Templates (Record Templates)
Templates are used to make it easier to create all types of records. They are used to create patrons, bibs, items, orders, ILL, reserves and holdings records.
Table of Contents
Managing Templates for New Records
A template defines the information that will be included in a new record and can include the following:
Fixed-length fields, with or without default data
Variable-length fields, with or without default data
Substitution phrases in variable-length fields
MARC or non-MARC display of variable-length fields
Either fixed or variable fields can be set to be prompted for when creating new records
FYI, when templates are used for batch loading records, only fixed-length field settings are used. All variable-length field information is ignored.
Record templates are available for every Sierra record type and a template must be defined for a record type in order to create a record. Default templates were included for each record type provided when Marmot’s Innovative system was implemented.
The ability to create, edit, and delete record templates, and manage your own list of preferred templates is available in the Record Templates tab in Admin | Settings.
For additional information about managing templates, access the online Sierra manual and search for template settings, creating record templates, editing record templates, and deleting record templates.
New record templates can be created for all Sierra record types. When a new template is created, it is added to the list of Other Templates allowing all other users to access the template.
To create a new record template, use any of the following methods, which are described below:
Use the New template function in the Templates window
Copy an existing template by using Copy Template
Open an existing template and Save As Template
Open an existing MARC record and choose Save as Template in the Edit menu
Creating a New Template
New record templates are created by following these steps:
1. Choose the Record Templates tab from Admin | Settings.
2. In the Templates window, click on the arrow for the drop-down list to select the
Record Type and then choose New.
3. In the Template Code/Description dialog box, enter the following information:
In the Code field, enter a template code, consisting of one to ten alphanumeric characters.
MARMOT guidelines for codes: the code must start with the 2 or 3 letter location code for the site; i.e.: gc for Garfield County, ev for Eagle Valley, mp for Mesa County Libraries, ssb for Bud Werner. In a multi-branch district, the third letter should designate which branch library the template is for i.e.: gcp for Garfield County Parachute, grk for Grand County Kremmling, etc.
In the Description field, enter a description of the template, consisting of up to 25 alphanumeric characters.
MARMOT guidelines for descriptions: the description should start with the library abbreviation and then a word or two that defines the template; i.e.: BVPL adult non-fic book, EVL Patron, etc.
4. Click OK when the fields are filled in.
The new record template window appears, displaying the template record type, template code, and the description in the title bar.
5. Choose the fixed-length fields to be included in the template by double-clicking the field in the fixed-length field grid and then choosing a value from the Select or Edit dialog box.
The data selected for each field becomes the “default field data” and will automatically appear in new records created with this template. When users create a record with this template, they can keep the default data or replace it with different data.
TIP: if you have your Preferences set to change the background color of invalid fields, then fields that should not be left blank will be highlighted like this:
6. To specify that a fixed-length field be set to prompt the user when creating new records, click in the field to select it and then click on the Prompt icon near the top of the template window.
When you specify that a fixed-length field should be prompted, the field appears in the scrollable Fixed-length field prompts area, in the order it will be prompted during record creation.
Change the order in which these fields are prompted by selecting a field in the Fixed-length field prompts area and choosing Move Up or Move Down to reorder the fields.
To remove a fixed-length field from being prompted, select the fixed-length field and click on the Prompt icon again.
7. Insert new variable-length fields by clicking the Insert icon and selecting the field from the drop-down list.
8. To specify that a variable-length field be set to prompt the user when creating new records, select the field by putting your cursor in the field box.
9. Click Prompt.
The prompt button will toggle on and off prompt status for the selected field. When the field is set to be prompted, a yellow arrow displays next to it in the variable-length field area.
The order in which variable-length fields are prompted is determined by the order in which the field appears in the variable-length area of the template. You can change the order in which these fields should be prompted in the wizard by right clicking the field and choosing Move Up or Move Down.
Note: If the record uses MARC fields and they have been entered out of order, place them in order by choosing from the menu at the top left of the screen, View | Put fields in record sequence. Save the template before using this option, so that, if necessary, the MARC fields can be returned to the order they were in before choosing View|Put fields in record sequence, by closing the template without saving the new field order.
When a user creates a new record while using a template, the new record will display all the variable length fields included in the template. If no field data is entered into a field that has been prompted, that field will be removed from the new record when the user chooses Next to move through the record creation. Non-prompted variable length fields will remain in the new record even if there is no data in the field.
To delete a field from the template, right-click the field and choose Delete Field.
10. To change the variable-length field display for MARC records to non-MARC format, right-click in the variable-length field area and choose Change to non-MARC.
To change the display from non-MARC to MARC format, right-click in the variable-length field area and choose Change to MARC.
11. To finish creating the template, choose Save and then Close.
Copying a Template
To create a template that is similar to an existing template, copy the template and then make the necessary changes. Copy a template by doing the following:
Choose the Record Templates tab from Admin | Settings.
2. From either the Preferred Templates or Other Templates list, select the template and choose Edit.