Editing an Item Record- Catalog Function (Sierra)

By Tammy Poquette
11 min

This document explains how to edit a record using the Catalog function

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Editing Item Records Using the Catalog Function

You can search and retrieve an item record you want to edit using the Catalog Function.

Sierra Catalog Function
Sierra Catalog Function

Editing a Single Item Record

Use the drop-down menu to search and select the bibliographic record to which the item record is attached for editing. You can search the catalog by keyword, title, author, subject, or other available indexes from the drop-down. Use the Search button to retrieve the record you want to edit.

MLN1 Search Indexing Menu

The MLN2 search index drop-down menu has a scroller to view more choices available in the index.
The MLN2 search index drop-down menu has a scroller to view more choices available in the index.

MLN2 Search Indexing Menu

The MLN2 search index drop-down menu has a scroller to view more choices available in the index.
The MLN2 search index drop-down menu has a scroller to view more choices available in the index.

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You will see the record in a full or compact display, depending on your Sierra login settings. 

Compact Display

Here is an example of a compact display showing only the Description. You must click on the dash to expand a list and use the Expand All or Collapse All buttons. Highlight the record you want to edit and click the Select button. You can also double-click on the record to open it.

Expand the list of items under the Description to make the buttons active.
Expand the list of items under the Description to make the buttons active.

If your login is set to Multiple Window Mode, once you double-click the record or click the Select button, the record opens up in a second window.

Highlight the items you would like to open and either double-click on it or use the Select button.

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Full Display

Here is an example of the full display that shows the format, description, summary, and preview.

The Results summary displays the format, description, summary, and preview for the item.

Once you double-click the record or click the Select button, the record opens in a second window. This record will appear immediately if your login is set to Single Window Mode.

The Summary displays the Record Number, Location, Barcode, Volume, and Call Number of the item.

Item records can be edited in the Summary section below the Bibliographic record. You should be in the View Item drop-down menu. You can double-click on the record or the Record tab to open it.

Summary view of an item record
Summary view of an item record

Sierra displays the item information on the Record tab when you view or edit an item record.

MLN2 Record view of an item. This displays all the fixed and variable-length fields of a record.
MLN2 Record view of an item. This displays all the fixed and variable-length fields of a record.
MLN1 Record view of an item. This displays all the fixed and variable-length fields of a record.
MLN1 Record view of an item. This displays all the fixed and variable-length fields of a record.

You can check if you can edit the record by looking at the Edit Mode (INS) listed in the bottom right corner of the record.

The edit mode information displays in the bottom right corner of an item record.

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Item Fixed and Variable-Length Fields

When you open an item record in the editor, the record display includes two sections: fixed-length fields at the top and variable-length fields below. 

You can edit some fixed-length fields and suppress individual fixed-length fields. Each fixed-length field has a label to the left and data to the right. You cannot edit the label for any of the fixed-length fields. For information on fixed-length fields, see Item Fixed-Length Fields.

Variable-length fields appear below the fixed-length fields. Each variable-length field appears in one or more lines of the editor and can wrap into subsequent lines. Variable-length fields can be copied, pasted, deleted, and sometimes moved. For more information on variable-length fields, see Item Variable-Length Fields.

MLN1 Fixed and Variable-Length Fields of an Item Record

Item fixed-length fields appear at the top of the record. Item variable-length fields appear at the bottom of the record.

 

MLN2 Fixed and Variable Length-Fields of an Item Record

Item fixed-length fields appear at the top of the record. Item variable-length fields appear at the bottom of the record.

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Editing or Modifying Fixed-Length Fields of an Item Record

You can edit some fixed-length fields. Each fixed-length field has a label to the left and data to the right. You cannot edit the label for any of the Item Fixed-Length Fields but can change the information in the white boxes. The shaded boxes cannot be edited; these fields contain statistical or other item-specific information.

MLN1 Item Fixed-Length Fields are displayed in the top portion of the item record.
MLN1 Item Fixed-Length Fields are displayed in the top portion of the item record.
MLN2 Item Fixed-Length Fields are displayed in the top portion of the item record
MLN2 Item Fixed-Length Fields are displayed in the top portion of the item record

Tip: You can type information into the white boxes or double-click to bring up a list when available.  

