Holdings templates are used to apply information to your holdings at the item level. Since you will generally apply the same information over and over to items in the same collections, you can make a template to apply the information to an item or items all at once, instead of applying this information into each field individually every time.
Holdings templates may be created in the Holdings Template Editor, or directly in the Holdings Editor. Since these are login ID specific, users with other log-in IDs will not see your created templates. However, these are shareable by using the export tool. See the Exporting Item Templates for more details.
To learn more about the different attributes available while using the editor to make individual changes to an item, view the [Item Attributes] article before creating your templates.
Accessing the Holdings Template Editor #
Standalone version #
The standalone Holdings Template Editor is accessible through the Cataloging > Holdings Template Editor top navigation menu, or Administration > Local Administration > Holdings Template Editor.
Holdings Editor version #
After opening the Holdings Editor, click on the Templates tab. This will open the template editor.
Both the standalone version and the templates within the Holdings Editor work the same. Your workflow may determine your preferred method of template mangement.
Creating a Template #
To create a template, you will apply each desired item attribute individually for your item (see Item Attributes & Field Descriptions for more information), and then save those selected as a template. Fields that have been edited will be highlighted in a light green color. Enter the title of the new template in the input box and click Save.
Click Create Template to open the editor in a new tab.
Notes:
When using the standalone template editor, you cannot hide attributes your library does not use. You may only “deactivate” them when using the editor within the Holdings Editor by changing settings within the Preferences tab.
Because barcode information is not needed when creating templates, the Identification column does not show certain attributes in the template editor. Those can be found in the Holdings Editor under the Item Attributes tab.
Enter a name for the template. This can be done before or after you’ve configured the attributes. Many catalogers create a template for each shelving location.
To set an attribute, click on it to choose your option.
Click Apply after you’ve selected the option you want for the template. The attribute will “close” and turn green to signify a change has been made.
Do this for each attribute you’d like to apply to the template. Remember, the attributes you select should be ones you will need every time you use the template.
Template Tips:
- If you are creating multiple similar templates, you can apply a template you have made, make changes, then save a new template with the desired name.
- When creating templates only enter field information that you will need every time for that type of item. Otherwise, you will have to change that field whenever the information is not applicable.
- It is important to assign a shelving location to your items, and not leave them empty, as this will affect search filters and statistics for your materials.
- If your library has multiple branches, and the shelving locations are owned by the branches and not the system, you will need to create separate templates for each branch. Including the branch name as part of the template will help prevent you from applying the templates to the wrong branch.
Once you’ve applied your chosen attributes and named your new template, click Save as New Template.
The button will change to Save Template and your new template will now appear in the templates dropdown.
Applying Templates #
Holdings templates are applied to items using the Holdings Editor, either when adding or editing holdings.Â
To apply a template while in the Holdings Editor, select it from the drop down list of templates and click Apply:
TIP: The last template you applied will automatically appear in the template selection field when you open the Holdings Editor.
When the template is applied, the fields in that template will display the green outline and show the applied information:
NOTE: At this time, trying to apply a different template after already applying one will NOT completely overlay a previous template if that template had attributes that are not associated with the new template. The Clear Changes button will remove the green boxes; however, the previously applied attributes will not empty.
Do any other editing necessary, for instance adding the price, or an item alert or note, click Apply All, Save & Exit at the bottom of the screen.Â
Deleting Templates #
To delete unwanted templates, access the template editor and checkmark the template you wish to delete. Click Delete Selected.
Confirm you wish to delete the template(s). It will be removed from your template list.
Changing Existing Templates #
To make changes to an existing template, double click on the template in the template editor, or checkmark and click Edit Selected. The template(s) will open in a new tab. If you selected multiple templates, each will open in their own tab.
Once the settings have been altered, click the Save Template button. Any changes will overwrite the existing selected template. If the name is changed in any way, clicking Save will create a new template.
Exporting Item Templates #
It is possible to save your templates to an export file and then import them to a different user. This is useful if you have several catalogers on your staff. One of the catalogers can create the templates and then copies of the templates can be exported and imported to other users’ accounts. This will ensure you are all using the same templates. All templates are exported as a batch. You cannot export and import selected templates. If you only wish to share one or two templates, it may be easier to simply recreate them with the other user name.
Open the Holdings Template Editor. You can choose to export selected templates, or export all of them.
Depending on the browser settings, the file may automatically download or it may ask if you would like to save the file. It will be downloaded to your default download location. This can be changed in your browser settings. The file will have a .json extension.
NOTE: This may look somewhat different depending on your operating system and browser.
Your templates should be saved in the location you indicated. In this case, the templates were saved to the downloads folder. If you wish, rename the file something that is more user-friendly and/or move it to a different location for easy access (a network location, for example).
Importing Item Templates #
To import templates, you need to log in with the account to which you wish to import the templates.
Open the Holdings Template Editor and click Import.
The file explorer will open. Select your templates file and click the Open button.
Your templates will be added to this account. There is no confirmation of the imported templates. Templates can be shared with as many users as needed.