Create a New Holdings Record

Preconditions: Instance Record exists in Inventory

Steps

1. Navigate to the desired Instance record in Inventory; the selected record will be displayed in the right pane.
2. Select "Add holdings".
3. Fill in required and other relevant fields
   1. Required by system: Permanent location (Location) section.
   2. Required by CUL: Holdings type (Administrative data section) and Holdings statement (Holdings details section) when applicable.
   3. Boxes with arrows have drop-down menus; these can be navigated by scrolling or searched by typing.
4. Select "Save and close" in the lower right.

Expected Result:

Summary of Holdings will appear along with the Instance data in the right pane.

Edit an Existing Holdings Record

Preconditions: a Holdings record has already been created

Steps

1. Navigate to the Instance record and select "View holdings".
2. From the "Actions" menu in the upper right select "Edit".
3. Make desired edits.
4. Select "Save and close" in lower right.
5. Close the Holdings record by clicking the "X" in the upper left.

Expected Results:

Instance displays in right pane. Updates to holdings display here only if they are part of the summary information (such as location, call number).

Delete a Holdings Record

Preconditions: No items are associated with the Holdings record to be deleted and the Holdings record has been suppressed

Holdings records must first be suppressed before they are deleted. (This ensures the change occurs correctly in the public catalog.) Before following the steps below, suppress the holdings, and either wait a minute or two or open the record in the public catalog (you can use the instance hrid to pull it up easily) to verify that the holdings record suppression has occurred.

Steps

1. Navigate to the Instance record and select "View holdings".
2. In the "Actions" menu in the upper right, select "Delete".
3. A confirmation message will display; the record will not delete if there are associated items.

Expected Results:

If no items were associated the Holdings record has been deleted.

Move (Relink) a Holdings Record to a Different Instance

Steps

1. Navigate to the Instance record for the Holdings record you wish to move.
2. In the "Actions" menu in the upper right, select "→Move holdings/items to another instance"
3. You will be prompted to search for the Instance record you want to move the Holdings to. The search menu has the same options as the regular Inventory search. (For example, you can search by hrid or by barcode.)
4. Select the Instance.
5. Both records will display side-by-side.
6. Select the holdings record(s) by checking the box just below the Holdings location and call number display. Do not select the "Select holdings" box–this is for exporting holdings.
7. Click on "Move to" and select the title of the Instance you wish to move the Holdings to.
8. A confirmation will show for the action you are about to take. Select "Continue."
9. A green "toast" will appear briefly if the move has been successful.
10. Close either (or both) records to return to the regular display.

Note: You can initiate this process from either record, that is, the record you wish to move Holdings from or the record you wish to move Holdings to. Once the records are displayed side by side, you can move both Holdings and Items in either direction.

Expected results:

The Holdings record and any associated item(s) will display on the record they have been moved to; they will no longer display with the record they were moved from.

If you need to mark an instance for deletion, follow the steps outlined in Inventory: Deleting Instance Records