Grouped Works and Record Display

What are Grouped Works?

Grouped Works are the records that are returned in searches.

Aspen uses a process called FRBRization (Functional Requirements for Bibliographic Records) to group the expressions of the same work (the same title and author/publisher and language) together. Patrons then can clearly see all available expressions of the work without having to scroll through pages of results.

• For example, there is a physical audio book available of Pride & Prejudice, as well as econtent from OverDrive, Hoopla, and CloudLibrary. A movie version of Pride & Prejudice would not group with the other records because it is a different expression of the work. If there was a Pride & Prejudice DVD and Blu-Ray, those records would group together.

To determine these groupings, Aspen looks for matches in:

Title: Aspen will use 130amnops - Uniform title if there is one in the records. If not, it will use the 245 fnp. When grouping, if multiple instances of a subfield fmnops of the 245 are found, use all of them in the order they appear in the field during grouping. 

Author (Book format): 100a, 110ab, 245c, 710a, 260b, 264b

Author/Publisher (Other formats): 100a, 110ab, 710a, 260b, 264b, 245c

Default - Alphabetical Sort Order

Formats in Grouped Works will display in the following order as the default setting.

First, Aspen will show "Book" (has to be "Book" exactly).

Then, all other available formats will be displayed in alphabetical order. 

In this example:

• Audiobook
• Book Group
• eAudiobook
• eBook
• Kindle
• Large Print

This way, you can quickly scan to identify the availability of an existing format. 

Customize the Sort Order

In the 24.09 release, Aspen added the ability to customize the order of formats.

To customize the order of formats, follow these directions.

If a title has multiple editions, the editions are grouped together and are ordered looking at a variety of factors - if they are holdable, the latest published edition, popularity, if it is locally available, and the hold ratio. 

There is also a way for libraries to always show locally owned editions first in Aspen Administration > Catalog/Grouped Works > Grouped Work Display > check Sort Owned Editions First.

If you click "Show Editions" you can see all the available editions of that format in the grouped work display. 

• For example, The Wonderful Wizard of Oz is available as a physical book and has editions from 2005 and 1996 available. You can either place hold on the book format and get the first available expression of the work or request a specific edition.

Aspen will sort multiple versions of the same format through a variety of factors:

• Put anything that is holdable first
• Compare editions for non-fiction if available (exp: publication year of travel guides sort newest first)
• Put anything with locally available items first
• Anything that is available elsewhere goes higher
• Put anything with a local copy higher
• All else being equal, sort by hold ratio
• Hold Ratio is the same, last thing to check is the number of copies

Note: If you select Grouped Work Display > Sort Owned Editions it moves to the first determiner when active so if a library has at least one item on a bib it will be sorted higher than bibs where the library has no owned items.

For the Place Hold buttons, the action that the 'main' Place Hold button will take is the exact action of the first edition's Place Hold button.

The information that shows in the item preview area will be information from a combination of the editions.

When there are multiple options of a format available from different econtent providers (example: An ebook is available from Libby and Palace Project), the grouping display will adjust.

Here is what it looks like when there is econtent in the grouped work. In this case, there is one eAudibook from Libby and one eBook from Palace Project.

The format labels (displayed on the left side in blue) contain the type of format (eAudiobook, eBook) and the action buttons mention the econtent provider (Check Out Libby, Check Out Palace Project):

Here is what is looks like where there is the same format available from multiple providers in the grouped work. In this case, this title has an eAudiobook available from both Libby and Palace Marketplace. There is also an eBook available from both Libby and Place Marketplace.

The format labels (displayed on the left side in blue) switch to the name of the provider instead of eAudiobook, eAudiobook, eBook, eBook in the display. They fall together under an eAudiobook and eBook section header (displayed here in black). The action buttons mention the econtent provider (Check Out Libby, Check Out Palace Project):

When you preform a search, you will see author information hyperlinked.

Where Author Information is Coming From:

Clicking on the Hyperlink

When you click on the author name, you will be taken into an exact Author search and results will sort to Best Match.

Exp: I started with a a keyword search for Game of Thrones. Then, I clicked on the author Martin, George R. R hyperlink. This moved me into a "Martin, George R. R." Author in Library Catalog search.

With Wikipedia

If you have the Wikipedia integration turned on (on by default) then a blurb about the author will automatically appear at the top of search results. These are typically 1-3 paragraphs and sometimes a photo of the author is included.

With Novelist Select

If your library catalog also has the Novelist Select integration set up, then the same as above will happen and you will also have a Similiar Authors section that appears along the top left hand corner of your search results. You can hover over the names to learn more about the author and why they are recommended. You can also click on any of the authors and an exact author search will be preformed.

Hyperlinked Series Link

If a title is in a series, Aspen will display a hyperlinked Series link in the grouped work display.

This must be enabled in Aspen Administration > Catalog/Grouped Works > Grouped Work Display > click into corresponding settings > Search Results > Optional details to show for a record in search results > make sure Show Series is checked.

Where Series Information is Coming From:

When you click on the hyperlink, the behavior will be different depending on if you are using the Novelist Select integration or not.

If not using Novelist Select integration

When you click on the series hyperlink, Aspen will switch the search to a quoted Series search. The sort by will also automatically change to Publication Year Asc.

This tries to help sort the series in order of 1, 2, etc. Keep in mind some authors will publish multiple titles in the series in the same year so this won't always be exact but it usually is pretty close.

To account for variation in cataloging, this series search is looking for various stems of words within the series search. For example, the "InvestiGators" series by John Green will also include results for the Investigators series by Linda Bond, the series Crime scene investigators, the series Paranormal Investigators, the series Science investigators and so on.

If using Novelist Select integration

When you click on the series hyperlink, Aspen will take you into a different view, like pictured below, and sort the series in volume order from 1, 2, 3 and so on.

For something like "InvestiGators", Aspen will show the titles in the John Green series and not utilize the stemming if series information is available from Novelist Select.

There are a couple options to explore to modify the way that series display in Aspen without manipulating your marc records.

Hide Series

Sometimes the series information that displays from the record data isn't especially useful to patrons. Hide series names from the Series facet and the grouped work display with these settings.

1. From Aspen Administration > Catalog / Grouped Works > Hidden Series
2. Click Add New
3. In the Hide Series Term field, enter in the series name you'd like to hide exactly as it appears.
4. Save. Once the Series Term is indexed, the second field will populate with the normalized value (the series name without excess punctuation, dates, etc.)

Once reindexed, the series name will be hidden from display in Aspen.

Manually Adjust the Series Display with Set Display Information

More Information on Set Display Information

Fields Used For Grouping

Aspen is looking for grouping matches on:

• Same title
• Same author (or publisher, if 'author' isn't applicable for the format)
• Same expression of the work (ex: book will not group with dvd)
• Same language (ex: Spanish book will not group with English book)

For groupings by title, Aspen will first look at 130 (Uniform Title) subfields a, b, m, n, p and s and then 245 a, b, f, n and p.

When making title groupings, we don't consider parts of titles that end with: stories, an autobiography, a biography, a memoir, a novel of, poems, the movie, large print, graphic novel, magazine, audio cd, book club kit, with illustrations, book, the original classic edition, illustrations, classic edition, a novel, large type edition, a story, a mystery, a thriller, series book, trilogy book, chronicles

We also strip out the following words: 'Book Club', 'Award Winner', 'Read with Jenna' when grouping with Libby titles.

For grouping by author for the Book format, Aspen will check these fields in this order: 100a, 110ab, 245c, 710a, 260b, 264b.

For grouping by author/publisher for other formats, Aspen will check these fields in this order: 100a, 110ab, 710a, 260b, 264b, 245c.

See this page for more information on grouping/ungrouping records.

Fields Used for Group Work Display

This is what displays in the search results for title and author.

For grouped work title display, Aspen will use 245 subfields a, b, f, m, o, p, s.

Because there are so many formats and bib records in a grouped work, sometimes Aspen has to standardize what displays. Aspen will prefer the Book format cataloging, then eBook, and longest title. It will also prefer 130 field (Uniform Title) over 245 since it's supposed to vary less than the 245. Aspen automatically adds a : (colon) to separate out main title and subtitle.

For author display, Aspen uses 100 a and d.

In the search results, the normalized value from all the included records will show.

In Aspen Administration > Catalog/Grouped Works > Grouped Work Display > Search Results, you will find options for your Search Tools.

Show No Search Tools

Typically do not recommend, but to disable your search tools all together, uncheck Show Search Tools and Show Search Tools at Top of Results.

Show Search Tools

Checking Show Search Tools will turn on the "classic" version of Search Tools at the bottom of your search results page. General users will have access to the ability to link to a RSS Feed of their search, Email their search, save the search, and export the search details to a csv file. 

Note: Depending on your Aspen permissions, you might see two additional options in the Search Tools box - "Create Spotlight" and "Add to Browse". Staff can use these tools to create Collection Spotlights and Browse Categories from searches.

Show Search Tools at Top of Results

Starting in the 22.10 release, checking Show Search Tools at Top of Results will move the Search Tools Box up to the top of the search results page and have it be a drop down option. We recommend enabling this setting for a more user friendly Aspen experience! 

Note: Depending on your Aspen permissions, you might see two additional options in the Search Tools box - "Create Spotlight" and "Add to Browse". Staff can use these tools to create Collection Spotlights and Browse Categories from searches.

These settings can be found in Aspen Administration > Catalog/Grouped Works > Grouped Work Display.  They correspond to the fields (in this example - Series and Language) that show in the grouped work display in search results. 

Note: Title, Author, and Appears on List will show by default. 

These options correspond to the record details in the search itself.

Where Aspen is pulling in these results:

• Show Series - From:
  • GroupedWorkSolr - addSeriesWithVolume && GroupedWorkSolr - addSeriesInfoToField
  • Novelist if the data exists in our cache
  • MARC 830anp 830v, 800pqt
  • OverDrive - series
  • Hoopla - series & episode
• Publisher - From 264b or 260b
• Publisher Date - From 264c, 260c, 008 position 7-10; Aspen will grab the first it sees in that order
• Place of Publication - From 264a, 260a, 008 position 15-17
• Editions - From 250a
• Physical Descriptions - From 300abcefg, 530abcd
• Show Language - From 008 position 35-37
• Show Accelerated Reader Information - Based off of the ISBN from data downloaded weekly from Renaissance Learning
• Show Lexile Information - From 521b if 521a starts with lexile (case insensitive)
• Show Fountas & Pinnell Information - This data must be present in MARC records

Always Show Selected Search Results Main Details - Turn on to always show the selected details even when there is no info supplied for a detail, or the detail varies due to multiple formats and/or editions

In Aspen Administration > Catalog/Grouped Works > Grouped Work Display > Search Results section > Show Related Record Labels, you can turn ON/OFF what displays in the edition information in the search results. 

Here is an example of each option:

Show Related Record Labels - ON

In this example, labels such as Published and Physical Description show in the edition information within the search results.

Show Related Record Labels - OFF

In this example, the labels such as Published and Physical Description are not shown in the edition information within the search results. 

To turn on covers within the grouped work display, go to Aspen Administration > Catalog/Grouped Works > Grouped Work Display > click into your corresponding settings > check Show Covers for Editions.

When Show Covers for Editions is checked, the covers of the different editions will show when users click on Show Editions. 

Here is an example of Show Covers for Editions checked and Show Related Record Labels unchecked.

Here is an example of Show Covers for Editions checked and Show Related Record Labels checked.

For better performance, the Show Editions button will now fetch data on demand instead of at the time of search.

What is Where is it?

Where is it? is a quick and concise way for users to see availablity of items and find an item in the library. Additional and more detailed information about the copies will be available when you click into the format and look in the Copies view.

Where is it? will display in the grouped work record display for physical formats.

When you click on it, a modal will pop up including the necessary availability and number of copies, library location, the shelving location and the call number. 

Where is it? and Multiple Editions

If you have multiple editions of the same format, the Where is it? link in the search results will include all the available copies across all editions. 

In this example, if you click on the Where is it? that shows by default in search results, it will summarize all the available copies of all the available book formats.

You can also click on the individual Where is it? links next to each edition to only see the location and availablity information of that specific edition.

The Order of Where is it?

In the Where is it? modal, copies will be sorted in the following order:

• Active Library (if user is in a branch and IP settings for the location are defined)
• Home Library (if the user is logged in)
• Nearby Libraries (for user if logged in and these are defined in the Location settings)
• Nearby Libraries (if in a branch and these are defined in the Location settings)
• Other branches at the library system in alphabetical order (if the system is multi-branch and they aren't shown above)
• All other branches in alphabetical order

Translate Where is it?

You can translate Where is it? using Translation Mode. It is broken out in two seperate translation values so that you can have the Where is it? that displays in the grouped work display appear differently from the Where is it? that displays in the modal.

For example, in this image Where is it? was translated to Show All Copies in the grouped work display and left as Where is it? in the modal.

In the Where is it? modal, copies will be sorted in the following order:

• Active Library (if user is in a branch and IP settings for the location are defined)
• Home Library (if the user is logged in)
• Nearby Libraries (for user if logged in and these are defined in the Location settings)
• Nearby Libraries (if in a branch and these are defined in the Location settings)
• Other branches at the library system in alphabetical order (if the system is multi-branch and they aren't shown above)
• All other branches in alphabetical order

Within Aspen Administration > Catalog/Grouped Works > Grouped Work Display > Search Results you can select which Copy Information to Show.

The options are:

• Show first 3 available copies & Where Is It link always
• Show first 3 available copies & Where Is It link only if there additional copies
• Show first 3 available copies only
• Show Where Is It link only

Note: When showing the available copy information, the first available copies displayed will be from your Main Library (if a Main Library has been selected) followed by other available copies in alphabetical order by location. To mark a location as the Main Library, go to Primary Configuration > Locations > edit the location > check "Is Main Branch".

Show first 3 available copies & Where Is It link always

Show first 3 available copies & Where Is It link only if there additional copies

Show first 3 available copies only

Show Where Is It link only

If Aspen finds the following information:

• 546, 650, or 655 - "video recordings for the hearing impaired" or "video recordings for the visually impaired"
• Subject fields: if "closed captioned" is found at the beginning of the subject

Then it will show a Closed Captioning symbol in the edition information in search results and the detailed record information.

Enable the 'New' Badge

In Aspen Administration > Catalog/Grouped Works > Grouped Work Display > Search Results section > check Always Flag New Titles to turn on the 'New' badge ('New' tag) within search results. 

When checked, Aspen will show a 'New' badge ('New' tag) on any items in the catalog added in the last seven days in a grouped work. This is based on local_days_since_added for the entire grouped work (you can find this in the Staff View section of the detailed record for the grouped work, not individual editions). New copies of older titles, or newly added formats, will not cause the 'New' badge ('New' tag) to display. 

The 'New' Badge ('New' tag) will show up in search results.

Other Information About the 'New' Badge

Where Does the 'New' Badge Show?

Right now, the 'New' Badge ('New' tag) only shows in Saved Searches (automatically) and (by choice) in catalog searches. At this time, the badge does not carry through to other areas of Aspen such as staff-created Browse Categories, Lists, Check Outs, and Holds.

When Do the Badges and In-Account Notifications Update?

Currently, there is a cron that runs every day at 10:00 am local time that looks for these new items and generates the badge and notifications. The thought with this timing is that we are building on future notifications, and we did not want to send notifications at times when it could disturb users. If the New badge isn't yet visible on newly added items, check again the next day.

What About On Order Items?

The 'New' badge ('New' tag) will not apply to On Order items at this time. We know sometimes those can be in the catalog for a while before the order is filled and processed. We want to show off new titles that patrons can readily access.

What About eContent?

The 'New' badge ('New' tag) does not differentiate between items being loaded from your ILS, econtent being pulled in from an API, or side loaded econtent. If it is new to the catalog in the last seven days it will be badge-worthy!

Can the Look of the 'New' Badge be Customized?

Right now, the 'New' badge ('New' tag) has one look and is not tied to a specific theme color or setting. We imagine there will be some libraries who love to customize Aspen using CSS that will find ways to make changes to the badge, but customization options for the badge are not a part of this initial roll out phase.

Can the Time Frame of the 'New' Badge be Customized?

Right now, the 'New' badge ('New' tag) is only set to look for items added to the catalog in the last seven days. We talked through and tested various scenarios and landed on this time frame for the balance of not overwhelming the catalog and patrons with notifications of too many 'New' items. When you consider that the 'New' badge will be added to econtent as well, there can be a lot of weekly updates across various providers. As this is our first roll out of the 'New' badge, we expect there to be adjustments and enhancements in the future.

Updated 2023/01/19 - md bws

Find this setting in Aspen Administration > Catalog/Grouped Works > Grouped Work Display > click into settings > Sort Owned Editions First

This will typically be checked by default.

Editions are sorted by a number of criteria - Aspen looks at if they are holdable, latest (published year - like for travel guides), popularity, if any items are locally available, and hold ratio.

If Sort Owned Editions First is checked, editions owned by the library (of the catalog you are on) will be sorted to the top.

Then, all of the other items will follow the formula above for the order of the other editions not owned by that library.

If you click the box for Apply Number Of Holdings Boost, Aspen will use the number of items/holdings a biblio record has attached when considering the relevancy of the record. If the record has a lot of items/holdings attached, the record will show higher in search results. 

We suggest turning this ON as a default for single libraries and public libraries in a consortium.

If you are an academic or special library within a consortium, you might consider turning this OFF.

More Information on Customizing Copies Information

In Aspen Administration > Catalog/Grouped Works > Grouped Work Display > Catalog Enrichment section, you have options to turn on different types of Reviews.

Show Standard Reviews

Whether or not reviews from Content Cafe/Syndetics are displayed on the full record page.

Show GoodReads Reviews

Whether or not reviews from GoodReads are displayed on the full record page. Aspen has an integration with GoodReads that pulls in reviews based on the item's ISBN.

Note: There is no way to moderate or edit reviews from within Aspen

Enable User Reviews

If enabled, Aspen users can leave reviews on items. There is no approval queue for user reviews. Once an user review is created, a new tab will  A staff member with "Moderate User Reviews" permissions can delete user reviews that may be inappropriate. You can also enable "Hide User Content with Bad Words" to remove user lists and user reviews that have "bad" words. You can find and edit the Bad Words List in Aspen Administration > Local Catalog Enrichment > Bad Words List.

Hide User Content with Bad Words - If checked, any User Lists or User Reviews with bad words are completely removed from the user interface for everyone except the original poster.

Once you decide which review(s) you would like to use, scroll down to the Full Record Options and set up which ones you want to show, in what order by sorting up and down, and if you want them to be Collasped by Default. 

In Aspen Administration > Catalog/Grouped Works > Grouped Work Display > Full Record Display, you have an option to use the data in your 856$u to create its own Links menu section.

If enabled and an 856$u URL is found, then a Links section will automatically appear in the detailed record display.

Link text will display from subfield 3, y or z.

If the subfield 3 exists, these links will show in the Links section only.

Marc Record:

How it displays in Aspen:

In Aspen Administration > ILS Integration > ILS Indexing Profiles > check Index 856 links to have Aspen display an Access Online button automatically when:

• The URL is in 856 subfield u
• The first indicator is 4 AND the second indicator is 0 or 1

Notes:

• If the second indicator is 2, the Access Online button will not show if the subfield 3 exists.
• The Access Online button will not show if subfield 6 is set.
• Link text will display from subfield z if available.  If subfield z is not available, subfield y will display.  If neither is available, we will show: Web Content.
• These records do not need to have items attached in order to display in the catalog.

These records will become discoverable in the Available Online facet and have a format of Online Content. Right now this format is hardcoded in and not displayed in the format map.

When Library holdings are found in the 852 and 866 fields the information can display within a Library Holdings section.

• 852$b is the location code for the holding
  • For this code, Aspen is getting the translated values from the Primary Configuration > Location codes
• 852$c is the shelf location for the holding
  • For this code, Aspen is getting the translated values from the ILS Indexing > Translation Maps > Shelf_Location table
• 866$a is descriptive information for the holding.
• 852$6 and 866$6 are used to match the 852 and 866 fields.

Here is a sample record from the Koha ILS.

Note the usage of 01 and 02 in the Linkage field to pair the information together. 

To display, this option would need to be in Aspen Administration > Catalog/Grouped Works > Grouped Work Display > click into the corresponding settings > Full Record Options > Holdings.

The Library Holdings display in Aspen:

If you have links to your corresponding items, you can define them in Aspen Administration > ILS Integration > Indexing Profiles > Item URL and Item URL Description. 

The Item URL subfield can be used for all ILSes.

The Item URL Description subfield is specific to Sierra at this time.

The subfields defined in the indexing profile will not necessarily be the same as the subfields as they appear in your ILS.

The subfields can be defined with any value, so long as the values are not already mapped to other item data in the Item Information section. (Example: if "z" is already mapped to Date Created, you can't use "z" for Item URL Description.)

Once the subfields are defined, Aspen will display the information like this:

In Aspen Administration > Catalog/Grouped Works > Grouped Work Display > Full Record Display, there are settings related to the Subjects to show in the full record display.

Show Library of Congress Subjects: Whether or not Bisac subjects are displayed in full record view.

Show Bisac Subjects: Whether or not OCLC Fast Add subjects are displayed in full record view.

Show OCLC Fast Subjects: Whether or not OCLC Fast Add subjects are displayed in full record view.

Show Other Subjects: Whether or not other subjects from the MARC are displayed in full record view. Subjects come from 600, 610, 611, 630, 650, 651, 655, 690.

In Aspen Administration > Catalog/Grouped Works > Grouped Work Display > Catalog Enrichment, you will find the following settings:

Show Standard Reviews - Whether or not reviews from Content Cafe/Syndetics are displayed on the full record page.

Show GoodReads Reviews - Whether or not reviews from GoodReads are displayed on the full record page. Aspen has an integration with GoodReads that pulls in reviews based on the item's ISBN.

Note: There is no way to moderate or edit reviews from within Aspen.

