Bulk Edit

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The Bulk Edit app allows a user to apply changes to multiple Inventory or User records simultaneously.

Permissions

The permissions listed below allow you to interact with the Bulk Edit app and determine what you can or cannot do within the app. Bulk edit permissions, combined with other functional app permissions, allow a user to access specific areas of the Bulk Edit app. Depending on how your library runs bulk edit jobs, users may also need permissions in other modules, such as Export Manager, Inventory, Users, and Settings.

Permissions are assigned to users in the Users app. If none of the Bulk edit permissions are assigned to a user, they are unable to see the Bulk Edit app or any related information. See Users > Assign or unassign permissions for more information.

The following are the permissions for the Bulk edit app:

Bulk edit: Can build query: This permission allows the user to build and test a query, and preview matched records in the Bulk edit app.
Bulk edit: Can view logs This permission allows the user to download and view logs in the Bulk Edit app.
Bulk edit: In app - Edit inventory records This permission allows the user to edit a field in multiple inventory records in the Bulk Edit app.
Bulk edit: In app - Edit user records. This permission allows the user to edit a field in multiple user records in the Bulk edit app.
Bulk edit: In app - View inventory records This permission allows the user to view a list of identified inventory records in the Bulk Edit app.
Bulk edit: Local - Edit user records This permission allows the user to edit a field in multiple identified user records in the Bulk Edit app by uploading a .csv file.
Bulk edit: Local - View user records This permission allows the user to view a list of identified user records in Bulk Edit by uploading a .csv file.

Identify records for bulk edit

The Bulk edit app provides two methods for setting criteria and identifying records for bulk edit: Identifier and Query. In either method, the Record identifiers or Fields available for selection are based on the Record type.

Identifier

The Identifier approach allows the user to set criteria for the bulk edit by uploading a list of record identifiers from a .csv file.

To set criteria for bulk edit using Identifier:

In the Set Criteria pane, select the Identifier button.
Select the Record type. The following Record types are available for bulk edit:
- Inventory - holdings
- Inventory - instances
- Inventory - items
- Users
Select the Record identifier from the Select record identifier drop-down menu. Record identifiers available for selection are based on the Record type.
Drag and drop your .csv file into the Select a file with record identifiers box, or click or choose file to upload the .csv file from your computer. Only .csv files containing one column of record identifiers are accepted for upload in the Bulk edit app. If the .csv file contains more than one column, the upload will not be successful and a Something went wrong message displays.

Record identifiers by record type

In the Identifier method, the Record identifiers available for selection are based on the selected Record type.

Record Type	Record identifier
Inventory - holdings	Holdings UUIDs
Inventory - holdings	Holdings HRIDs
Inventory - holdings	Instance HRIDs
Inventory - holdings	Item barcodes
Inventory - instances	Instance UUIDs
Inventory - instances	Instance HRIDs
Inventory - items	Item barcodes
Inventory - items	Item barcodes
Inventory - items	Item UUIDs
Inventory - items	Item HRIDs
Inventory - items	Item former identifiers
Inventory - items	Item accession numbers
Users	User UUIDs
Users	User Barcodes
Users	External IDs
Users	Usernames

Query

The Query function in the Bulk Edit app allows the user to build a query to identify records for bulk edit. The Fields available for building a query are based on the selected Record type.

