Penn State University Libraries - Call Number and Item Maintenance Wizard

Behaviors

Usually, you will want to have the following boxes on the Behaviors tab checked:

The second choice under the "Add call number" heading, "Auto-generate temporary XX call numbers" and the choice "Auto-generate item ID when adding item" are only used in special circumstances, and aren't recommended for everyday use.

Defaults

Your selections under the Default tab will vary from day to day, depending upon what library, item type, and classification scheme you will be working with.  Choose the variables that suit your needs:

Search Preferences

As you get comfortable with searching in the system, you will be able to determine which defaults are most helpful for your work. The following are just suggestions to get you started.

• Type: Most likely you'll want to set the default to KEYWORD or BROWSE.
• Index: You might want to default to General or Title.
• Library: Keep default to ALL

Editor display options

• MARC View:  If selected, the bibliographic information you view will have MARC tagging.
• Descriptive view will show words as well as tags to describe the fields (for example, "Title" as well as 245.) Leave it blank if you don't need the labels - it saves space.

Call number default values

• Library shows the location of the item. All items in Pattee/Paterno stacks areas have a Library of UP-PAT.  You might want to set this as your default.
• Class scheme will be either LCPER (for ALL SERIALS & PERIODICALS with LC classification), SUDOC (for government documents), or ASIS (for free format call numbers).
• Don't check Shadow call number or Show shelving key. We don't use them.

Extended Info Display Options

Go ahead and check both boxes. Staff frequently use both the Staff Note and Public Note in the call number records as a way of communicating to each other and to the public about oddities with the volume.

Item required default values

Type is the item type. You'll find that working with serials means dealing with a variety of item types, so a default setting won't be terribly helpful. Below is a list of the various types of items you will run across and their corresponding Type in WorkFlows:

If an item falls into two categories (such as a newspaper online), use the Item Type Preference sheet to determine which item type to use.

Home location should be set to IN-MARKING -- most of the materials you'll be working with will go on to Cat Marking for call number labels.  The staff in Cat Marking will change the Home location after they have marked the book.

There should be a check in the Permanent box; practically all of our records will be permanent.

Circulate: Keep this box checked. An item's ability to circulate is governed by its Type, not by this box.

Shadow item won't be used often, if at all. Leave it blank.

We don't use the Item optional default values, either, so leave them blank as well.

Helpers

Check all three selections.

Once you have edited the Properties page for this wizard to your satisfaction, click the "OK" button at the bottom of the window.  To leave the page without changing anything, click "Cancel."

Perform your search using whatever method you choose. The example shown to the right used the "Title" index.

After the system has performed your search, two windows will open under the Search window.

The one immediately beneath the search window is a list of items that are matches (or near matches) to your search. One of the items in this list (probably the second one) will be highlighted.

The bottom window contains details pertaining to the highlighted item in the middle window. The "Description" tab shows you the bibliographic record. The "Holdings" tab shows you any MARC holdings information that is attached to this record. Call number and item number information for all libraries that own copies of this title will be in the "Call Number/Item" tab.

Once you have identified the record you need, click the "Modify" button, under the bottom window.

The record will open with to the Call Number/Item information. On the left side is a list of all the call numbers at all the campuses that own volumes of this title. Find a call number that is associated with the Library and Home Location whose holdings you are updating and click on it.

Now click on the "Add Call Number" button at the bottom of the window. If you chose the "Prompt for library" behavior in the Properties window, a pop-up window will appear asking you to select the Library to which this call number belongs. It should be showing whatever you set as the default library. If the Library you need now is not what you set at the default, use the drop-down menu to find the library you need. Click OK.

If you didn't choose the "Prompt for library" behavior, the system will automatically set the call number's Library to whatever you chose as your default. The "Prompt for library" behavior is only useful if you are creating call numbers for a number of different libraries. If you consistently only create call numbers for one library, it's best not to select that behavior.

The call number that you selected will be replicated to the call number list and made the active call number (it will be highlighted in the list on the left). In the pane of the right, the cursor will be positioned at the end of the call number field, the presumption being that the very first thing you're going to want to do is edit the call number.

Change the volume/issue and date information so that it matches the piece in hand. Be sure that there is a |z between the base call number and the volume information. Sometimes WorkFlows doesn't put this delimiter in the right place--it takes its best guess and isn't always right. Sometimes it omits it altogether. The volume in question is volume 76 of Meteorological Magazine, printed in 1947.  Its call number should read:

QC851.M18|zv.76 1947

For a more information of volume designations and dates used in WorkFlows, see Volume/Call Number Maintenance Examples.

The next thing you need to do is assign a barcode. Move your cursor to the Item ID field. If you are using physical barcodes, you can either wand or type in the barcode label's number.  If typing, omit the "A" at the start of the number. If you are using system-generated barcodes, type the word "AUTO" (make sure it's in all capital letters) into the Item ID field. This prompts this system to assign a number to the volume.  It will be two numbers separated by a dash, like this: 1302109-145001.

This is also the time to edit any other fields that might need it, such as Type and Home location.

After you have edited the record to your satisfaction, click the "Save" button. The completed call number record should look like this:

To add another volume to the same record, be sure the call number you are using is highlighted and click the "Add Call Number" button. Repeat steps above.

There are times a library may want two or more copies of a particular volume. To add another copy to an already existing item for the same Library do the following.

Perform a search in WorkFlows using the Call Number and Item Maintenance wizard and retrieve the record for the item. Locate the existing (and usually the first) copy of the volume . Click on this call number to highlight it, and then click the "Add Item" button at the bottom of the window.

In the window to the right you will be prompted to enter the barcode. Update the Type and Home location, as necessary and click the "Save" button.

A second copy for the volume you chose has now been added.

Reviewed June 2012