Prefer Syndetics/Content Cafe Description - Whether or not the Description loaded from an enrichment service should be preferred over the Description in the Marc Record 520a.

Show Similar Authors - Whether or not Similar Authors from Novelist is shown.

Show Similar Titles - Whether or not Similar Titles from Novelist is shown.

Note: If you do not have a title in your collection, like in the example "Ben Yokoyama and the cookie of doom", a cover will not show and the title will not be hyperlinked. If you click on a hyperlinked title, it will take you to the record in your collection.

Enable User Ratings: If enabled, Aspen users can assign star ratings to titles in the catalog. These ratings will lead to user recommendations.

For the first five titles a user rates, Aspen will suggest one like title if they rated an item a 3, two like titles if they rated it a 4, and three like titles in they rated it a 5. This gives users a list of about 10-15 item recommendations from the get-go. From that point on, Aspen will look at all the titles you've rated to populate future ratings, so recommendations are continually updating/changing as interests change.

Enable User Reviews: If enabled, Aspen users can leave reviews on items. There is no approval queue for user reviews. Once a user review is created, a new section will appear on the detailed record page for that title. If a title has no reviews, this section will not display. Aspen administrators with the "Moderate User Reviews" permission can delete user reviews that may be inappropriate. You can also enable "Hide User Content with Bad Words" to remove user lists and user reviews that have "bad" words. You can find and edit the Bad Words List in Aspen Administration > Local Catalog Enrichment > Bad Words List.

Hide User Content with Bad Words: If checked, any User Lists or User Reviews with bad words (as defined in the Bad Words List) are completely removed from the user interface for everyone except the original poster.

Find these settings in Aspen Administration > Catalog/Grouped Works > Grouped Work Display > click into your settings > scroll down to Full Record Options

To get a full list of options of what can be included in the full record display click 'Reset More Details To Default' under Full Record Options. You can choose exactly what lives in the full record and whether that information should be collapsed by default or already opened when the patron clicks into a record. Use this chart to select which fields from the Source drop down you want to show in the record. You can re-order the sections with Sort.

Full Record Options

Description - Syndetics/Content cafe or description from record (520a)

Also in this Series - Generated from NoveList integration. Based off all ISBNs in the grouped work. This will show titles that are owned and not owned in the series for the benefit of the patron. This way, if the library owns book 1, 2 and 4, the patron can put in a request to purchase book 3 and/or know what book 3 is in the series.

Formats - For Libby records, Aspen will show if ePub and/or Kindle versions are available

Copies - A listing of all item records, where they are located, their call number and status

Contained By - Parent records

Contains - Child records

Continues - The Continues menu comes from the the 780 subfield w with the record ID of the previous title

Continued By - The Continued By menu comes from the 785 subfield w with the record ID of the next title

Holdings - 852 and 856

More Like This - A carousel of like items in your collections generated by Aspen's algorithm. Looking at things like subject, topic, awards, author, era, genre, etc.

Syndetics Unbound - The Unbound integration. What shows will depend on your Syndetics Admin dashboard settings. See more.

Other Editions and Formats - Other available formats and editions in the grouped work

INN-Reach - This is a legacy setting that currently does not work

Links - Any 856 with subfield u. Link text will display from subfield y, 3, or z

Table of Contents (MARC/Syndetics/ContentCafe) - MARC 505 or the Syndetics or ContentCafe enrichment

Excerpt (Syndetics/ContentCafe) - Information from the Syndetics or ContentCafe enrichment

Author Notes (Syndetics/ContentCafe) - Information from the Syndetics or ContentCafe enrichment

Subjects - 600, 610, 611, 630, 650, 651, 655, 690, 691

More Details - This can contain any information stored in these marc fields: 700, 263a, 020a, 022a, 024a (if first indicator = 1), AR, 521a, 521b, 500a, 511a, 521, 526, 520a, 310, 321, 351, 362, 500, 501, 502, 504, 506, 507, 508. 510, 511, 513, 515, 518, 520, 521, 522, 524, 525, 526, 530, 532, 533, 534, 535, 536, 538, 540, 541, 544, 545, 546, 547, 550, 555, 556, 561, 563, 580, 581, 583, 584, 585, 586, 590, 599

Similar Series from NoveList - Information coming from the NoveList Select integration. See more.

Similar Titles from NoveList - Information coming from the NoveList Select integration. See more.

table Similar Authors from NoveList - Information coming from the NoveList Select integration. See more.

