Items - Templates

What are Item Templates?

Creating and using item templates can save time when creating an item record.

An item template (incorporating a pre-existing items details) can pre-fill fields such as notes, item policy, material type, temporary location, and so forth. 

The template will encompass all the item's details except for Barcode, Inventory number, Pattern information, Process type, At (request department), Item call number prefix/suffix, and Temporary call number prefix.

Public and Private Item Templates?

Creating a New Item from an Item Template

Option 1: From the Items List

• Select the Add Item from Template option in the icon menu
• Select the desired item template from the dropdown list

This brings you to the Physical Item Editor to edit the item.

Option 2: From the Metadata Editor

From the holdings record:

• Use the Add Item from Template option in the icon menu
  • Or, use keyboard  shortcut Alt + L
  • Or, go to Tools > MARC21 Holdings > Add Item from Template
• Select the desired item template from the dropdown list

This brings you to the Physical Item Editor to edit the item.

Option 3: "Quick Cataloging"

Used primarily by Fulfillment staff

1. Resources > Create Inventory > Add Physical Item
2. Alma will ask if you want to attach the item to an existing holding, or create a new holding.
   • Select New to create both a new item and new holdings record. In other words, there is no holdings record for your location already.
     

     1. Select Book or Article

     2. Enter a Title

     3. Start typing a Location. Alma will search the location list based on what you enter. Select your location.

     4. Click outside the location box to have Alma capture that info.

     5. Select the desired item template from Use Item Template

     6. At that point, the barcode box will no longer be grayed out, and you can enter a barcode.
        

     7. Click Save
        

   • If you select Existing it will ask you to choose an existing holdings record. This will only allow you to add the item to that holdings record, not create a new item at a different location.
     

     1. Click on the Select from a list icon (three dots and three lines) to open a repository search
     2. Search for the holdings record you want to use
     3. Click on the record in the results list to choose it. Alma will bring that title back into the Add Physical Item dialog box.
     4. The Location will be preset to the existing holdings record; you cannot change it.
     5. Select the desired item template from Use Item Template
     6. Scan in the item Barcode
     7. Add other information if desired.
     8. Click Save.
3.  NOTE: If you select New holdings, when then item is returned, it will trigger a work order to be sent to Technical Services for more thorough cataloging if needed.

Creating or Editing a Private Template

Create a New Private Item Template

Begin by following the procedures for manually creating an item record: