name in the Template Search Box
   

4. Click on the template you want to delete

5. Choose Delete, then click Yes to confirm that you want to delete the template

6.  You'll see an orange alert box at the top that says Template was deleted

Closing

In the next day or two, you'll receive an email that includes an evaluation for this class. Please take a few moments to fill it out - your feedback will help us improve this class and will help me improve my training skills. 

If you have any questions, use the LTS Alma Support form in the Notifications wiki to submit them.

Thank you for attending today's class!