Borrower Reviews - If you have Aspen's reviews turned on, this menu will show when a patron leaves a review on that record

Syndicated Reviews (Syndetics/ContentCafe) - Information from the Syndetics or ContentCafe enrichment

GoodReads Reviews - Aspen has an integration with the GoodReads API that brings in GoodReads reviews into records

Citations - APA, Chicago/Turabian - Humanities, Chicago/Turabian - Author Date and MLA citations generated for that record

Copy Details (OverDrive) - For OverDrive/Libby, it will show the owning library and how many copies are owned and available

Staff View - The area where the marc data that Aspen is receiving shows. Also, where Administrators with specific permissions have additional buttons related to managing how records display in Aspen

For Sierra libraries that may have bibs without items, Aspen can get MARC Holdings records to still display those records within Aspen.

This may be in use with Academic libraries who use checkin records instead of items to display a statement of holdings for periodical titles. (E.g., "v. 1, no. 1-v. 15, no. 4" or "1 year + current year".)

In this example, the Copies information is stored in the 866$a of the bib record and the infromation displays in a Library Holdings section of the record.

Sierra libraries will need the 852$6 and corresponding 866$6 containing the ID of the Sierra holdings record attached to the bib for these records to show.

The default status is See holdings.

 Marc Record in Staff View

Record Display

To enable, go to Aspen Administration > Catalog/Grouped Works > Grouped Work Display > Full Record Display > Show Check In Grid 

This option shows for Sierra libraries only. This controls whether the Check-in Grid displays for records with serials/volumes.

Because users access Aspen through one URL (instead of systems that might have a staff access point and a seperate public access point), we need a way to be able to show important marc information related to the record(s) to staff, without them having to navigate to another site/system. 

There are also some valuable tools available to staff with permissions in the Staff View. 

In Aspen Administration > Catalog/Grouped Works > Grouped Work Display > Full Record Display section > Show Staff View, you have some customization options for showing Staff View in the record display.

Show Staff View - You can choose from one of these options for Staff View:

Do not show - Staff View will not show at all. If you turn this off, staff will not have access to the staff tools available in the Staff View. Sometimes libraries will choose to hide things like Staff View, particularly Elementary school libraries, as their patrons do not need to see the full marc record within the record.

Show for all users - All users, regardless of their permissions can see Staff View

Show for staff only - Staff View will only show to users with Aspen permissions and/or are assigned a patron type in Aspen that has "treat as staff" checked

Staff View has a few buttons related to cover images:

• Reload Cover
• Upload Cover from Computer
• Upload Cover by URL
• Clear Uploaded Cover
• Hide Third Party Cover Image

Click here to view the Cover Images page, which has full documentation about these buttons and more!

There are multiple reasons you may want to add additional files to your records. You might have reading notes for a Book Club Kit you want to upload, notes from a Library Board meeting, or a sample waiver for special equipment you might circulate. 

How to Upload a PDF

1. Click into the detailed record view for a title. You must be in the record view for a specific format, not for the entire grouped work.
2. Scroll down to Staff View.
3. Click Upload PDF Version to add a PDF to a record. The PDF must be 50MB or less.
4. Once uploaded, you will see two new options underneath the Place Hold button: View PDF and Download PDF. You can also see all uploaded PDFs in the Staff View section under Uploaded PDFs.

Removing a PDF

1. On the record page where you want to remove the PDF, click Staff View, then scroll to the Uploaded PDFs section.
2. Click the Delete button next to the PDF(s) you want to remove.

Other Ways to Upload PDFs

If you don't want to upload PDFs to a record but still want to link to or embed them within a web builder page, you can upload PDFs directly to Aspen within the Web Builder module.  You can find this section in Aspen Administration > Web Builder > PDFs. These PDFs can be embedded within a web builder page or directly linked to via a menu link.

Find out more information here. 

Uploading Supplemental Files

1. Click into the detailed record view for a title. You must be in the record view for a specific format, not for the entire grouped work.
2. Scroll down to Staff View.
3. Click Upload Supplemental File. The file must be 50 MB or less and must be one of the following types: .CSV, .DOC, .DOCX, .ODP, .ODS, .ODT, .PDF, .PPT, .PPTX, .XLS, .XLSX.
4. Once uploaded, you will see a new option under the "Place Hold" button that says Download Supplemental File. You can also see all uploaded supplemental files in the Staff View section under Uploaded Supplemental Files.

You will need the Upload Supplemental Files permission to upload files to records. Some of the default roles, such as "opacAdmin," have this permission included.

You can edit "Download Supplemental File" to another label of your choosing with Translation Mode.

Removing a Supplemental File

1. On the record page where you want to remove the file, click Staff View, then scroll to the Uploaded Supplemental Files section.
2. Click the Delete button next to the file(s) you want to remove.