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Editing or Modifying Variable-Length Fields of an Item Record

Variable-length fields appear below the fixed-length fields. Each variable-length field appears in one or more lines of the editor. The variable-length field can wrap into subsequent lines. Variable-length fields can be copied, pasted, deleted, and sometimes moved. For more information on variable-length fields, see Item Variable-Length Fields.

The Edit Mode information for MLN1 appears at the bottom right corner of the item record.
The Edit Mode information for MLN1 appears at the bottom right corner of the item record.
The Edit Mode information for MLN2 appears at the bottom right corner of the item record.
The Edit Mode information for MLN2 appears at the bottom right corner of the item record.

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Moving (re-ordering) Variable-Length Fields  

You can move the variable-length fields by right-clicking on the box and selecting Move Down or Move Up from the field choices. You can also Delete Field, Insert Field, Edit Field, or Copy Field.

Use the Move Up(H) or Move Down links to move a variable length field of an item record.

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Delete Variable-Length Fields

It is possible to delete an entire field by positioning the cursor in the field to be deleted with a single click of the mouse and then pressing <Ctrl>-D;

Alternatively, it is possible to highlight an entire field.  Then, use the dropdown menu Edit | Delete field.

It is also possible to position the cursor in the field to be deleted and then click the right mouse key. Select “Delete Field” from the right mouse menu and click on that.  Alternatively, use the <Delete> or the Backspace key to backspace over and delete selected characters in the field.

Use the Delete Field to remove the variable length field from an item record.

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Item Variable-Length Fields Insert Menu

You can add the Insert icon to get the drop-down menu to add those fields to your item record. Press the Insert icon in the toolbar. Alternatively, type <Ctrl>-I to perform the insert function. Then, choose the correct field group tag to insert the field. Here is a list of the definitions for the Item Variable-Length Fields. 

MLN1 Item Variable-Length Fields

The Insert icon at the top of the tool bar brings up the Insert a non MARC field box to insert a field into an item record.

MLN2 Item Variable-Length Fields

The Insert icon at the top of the tool bar brings up the Insert a non MARC field box to insert a field into an item record.

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Undo and Redo Edits

Once you have made any changes, you can choose Edit | Undo to cancel up to ten of your last editing actions. 

You can use the keyboard buttons of CTRL and the letter Z to undo any edits to an item record.

Once you have used the Undo button, you can use the Edit | Redo to cancel up to ten of your last undo" actions.

You can use the keyboard buttons of CTRL and the letter Y to redo any changes that were previously undone.

When editing the record is complete, click the Save icon on the toolbar.

The Save icon is located at the top of the tool bar.

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Edit Icon

Note: Once inside the record, you can start making changes. You will see an Edit icon at the top of the record. This icon will open up the record to edit the bibliographic record.

The Edit icon is located at the top of the toolbar.

 Click on the Summary icon to return to the item record list.

The Summary icon is located at the top of the toolbar.

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Show public view of records

Use the dropdown menu View | Public display to launch a web browser and view any open record, as it will be displayed in the Classic Catalog/WebPAC.

It is possible to view the public display whether the record whether the record is saved.  A message appears for records that are not saved before viewing the public display.

MLN1 Public Display

The View and Public Display links are located at the top left corner of the bibliographic record.

Here is an example of the Public Display in the MLN1 Classic Catalog/WebPAC.

The example shows how the bibliographic record in Sierra is displayed in the public catalog. It displays the title, author, location, call number, and status of the record.

MLN2 Public Display

The View and Public Display are located on the top left corner of the bibliographic record. The Public Display is just below the Show Codes option.

Here is an example of the Public Display in the MLN2 Classic Catalog/WebPAC.

The example shows how the bibliographic record in Sierra for the display in the public catalog. It displays the author, title, location, call number, last checked In, and status of the record.

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Viewing Out-of-Scope Records

When a list of items from different libraries is attached to the same bibliographic record, records not owned by your library may be out of your scope. You will see the message at the bottom of the record (Outside of scope). If you try to open the record, you should see View-Only and the message (Outside of scope).

For the MLN1 records, the Outside of scope message displays at the bottom of the bibliographic record under all the item records.
For the MLN2 records, the Outside of scope message displays at the bottom of the bibliographic record under all the item records.

