Inventory: Item records

Create a New Item Record

Preconditions: Existing Instance and Holdings Record in Inventory

Steps

1. Navigate to the desired Instance record in Inventory; the selected record will be displayed in the right pane
2. Choose the appropriate Holdings record and select "Add Item"
3. Fill in required and other relevant fields
   1. Required: Material type (in Item data section), Permanent Loan Type (in Loan and availability section)
4. Select "Save and close" in the lower right

Expected Result:

New item displays with the associated Holdings in the right pane

Edit an Existing Item Record

Steps

1. View the item record by clicking on the barcode field (either the barcode itself or the text "no barcode")
2. From the Actions menu in the upper right, select "Edit"
3. Make desired changes
4. As soon as you make any changes to the item, the "Save and close" button in the lower right corner will become active. Select "Save and close" to save your changes.

Delete an Item Record

Items with some statuses (such as checked out) cannot be deleted. FOLIO will display an error message (as illustrated) and will not allow the deletion.

If an item has no dependencies (i.e., relationships to other records), it is easily deleted.

Item 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 item and either wait a minute or two.

Steps

1. View the item record by clicking on the barcode field (either the barcode itself or the text "no barcode")
2. From the Actions menu in the upper right, select "Delete"
3. Select "Delete" again to confirm the deletion

Reorder Item Records

As of Iris release there is no way to change the default/stored order of item records within a holdings record. You can, however, change the display order temporarily by sorting.

Sort by the values in any displayed column by clicking on the column header.

For example, sort by status, click on the word "Status"

Future functionality (manually changed the order items are stored) is described in https://issues.folio.org/browse/UXPROD-1625

Default display:

Sorted by Enumeration (still not quite right):

Sorted by Chronology:

Move (Relink) Item Records from One Holdings Record to Another

Preconditions: Holdings and Item records already exist in Inventory

Move Items Within the same Instance

Preconditions: Instance record exists with more than one associated Holdings record

Steps:

1. Navigate to the Instance record
2. In the "Actions" menu in the upper right, select "Move items within an instance"
3. The display will change, with check boxes appearing to the left of each item (the Holdings accordion needs to be expanded)
4. Select the item(s) you wish to move
5. Select "Move to" and then select the Holdings record OR
6. Drag and drop the item(s) you have selected

Expected results:

Item record displays with the Holdings to which it has moved; its effective location and call number reflect that holdings

Note: Once you have activated the ability to move items, an additional option will appear in the Actions menu–Stop items movement within an instance. This will change the display back to the usual view, but will not undo any item movement you have initiated.

Move Items between two different Instance records

Preconditions: a Holdings record exists on the Instance the Items will be moved to

Steps:

1. Navigate to the Instance record with the Item(s) you wish to move
2. In the "Actions" menu in the upper right, select "Move holdings/items to another instance"
3. A search dialog box opens; the search menu has the same options as the regular Inventory search. (For example, you can search by hrid or by barcode)
4. Search for and select the Instance record you wish to move Item(s) to
5. The records will display side-by-side with checkboxes enabled
6. Select the Item record(s) to be moved; to select all items associated with a Holdings record choose the box just above the blue line, next to the text "Item: barcode"
7. Select "Move to" and then select the desired Holdings record OR
8. Drag and drop the Item record(s) over to the desired Holdings record
9. Check the confirmation message to make sure you've selected the correct record
10. Click "Continue"
11. A green success "toast" will appear briefly

Expected results:

Item(s) that have been moved will display with the Holdings record(s) to which they have been moved, along with the associated effective location and call number. They will no longer display with the Holdings record from which they were removed.

Item Statuses

Many item statuses are assigned by FOLIO based on specific actions and cannot be assigned or changed manually through the user interface. For example, an item with status Checked out must be checked in for the status to change.

All possible item status values (comprehensive list - we may not be using all of these):

Aged to lost
Available
Awaiting delivery
Awaiting pickup
Checked out
Claimed returned
Declared lost
In process
In process (non-requestable)
In transit
Intellectual item
Long missing
Lost and paid
Missing
On order
Order closed
Paged
Restricted
Unavailable
Unknown
Withdrawn

More information about item status can be found on the FOLIO wiki