FOLIO Bulk Edit and Lists Application Update

WOLFcon 2024�

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Agenda

• Quick overview:
• Lists app
• Bulk edit app
• Bulk edit and Lists apps as used by libraries
• Stanford University - Jeanette Kalchik
• University of Massachusetts Amherst / Five Colleges - Jennifer Eustis
• Wellesley College - Lynne Fors
• Bulk edit and Lists apps roadmaps
• Questions

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Lists app overview

• Dedicated FOLIO app to create and store lists of records
• First available in Poppy
• Utilizes shared Query Builder Tool

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Bulk edit app overview

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Stanford University

• How does your organization use Bulk Edit?
• Technical Services assigns a temporary item location to track In Process materials. Bulk Edit is heavily used by Collection care to remove the temporary location.
• Various projects involving Bulk Editing Holding location, item loan type, Suppress items
• As a ‘hack’ to upload a spreadsheet of generally barcodes to get the preview list of data.
• How does your organization use Lists?
• Access Services uses it to return all items with missing, aged to lost, claimed returned, declared lost, and long missing item statuses.
• Overall have not used much and rely on outside sources of MetaDB and Tableau.

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Stanford University

• What are some of the challenges you’ve encountered
• With so many people having access to Bulk Edit for the In Process routing staff have also used Bulk Edit to add a Permanent item location.
• Making sure the file is correct: CSV, record identifier.
• Making sure if you Bulk Edit Holdings from a list of item barcodes that staff know the location will update for all items on that Holdings.
• What are you looking forward to
• Increased bulk edit capabilities to query and the ability to edit the instance and MARC records.

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University of Massachusetts Amherst / Five Colleges

• DEMO

Change the Holdings Permanent Location from MH Special Collections/Lady Borton Collection to UM Du Bois General Collections

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Change the Item status to “In process (non-requestable)”

Update Item note from “Gift of Lady Borton, Class of 1964” to “Gift to UMass Amherst from Lady Borton, Mount Holyoke Class of 1964”

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University of Massachusetts Amherst / Five Colleges

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• How do we use Bulk Edit / Lists App?
• Access Services
• Bulk Edit is used heavily to make changes to user records and item records in particular for our new book shelf
• Lists App is used to create lists for things that need to be shared with others and/or information that needs to be changed
• Metadata
• Bulk Edit is used to update holdings and item records such as item status, permanent and temporary location and now notes.
• We just have begun to use the Lists App. Our case was a collection being transferred from Mount Holyoke to UMass Amherst
• What are the most used features?
• Item Status, Holdings and Item locations, and now item notes for Bulk Edit
• Loans for Lists App

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University of Massachusetts Amherst / Five Colleges

• How does this help (or impede) your job function?
• Bulk Edit is a life saver.
• We are just beginning to investigate the Lists App. Staff across the 5C are already creating lists such as to find expired patrons with checked out items.
• What are some of the challenges you’ve encountered
• People are sometimes not aware of the Lists App. We are planning an information session to help people understand what can be done and the differences between the Lists App, In App reports, and LDLite.
• The ability to search across record types in Inventory and include data from other apps such as Orders.
• The inability to retrieve a list of item UUIDs in Inventory.
• The inability to retrieve either a list of holdings or item UUIDs that are within the scope of a specific search criteria. Because of this, we haven’t been able to start our LHR syncing with OCLC.
• Bulk Edit is used by many and some might not understand the implications of their changes on records.

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Wellesley College

• How do we use Bulk Edit and Lists?
• Bulk Edit: Item Status, Holdings and Item locations, Item notes
• Lists: In experimental phase
• How do they help (or impede) your workflows?
• Bulk Edit has been a lifesaver this year.
• Major Project: Clapp Library Renovation
• Version used: Orchid release
• Updated Holdings and Item temporary locations for ~500,000 records
• Took about 4 days ; averaging 300-375 records changed per minute
• Biggest pain point: time spent waiting for each step in a bulk edit job process to complete
• Lists: Creating a separate in transit list for each branch library has been extremely helpful as the built-in report outputs all locations and libraries into one spreadsheet.

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Wellesley College

• What are some of the challenges you’ve encountered?
• Bulk Edit
• We have had issues with UTF-8 *.csv files and have to ensure we use the regular *.csv file type.
• Large batches of records can take a long time to run through the entire process. We have found we have to have smaller files and run more jobs.
• Lists App
• Staff are generally not aware it exists as a tool. We are planning informational open house sessions to show its current capabilities in Quesnelia in our dryrun (test) environment prior to upgrade in early October.
• Missing data for Item lists, e.g. volume, enumeration, chronology

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FOLIO Roadmap: Bulk Edit + Lists App last updated September 2024

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Questions?

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