Fields by Record Type

Record type	Field
Inventory - holdings	Effective library - Code
Inventory - holdings	Effective library - Name
Inventory - holdings	Effective location - Code
Inventory - holdings	Effective location - Name
Inventory - holdings	Holdings - Acquisition method
Inventory - holdings	Holdings - Acquisition order format
Inventory - holdings	Holdings - Acquisition receipt status
Inventory - holdings	Holdings - Call number
Inventory - holdings	Holdings - Call number prefix
Inventory - holdings	Holdings - Call number suffix
Inventory - holdings	Holdings - Copy number
Inventory - holdings	Holdings - Created date
Inventory - holdings	Holdings - Digitization policy
Inventory - holdings	Holdings - HRID
Inventory - holdings	Holdings - Instance UUID
Inventory - holdings	Holdings - Number of items
Inventory - holdings	Holdings - Record version
Inventory - holdings	Holdings - Retention policy
Inventory - holdings	Holdings - Shelving title
Inventory - holdings	Holdings - Statistical code names
Inventory - holdings	Holdings - Suppress from discovery
Inventory - holdings	Holdings - Updated date
Inventory - holdings	Holdings - UUID
Inventory - holdings	Permanent location - Code
Inventory - holdings	Permanent location - Name
Inventory - holdings	Temporary location - Code
Inventory - holdings	Temporary location - Name
Inventory - instances	Instance date type - Name
Inventory - instances	Instance status - Code
Inventory - instances	Instance status - Term
Inventory - instances	Instances - Cataloged date
Inventory - instances	Instances - Created date
Inventory - instances	Instances - Date 1
Inventory - instances	Instances - Date 2
Inventory - instances	Instances - Format names
Inventory - instances	Instances - Instance HRID
Inventory - instances	Instances - Instance UUID
Inventory - instances	Instances - Languages
Inventory - instances	Instances - Mode of issuance
Inventory - instances	Instances - Previously held
Inventory - instances	Instances - Record version
Inventory - instances	Instances - Resource title
Inventory - instances	Instances - Resource type
Inventory - instances	Instances - Source
Inventory - instances	Instances - Staff suppress
Inventory - instances	Instances - Statistical code names
Inventory - instances	Instances - Suppress from discovery
Inventory - instances	Instances - Updated date
Inventory - items	Effective call number - Type
Inventory - items	Effective location - Code
Inventory - items	Effective location - Name
Inventory - items	Holdings - Acquisition method
Inventory - items	Holdings - Acquisition order format
Inventory - items	Holdings - Acquisition receipt status
Inventory - items	Holdings - Call number
Inventory - items	Holdings - Call number prefix
Inventory - items	Holdings - Call number suffix
Inventory - items	Holdings - Copy number
Inventory - items	Holdings - Created date
Inventory - items	Holdings - Digitization policy
Inventory - items	Holdings - HRID
Inventory - items	Holdings - Instance UUID
Inventory - items	Holdings - Number of items
Inventory - items	Holdings - Record version
Inventory - items	Holdings - Retention policy
Inventory - items	Holdings - Shelving title
Inventory - items	Holdings - Suppress from discovery
Inventory - items	Holdings - Updated date
Inventory - items	Holdings - UUID
Inventory - items	Instances - Cataloged date
Inventory - items	Instances - Created date
Inventory - items	Instances - Date 1
Inventory - items	Instances - Date 2
Inventory - items	Instances - Format names
Inventory - items	Instances - Instance HRID
Inventory - items	Instances - Instance UUID
Inventory - items	Instances - Mode of issuance
Inventory - items	Instances - Previously held
Inventory - items	Instances - Record version
Inventory - items	Instances - Resource title
Inventory - items	Instances - Resource type
Inventory - items	Instances - Source
Inventory - items	Instances - Staff suppress
Inventory - items	Instances - Statistical code names
Inventory - items	Instances - Suppress from discovery
Inventory - items	Instances - Updated date
Inventory - items	Item call number - Type
Inventory - items	Items - Accession number
Inventory - items	Items - Barcode
Inventory - items	Items - Chronology
Inventory - items	Items - Copy number
Inventory - items	Items - Created date
Inventory - items	Items - Description of pieces
Inventory - items	Items - Effective call number
Inventory - items	Items - Effective shelving order
Inventory - items	Items - Enumeration
Inventory - items	Items - Item call number
Inventory - items	Items - Item HRID
Inventory - items	Items - Item UUID
Inventory - items	Items - Last check in date time
Inventory - items	Items - Number of missing pieces
Inventory - items	Items - Number of pieces
Inventory - items	Items - Purchase order line identifier
Inventory - items	Items - Statistical code
Inventory - items	Items - Status
Inventory - items	Items - Suppress from discovery
Inventory - items	Items - Updated date
Inventory - items	Items - Version
Inventory - items	Material type name
Inventory - items	Permanent location - Code
Inventory - items	Permanent location - Name
Inventory - items	Temporary location - Code
Inventory - items	Temporary location - Name
Users	Patron group - Name
Users	User - Active
Users	User - Barcode
Users	User - Created by User UUID
Users	User - Created date
Users	User - Custom field(s)
Users	User - Date of birth
Users	User - Department names
Users	User - Email
Users	User - Enrollment date
Users	User - Expiration date
Users	User - External system ID
Users	User - First name
Users	User - Last name
Users	User - Last name, first name
Users	User - Middle name
Users	User - Mobile phone
Users	User - Phone
Users	User - Preferred contact type
Users	User - Preferred first name
Users	User - Type
Users	User - Updated by user UUID
Users	User - Updated date
Users	User - User UUID
Users	User - Username

