Knowledge Base: Library Help

For a version of this article with screenshots, please see the links at the end of this article.

What is a Record Set?

A record set is a holding space for various record types within Polaris. Put another way, they allow you to save/store a list of records, making them useful for a variety of tasks. Some tasks that require record sets are:

• Bulk Changes (Item Record Sets)
  • Weeded Items
  • Cataloging
• Patrons (Patron Record Sets)
  • Expired Patrons
    • Database Clean Up
    • Email/Phone/Mail Lists
  • Patron Charges over a certain amount of money
• Items
  • Missing/Lost Items
  • Items without a barcode/price
  • Weeding Lists

Record sets can also be created in a few different ways: in Leap, in Polaris, and through Simply Reports.

How to Create a Record Set

An Item record set is demonstrated in these instructions, but Bibliographic and Patron record sets follow similar instructions. Simply select Bibliographic or Patron when creating a record set.

1. Log into Leap and click New > Record Set.

2. Select Item as the Record Type.

3. Name the record set and record the name (Record this ID # and the Record Set Name, so that either you or NLLS HQ can search for that record set):

Changing Record Set Ownership

Record Set ownership defaults to the original creator’s account. Change the ownership from the defaulted individual user account to the user's home library to make the record set visible to other users. If the default ownership is not changed, then the record set becomes unfindable for other users.

Adding Items to Record Sets

You can add items to your record set by: 

• Choosing individual items by scanning or searching
• Uploading/importing a file containing item barcodes
• Creating from a report in SimplyReports
• Creating from a search in Leap Find Tool

Individual Items

Choose the items you want in your record set by:

• Scanning the barcodes of physical items into the “Scan or enter barcode” area OR

• Using the Find Tool to search for items to add to the record set.

  • Search for item records using barcodes, author names, titles, or subject matter.

  • Select the items and click Open.

Once added, the item record title will appear in your record set.

To remove items from your record set, select one or more items and click Actions.

Then be careful to select Remove Selected Records from the Actions menu (you can accidentally delete the records themselves).
 
 
Bulk Import from File

Leap has the option to create a record set from a list of barcodes saved in an Excel or Notepad file, by importing or uploading the file directly into Leap.

To import, click Actions. From the actions menu, click Add from File.
Click Select File…

Use your computer’s file explorer to browse and select the file to import.

If your Excel file has multiple columns, you will need to tell Leap which column contains the barcodes by selecting that column from the “WorksheetColumn Containing Item Barcode” dropdown menu.

Click Add From File and the results should be imported into the record set. Click Save.

SimplyReports

To create a Record Set in Leap from SimplyReports, build a report and click SUBMIT.
In the preview window, instead of downloading your report, click Create item/patron record set from report results. Name the Record Set Name (I.E. Task [Library Code] Year).

Leap Search Tool

To create a Record Set in Leap from a search in Leap’s Find tool, build a search and click the magnifying glass or press the Enter key to submit.

To select all the results in your search, click the top result, then scroll to the bottom of the results. Hold down the Shift key while you click the bottom result. You may also choose to select only some results from your search by clicking on them individually.
Click Add to Record Set, then choose New.

Follow the instructions for a new record set to name and save it.

How to Search for a Record Set

To search for any type of record set, simply click on FIND (the smart search bar will not search for record sets).
The first column option in the Find Tool will usually default to Item Records. Click on the Item Records to open the dropdown menu, then choose Record Sets from the menu. 

Type in the exact name of the Record Set and press OPEN. If you do not have the name of a Record Set, you can search by Organization Owner and Creation Date to narrow down your results.