Knowledge Base: Library Help

Bulk Changes

One can use bulk changes to speed the process of changing statuses on many items by adding them to a Record Set, e.g. withdrawing magazines. Bulk changes can also be used to make changes to location, call #, or notes/blocks.

Note:  Only Items with a status of In, In-Process, Bindery, Mending, Missing, and Unavailable may be changed.

Record Sets

First create a Record Set.

Create a New Record Set

1. On the shortcut bar, click File, then New or click on the New icon .
2. Type “R” or scroll down to Record Set, click OK or press Enter.

3. Click on the dropdown menu arrow and choose Item, click OK.

4. The New Record Set workform opens.
5. Type in a Name for the record set, and a Note, if desired.  Be sure that your library is listed as the owner.

6. To add items to the record set, click on the Add by searching icon  or the Add by scanning barcode icon .
7. Remove items from a record set by highlighting and clicking on the Remove icon
8. Open the Item Record by highlighting and clicking on the Open icon
9. Print the record set by clicking on the print icon
10. Click on the Properties icon to view properties
11. Delete the Item Record by clicking on the Delete icon

12. Click on Save icon on the top menu bar to save the record set.

Create a Record Set at Check In

1. From the Check In screen, scan an item barcode or use the Find Tool.
2. Highlight the item(s) you wish to add to your record set by clicking on it.
3. Right click on the item and choose Add to Record Set.

4. Click on New to create a record set for the first time. New Record Set Opens.

Note:  Add items to an existing Record Set at Check In by clicking on Existing.

5. In the Name field enter a name that includes your library code for the record set, e.g. “AEPNLWithdrawals” for items to be withdrawn.
6. Make sure the owner is your branch.
7. From here you may add items by clicking on the find icon  or the scan barcode icon .  To remove items, highlight the items you wish to remove and click on the minus sign (it will be blue once you have highlighted items).
8. Click on the Save icon or CTRL+S.

Open a Record Set

1. Click on Cataloging.
2. Click on Record Set. The Find Tool opens.

3. Search using the name of the record set you created.  You can limit to your library by owner or by using the branches tab.
4. Select the desired record set by double clicking the item or highlighting and pressing Enter.

Make Bulk Changes

1. Open the record set.  (See directions in previous section)
2. Select the desired items in the record set by highlighting.  (Press CTRL+A to select all.)
3. Click on Tools.
4. Click on Bulk Change

5. The Item Record Bulk Change workform opens.
6. Click on the Circulation tab.
7. Check the Circulation Status box or any of the fields you wish to change.  (Open the other tabs for more changes.)
8. From the dropdown menu, choose the applicable status.

9. Click on the Report/Record Set tab.
10. If the Save to file location is not the one you require, click on Browse, otherwise click OK.

11. If you clicked Browse, the Save As box opens. 
12. Choose a location; you may need to create a new folder.
13. Change the File name.
14. Click on Open or Save.
15. If you clicked Open, the Save As box closes, click on Save.
16. If you want to create a record set of any items for which the changes could not be made, select the box under Error Record Set, type a name for the record set in the Name box and select an owner in the Owner box.

Note:  An error record set is not required. However, specifying an error record set makes it easier to locate the item records that have errors.

17. Click OK on the Item Record Bulk Change box. The Summary of Changes box opens.
18. Click on Continue to proceed with the change. The following message will appear if the change has been successful:

19. Click on OK.
20. View the Bulk Change Report
21. When the bulk change process finishes, Polaris creates a Bulk Change Report. The Error Details section of the report contains basic record information and the reason for each error, if any. If this section of the report is blank, there were no errors.
22. Follow these steps to display the Bulk Change Report
    1. Navigate to the report file and folder you specified in the Bulk Change dialog box.
    2. Open the Bulk Change Report file that you want to view with Microsoft Word/Notepad.
    3. If you want to print the report, select File, then Print.
23. Please delete the record set after you have finished with it by clicking on the delete icon  on the Item Record Set menu bar.