Clicking Reload Enrichment will prompt Aspen to re-fetch content enrichment from NoveList, Content Cafe, or Syndetics, if available. This does not apply to cover images; to reload a cover image, click Reload Cover.

The enrichment depends on which paid service you have integrated into Aspen, and can potentially include:

• Series info
• Table of Contents
• Excerpts
• Author notes
• NoveList-specific enrichment: similar titles, similar authors, and similar series

View in Staff Client

Clicking this button will take you to view the record in your ILS. Currently, this functionality is only available for Koha.

View in Native OPAC

Clicking this button will take you to the record in your previous OPAC. This option is not available with all ILSes.

Diagnostics, within the Staff View, will let you see information about format determination and literary form for records within the grouped work.

This may be useful when troubleshooting why Aspen has displayed a record in a certain way.

Tip: Once the Diagnostic Information modal pops up, use Control F (or similar) in your browser to search for terms. Exp: the format you are troubleshooting, the bib record # you are trying to troubleshoot or the word literary form.

Navigating to the Diagnostics Button

The Diagnostics information is looking at all records associated with the grouped work, so clicking Diagnostics from the grouped work page or the detailed record page will yield the same results.

At first, clicking Diagnostics may only return the message "Diagnostics will be available after the record is indexed next."

In this case, close out of the modal and click Force Reindex. Within a few minutes, clicking the Diagnostics button again should now display information about format determination.

Format Determination Diagnostics

Example for a grouped work using item data for format determination:

Example for a grouped work using bib-level format determination and eContent formats:

Literary Form Diagnostics

In the 24.08 release, Aspen Discovery added functionality to help determine literary form. 

The Diagnostics Information modal will show from which fields Aspen is pulling to determine Literary Form.

Target Audience Diagnostics

In the 24.09 release, Aspen Discovery added functionality to see target audience determination.

The Diagnostics Information modal will now show where Aspen is checking to determine target audience for each record in the grouped work.

Setting Display Info

Clearing Set Display Info

To remove display information that you have previously set, find the applicable grouped work in your catalog.

Once there, go to Staff view > Display Information. Click the Delete button directly after the custom display info table.

The Grouping Information section contains details related to the grouped work as a whole. The information here is not specific to any individual record in the grouped work.

Grouped Work ID

The ID for the grouped work. This ID ties all the grouped records together. Note the letters at the end of the ID -- in the above example, "eng" -- this is the language code. All grouped work IDs will have a language code at the end; this helps materials of the same language group together, and prevents different language materials from grouping.

Full title

The normalized version of the title for all records in the grouped work, after things like punctuation, dates, etc. are stripped away.

Author

The normalized version of the author for all records in the grouped work, after things like punctuation, dates, etc. are stripped away.

Grouping Category

The grouping category for the records in this grouped work. This helps materials within the same grouping category automatically group together. For example: the formats Book, Audio Book, and Large Print all have the grouping category of "Book," so they can group with each other, but not with formats of other grouping categories like "Movie" or "Comic." Read more about grouping categories in the Format Map documentation here.

Last Update

This date reflects the last time Aspen detected changes to the underlying data from the ILS (bibs or items) for any records within the grouped work. 

Last Indexed

This date reflects the last time the record was last updated in Solr (the back-end process that indexes records). 

As of the 24.06 release, the Force Reindex button within Staff View will force Aspen to fetch data directly from the ILS.

Note: This is available for the following ILSs: Evergreen, Koha, Polaris, Sierra, Carl X

Force Reindex can be used in troubleshooting. For example: the item's Checked Out status didn't update to Available upon checking-in the item or MARC record is not updating. Selecting Force Reindex should bring in new information from the ILS. The regular indexing process runs every few minutes, so you should see updates to the format display the next time the indexer runs within a few minutes. Refresh the page, and check the Last Indexed time to verify.

For all ILSs, Force Reindex can be used to see an example of changes in the Indexing Profile to settings marked with Updating this setting causes a nightly reindex, like changes to item or format information or status mappings. While the overnight index will update all the records, clicking Force Reindex on an individual record will force Aspen to reprocess new information within Aspen and display the change almost immediately.  

For example, making a change to suppress all the items with "Damaged" status will require an overnight index to reflect the status suppression across all library holdings. However, Force Reindex can be used on a single record with a Damaged status to force it to suppress in Aspen within a few minutes. All other records with Damaged status will get reindexed and suppressed overnight.

Force Reindex only reindexes the targeted record.