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How to make all items in a branch unavailable in WMS and WorldCat Discovery

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Applies to

  • WorldShare Circulation
  • WorldCat Discovery
  • WorldShare Management Services (WMS)

Resolution

If a branch is closing temporarily or permanently, you may wish to make all items in the branch unavailable in both WorldShare Circulation and WorldCat Discovery.

  1. Go to OCLC Service Configuration (worldcat.org/config) > WMS Circulation > Collection Type Policy and find the policy for this branch location, or create one if one doesn't already exist. Under Default item status, choose Unavailable, and save your changes. This will make it so any of this location's items you check in in the future will be marked unavailable.
     
  2. Changing the default item status does not change the status of the actual items in WMS Circulation or WorldCat Discovery automatically. To force the items to change status in WMS Circulation, it is necessary to scan the items through Check In OR resave the LHR (with or without making changes). If you have many items that you need to update, you can make a change in bulk to the LHRs using a record work list. You can then undo the change if necessary. Below are steps to update the LHRs in bulk:
    1. Conduct your search in Record Manager. Using the following:
      Data type: Local Holding Records
      Scope: My LHRs
      Index: Branch/shelving Location
      Branch: Choose your branch
      Shelving: blank (to make this blank you can click on the active shelving location to deselect it)
      Click Search.
    2. Select Send to Record Work List > All Records. The first 9,000 of these will be sent to a Record Work List. You will need to select an existing Record Work List OR  > Create the Work List and select Create and Send to List.
    3. Open Record Work Lists >  LHR tab.
    4. Under Script Information, select Edit Action > Select Base Script from the drop-down list.
    5. Under Script Name, choose Add 852 or 876 Note.
    6. Choose Field: 876.
    7. Add text to the Subfield $x - Nonpublic note. Type something very specific that doesn't appear on any of your other LHRs.
    8. At the top of the screen, Select Actions > Edit > All Target records.
      This will add the nonpublic note to the LHRs. The action of making a change to the LHRs is what changes the item status to the default one defined in the Collection Type Policy.
      You can then delete the note by changing Script Name to Delete 852 or 876 Note. Choose field 876, subfield $x. Choose Find Matching Text before Deleting Subfield. Choose Equals from the dropdown. Enter the note you entered earlier. This will find and delete the matching 876$x in any records that contain it.
  3. To make the items display as unavailable in WorldCat Discovery, go to OCLC Service Configuration (worldcat.org/config) > WorldCat Discovery and WorldCat Local > OPAC Statuses, Locations and Circulation Policies > Item Availability from OPAC. Scroll down to edit your OPAC status grid. Add row(s) to the grid to make items with Any Status at the specified location(s) show as unavailable. Make sure to use an asterisk (*) under the OPAC Status Message column instead of typing Any Status manually.

Page ID

66010