Bulk Edit
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The Bulk Edit app allows a user to apply changes to multiple Inventory or User records simultaneously. A maximum of 100,000 records is allowed for bulk edit.
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. See Bulk edit permissions for more information.
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 about assigning permissions to a user.
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.
Supported fields by record type
In the Bulk edit app, the Fields available for building a query and displaying as column headings in the preview of matched records depend on the Record type selected for the bulk edit. See the appropriate table for more information about supported fields by record type:
Inventory - holdings
| Field name in Bulk edit app | Available for Build query? | Available as column heading in preview of matched records? |
|---|---|---|
| Effective library - Code | YES | YES |
| Effective library - Name | YES | YES |
| Effective location - Code | YES | YES |
| Effective location - Name | YES | YES |
| Holdings - Acquisition method | YES | YES |
| Holdings - Acquisition order format | YES | YES |
| Holdings - Acquisition receipt status | YES | YES |
| Holdings - Administrative notes | NO | YES |
| Holdings - Call number | YES | YES |
| Holdings - Call number prefix | YES | YES |
| Holdings - Call number suffix | YES | YES |
| Holdings - Copy number | YES | YES |
| Holdings - Created date | YES | YES |
| Holdings - Digitization policy | YES | YES |
| Holdings - Electronic access | NO | YES |
| Holdings - Former IDs | NO | YES |
| Holdings - HRID | YES | YES |
| Holdings - Instance UUID | YES | YES |
| Holdings - Notes | NO | YES |
| Holdings - Number of items | YES | YES |
| Holdings - Record version | YES | YES |
| Holdings - Retention policy | YES | YES |
| Holdings - Shelving title | YES | YES |
| Holdings - Statements | NO | YES |
| Holdings - Statements for indexes | NO | YES |
| Holdings - Statements for supplements | NO | YES |
| Holdings - Statistical code names | YES | YES |
| Holdings - Statistical code UUIDs | NO | YES |
| Holdings - Suppress from discovery | YES | YES |
| Holdings - Tags | NO | YES |
| Holdings - Updated date | YES | YES |
| Holdings - UUID | YES | YES |
| Permanent location - Code | YES | YES |
| Permanent location - Name | YES | YES |
| Temporary location - Code | YES | YES |
| Temporary location - Name | YES | YES |
Inventory - instances
| Field name in Bulk edit app | Available for Build query? | Available as column heading in preview of matched records? |
|---|---|---|
| Instance - Administrative notes | NO | YES |
| Instance - Alternative titles | NO | YES |
| Instance - Cataloged date | YES | YES |
| Instance - Classifications | NO | YES |
| Instance - Contributors | NO | YES |
| Instance - Created date | YES | YES |
| Instance - Date 1 | YES | YES |
| Instance - Date 2 | YES | YES |
| Instance - Editions | NO | YES |
| Instance - Electronic access | NO | YES |
| Instance - Format names | YES | YES |
| Instance - Identifiers | NO | YES |
| Instance - Instance HRID | YES | YES |
| Instance - Instance UUID | YES | YES |
| Instance - Languages | YES | YES |
| Instance - Mode of issuance | YES | YES |
| Instance - Notes | NO | YES |
| Instance - Physical descriptions | NO | YES |
| Instance - Previously held | YES | YES |
| Instance - Primary contributor | NO | YES |
| Instance - Publication | NO | YES |
| Instance - Publication range | NO | YES |
| Instance - Record version | YES | YES |
| Instance - Resource title | YES | YES |
| Instance - Resource type | YES | YES |
| Instance - Series | NO | YES |
| Instance - Source | YES | YES |
| Instance - Staff suppress | YES | YES |
| Instance - Statistical code names | YES | YES |
| Instance - Statistical code UUIDs | NO | YES |
| Instance - Subject headings | NO | YES |
| Instance - Suppress from discovery | YES | YES |
| Instance - Tags | NO | YES |
| Instance - Updated date | YES | YES |
| Instance date type - Name | YES | YES |
| Instance status - Code | YES | YES |
| Instance status - Term | YES | YES |
Inventory - items
| Field name in Bulk edit app | Available for Build query? | Available as column heading in preview of matched records? |
|---|---|---|
| Effective call number - Type | YES | YES |
| Effective library - Code | YES | YES |
| Effective library - Name | YES | YES |
| Effective location - Code | YES | YES |
| Effective location - Name | YES | YES |
| Holdings - Acquisition method | YES | YES |
| Holdings - Acquisition order format | YES | YES |
| Holdings - Acquisition receipt status | YES | YES |
| Holdings - Call number | YES | YES |
| Holdings - Call number prefix | YES | YES |
| Holdings - Call number suffix | YES | YES |
| Holdings - Copy number | YES | YES |
| Holdings - Created date | YES | YES |
| Holdings - Digitization policy | YES | YES |
| Holdings - Electronic access | NO | YES |
| Holdings - Former IDs | NO | YES |
| Holdings - HRID | YES | YES |
| Holdings - Instance UUID | YES | YES |
| Holdings - Notes | NO | YES |
| Holdings - Number of items | YES | YES |
| Holdings - Record version | YES | YES |
| Holdings - Retention policy | YES | YES |
| Holdings - Shelving title | YES | YES |
| Holdings - Statements | NO | YES |
| Holdings - Statements for indexes | NO | YES |
| Holdings - Statements for supplements | NO | YES |
| Holdings - Statistical code names | YES | YES |
| Holdings - Statistical code UUIDs | NO | YES |
| Holdings - Suppress from discovery | YES | YES |
| Holdings - Tags | NO | YES |
| Holdings - Updated date | YES | YES |
| Holdings - UUID | YES | YES |
| Instances - Administrative notes | NO | YES |
| Instances - Alternative titles | NO | YES |
| Instances - Cataloged date | YES | YES |
| Instances - Classifications | NO | YES |
| Instances - Contributors | NO | YES |
| Instances - Created date | YES | YES |
| Instances - Date 1 | YES | YES |
| Instances - Date 2 | YES | YES |
| Instances - Editions | NO | YES |
| Instances - Electronic access | NO | YES |
| Instances - Format names | YES | YES |
| Instances - Identifiers | NO | YES |
| Instances - Instance HRID | YES | YES |
| Instances - Instance UUID | YES | YES |
| Instances - Languages | YES | YES |
| Instances - Mode of issuance | YES | YES |
| Instances - Notes | NO | YES |
| Instances - Physical descriptions | NO | YES |
| Instances - Previously held | YES | YES |
| Instances - Primary contributor | NO | YES |
| Instances - Publication | NO | YES |
| Instances - Publication range | NO | YES |
| Instances - Record version | YES | YES |
| Instances - Resource title | YES | YES |
| Instances - Resource type | YES | YES |
| Instances - Series | NO | YES |
| Instances - Source | YES | YES |
| Instances - Staff suppress | YES | YES |
| Instances - Statistical code names | YES | YES |
| Instances - Statistical code UUIDs | NO | YES |
| Instances - Subject headings | NO | YES |
| Instances - Suppress from discovery | YES | YES |
| Instances - Tags | NO | YES |
| Instances - Updated date | YES | YES |
| Item call number - Type | YES | YES |
| Items - Accession number | YES | YES |
| Items - Administrative notes | NO | YES |
| Items - Barcode | YES | YES |
| Items - Chronology | YES | YES |
| Items - Copy number | YES | YES |
| Items - Created date | YES | YES |
| Items - Description of pieces | YES | YES |
| Items - Effective call number | YES | YES |
| Items - Effective shelving order | YES | YES |
| Items - Electronic access | NO | YES |
| Items - Enumeration | YES | YES |
| Items - Item call number | YES | YES |
| Items - Item HRID | YES | YES |
| Items - Item UUID | YES | YES |
| Items - Last check in date time | YES | YES |
| Items - Notes | NO | YES |
| Items - Number of missing pieces | YES | YES |
| Items - Number of pieces | YES | YES |
| Items - Purchase order line identifier | YES | YES |
| Items - Statistical code | YES | YES |
| Items - Status | YES | YES |
| Items - Suppress from discovery | YES | YES |
| Items - Updated date | YES | YES |
| Items - Tag list | NO | YES |
| Items - Version | YES | YES |
| Material type - Name | YES | YES |
| Permanent location - Code | YES | YES |
| Permanent location - Name | YES | YES |
| Temporary location - Code | YES | YES |
| Temporary location - Name | YES | YES |
Users
| Field name in Bulk edit app | Available for Build query? | Available as column heading in preview of matched records? |
|---|---|---|
| Patron group - Name | YES | YES |
| User - Active | YES | YES |
| User - Address | NO | YES |
| User - Barcode | YES | YES |
| User - Created by user UUID | YES | YES |
| User - Created date | YES | YES |
| User - Date of birth | YES | YES |
| User - Department names | YES | YES |
| User - Department UUIDs | NO | YES |
| User - Email | YES | YES |
| User - Enrollment date | YES | YES |
| User - Expiration date | YES | YES |
| User - External system ID | YES | YES |
| User - First name | YES | YES |
| User - Last name | NO | YES |
| User - Last name, first name | YES | YES |
| User - Middle name | YES | YES |
| User - Mobile phone | YES | YES |
| User - Phone | YES | YES |
| User - Preferred contact type | YES | YES |
| User - Preferred first name | YES | YES |
| User - Proxy for | NO | YES |
| User - Tags tag list | NO | YES |
| User - Type | YES | YES |
| User - Updated by User UUID | YES | YES |
| User - Updated date | YES | YES |
| User - User created date | YES | YES |
| User - User updated date | YES | YES |
| User - User UUID | YES | YES |
| User - Username | YES | YES |
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.
