Formats & Status

 

Formats and Status

In this section, learn about:

  • How Aspen determines format from the bib record
  • Defining item information
  • Format mapping
  • Status mapping

  

No matter how you've set up formats and statuses for your collection, Aspen Discovery provides multiple options for mapping, displaying, and suppressing records and item information.

  

  

Determining Format

Within Aspen Administration > ILS Integration > Indexing Profiles > Format Information you can configure format information. 

You can choose to load format from the Bib Record or Item Record.

 

Bib Record: Aspen will only look at the bib record to determine format. This means the formats will come from Aspen's bib-level format determination rules. (Sierra libraries also have the option to define format using mat type.)

Item Record: Aspen will use item data as defined on the format map, and will only resort to bib-level rules if the item data isn't defined on the format map. Valid item data includes item types, shelving locations (Koha only), and/or collection codes (Koha only).

Click here to view a flowchart showing how Aspen determines format based on your configuration.

 

When labeling formats, do not use parentheses ( ) in the Format column. You can use - or * instead. Example: use "Book - New" instead of "Book (New)"

 

Bib Level Format Determination

Assigning Format Based on Bibliographic Record Data

Aspen has the capability to assign format based on bibliographic record data, instead of specific item data (ie item types).

The settings to enable this are located within ILS Integration > Indexing Profile > Format Information > Load Format From, then switch to "Bib Record." Aspen Discovery checks the record data against rules based on the MARC 21 Format for Bibliographic Data manual from the Library of Congress. The final format decision is based on the rules below. 

In the rules below, Aspen is checking the fields in this order:

  1. Every MARC field except the 007 and the leader
  2. Fallback format (if defined in settings)
  3. 007
  4. Leader

Aspen also checks all 250 fields rather than just the first 250 field when determining format.

If the only format detected with the bib rules is "Book," OR if no bib-level formats are found, Aspen will check the Fallback Format field (if defined).

By default, this table is sorted in alphabetical order by Format Display. Use the search box below to locate a specific format or format value.

 

  If Aspen finds any of the following formats based on the rules outlined in the below table, these will override any other found formats:

  • CompactDisc
  • GraphicNovel
  • LargePrint
  • Kinect
  • XBox360
  • PlayStation
  • PlayStation3
  • PlayStation4
  • Wii
  • WiiU
  • 3DS
  • WindowsGame
  • LibraryOfThings
  • CD+DVD
  • VoxBooks

You can translate the formats and the way they are displayed to the patron in ILS Integration > Indexing Profile > Format Information.

 

Value Format Display Rule
4K/Blu-ray 4K / Blu-ray Combo If the 250a or 538a contain "4k ultra hd and blu-ray" or "4k ultra hd + blu-ray"
4K/Blu-ray 4K / Blu-ray Combo If the 250a or 538a contain "4k ultra hd blu-ray disc and blu-ray" or "4k ultra hd blu-ray disc + blu-ray"
4KBlu-ray 4K Blu-ray If the 300, except for contains "4k" AND "blu-ray" or "bluray"
ArtOriginal Original Art If position 6 of the leader = "R" and position 33 of the 008 = "A"
Atlas Atlas If position 0 = "A" and position 1 = "D"
SoundRecording Audio In the 007, if position 0 = "S" and position 1 does not equal "D" or "S"
SoundRecording Audio In the leader, If position 6 = "I"
SoundCassette Audiobook Cassette If the 245h, 245k, or 245p contains "sound recording-cass"
SoundCassette Audiobook Cassette In the 007, if position 0 = "S" and position 1= "S"
SoundCassette Audiobook Cassette If the subfields in the 300, except for subfield 'e', contains "sound cassettes"
SoundDisc Audiobook CD In the 007, if position 0 = "S" and position 1 = "D" AND position 3 is not between "A" and "F" and position 3 is not between "K" and "R"
SoundDisc Audiobook CD If the bib info contains indicators for "SoundRecording" and "CDROM" then the format value will be "SoundDisc"
SoundDisc Audiobook CD If the bib info contains indicators for "CD" and "SoundDisc" then the format value will be "SoundDisc"
SoundDisc Audiobook CD If the bib info contains indicators for "CompactDisc" and "SoundDisc" then the format value will be "SoundDisc"
MP3Disc Audiobook MP3-CD If the subfields in the 300, except for subfield 'e', contain "mp3"
Blu-ray Blu-ray If the subfields in the 300, except for subfield 'e', contain "bluray" or "blu-ray"
Blu-ray Blu-ray If the 538a contains "bluray" OR "blu-ray"
Blu-ray/DVD Blu-ray / DVD Combo If the 250a or 538a contains any variation of "blu-ray" AND "dvd" including characters / \ or +
BoardBook Board Book If the 650a or 655a contains "board book" or "board books"
Book Book In the 007, if position 0 = "T" and position 1= "A"
Book Book If no other format has been assigned from the 300 fields, AND the 300$f or 300$a contains a note about the number of pages
Book+CD Book + CD If the 300e contains "CD" or "audio disc" along with a number followed by "p" or "pages" or "volume" or "volumes" or "v." in the 300a
Book+CD-ROM Book + CD-ROM If the 300e contains "CD-ROM" along with a number followed by "p" or "pages" or "volume" or "volumes" or "v." in the 300a (we check for this before Book+CD)
Book+DVD Book + DVD If the 300e contains "dvd"
BookClubKit Book Club Kit If the 245a, 245h, or 245k contain "book club kit"
BookClubKit Book Club Kit If the bib info contains indicators for "Book" and "BookClubKit" then the format value will be "BookClubKit"
BookClubKit Book Club Kit If the bib info contains indicators for "BookClubKit" and "Kit" then the format value will be "BookClubKit"
BookClubKit Book Club Kit If the 250a contains "book club kit"
BookClubKitLarge Book Club Kit - Large Print If the bib info contains indicators for "BookClubKit" & "LargePrint" then the format value will be "BookClubKitLarge"
Braille Braille If position 6 of the leader contains a, t, A, or T and the 008 position 23 is 'f'
Braille Braille In the 007, if position 0 = "F"
CompactDisc CD In the 007, if position 0 = "S" and position 1 = "D" and position 3 = "F"
CompactDisc CD If the bib info contains indicators for "AudioCD" and "CompactDisc" then the format value will be "CompactDisc"
CD+Book CD + Book If the 300e contains "book" or "cd"
ComputerProgram Computer Program If position 6 of the leader = "M" and position 26 of the 008 = "B"
CD+DVD CD + DVD Combo If Aspen reads from the 007 that the format should be "CompactDisc" and "VideoDisc"
Chart Chart In the 007, if position 0 = "K" and position 1 = "N"
Chart Chart If position 6 of the leader = "R" and position 33 of the 008 = "N"
Diorama Diorama If position 6 of the leader = "R" and position 33 of the 008 = "D"
DVD DVD If the 245h or 538a contains "dvd"
DVD DVD If the bib info contains indicators for "VideoDisc" and "DVD" then the format value will be "DVD"
VideoDisc DVD In the 007, if position 0 = "V" and position 1 = "D"
VideoDisc DVD If the bib info contains indicators for "Video" and "VideoDisc" then the format value will be "VideoDisc"
eAudio eAudiobook If the 245h contains "eaudio"
eBook eBook If the 245h contains "ebook"
eJournal eJournal If the 245h contains "ejournal"
Electronic Electronic In the leader, if position 6 = "M" and in the 008, position 26 is NOT a, b, or g
eMagazine eMagazine If the 245h contains "emagazine"
eMusic eMusic If the 245h contains "emusic"
eVideo eVideo If the 245h contains "evideo"
Game Game If position 6 of the leader = "R" and position 33 of the 008 = "G"
GameCube Game Cube If the 250a contains “gamecube”
Globe Globe In the 007, if position 0 = "D"
GoReader GoReader If the 250a or 360b contains "go reader"
Graphic Graphic If position 6 of the leader = "R" and position 33 of the 008 = "K"
GraphicNovel Graphic Novel If the 650a contains "graphic novel" and the 650v does not contain "television adaptation"
GraphicNovel Graphic Novel If the 655a contains "graphic novel" and the 655v does not contain "television adaptation"
GraphicNovel Graphic Novel If the bib info contains indicators for "Book" and "GraphicNovel" then the format value will be "GraphicNovel"
Journal Journal

In the leader, if position 7 = "S" and the 008 position 21 = "P"

Journal Journal In the leader, if position 6 = "R" and the 008 position 33 = "C"
Journal Journal

If a title is both Journal and Book, it will display as Journal

Kit Kit If position 6 of the leader = "R" and position 33 of the 008 = "B"
Kit Kit In the 007, if position 0 = "O"
Kit Kit If the subfields in the 300, except for subfield 'e', contain "Kit"
Kit Kit If the bib contains indicators for "Book" and "Kit" then the format value will be "Kit"
LargePrint Large Print If position 6 of the leader contains a, t, A, or T and the 008 position 23 is 'd'
LargePrint Large Print In the 007, if position 0 = "T" and position 1 = "B"
LargePrint Large Print If the 245h, 245k, 245p, or 655a contains "large print"
LargePrint Large Print If the 250a or 655a contains "large type" or "large print"
LargePrint Large Print If the subfields in the 300, except for subfield 'e', contain "large type" or "large print"
LargePrint Large Print If the bib info contains indicators for "Book" and "LargePrint" then the format vaule will be "LargePrint"
LibraryOfThings Library Of Things If the 655 contains "library of things"
Manga Manga If the 655 contains "manga" or "manga graphic novel"
Manuscript Manuscript If position 6 of the leader = "T"
Manuscript Manuscript If the bib info contains indicators for "Book" and "Manuscript"
Manuscript Manuscript If the bib info contains indicators for "Book" and "Manuscript" then the format value will be "Manuscript"
Map Map If position 6 of the leader = "E" or "F"
Map Map In the 007, if position 0 = "A" and position 1 does not equal "D"
Map Map If the bib info contains indicators for "Atlas" and "Map" then the format will be "Map"
Microfilm Microfilm In the 007, if position 0 = "H"
MicroscopeSlide Microscope Slide If position 6 of the leader = "R" and position 33 of the 008 = "P"
Model Model If position 6 of the leader = "R" and position 33 of the 008 = "Q"
MusicCassette Music Cassette If the bib info contains indicators for "SoundCassette" and "MusicRecording"
MusicCassette Music Cassette If the bib info contains indicators for "SoundCassette" and "MusicRecording" then format value will be "MusicCassette"
MusicCD Music CD If the bib info contains indicators for "MusicRecording" and "CD"
MusicCD Music CD If the bib info contains indicators for "MusicRecording" and "CD" then the format value will be "MusicCD"
MusicRecording Music Recording If position 6 of the leader = "J"
MusicRecording Music Recording If the 008 is six characters or longer and the 6th character is a J
MusicalScore Musical Score If position 6 of the leader = "C" or "D"
MusicalScore Musical Score In the 007, if position 0 = "Q"
MusicalScore Musical Score If the bib info contains indicators for "Book" and "MusicalScore"
MusicalScore If the bib info contains indicators for "Book" and "MusicalScore" then the format value will be "MusicalScore"
Newspaper Newspaper If position 7 of the leader = "S" and the 008 position 21 = "N"
3DS Nintendo 3DS If the 250a contains "nintendo 3ds"
NintendoDS Nintendo DS If the 250a contains "nintendo ds"
NintendoSwitch Nintendo Switch If the 250a or 538a contains “Nintendo switch”
Wii Nintendo Wii If the 250a or 538a contains "nintendo wii"
WiiU Nintendo Wii U If the 250a or 538a contains "wii u" or "WiiU"
NumericData Numeric Data If position 6 of the leader = "M" and position 26 of the 008 = "A"
Phonograph Phonograph In the 007, if position 0 = "S" and position 1 = "D" AND position 3 is between "A" and "E"
Collage Photo In the 007, if position 0 = "K" and position 1 = "C"
Drawing Photo In the 007, if position 0 = "K" and position 1 = "D" or "L"
FlashCard Photo In the 007, if position 0 = "K" and position 1 = "O"
FlashCard Photo If position 6 of the leader = "R" and position 33 of the 008 = "O"
Painting Photo In the 007, if position 0 = "K" and position 1 = "E"
Photo Photo If position 6 of the leader = "K"
Photo Photo In the 007, if position 0 = "K" and position 1 does not equal "C", "D", "E", "F", "G", "O", or "N"
Photonegative Photo In the 007, if position 0 = "K" and position 1 = "G"
Print Photo In the 007, if position 0 = "K" and position 1 = "F" or "J"
PhysicalObject Physical Object If position 6 of the leader = "R" and position 33 of the 008 is NOT a, b, c, d, f, g, i, k, l, n, o, p, q, r, s, t, or w
PhysicalObject Physical Object If position 6 of the leader = "R" and the record has no 008 field
Picture Picture If position 6 of the leader = "R" and position 33 of the 008 = "I"
Playaway Playaway If the 245h, 250a, 260b, 538a, 650a, or 655a contains "playaway"
Playaway Playaway If the 710a contains "playaway digital audio" or "findaway world"
PlayawayBookpack Playaway Bookpack If the 500a contains "playaway bookpack" or "playaway bookpacks" or the 710a contains “playaway bookpack”
PlayawayLaunchpad Playaway Launchpad If the 300a contains "launchpad" OR the 710a or 500 contains “playaway launchpad”
PlayawayView Playaway View If the 250a, 300a, or 710a contains "playaway view"
Wonderbook Playaway Wonderbook If the 250a, 500a, or 710a contains "wonderbook"
PlayStation PlayStation If the 250a or 538a contains "playstation" and does not contain "compatible"
PlayStation2 PlayStation 2 If the 250a or 538a contains "playstation 2" or "ps 2" and does not contain "compatible"
PlayStation3 PlayStation 3 If the 250a or 538a contains "playstation 3" or "ps 3" and does not contain "compatible"
PlayStation4 PlayStation 4 If the 250a or 538a contains "playstation 4" or "ps 4" and does not contain "compatible"
PlayStation5 PlayStation 5 If the 250a or 538a contains "playstation 5" or "ps 5" and does not contain "compatible"
PlayStationVita PlayStation Vita If the 250a or 538a contains "playstation vita" or "ps vita" and does not contain "compatible"
Pop-UpBook Pop-Up Book If the 250a contains "pop-up" or "mini-pop-up"
Pop-UpBook Pop-Up Book If the 650a or 655a contains "pop-up"
Realia Realia If position 6 of the leader = "R" and position 33 of the 008 = "R"
SeedPacket Seed Packet If the 690a contains "seed library"
SensorImage Sensor Image In the 007, if position 0 = "R"
Serial Serial If position 7 of the leader = "S" and the 008 position 21 does not equal "N" or "P"
Serial Serial If the 245h contains "periodical"
Serial Serial

If a title is both Serial and Book, it will display as Serial

Slide Slide In the 007, if position 0 = "G" and position 1 does not equal "T", "C", or "D"
Slide Slide If position 6 of the leader = "R" and position 33 of the 008 = "S"
Transparency Slide In the 007, if position 0 = "G" and position 1 = "T"
Transparency Slide If position 6 of the leader = "R" and position 33 of the 008 = "T"
CDROM Software In the 007, if position 0 = "C" and position 1 = "M" or "O"
ChipCartridge Software In the 007, if position 0 = "C" and position 1 = "B"
DiscCartri Software In the 007, if position 0 = "C" and position 1 = "C"
FloppyDisk Software In the 007, if position 0 = "C" and position 1 = "J"
Software Software In the 007, if position 0 = "C" and position 1 does not equal "A", "B", "C", "F", "H", "J", "M", "O"
Software Software If the subfields in the 300, except for subfield 'e', contain "computer optical disc" and a note about the number of pages
TapeCartridge Software In the 007, if position 0 = "C" and position 1 = "A"
TapeCassette Software In the 007, if position 0 = "C" and position 1 = "F"
TapeReel Software In the 007, if position 0 = "C" and position 1 = "H"
TapeRecording Tape Recording In the 007, if position 0 = "S" and position 1 = "D" AND position 3 is between "K" and "R"
TechnicalDrawing Technical Drawing If position 6 of the leader = "R" and position 33 of the 008 = "L"
Thesis Thesis If the 502a contains "thesis (m.a.)"
Toy Toy If position 6 of the leader = "R" and position 33 of the 008 = "W"
Unknown Unknown If there is no format information
VerticalFile Vertical File If the 500a or 538a contains "vertical file"
VideoCassette VHS In the 007, if position 0 = "M" and position 1 = "F"
VideoCassette VHS In the 007, if position 0 = "V" and position 1 = "F"
VideoCassette VHS If the bib info contains indicators for "Video" and "VideoCassette" then the format value will be "VideoCassette"
Filmstrip Video In the 007, if position 0 = "G" and position 1 = "C" or "D"
Filmstrip Video In the 007, if position 0 = "M" and position 1 = "R"
Filmstrip Video If position 6 of the leader = "R" and position 33 of the 008 = "F"
MotionPicture Video In the 007, if position 0 = "M" and position 1 does not equal "F" or "R"
Video Video If position 6 of the leader = "G"
Video Video In the 007, if position 0 = "V" and position 1 does not equal "C", "D", "F" or "R"
Video Video If the bib info contains indicators for "Video" and "DVD" then the format value will be "Video"
VideoCartridge Video In the 007, if position 0 = "V" and position 1 = "C"
VideoReel Video In the 007, if position 0 = "V" and position 1 = "R"
VideoGame Video Game If position 6 of the leader = "M" and position 26 of the 008 = "G"
VoxBooks VOX Books If the 250a contains "vox"
VoxBooks VOX Books If the 500a contains "vox books", "vox audio", or "vox reader"
WindowsGame Windows Game If the 250a contains "directx"
Xbox360 Xbox 360 If the 250a or 538a contains "xbox" and does not contain "compatible"
Kinect Xbox 360 Kinect If the 250a contains "kinect sensor"
XboxOne Xbox One If the 250a or 538a contains "xbox one" and does not contain "compatible"
XboxSeriesX Xbox Series X If the 250a or 538a contains "xbox series x" and does not contain "compatible"
Default Bib Format Mappings

There are a number of default bib format mappings you can load by deafult into Aspen.

If a library isn't using item-level format determination, these formats may be loaded in for you as a starting point.

Here are the values and formats that will load in when Load Default Bib Format Mappings is clicked:

Value
(Corresponds to values in the Bib Level Documentation)
Format
(Corresponds to what will display in the Format facet)
3DS Nintendo 3DS
4K/Blu-ray 4K / Blu-ray Combo
4KBlu-ray 4K Blu-ray
Adobe_EPUB_eBook EPUB eBook
Adobe_PDF_eBook PDF eBook
ArtOriginal Original Art
Atlas Atlas
Bingepass Bingepass
Blu-ray Blu-ray
Blu-ray/DVD Blu-ray / DVD Combo
BoardBook Board Book
Book Book
Book+CD Book + CD
Book+CD-ROM Book + CD-ROM
Book+DVD Book + DVD
BookClubKit Book Club Kit
BookClubKitLarge Book Club Kit - Large Print
Braille Braille
CD+Book CD + Book
CD+DVD CD + DVD Combo
CDROM Software
Chart Photo
ChipCartridge Software
Collage Photo
CompactDisc CD
ComputerProgram Computer Program
Diorama Diorama
DiscCartridge Software
Disney_Online_Book Online Book
Drawing Photo
DVD DVD
eAudiobook eAudiobook
eBook eBook
eComic eComic
Electronic Electronic
eMagazine eMagazine
eMusic eMusic
epub EPUB eBook
eVideo eVideo
external_eaudio eAudiobook
external_ebook eBook
external_emusic eMusic
external_evideo eVideo
external_web Web Content
externalLink Web Content
externalMP3 MP3
Filmstrip Video
FlashCard Photo
FloppyDisk Software
GameCube Game Cube
gif Image
gifs Image
Globe Globe
GoReader GoReader
Graphic Graphic
GraphicNovel Graphic Novel
interactiveBook Online Book
itunes iTunes
Journal Journal
jpg Image
kindle Kindle eBook
Kindle_Book Kindle eBook
Kinect Xbox 360 Kinect
Kit Kit
LargePrint Large Print
LibraryOfThings Library Of Things
Manuscript Manuscript
Map Map
Microfilm Microfilm
MicroscopeSlide Microscope Slide
Microsoft_eBook eBook
mobi Kindle eBook
Mobipocket_eBook Mobipocket eBook
Model Model
MotionPicture Video
mp3 MP3
MP3Disc Audiobook MP3-CD
MusicalScore Musical Score
MusicCassette Music Cassette
MusicCD Music CD
MusicRecording Music Recording
Newspaper Newspaper
NintendoDS Nintendo DS
NintendoSwitch Nintendo Switch
NOOK_Periodical Nook Periodicals
NumericData Numeric Data
online_resource Online Resource
Open_EPUB_eBook EPUB eBook
Open_PDF_eBook PDF eBook
overdrive OverDrive
OverDrive_Listen OverDrive Listen
OverDrive_MP3_Audiobook MP3 AudioBook
OverDrive_Music eMusic
OverDrive_Read OverDrive Read
OverDrive_Video eVideo
OverDrive_WMA_Audiobook WMA AudioBook
Painting Photo
Palm Palm eBook
pdb Plucker eBook
pdf PDF eBook
Phonograph Phonograph
Photo Photo
Photonegative Photo
PhysicalObject Physical Object
Picture Picture
Playaway Playaway
PlayawayBookpack Playaway Bookpack
PlayawayLaunchpad Playaway Launchpad
PlayawayView Playaway View
PlayStation PlayStation
PlayStation2 PlayStation 2
PlayStation3 PlayStation 3
PlayStation4 PlayStation 4
PlayStation5 PlayStation 5
PlayStationVita PlayStation Vita
plucker Plucker eBook
Pop-UpBook Pop-Up Book
Print Photo
Realia Realia
SeedPacket Seed Packet
SensorImage Sensor Image
Serial Serial
Slide Slide
Software Software
SoundCassette Audiobook Cassette
SoundDisc Audiobook CD
SoundRecording Audio
Streaming_Video eVideo
TapeCartridge Software
TapeCassette Software
TapeRecording Tape Recording
TapeReel Software
TechnicalDrawing TechnicalDrawing
text text
Thesis Thesis
Toy Toy
Transparency Slide
txt Plain Text
Unknown Unknown
VerticalFile Vertical File
Video Video
VideoCartridge Video
VideoCassette VHS
VideoDisc DVD
VideoGame Video Game
VideoReel Video
VoxBooks VOX Books
Web_Content Web Content
Wii Nintendo Wii
WiiU Nintendo Wii U
WindowsGame Windows Game
Wonderbook Playaway Wonderbook
Xbox360 Xbox 360
XboxOne Xbox One
XboxSeriesX Xbox Series X
Format Map

Format Map

The format map is where formats are determined, according either to Aspen's bib-level format rules, or according to the item types/material type codes from your ILS. The format map lives in Aspen Administration > ILS Integration > Indexing Profiles > Scroll to the Format Information section.

 

 

Value

The Value column contains codes from your ILS (ex: item types; mat types) and/or codes from Aspen's default bib-level format rules.

 

Format

This text displays on the format buttons in search results/grouped works. This is what users will actually see.

 

Format Category

These categories correspond to the format category icons that appear above search results. When patrons click the format category "Books," the search results will filter to anything you've assigned to the "Books" category (Large Print, Book, Graphic Novel, etc). The "Other" category is a catch-all that can be used for anything that doesn't fit neatly into one of the other categories, but "Other" does not have its own format category icon for filtering. It is not possible to add new format categories or modify existing ones. However, you can use translation mode to modify the labels of the format category icons in the search results. For example, instead of the label "Movies," you could translate that to "Film & TV" or "Video."

Example: The format of DVD and the format of BLURAY are both "movie"-type formats. When a users clicks the "Movies" format category, the search results will filter to include these formats and any others you've assigned to the "Movies" category.

 

Grouping Category

The grouping category helps Aspen determine which formats should be allowed to group together. While certain intellectual properties may have a variety of works in different formats, they shouldn't necessarily group together. This also helps prevent graphic novels from automatically grouping with print books. 

Example: Batman books and Batman audiobooks will group together, because they will have the shared grouping category of "book;" however, Batman video games ("other") will not group with Batman books ("book"), Batman DVDs ("movie") will not group with Batman books ("book"), etc. 

Example: The format Graphic Novel has a grouping category of "comic." The "comic" grouping category prevents these items from automatically grouping with other book-type items in the "book" grouping category.

 

Format Boost

How relevant the format is in search results.  Example: If a user is searching for "elephants," they're most likely wanting to see books or DVDs about elephants, not microfiche or VHS tapes about elephants.


 

"Applies to..." (Check For Format In...)

As of 24.06, the format map includes a new section of checkboxes to provide more transparency and control over how Aspen determines format. 

The order of options, from left to right, corresponds to the order Aspen will check for formats. The options displayed will appear differently depending on your ILS. 

Here are the configuration options per ILS.

 

Koha:

 

Sierra:

 

Evergreen / Polaris / Symphony:

 

Every value on your format map is coming from somewhere, whether it’s an item type, mat type, shelving location, collection code, or something else. If your library isn’t using item data to determine format, the codes will instead be from Aspen’s bib-level format rules.

 

Formats using Item Level Data

You can think of the different columns as train station stops along a train route. Each checkbox tells Aspen where to “stop” to check for the given format Value.

Let’s take a look at an example for a Koha library. If you have an item type value of “BLURAY”, you know that Aspen should only find that value if it stops at the Item Type station. If the preceding boxes are checked, Aspen will still stop at those stations, but if the value it’s looking for isn’t there, it will keep going until the value is found. Once Aspen finds a matching value, it will stop and use that value for format determination.

All of the boxes are checked in the above example, so Aspen is first stopping in the Shelving Location, Item Sublocation, and Item Collection fields of the item data. In this case, it isn’t necessary to uncheck all the other boxes if you know that your item type values aren’t duplicated anywhere else in your item data.

However, if you want to ensure Aspen only stops to check for format in the item type and nowhere else, you could uncheck all the other boxes so only Item Type is checked:

Aspen will skip the first three “stops” and proceed only to checking for the value in the Item Type data.

Unchecking the other boxes would be necessary if you had duplicate codes in your data. For example, maybe your library has an item type code “DVD” and a shelf location code of “DVD.” But the DVD shelf location is used for both DVDs and Blu-rays, so you don’t want Aspen to use this code for format determination. As long as you have Shelving Location unchecked, Aspen will not “stop” there to check for the value “DVD.”

 

Formats Using Item Level Data + Bib Level Formats

It’s possible to use a combination of item data and bib-level formats. Let’s say your library has an item type of “VIDGAME” which is assigned to all sorts of video games  – Xbox, Playstation, Switch, etc. Instead of the single format of “Videogame,” you might want the format buttons to display the more specific formats representing the gaming systems so patrons can make the right choice. But what if there are no other codes in your item data that would provide indicators of those formats? This is where the bib-level format rules can come in handy.

If we uncheck all the boxes, we tell Aspen to completely ignore this code wherever it might be found in your item data; Aspen won’t “stop” anywhere to look for that code. Instead, it will turn to the bib-level format rules to determine format. (This is functionally the same as the solution used prior to the 24.06 release, which was to delete the contents of the Format field.)

Since the bib-level rules are hard-coded into Aspen, these formats can be used even if they haven’t been added to your format map. Once the records are reindexed, you should see these records appear with the more specific format labels based on gaming system.

When using a mix of item data and bib-level rules to determine format, you have the option to manually add the bib-level values you’re using to the format map which can give you more control over them – for example: being able to adjust the format label, adjust the format boost or hold type rules, etc. Click here to see a list of the bib-level formats. You can also click the Load Default Bib Format Mappings button towards the top of the ILS Indexing Profile settings to load in all possible values for bib-level formats.

 

Formats Using Bib-Level Rules Only

To use Aspen’s bib-level format rules to determine format rather than item data, verify that the Load Format From setting at the top of the Format Information section is set to “Bib Record.” This will ensure that Aspen never considers any item data at all when determining format and will only use the bib-level rules outlined in this section

When clicking the Load Default Bib Format Mappings button towards the top of the ILS Indexing Profile settings, the bib-level values will load in for you and the only column that is checked will be “Applies to Bib Level.”


 

 

Hold Type

What type of holds can be placed on that format. Choose from Bib Only, Item Only, Either Bib or Item, or No Holds Allowed. 

  • Bib Only = Users receive the first available copy according to your circulation rules.
  • Item Only = Users are prompted to select a specific item when placing a hold. This can be helpful for items like Magazines where all volumes of any given magazine title are on a single bibliographic record.
  • Either Bib or Item = When placing a hold, users will have a choice to receive the first available copy OR select a specific item.
  • No Holds Allowed = The "Place Hold" button will not appear next to this format.

 

Suppress?

Check this option if you want to hide the format completely from the Aspen catalog. Note that there are more granular options for hiding items by item type, location, or collection code available in the Item Information section of the ILS Indexing Profile.

 

Pickup at

Users can choose from Any valid location, Holding Library, and Holding Location

  • Any valid location = The library will put it on the courier to any other library in the consortium
  • Holding Library = The library will put it on the courier to any other branch of our library system, but not to another library system
  • Holding Location = The library isn't putting it on a courier but the user can come pick it up where the item is

 

You can map multiple item types to the same format, but only if they have the same hold rules defined in Hold Type. For example, the codes BRDBK and BK are both mapped to the format "Book." They both have Bib Level Hold Type selected. However, you also have a REFBOOK code that is non-holdable. Mapping this to the same format, "Book," but selecting a more restrictive Hold Type such as "No Holds Allowed" will result in ALL "Book" format items appearing as non-holdable. When multiple item codes are mapped to the same format, Aspen will default to the most restrictive hold rule assigned. To avoid this, you could change the Format label of REFBOOK to something like "Book - Reference."

 

Do not use parentheses ( ) when naming formats. You can use - or * when naming formats.

 

Formats display alphabetically in the grouped work display so you may want to think about how the formats are labeled. For example, naming a format "Book - New" instead of "New - Book" or "Audiobook CD" instead of "CD Audiobook"

 

 

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Koha: Item-Level Format Determination

Koha Item-Level Format Determination

For Koha libraries using item-level format determination, Aspen will automatically load in the item type codes from Koha. The item types cannot be deleted when loading formats from the item record; if an item type is deleted from your format map, it will return when the indexing process runs again (within a minute or two).

You can verify whether you're loading format from the item record by checking in the ILS Indexing Profile > Format Information > Load Format From.



IMPORTANT: Do not change this setting unless you are willing and able to modify how all of your formats are determined! If you are unsure, please reach out to your support company for assistance.



If you are using Koha and have selected item-level format determination, Aspen will look at the item record in the following order to see if any values match the values translated on the Format Map:

Shelf Location (952$c) > Sub Location > Collection (952$8) > Item Type (952$y)

This order is reflected in the grid of checkboxes on your format map, from left to right.

 

For example: let's say you have a record for an audiobook, and the item on the record has a shelf location of Mystery, a collection code of Juvenile Fiction, and an item type of AUDIOBK. Aspen will first check the format map for Mystery, then Juvenile Fiction, then AUDIOBK. If AUDIOBK is the only value Aspen finds on the format map, then Aspen will display the value in the Format column for AUDIOBK. See how this looks in the screenshot of the format map below:

 


 


Using Shelf Locations and Collection Codes on the Format Map

Sometimes item types don't match neatly to a specific format. Occasionally libraries will have an item type that could contain a variety of formats. For example, an item type code of VIDEO might actually contain both DVDs and Blu-rays. For patrons, being able to see clearly what type of media format they're choosing can be helpful. If those items have unique shelving locations or collection codes, we can add those to the format map and Aspen can use those first when determinining format.

For example: a Blu-ray item has a shelf location of Juvenile Blu-ray, a collection code of Juvenile Video, and an item type code of VIDEO. We want this item to display with the format label of "Blu-ray" using the shelf location.

As of the 24.06 release, when adding shelving locations or collection codes to the format map, either the authorized value code or the Description can be added to the "Value" column of the format map. For consistency, consider choosing one or the other to use for any additional codes added to your format map. The Authorized Values are typically the most straightforward choice.