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Editing a Range of Records

You can edit a Range or Review File of records from the Catalog function. Go to Tools and Search. This will give you two options. Choosing Browse will bring you back to the regular search. Choosing Range will bring up a feature to edit a range of item record numbers.

Choose Tools | Search | Range

The Tools and Search options are at the top left of the Catalog Function.

You could specify the record type and number for the beginning and end of the range by typing the information into those fields. Click Start to begin the process.

The Start button is located after the Range, Start, and Stop information.

Note: since the Sierra system is part of a consortium, you cannot tell which item records belong to your library. This would make the Range option not as helpful for this process. In this example, the system started with the first record number, which did match the library associated with the login, so the record became a View Only. Choose Stop to quit.

The View Only Mode information is located at the bottom right corner of the record.

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Editing a Review File of Records

You can edit a Review file of records using the Catalog Function. Go to Tools and Search. This will give you two options. Choosing Browse will bring you back to the regular search. Choosing Range will bring up a feature to edit a range of item record numbers.

The Tools, Search, and Range are located at the top right corner of the Catalog Function.

Change the drop-down menu from Range to Review.

The Range drop-down is located in the middle below the Sierra logo on the right side of the Catalog Function.

Search for your review file from the drop-down menu or type in the number of your review file. Click on the Start button.

The Start button is located below the Catalog Function on the right side.

If there is only one item record attached to the bibliographic record, that item will display the fixed and variable-length fields for editing. After making changes, click the Save button. Click Next to get to the next record. Choose Stop to quit.

The Save icon is located directly below the Catalog function. The Next and Stop button is located underneath the Save icon.

If multiple item records are attached to the bibliographic record, the item in the review file will be highlighted. You must double-click or click on the Record tab to edit the record. 

Highlight the record that is located below the Summary. You can either double click or click on the Record tab on the left side.

Once you click the Stop button, the Search Complete box will appear, listing how many items were canned and found in the review file. Clicking OK will bring you back to the beginning screen to scan the records in the review file again.

The Stop button is located below the Save icon under the Catalog Function.

Go to Tools | Search | Browse to return to the Catalog Function's Search option.

The Tools, Search, and Browse are located at the top left of the record.
Once you click on the Browse radio button, you will be brought back to the Catalog Function.

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Modify groups of attached records from the Summary display

Select the Summary Icon from the Bibliographic record.

The Summary icon is located at the upper right side below the Catalog Function.

Click the boxes next to the # field in the Summary tab to modify the item records.

The boxes that need to be clicked under the number symbol are located under the view dropdown menu.

Next, select Edit | Modify group from the drop-down display.

The Edit and Modify Group options are located at the upper left side of the record.

Select the field to modify by field tag. Double-click to open the list of fixed or variable-length fields you want to edit. Choose the field. Click the OK button.

MLN1 Fixed or Variable-Length Fields Options

MLN1 variable length fields are located on the Modify Records screen.

MLN2 Fixed or Variable-Length Fields Options

MLN2 variable length fields are located on the Modify Records screen.

Double-click to select a new value to insert. Click the Save button.

The new value can be accessed from the box next to the record number information.

Or use the dropdown menu Edit | Find | Find what | Replace with to find and replace a specified value in a group of records.

The Edit and Find links are located at the top left of the Modify Records box.

Use Edit | Increment data from the dropdown menu to increment the VOLUME, COPY #, and BARCODE fields numerically.

The Edit and Increment links are located at the top left corner of the Modify Records box.

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Copying Records

Open the appropriate record and select Edit | Copy record from the dropdown menu.

The Edit and Copy Record links are located at the top left corner of the item record.

If your Sierra login has more than one item record template, you will be prompted to choose a template. If your login only has one item record template in your preferred templates, the system will populate the fixed-length fields. If you already have set a default template for records of this type, the new record opens automatically. See Record Templates for more information.

Any item record templates located in preferred section of the record templates will display under the New section when creating an item record.

The variable-length fields will not be carried over to the copy. You must choose the Insert icon to include those fields in the item record.

The Insert icon is located at the upper portion of the item record to allow for adding more variable length fields.

Edit the newly copied record and click on the Save icon.

The Save icon is located at the upper middle section of the item record.

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