The maximum number of records allowed for bulk edit is 100,000. If more than 100,000 records are identified, the query or list of record identifiers must be modified in order to perform the bulk edit.
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 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 UUIDs |
| Inventory - items | Item HRIDs |
| Inventory - items | Item former identifiers |
| Inventory - items | Item accession numbers |
| Inventory - items | Holdings UUID |
| Users | User UUIDs |
| Users | User Barcodes |
| Users | External IDs |
| Users | Usernames |
- 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 an error message, “filename is formatted incorrectly. Please correct the formatting and upload the file again” displays.
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. See Supported fields by record type for more information.
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 Supported 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.
- If the query returns more than 100,000 records, this message appears: Warning: this query returns more records than the maximum allowed. Modify the query to limit your results.
- 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.
The maximum number of records allowed for bulk edit is 100,000. If more than 100,000 records are identified, the query or list of record identifiers must be modified in order to perform the bulk edit.
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. The Fields available for display as column headings are based on the selected Record type. See Supported fields by record type for more information about available column headings.
- 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:
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:
| Option | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Administrative note | Add note | Text field | - | - |
| Administrative note | Change note type | Select note type | - | - |
| Administrative note | Find (full field search) | Input text | Remove | - |
| Administrative note | Find (full field search) | Input text | Replace with | Input text |
| Administrative note | 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:
| Option | 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:
| Option | 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:
| Option | 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.
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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
- Instances with source MARC (POC)
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:
| Option | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Administrative note | Add note | Input text | - | - |
| Administrative note | Change note type | Select value | - | - |
| Administrative note | Find (full field search) | Input text | Remove | - |
| Administrative note | Find (full field search) | Input text | Replace with | Input text |
| Administrative note | 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:
| Option | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Instance note | Add note | Input text | - | - |
| Instance note | Change note type | Select value | - | - |
| Instance note | Find (full field search) | Input text | Remove | - |
| Instance note | Find (full field search) | Input text | Replace with | Input text |
| Instance note | Mark as staff only | - | - | - |
| Instance note | Remove all | - | - | - |
| Instance 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 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:
| Option | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Administrative note | Add note | Input text | - | - |
| Administrative note | Change note type | Select value | - | - |
| Administrative note | Find (full field search) | Input text | Remove | - |
| Administrative note | Find (full field search) | Input text | Replace with | Input text |
| Administrative note | 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:
| Option | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Check in note | Add note | Input text; Staff only checkbox | - | - |
| Check in note | Change note type | Select value | - | - |
| Check in note | Duplicate to | - | - | - |
| Check in note | Find (full field search) | Input text | Remove | - |
| Check in note | Find (full field search) | Input text | Replace with | Input text |
| Check in note | Mark as staff only | - | - | - |
| Check in note | Remove all | - | - | - |
| Check in 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 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:
| Option | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Check out note | Add note | Input text; Staff only checkbox | - | - |
| Check out note | Change note type | Select value | - | - |
| Check out note | Duplicate to | - | - | - |
| Check out note | Find (full field search) | Input text | Remove | - |
| Check out note | Find (full field search) | Input text | Replace with | Input text |
| Check out note | Mark as staff only | - | - | - |
| Check out note | Remove all | - | - | - |
| Check out 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 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:
| Option | Actions | Data | Actions | Data |
|---|---|---|---|---|
| Item note | Add note | Input text; Staff only checkbox | - | - |
| Item note | Change note type | Select value | - | - |
| Item note | Duplicate to | - | - | - |
| Item note | Find (full field search) | Input text | Remove | - |
| Item note | Find (full field search) | Input text | Replace with | Input text |
| Item note | Mark as staff only | - | - | - |
| Item note | Remove all | - | - | - |
| Item 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 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.
| Option | 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:
| Option | 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.
- Under Actions, click Select action and select the action you want to apply to the user records. The following Actions are available to bulk edit the matching User records:
| Option | Action | Data | Action | Data |
|---|---|---|---|---|
| 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.
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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
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Depending on the web browser settings, the file can be opened and/or saved to your computer.