Below are examples of two different scenarios. 

 

Complications can arise when there are duplicate values across your item type codes and shelf location/collection codes. For example, if you're using a shelf location or collection code of "DVD" which contains a mix of item types such as DVD and BLURAY; Aspen will find the "DVD" value in the shelving location/collection code first, so will not be able to get to the BLURAY item type. 

Aspen finds the duplicate code "DVD" in the item's shelf location, so it stops and doesn't move on to check elsewhere.

To prevent this, make sure the checkboxes are unchecked for any data points where Aspen should not look for that code. In our example, the BLURAY item type should have the shelf location and collection code boxes unchecked so Aspen will not look for the value in those places. That could look like this:

 

 

Only “Item Type” is checked, which tells Aspen that the given Value should only be used to determine format if it’s found in the Item Type part of your item data.

 



Forcing Bib-level Format Determination when using Item-Level Formats

To force Aspen to follow the bib level format determination rules, uncheck all the boxes within the checkbox grid for that value.

For example, let’s say your library has an item type of “VIDGAME” which is assigned to all sorts of video games  – Xbox, Playstation, Switch, etc. Instead of the single format of “Videogame,” you might want the format buttons to display the more specific formats representing the gaming systems so patrons can make the right choice. But what if there are no other codes in your item data that would provide indicators of those formats? This is where the bib-level format rules can come in handy. Read all the bib level format rules here.

 

 

By unchecking all the boxes, we tell Aspen to completely ignore this code wherever it might be found in your item data; Aspen won’t “stop” anywhere to look for that code. Instead, it will turn to the bib-level format rules to determine format. (This is functionally the same as the solution used prior to the 24.06 release, which was to delete the contents of the Format field.)

 

Once the records reindex, Aspen will use the bib-level format rules to split out anything with the item type of "VIDGAME" into the more specific formats.

 

   

 

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Sierra: Item or MAT Type Format Determination

Libraries using the Sierra ILS have several options for determing format:

  • Only Item Types
  • Item Types and Aspen's Bib Record Rules
  • Only MAT Types
  • MAT Types and Aspen's Bib Record Rules  
  • Aspen's Bib Record Rules only

Learn more about how Aspen determines format at the bib level


Determine Format by Item Type

In Aspen Administration > ILS Integration > Indexing Profiles > Item Information > the iType and Format fields should be set to t.

In Aspen Administration > ILS Integration > Indexing Profiles > Format Information > select Load Format From - Item Record

In the Format Map, add your item type codes in the Value column. In the Format column, enter in the display label for the format.

To utlize a combination of item types and Aspen's bib-level format rules, uncheck all the "Applies To..." boxes for any item types Aspen should ignore in favor of Aspen's bib-level format rules.

 

Determine Format by MAT Type

As of the 23.06 release, Sierra libraries can determine Aspen format by MAT Type.

In Aspen Administration > ILS Integration > Indexing Profiles > Format Information > select Load Format From - Bib Record

In the Format Map, add your MAT Type codes to the Value column. In the Format column, enter in the format display label for each MAT type.

Scroll to the bottom of the page and click Sierra Settings to expand additional options.

Check the box for Check Sierra Material Type during format determination.

To utlize a combination of MAT Type and Aspen's bib-level format rules, uncheck all the "Applies To..." boxes for any MAT types Aspen should ignore in favor of Aspen's bib-level format rules.

 

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Displaying "Large Print" as a Format

Aspen can help split out Large Print copies from the general Book format.

To enable this, go to Aspen Administration > ILS Integration > Indexing Profiles > Format Information, select

Changes to this will take an overnight index.

Aspen will then follow these bib level rules to find the large print titles.

  • If position 6 of the leader contains a, t, A, or T and the 008 position 23 is 'd'
  • In the 007, if position 0 = "T" and position 1 = "B"
  • If the 245h, 245k, 245p, or 655a contains "large print"
  • If the 250a or 655a contains "large type" or "large print"
  • If the subfields in the 300, except for subfield 'e', contain "large type" or "large print"

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Determining Format With Multiple Item Types on One Bib Record

If a bib record has multiple item types the items will split out by format and display separately. Some examples of this include bib records with Reference materials and circulating materials, regularly circulating items and express items, and physical items and online only items.

In this example, there is one bib record with an item type of BOOK and an item type of REFERENCE. Here is the view where Aspen splits the formats out.

Only formats that allow holds will display the hold button.

When placing a hold, the hold will follow the rules of the holdable format if there are multiple formats.

When you click into either the Book or the Reference copy, it takes you to the same Bib record.

On the bib record page, the various formats will display as a comma separated list where record details are displayed.

In the copies panel, all items on the bib record will show, not just the holdable copies.

If the holdable format allows an item level hold, patrons will only be able to select items of the holdable format.

 

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Determining Format for eContent

eContent from the ILS

Aspen will use either the bib-level format rules OR your item data to determine format (depending on your configuration).


Sideloaded eContent

Aspen will first use bib-level format rules to determine the format, the use a separate process to convert the found format into the 'eContent' equivalent. The rules are as follows:

  • If the format is eBook, Book, LargePrint, Manuscript, Thesis, Print, Microfilm, or Kit = sideload format will be eBook
  • If the format is Journal or Serial = sideload format will be eMagazine
  • If the format is SoundRecording, SoundDisc, Playaway, CDROM, SoundCassette, CompactDisc, eAudio, or eAudiobook = sideload format will be eAudiobook
  • If the format is MusicRecording = sideload format will be eMusic
  • If the format is Movies, Video, DVD, or VideoDisc = sideload format will be eVideo
  • If the format is Electronic or Software = sideload format will be Online Materials
  • If the format is GraphicNovel = sideload format will be eComic
  • If any of the following formats are found, the side load format will be the same: MusicalScore, Photo, Map, Newspaper

Per each side load setting, you can also specify a specific format that you want applied to all records in the side load. Click here to read about setting a format for side loads.


eContent via API

 

Boundless (Axis360)

For Boundless records, Aspen will check the formatType and subjects provided in the metadata sent from Boundless. You can find the record metadata by clicking into any Boundless record and opening Staff View. Using CTRL+F/CMD+F is a handy way to search through the data on the page.

eBook: If the formatType is eBook

eAudiobook: If the formatType is eAudiobook

eComic: If the subjects contain "Comics & Graphic Novels" or "Comic and Graphic Books"

 

cloudLibrary

For cloudLibrary records, Aspen will check the 538a in the record for format indicators. You can see the record by clicking into any cloudLibrary record and opening Staff View.

eBook: If the 538a contains Adobe EPUB, Adobe EPUB3, or Adobe PDF

eAudiobook: If the 538a contains MP3

eComic: If the 008 position 24 = 6 (Comics/graphic novels) and/or the 650a contains "graphic novel"

 

hoopla

For hoopla records, Aspen will check [kind] in the metadata sent from hoopla. You can find the record metadata by clicking into any hoopla record and opening Staff View. Using CTRL+F/CMD+F is a handy way to search through the data on the page.

eBook: If kind = EBOOK

eAudiobook: If kind = AUDIOBOOK

eComic: If kind = COMIC

eMusic: If kind = MUSIC

eVideo: If kind = MOVIE or TELEVISION

Binge Pass: If kind = BINGEPASS

 

OverDrive/Libby

For Libby records, Aspen will check the mediaType, formats, and subjects provided in the metadata sent from OverDrive. You can find the record metadata by clicking into any OverDrive record and opening Staff View. Using CTRL+F/CMD+F is a handy way to search through the data on the page.

eBook: If the mediaType is eBook

Kindle: If the formats section of the metadata contains Kindle Book. Note that the eBook and Kindle formats are not separate records; rather, Aspen is taking the Kindle indicator and displaying that in the list of formats for the grouped work so patrons can more easily see when a record has a Kindle option available.

eAudiobook: If the mediaType is Audiobook

eMagazine: If the mediaType is Magazine

eVideo: If the mediaType is Video

eComic: If the metadata contains indicators that the format is an eBook/Kindle and the Subject information within the metadata contain "Comic and Graphic Books"

 

Palace Project

For Palace Project records, Aspen will check the [@type] field provided in the metadata. You can find the record metadata by clicking into any OverDrive record and opening Staff View. Using CTRL+F/CMD+F is a handy way to search through the data on the page.

eBook: If the @type field is http://schema.org/EBook

eAudiobook: If the @type field http://bib.schema.org/Audiobook

 

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Fallback Format

A Fallback Format can be defined as a backup to item or bib-level formats.

Define a fallback format in Aspen Administration > ILS Integration > Indexing Profile > edit the setting > Format Information > Fallback Format Field.

 

Enter in the field and subfield containing the fallback format. Note that control fields (00X) cannot be used for fallback formats as there is no way to specify what position to check.

If format cannot be determined by item data or bib data, Aspen will check the Fallback Format Field, if it's defined.

 

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Display of Copy Information

Item Information

Within Aspen Administration > ILS Integration > Indexing Profiles > Item Information you can configure item settings. Here you can define the item tag, the item record number, call number, location, sub location, shelving location, collection, volume, barcode, item types, format, notes and more. 

From here you can also define the following:

  • Non Holdable Locations
  • Locations To Suppress
  • Collections To Suppress
  • Non Holdable Statuses
  • Statuses To Suppress
  • Non Holdable ITypes
  • ITypes To Suppress
Location, Sub Location, Shelf Location, Status, and Call Number

You have several customization options of how you want your Copy information to display in the item record.

 

1. Location: This location is the Owning Library. If you are a single library system and want to remove this information because it is redundant, you can go to Aspen Administration > ILS Integration > Indexing Profiles > Item Information > uncheck Include Location Name in Detailed Location.

 

2. Sub Location:  The above example shows the Sub Location, though the Sub Location does not display by default. In this example, the library has configured the Sub Location to display their Collection codes. To specify a sub location, navigate to Aspen Administration > ILS Integration > Indexing Profiles > Item Information > Sub Location, then add the subfield you'd like to display. For example, if using the Koha ILS, entering in "8" typically corresponds with Collection Code. However, this can be substituted for another other field according to your ILS export fields and the information you'd like to display.

 

The following information is typically set up by your Aspen support company:

 

3. Shelving Location: Configure this by going to Aspen Administration > ILS Integration > Indexing Profiles > Item Information >

4. Call Number: Configure this information by going to Aspen Administration > ILS Integration > Indexing Profiles > Item Information > Call Number

5. Item Status:  Statuses are mapped in Aspen Administration > ILS Integration > Indexing Profiles > Status Mappings

 

Show a Public/OPAC Note in Copy Information

To add a public note to the copies information:

First, define the item data subfield where the public note is held in ILS Integration > Indexing Profiles > Item Information > Note.

Once added, this will take an overnight index to appear across the catalog.

 

You can find the subfield information in your MARC item data:

Next, go to Aspen Administration > Catalog/Grouped Works > Grouped Work Display > click into the corresponding settings > under Full Record Display check Show Item Notes.

 

Example of where the information displays on the detailed record page under Copies > Note:

 

ILS Specific Information

Koha

In Koha, these public notes are usually stored in subfield z. Here is a screenshot of where the information is stored in the Koha ILS

 

Symphony

In Symphony, these public notes are usually stored in subfield o. PUBLIC notes will show if both the Note and Item Record subfields are filled in Aspen Administration > ILS Integration > Indexing Profiles > Item Information.

 

 

 

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Show Item Due Date

Note: This functionality currently works for Carl.X, Koha, Polaris and the Sierra ILS

You can choose to show the Due Date in the Copies section of the detailed record page:

1. Make sure the Due Date is mapped in Aspen Administration > ILS Integration > Indexing Profiles > Item Information > Due Date

2. Go to Aspen Administration > Catalog/Grouped Works > Grouped Work Displays > click into your library's settings > Full Record Display > check Show Item Due Dates



The due date information should show up immediately (does not require an overnight reindex) if the ILS Indexing profile field was already defined.

 

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Show Last Check-in Date

Last Check-in Date

You can choose to show Last Check-in date.

Make sure the Last Check-in Date is mapped in Aspen Administration > ILS Integration > Indexing Profiles > Item Information > Last Check in Date = d (or other corresponding field where you store your last check-in date) and Last Check In Format = MM/dd/yyyy (see Simple Date Java Documentation

Volume Sort Order

Documentation Coming Soon

Status

Availability Status on the Grouped Work Display

If you are a site with several branches/locations, there are some automatic changes that will happen to the Availability statuses, often depending on the ownership of the item. 

 

 

  • Available at Another Library - This library doesn't own a copy, but another library (specified in Records to Include) has it and it is available
  • Available Online - Available now via an eContent provider
  • Checked Out - Not available at either this library or another library (records owned or records to include). A user will have to wait for the item.
  • Checked Out/ Available Elsewhere - The library's owned copy is checked out (records owned), but another library has an available copy (records to include)
  • It's Here - This status will display if this library owns the item (records owned), it's currently available, the user is accessing the catalog from within your library, AND the IP address setting for this library location has been configured. 
  • On Shelf - Available at the owning library (records owned). This is the default display for available items.