Build a query to indentify records

To set criteria and identify records for bulk edit using the Query method:

In the Set Criteria pane, click on the Query tab.
Select the Record type. The Bulk edit app allows changes to these Record types:
- Inventory - holdings
- Inventory - instances
- Inventory - items
- Users
Click the Build query button to open the Build query modal.
Select a Field from the Select field drop-down menu or filter the selection by typing the field in the Filter options list text box. The Fields available for selection are based on the Record type. See Fields by Record Type for more information.
Select an Operator from the Select operator drop-down list. The Operators available for selection are based on the Field.

Operator	Meaning
equals	Field equals selected or input value.
not equal to	Field does not equal selected or input value.
contains	Field appears in selected or input value.
starts with	Field starts with selected or input value.
is greater than	Field is greater than the selected or input value.
is less than	Field is less than the selected or input value.
is greater than or equal to	Field is greater than or equal to the selected or input value.
is less than or equal to	Field is less than or equal to the selected or input value.
is null/empty	Field is blank; the field does not contain any data.

Select a Value from the Select value drop-down list or type the value in the text box. The values available for selection are based on the Field and Operator.
Click on the + icon to add additional lines to the query or click on the trash can icon to delete a line from the query.
Once a query is built, it must be tested before the query can be run and saved. Click the Test query button to run the query and display a preview of matched records. The query string can be edited in the Query string field. If edited, another Test query must be done.
If the Test query is successful, click the Run query button to run the query and preview the matched records in the Bulk edit query modal.

Preview matched records

If the Identifier method is used to identify records for bulk edit, the number of records matched and the filename display at the top of the Bulk edit modal.

If the Query method is used to identify records for bulk edit, a Test query displays the query string and number of matched records at the top of the Build query modal. If the query is run, the Query and a preview of matched records display in the Bulk edit query modal.

To add or remove Field columns in the preview pane:

Click the Actions button.
In the Show columns section of the Actions menu, check the box next to the name of the Field to include as a column heading in the preview.
Uncheck the box next to the name of the Field to remove the column from the preview.

Download matched records

If desired, download the matched records as a .csv file:

In the Preview pane, click Actions and select Download matched records (CSV).
Depending on the web browser settings, the .csv file may be opened and/or saved.

Download errors

If there are errors in the matched records, a message indicating the filename, number of entries, number of records matched, and number of errors displays in a two-column table in the Errors section.

Record identifier. The record identifier for the records that produced the error.
Reason for error. The reason why the error was produced.

To download the list of errors as a .csv file:

In the Preview pane, select Actions > Download errors (CSV).
Depending on the web browser settings, the .csv file may be opened and/or saved.

Bulk edit by record type

Inventory - holdings

In the Bulk edit app, the Fields that can be changed in Holdings records include:

Administrative note
Electronic access
Holdings location
Holdings notes
Suppress from discovery.

To identify Inventory-holdings records for bulk edit:

In the Set criteria pane, ensure Record types is set to Inventory - holdings.
Identify holdings records for bulk edit by using the Identifier or Query method.
Preview the list of matched holdings records in the Preview of record matched pane.
(Optional): Download the matched holdings records as a .csv file.
(Optional): Download errors in matched holdings records as a .csv file.

Once Inventory-holdings records are identified, you can start a bulk edit on the matching records. The Options and Actions available to perform the bulk edit vary for each Field.

Administrative note

To bulk edit the Administrative note in the matched Inventory-holdings records:

Click Actions > Start bulk edit.
Under Options, select Administrative note from the drop-down list.
Click Actions to select the action you want to apply from the drop-down list. The following Actions are available to bulk edit the Administrative note field:

Actions	Data	Actions	Data
Add note	Text field	-	-
Change note type	Select note type	-	-
Find (full field search)	Input text	Remove	-
Find (full field search)	Input text	Replace with	Input text
Find (full field search)	Remove all	-	-

To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matched holdings records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
Click Commit changes to save the changes to the matched Inventory-holdings records.

Electronic access

To bulk edit the Electronic access in the matched Inventory-holdings records:

Click the Actions > Start bulk edit.
Under Options, click the drop-down list and select the Field you want to edit.
Under Actions, click Select action and select the action you want to apply to the holdings records. The following Options and Actions are available to bulk edit the Electronic access field in the matching Inventory-holdings records:

Options	Actions	Data	Actions	Data
Electronic access - Link text	Clear field	-	-	-
Electronic access - Link text	Find (full field search)	Input text	Remove	-
Electronic access - Link text	Find (full field search)	Input text	Replace with	Input text
Electronic access - Link text	Replace with	Input text	-	-
Electronic access - Materials specified	Clear field	-	-	-
Electronic access - Materials specified	Find (full field search)	Input text	Remove	-
Electronic access - Materials specified	Find (full field search)	Input text	Replace with	Input text
Electronic access - Materials specified	Replace with	Input text	-	-
Electronic access - URI	Clear field	-	-	-
Electronic access - URI	Find (full field search)	Input text	Remove	-
Electronic access - URI	Find (full field search)	Input text	Replace with	Input text
Electronic access - URI	Replace with	Input text	-	-
Electronic access - URL public note	Clear field	-	-	-
Electronic access - URL public note	Find (full field search)	Input text	Remove	-
Electronic access - URL public note	Find (full field search)	Input text	Replace with	Input text
Electronic access - URL public note	Replace with	Input text	-	-
Electronic access - URL relationship	Clear field	-	-	-
Electronic access - URL relationship	Find (full field search)	Input text	Remove	-
Electronic access - URL relationship	Find (full field search)	Input text	Replace with	Input text
Electronic access - URL relationship	Replace with	Input text	-	-

To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matched holdings records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device. Click Commit changes to save the changes to the matched holdings records.

Holdings location

To bulk edit the Holdings location in the matched Inventory-holdings records:

Click the Actions > Start bulk edit.
Under Options, click the drop-down list and select the Field you want to edit.
Under Actions, click Select action and select the action you want to apply to the Inventory-holdings records. The following Options and Actions are available to bulk edit the Holdings-location field in the matching Holdings records:

Options	Actions	Data
Holdings location - Permanent holdings location	Replace with	Select location from drop-down or Location lookup
Holdings location - Temporary holdings location	Clear field	-
Holdings location - Temporary holdings location	Replace with	Select location from drop-down or Location lookup

To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matched holdings records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Holdings notes

To bulk edit a holdings note in the matched Inventory-holdings records:

Click the Actions > Start bulk edit.
Under Options, click the drop-down list and select the Field you want to edit.
Under Actions, click Select action and select the action you want to apply to the holdings records.

The following Options and Actions are available to bulk edit the Holdings-notes field in the matching Holdings records:

Options	Actions	Data	Actions	Data
Holdings notes - Access restrictions	Add note	Input text, Staff only check box	-	-
Holdings notes - Access restrictions	Change note type	Select note type	-	-
Holdings notes - Access restrictions	Find (full field search)	Input text	Remove	-
Holdings notes - Access restrictions	Find (full field search)	Input text	Replace with	Input text
Holdings notes - Access restrictions	Mark as staff only	-	-	-
Holdings notes - Access restrictions	Remove all	-	-	-
Holdings notes - Access restrictions	Remove mark as staff only	-	-	-
Holdings notes - Binding	Add note	Text field, Staff only check box	-	-
Holdings notes - Binding	Change note type	Select note type	-	-
Holdings notes - Binding	Find (full field search)	Input text	Remove	-
Holdings notes - Binding	Find (full field search)	Input text	Replace with	Input text
Holdings notes - Binding	Mark as staff only	-	-	-
Holdings notes - Binding	Remove all	-	-	-
Holdings notes - Binding	Remove mark as staff only	-	-	-
Holdings notes - Copy note	Add note	Input text, Staff only check box	-	-
Holdings notes - Copy note	Change note type	Select note type	-	-
Holdings notes - Copy note	Find (full field search)	Input text	Remove	-
Holdings notes - Copy note	Find (full field search)	Input text	Replace with	Input text
Holdings notes - Copy note	Mark as staff only	-	-	-
Holdings notes - Copy note	Remove all	-	-	-
Holdings notes - Copy note	Remove mark as staff only	-	-	-
Holdings notes - Electronic bookplate	Add note	Input text, Staff only check box	-	-
Holdings notes - Electronic bookplate	Change note type	Select note type	-	-
Holdings notes - Electronic bookplate	Find (full field search)	Input text	Remove	-
Holdings notes - Electronic bookplate	Find (full field search)	Input text	Replace with	Input text
Holdings notes - Electronic bookplate	Mark as staff only	-	-	-
Holdings notes - Electronic bookplate	Remove all	-	-	-
Holdings notes - Electronic bookplate	Remove mark as staff only	-	-	-
Holdings notes - Note	Add note	Input text, Staff only check box	-	-
Holdings notes - Note	Change note type	Select note type	-	-
Holdings notes - Note	Find (full field search)	Input text	Remove	-
Holdings notes - Note	Find (full field search)	Input text	Replace with	Input text
Holdings notes - Note	Mark as staff only	-	-	-
Holdings notes - Note	Remove all	-	-	-
Holdings notes - Note	Remove mark as staff only	-	-	-

To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to save the changes to the matched holdings records.
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Suppress from discovery

To suppress the matched Inventory-holdings records from discovery in the Bulk edit app:

Click the Actions > Start bulk edit.
Under Options, click the drop-down list and select the Field you want to edit.
Under Actions, click Select action and select the action you want to apply to the Holdings records. The following Actions are available to bulk edit the Suppress from discovery field in the matching Holdings records:
- Set false.
- Set true.
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click [Download preview*. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matched holdings records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Inventory - instances

In the Bulk edit app, the Fields that can be changed in Inventory-instance records include:

Instances and Administrative data
- Administrative note
- Instance note
- Staff suppress
- Suppress from discovery
Instances and with source MARC (POC)
- 5xx fields
- 9xx fields

Instances and Administrative data

Administrative data, Instance notes, 5XX, and 9XX fields in multiple FOLIO Instance and MARC Instance records can be changed simultaneously using the Bulk edit app. For more information, see FOLIO Instances - Editing Administrative Data and Instance Notes or MARC Instances - Editing Administrative Data, 5XX and 9XX fields.

Administrative note

To perform a bulk edit on the Administrative note field:

Click Actions > Start bulk edit > Instances and Administrative data.
Under Options, click the drop-down list and select the Field you want to edit.
Under Actions, click Select action and select the action you want to apply to the Instance records. The following Actions are available to bulk edit the Administrative field in the matching Instance records:

Actions	Data	Actions	Data
Add note	Input text	-	-
Change note type	Select value	-	-
Find (full field search)	Input text	Remove	-
Find (full field search)	Input text	Replace with	Input text
Remove all	-	-	-

To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matched holdings records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Instance note

To perform a bulk edit on the Instance note field:

Click Actions > Start bulk edit > Instances and Administrative data.
Under Options, select the Instance note from the drop-down list.
Click Actions to select the action you want to apply from the drop-down list. The following Actions are available to bulk edit the Instance note field in the matching Instance records:

Actions	Data	Actions	Data
Add note	Input text	-	-
Change note type	Select value	-	-
Find (full field search)	Input text	Remove	-
Find (full field search)	Input text	Replace with	Input text
Mark as staff only	-	-	-
Remove all	-	-	-
Remove mark as staff only	-	-	-

To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matched holdings records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Staff suppress

To suppress the matched Inventory-instance records from staff view:

Click Actions > Start bulk edit > Instances and Administrative data.
Under Options, select Staff suppress from the drop-down list.
Click Actions to select the action you want to apply from the drop-down list. The following Actions are available to bulk edit the Staff suppress option in the matching Instance records:
- Set false.
- Set true.
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matched holdings records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Suppress from discovery

To suppress the matched Inventory-instance records from discovery:

Click Actions > Start bulk edit > Instances and Administrative data.
Under Options, select Staff suppress from the drop-down list.
Click Actions to select the action you want to apply from the drop-down list. The following Actions are available to bulk edit the Suppress from discovery field in the matching Instance records:
- Set false.
- Set true.
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. The selected action will be applied to the matched instance records. A new window will appear with a preview of the first 10 records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matched holdings records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Instances with source MARC (POC)

To perform a bulk edit on the 5xx or 9xx fields in the matched Inventory-instance records:

Click Actions > Start bulk edit > Instances with source MARC (POC).
Input the MARC field tag only 5xx and 9xx supported
Change indicators 1 and 2 as required.
Indicate subfield
Click Actions to select the action you want to apply from the drop-down list. The following Actions are available to bulk edit the 5xx or 9xx fields in the matching Instance records:

Field	ln. 1	ln. 2	Subfield	Actions	Data	Actions	Data
Input text	Input text	Input text	Add	Input text	-	-	-
Input text	Input text	Input text	Add	Input text	Additional subfield	-	-
Input text	Input text	Input text	Find (entire subfield search)	Input text	Append	Input text	Input text
Input text	Input text	Input text	Find (entire subfield search)	Input text	Remove field	-	-
Input text	Input text	Input text	Find (entire subfield search)	Input text	Remove subfield	-	-
Input text	Input text	Input text	Replace with	Input text	-	-	-

To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. The selected action will be applied to the matched instance records. A new window will appear with a preview of the first 10 records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The modal will close and you can continue editing.
- To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
- Click Commit changes to apply the bulk edit changes to the matched holdings records. The modal closes and the message at the top of the Bulk edit pane displays the number of successfully changed records.
To download the list of changed records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Inventory - items

In the Bulk edit app, the Fields that can be changed in Inventory-item records include:

Administrative note
Check in note
Check out note
Item notes
Item status
Loan type
Location
Suppress from discovery

To identify Inventory-item records for bulk edit:

In the Set criteria pane, ensure Record types is set to Inventory - items.
Identify item records for bulk edit by using the Identifier or Query method.
Preview the list of matching item records in the Preview of record matched pane.
(Optional): Download the matched item records as a .csv file.
(Optional): Download errors in the matched item records as a .csv file.

Administrative note

To bulk edit the Administrative note in the matched Inventory-items records:

Click Actions > Start bulk edit.
Under Options, click the drop-down list and select the field you want to edit.
Under Actions, click Select action and select the action you want to apply to the Item records. The following Actions are available to bulk edit the Administrative note field in the matching Item records:

Actions	Data	Actions	Data
Add note	Input text	-	-
Change note type	Select value	-	-
Find (full field search)	Input text	Remove	-
Find (full field search)	Input text	Replace with	Input text
Remove all	-	-	-

To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 item records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
- To preview the entire list of matched item records, click Download preview. A .csv file is downloaded to your local device.
- To run the bulk edit and save changes to the matched item records, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
To download the list of changed item records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Check in note

To bulk edit the Check in note in the matched item records:

Click Actions > Start bulk edit.
Under Options, click the drop-down list and select the field you want to edit.
Under Actions, click Select action and select the action you want to apply to the Item records. The following Actions are available to bulk edit the Check in note field in the matching Item records:

Actions	Data	Actions	Data
Add note	Input text; Staff only checkbox	-	-
Change note type	Select value	-	-
Duplicate to	-	-	-
Find (full field search)	Input text	Remove	-
Find (full field search)	Input text	Replace with	Input text
Mark as staff only	-	-	-
Remove all	-	-	-
Remove mark as staff only	-	-	-

To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 item records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
- To preview the entire list of matched item records, click Download preview. A .csv file is downloaded to your local device.
- To run the bulk edit and save changes to the matched item records, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
To download the list of changed item records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Check out note

To bulk edit the Check out note in the matched Item records:

Click Actions > Start bulk edit.
Under Options, click the drop-down list and select the field you want to edit.
Under Actions, click Select action and select the action you want to apply to the item records. The following Actions are available to bulk edit the Check out note field in the matching Item records:

Actions	Data	Actions	Data
Add note	Input text; Staff only checkbox	-	-
Change note type	Select value	-	-
Duplicate to	-	-	-
Find (full field search)	Input text	Remove	-
Find (full field search)	Input text	Replace with	Input text
Mark as staff only	-	-	-
Remove all	-	-	-
Remove mark as staff only	-	-	-

To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 item records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
- To preview the entire list of matched item records, click Download preview. A .csv file is downloaded to your local device.
- To run the bulk edit and save changes to the matched item records, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
To download the list of changed item records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Item notes

To bulk edit an Item note in the matched Inventory-item records:

Click Actions > Start bulk edit.
Under Options, click the drop-down list and select the field you want to edit.
Under Actions, click Select action and select the action you want to apply to the item records. The following Actions are available to bulk edit the Item note field in the matching Item records:

Actions	Data	Actions	Data
Add note	Input text; Staff only checkbox	-	-
Change note type	Select value	-	-
Duplicate to	-	-	-
Find (full field search)	Input text	Remove	-
Find (full field search)	Input text	Replace with	Input text
Mark as staff only	-	-	-
Remove all	-	-	-
Remove mark as staff only	-	-	-

To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 item records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
- To preview the entire list of matched item records, click Download preview. A .csv file is downloaded to your local device.
- To run the bulk edit and save changes to the matched item records, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
To download the list of changed item records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Item status

To bulk edit the item status field in the matched Inventory-item records:

Click Actions > Start bulk edit.
Under Options, select Item status.
Under Actions, Replace with is pre-selected and is the only action available for changing Item status.
Under Data, select a new Item status from the Select item status drop-down:
- Available
- Missing
- Withdrawn
- In process
- In process (non-requestable)
- Intellectual item
- Long missing
- Restricted
- Unavailable
- Unknown
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 item records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
- To preview the entire list of matched item records, click Download preview. A .csv file is downloaded to your local device.
- To run the bulk edit and save changes to the matched item records, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
To download the list of changed item records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Loan type

To bulk edit the Loan type in the matched Inventory-item records:

Click Actions > Start bulk edit.
Under Options, select Loan type.
Under Actions, select the action you want to apply to the item records. The following Actions are available to bulk edit the Loan type field in the matching Item records. Note that Replace with is preselected and is the only Action available for changing Permanent loan type.

Options	Actions	Data
Permanent loan type	Replace with (pre-selected)	Select Loan type
Temporary loan type	Clear field	-
Temporary loan type	Replace with	Select Loan type

Loan types are configured in Settings > Inventory. See Settings > Inventory > Loan types for more information.

To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 item records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
- To preview the entire list of matched item records, click Download preview. A .csv file is downloaded to your local device.
- To run the bulk edit and save changes to the matched item records, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
To download the list of changed item records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Location

To bulk edit the Location in the matched Inventory-item records:

Click Actions > Start bulk edit.
Under Options, select the field you want to edit.
Under Actions, click Select action and select the action you want to apply to the item records. The following Actions are available to bulk edit the Location field in the matching Inventory-item records:

Options	Actions	Data
Permanent location	Clear field	-
Permanent location	Replace with	Select Location from drop-down or Location lookup
Temporary location	Clear field	-
Temporary location	Replace with	Select Location from drop-down or Location lookup

Locations are configured in Settings > Tenant. See Settings > Tenant > Location setup for more information.

To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 item records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
- To preview the entire list of matched item records, click Download preview. A .csv file is downloaded to your local device.
- To run the bulk edit and save changes to the matched item records, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
To download the list of changed item records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Suppress from discovery

To suppress the matched Inventory-item records from discovery in the Bulk edit app:

Click Actions > Start bulk edit.
Under Options, click the drop-down list and select the field you want to edit.
Under Actions, select the action you want to apply to the item records. The following Actions are available to bulk edit the Suppress from discovery field in the matching Item records:
- Set false.
- Set true.
To edit an additional field during the same bulk edit job, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 item records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
- To preview the entire list of matched item records, click Download preview. A .csv file is downloaded to your local device.
- To run the bulk edit and save changes to the matched item records, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
To download the list of changed item records, click the Actions button at the top right of the pane. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Users

In the Bulk edit app, it is possible to change any and all fields in multiple user records simultaneously, depending on which method is used to identify matching records.

Start bulk edit: Allows editing of the Email, Expiration date, and the Patron group fields within the Bulk edit app. This approach is available in the Identifier and the Query methods.
Start bulk edit (Local): Allows editing of any and all fields of the matching user records by applying changes via an external .csv file uploaded to the Bulk edit app. This approach is available in the Identifier approach only.

To identify User records for bulk edit:

In the Set criteria pane, ensure Record types is set to Users.
Identify user records for bulk edit by using the Identifier or Query method.
Preview the list of matching user records in the Preview of record matched pane.
(Optional): Download the matched user records as a .csv file.
(Optional): Download errors in matched user records as a .csv file.

Start bulk edit

The Start bulk edit approach allows bulk edit to change the Email, Expiration Date, and Patron Group fields in matching user records. Bulk edit may be performed on each of these fields individually or simultaneously. The Start bulk edit approach is available in the Identifier and Query methods for identifying matching user records.

The Options and Actions available to perform bulk edit on matched User records depend on the selected Field.

Click Actions > Start bulk edit.
Under Options, click the drop-down list and select the field you want to edit: Email, Expiration date, or Patron group. The Actions available for bulk edit are pre-selected based on the selected Options.
Under Data, input text in the text field or input date/select date from calendar picker as appropriate for the selected option.

Option	Action	Data	Action	Data
Email	Find (pre-selected)	Input text	Replace with (pre-selected)	Input text
Expiration date	Replace with (pre-selected)	Input date	-	-
Patron group	Replace with (pre-selected)	Select value	-	-

To edit an additional field, click the + sign near the end of the row. Another row will appear under the existing row(s).
To remove a field, click the trash can icon at the end of the row you want to remove.
Click Confirm changes. A new window will appear with a preview of the first 10 item records to be changed.
The Preview of records to be changed will appear in the Are you sure? modal with options of Keep editing, Download preview, or Commit changes.
- To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
- To preview the entire list of matched item records, click Download preview. A .csv file is downloaded to your local device.
- To run the bulk edit and save changes to the matched item records, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
To change the column headings in the Preview of record changed table, click Actions and select or deselect the fields in the Show columns list as appropriate.
To download the list of changed user records, click Actions > Download changed records (CSV).

Start bulk edit (Local)

The Start bulk edit (Local) function allows the user to perform a bulk edit on user records edited locally (external to FOLIO) by uploading a .csv file of the changed, or edited, user records. Any and all fields in user records can be changed using the Bulk edit (Local) approach.

To perform bulk edit on user records using the Start bulk edit (Local) approach:

After identifying user records, click Actions > Download matched records (CSV) to download a .csv file of the matched user records; or select Actions > Download errors (CSV) to download a .csv file of records that did not match your selected record identifier.
Edit the downloaded .csv file and make changes to the user records in the file itself. Save the edited .csv file to your computer.
Click Actions > Start bulk edit (Local).
In the Bulk edit window, Drag and drop the .csv file into the Upload CSV file with edited records box, or click or choose file to upload the .csv file from your computer. If the .csv file is uploaded successfully, the confirmation message, (Name of File).csv successfully uploaded, displays in a new window.
Click Next. The warning message, (Number of) records will be updated if the Commit changes button is clicked. appears in a new window.
Click Commit changes. Bulk edit will apply and save the local changes to the matched user records in FOLIO.

Logs

The Bulk edit app allows users to preview bulk edit logs based on set criteria and download a .csv file associated with a bulk edit job.

Preview bulk edit logs

The options available for setting criteria include: Statuses, Record types, Started, Ended, and User.

To set criteria and preview bulk edit logs:

Click on the Logs tab in the Set criteria pane.
Under the Statuses accordion, select the status for the bulk edit log by checking the appropriate box:
- New
- Retrieving records
- Saving records
- Data modification
- Reviewing changes
- Completed
- Completed with errors
- Failed
Under the Record types accordion, select the record type for the bulk edit log by checking the appropriate box:
- Inventory - holdings
- Inventory - instances
- Inventory - items
- Users
In the Started accordion, use the calendar icon or type in the date using the YYYY-MM-DD format in the From and To fields to limit the preview by the start date of the bulk edit. Click Apply.
In the Ended accordion, use the calendar icon or type in the date using the YYYY-MM-DD format in the From and To fields to limit the preview by the end date of the bulk edit. Click Apply.
In the Users accordion, select the user, or FOLIO account, that ran the bulk edit job from the Choose user drop-down list.
A list of bulk edit logs displays in the Bulk edit logs pane. The number of bulk edit logs in the preview displays at the top of the pane as (number of) records found. The column headings display the following criteria for each bulk edit log:
- Record type: type of records changed in the bulk edit job
- Status: status of the bulk edit job
- Editing: method of bulk edit used
- # of records: number of records retrieved for bulk edit job
- Processed: number of records changed in bulk edit job
- Started: start date and start time of bulk edit job
- Ended: end date and end time of bulk edit job
- Run by: user or FOLIO account used to run the bulk edit job
- ID: system-generated number assigned to the bulk edit job

Download a bulk edit log file

In the Bulk edit app, a file used to run a bulk edit job can be downloaded and saved from the Bulk edit logs pane. Bulk edit log files are available for download for 30 days after the bulk edit job is completed.

To download a file associated with a bulk edit log:

In the Bulk edit logs pane, click on the ellipses (…) in the Actions column next to the appropriate Bulk edit log.
Select the appropriate action from the Download drop-down list. The types of files available for download depend on the method used to identify records for bulk edit, the type of records changed, and/or the presence of errors during the matching or bulk edit process.
- File that was used to trigger the bulk edit
- File with identifiers of the records affected by bulk update
- File with the preview of proposed changes
- File with errors encountered during the record matching
- File with updated records
- File with errors encountered when committing the changes.
- File with errors encountered during the record matching
Depending on the web browser settings, the file can be opened and/or saved to your computer.

Last modified January 8, 2025