 

To view or modify the records defined in Records to Include:

  1. Navigate to Aspen Administration > Primary Configuration > Library Systems > Select the library you wish to edit > Scroll to the bottom for Records to Include.
  2. To apply to all records, type in:    .*
  3. To apply to specific locations, enter in the branch codes separated with pipes and no spaces.
  4. If the records should be owned, check the box for "Owned."

 

 

These are advanced settings. If you're still not sure what to do with Records Owned or Records to Include, please submit a support ticket and describe what you wish to accomplish. We're more than happy to help!

 

 

If you would like "It's Here" to display for available items when users access your catalog from within your library building:

  1. Visit Aspen Administration > Primary Configuration > IP Addresses
  2. Make sure your library's IP address has been added and "Treat as OPAC" has been checked.
  3. If not, click "Add New" to create the setting and add your IP address.
  4. Next, visit Primary Configuration > Library Systems > Holdings Summary > Check "Show It's Here."

Status Mapping

To map your statuses to your ILS, go to Aspen Administration > ILS Integration > Indexing Profiles > Status Map. Any saved changes to the status map will be reflected after an overnight index.

Value: The status code from your ILS. (In Koha, this is the text in the Description field, not the Authorized Value.)

Status: How you would like your status label to display in the copy information.

Grouped Status: What status this corresponds to for the entire grouped work. 

 

Match the Value and Status to a corresponding Grouped Status from the drop down.

On this status map, you can also choose which statuses to Suppress and which statuses are for In Library Use Only.

If you have assigned a status the Grouped Status of Library Use Only, you can also check the box for In Library Use Only. However, there could be a situation where a library (example: research library) has items they would want to show as available to access, so could choose a Grouped Staus of "On Shelf" but also check the box for "In Library Use Only" so individual copies that must be used in the library will display with this information.

Multiple Statuses on a Grouped Work

This code snippet shows how the group status displays (in reverse order). Grouped statuses with a higher number after the "=>" will trump all other statuses on the bib. So, if a bib has six items and five have a status of Checked Out while one has a status of On Shelf, the On Shelf status will trump all other status information in display.

static $statusRankings = array(
'Currently Unavailable' => 1,
'On Order' => 2,
'Coming Soon' => 3,
'In Processing' => 3.5,
'In Transit' => 3.75,
'Checked Out' => 4,
'Library Use Only' => 5,
'Available Online' => 6,
'On Shelf' => 7
);

Default Status Colors

The default status colors should be:

  • Currently Unavailable (red)
  • On Order (red)
  • Coming Soon
  • In Processing (red)
  • Checked Out (red)
  • Library Use Only (Not For Loan) - (red)
  • Available Online (green)
  • In Transit (red)
  • On Shelf (green)
  • Available at another library/elsewhere (yellow)
On Order Status

IMPORTANT: On Order records will not display in Aspen unless an item record is attached. Records without items are automatically suppressed in Aspen. Sierra order records are the only exception at this time.

 

General Information



Added in the Last vs. Collection

On Order items can display automatically in the "Added in the Last" facet and the "Collection" facet. However, there are a few differences between these facets in what counts as "on order."

Added in the Last > On Order contains:

  • Titles that are newly on order and nothing has arrived yet. 
  • Items with a status mapped to "On Order" in ILS Indexing Profile > Status Map > Grouped Status
  • Items with a publication date in the future year (exp: It's 2023 and the item is cataloged as published in 2024)

Collection > On Order contains:

  • Titles that are both new orders AND re-orders.

 

Differences in On Order Status Between ILSes

Koha

Date added is item subfield d - Date Acquired in Koha. On Order is pulling from status 952, subfield 7. On Order is not accounted for in the other Added in the Last facets. On Order would move to other Added in the Last category (Month, Quarter, Six Months, etc.) when status changes.

Polaris

Aspen does not pull anything from the APIs or look at Bib Level order data from the MARC records to determine On Order. To display On Order, a grouped status of On Order must be mapped in the Aspen Status map.

Sierra

Aspen receives order information through the Sierra API in a separate file (active_orders.csv). If your order records are not displaying properly, you may need to add order record information.

Go to Aspen Administration > ILS Integration > Indexing Profiles > Sierra Settings > Order Record Fields (Sierra Only, not frequently used), then input your order record info.

 

If you see missing On Order records, you can also check Aspen Administration > ILS Integration > Indexing Profiles > Sierra Settings > Order Record Statuses to Include > include any status codes seperated by pipes (example: o|a|q|c|d|e|f|g)

You also have other options within these settings like Hide Order Records for bibs with physical items

Additionally there is Order Records to Suppress by Date and from a dropdown there is:

  • Do not suppress by date
  • Order Records with a Cataloged Date Set
  • Order Records with a Received Date Set
  • Order Records with both a Cataloged and Received Date Set

Aspen can bring in data points like Shelf Location and Location codes with the On Order records.

 

Symphony

Status in Symphony often pulls from subfield k. To display On Order, a grouped status of On Order must be mapped in the Aspen Status map.

Evergreen

Status in Evergreen often pulls from subfield s. To display On Order, a grouped status of On Order must be mapped in the Aspen Status map.

Evolve

Documentation Coming Soon

 

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Library Use Only

Library Use Only Status

There are a couple ways Aspen can indicate when items are for in-library use only. This display is managed with statuses and the Status Map in Aspen.

Find the status map in Aspen admin > ILS Integration > Indexing Profiles > edit the profile > scroll down and click Status Mappings.

Within the status map, the two relevant options you'll see are within the Grouped Status column and the "In Library Use Only?" column with checkboxes.

 


Library Use Only - Grouped Status

By default, Aspen treats the Grouped Status of "Library Use Only" as Available/On Shelf.

The setting to toggle this on or off is in the Indexing Profile > Item Information > "Treat Library Use Only Grouped Statuses As Available"

 

Treat Library Use Only Grouped Statuses As Available - CHECKED

When other items on the record are available:

 

When other items on the record are unavailable:

(On Shelf still displays for the Grouped Work status since we are treating the Library Use copies as Available)

 

When only Library Use Only items are on the record:

 

Treat Library Use Only Grouped Statuses As Available - UNCHECKED

Examples Coming Soon

 


 

Library Use Only - Checkbox

This checkbox can be used to indicate that items are Library Use Only without choosing the "Library Use Only" grouped status. For example: you have a status of Reference and want the grouped status for the items to appear as On Shelf, but also have some indicator that they're for library use only. Checking "In Library Use Only?" will add an indicator to the Grouped Display status.

 

Status Map:

 

Display: