Grouped Works and Record Display

 

Grouped Works

In this section, learn about:

  • What are Grouped Works?
  • Customizing grouped work display
  • Customizing search results
  • Customizing record display

  

Aspen Discovery displays different formats of the same title together -- this is what we call the Grouped Work. Your patrons will no longer have to hunt around in the search results for the format they seek: one title, all available formats, all in one place! Read on to learn more about grouped works and how to manipulate or customize them.

  

Click Here to learn about Grouping and Ungrouping Grouped Works.

Click Here to learn about Grouped Work Facets.

Click Here to learn about Setting Display Info.

 

Grouped Works

What are Grouped Works?

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

 

2023-12-15 md bws
Grouped Work Fields - Where is Aspen Getting Display Information?
Search Result Data
Description Where does this come from? Additional Information
Cover Image Syndetics, Content Cafe, OverDrive, Hoopla, Koha, COCE (Google, Amazon, Open Library), OMDB, or uploaded manually by libraries Cover images are cached for two weeks (unless hard refreshed). Paid services will try all UPCs in order until it finds one that works
Grouped Work Title GroupedWorkSolr - setTitle,
Axis 360 - title & subtitle,
Hoopla - titleTitle, title, subTitle,
MARC Record 245a, 245bnp,
OverDrive title, subTitle
Prefer Book then eBook, longest title. 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
Author 100ad In the search results, a grouped work will display the normalized value from all the included records.
Series - Novelist if the data exists in our cache
- MARC 830anp 830v, 800pqt
- If not found in above data, then it will look at the MARC 490 field.
- OverDrive: series
- Hoopla: series & episode
GroupedWorkSolr - addSeriesWithVolume && GroupedWorkSolr - addSeriesInfoToField
Aspen will show 3 series in the grouped work display before displaying Show More... A 4th series might show if using Set Display Info.
Publication Date 264c, 260c, 008 position 7-10 Will grab the first it sees in that order, it looks for the 264c first, then if that's not there it goes to 260c
Accelerated Reader Based off of the ISBN from data downloaded weekly from Renaissance Learning
Lexile measure 521b if 521a starts with lexile (case insensitive)
Language 008 position 35-37

Aspen displays the following languages in their Native language in the Grouped Work Display. These are hard coded into Aspen:

Brazilian Portugese = Português (Brasil)

Chinese = 中文(繁體語

Dutch = Nederlands

French = Français

German = Deutsch

Hebrew = עברית

Irish = Gaeilge

Italian = Italiano

Japanese = 日本語

Spanish = Español

Turkish = Türkçe



Aspen displays the English language version of the language in the Facets. (i.e. French, Spanish).

Appears on list This will populate if this record has been added to a public list or to the user's list (if they are signed in)
 
Detailed Record View
Description Where does this come from? Additional Information
Call Number Can be configured in Indexing Profiles to come from Item subfields (prefererred). If blank, Aspen will look at 099 or 092 or 082, whichever is found first, in that order
Shelf Location Can be configured in Indexing Profiles to come from wherever specified
Publication Date 264c, 260c, 008 position 7-10 Will grab the first it sees in that order
Publisher 264b or 260b
Physical Description 300abcefg, 530abcd
Language 008 position 35-37
Availability Collection and Call #
Description (Search Results) display_description from indexing
GroupedWorkSolr - addDescription
cloudLIbrary - 520a
Hoopla - synopsis
MARC Record - 520a
OverDrive - shortDescription & fullDescription
SideLoad - 520a
Prefer Book then eBook, longest description
Description (Grouped Work Display) syndetics/content cafe or indexed description
Description (Record Display) syndetics/content cafe or description from record (520a)
Volume Depends on the ILS, we currently handle Koha, Sierra, Polaris, and Symphony. We generally extract it from the database or a separate extract provided by the library. Polaris = volume subfield defined in the indexing profile (Item Information)
Location:
a Location - Collection Based on what is defined in indexing profile To hide this: ILS Indexing Profile > Item Information > Check "Include Location Name in Detailed Location"
b Location - Shelf Location Based on what is defined in indexing profile
Status: Koha: status from item record. There are 6 different fields within the item record that could indicate status.
Sierra: due date = checked out status.
Time to Reshelve setting: "if the last checkin date is within x hours, set status to = value (ie "Being Shelved") and the grouped status to = value (ie "In Transit")
In Transit
On Hold in reserves table where found = "w" (waiting)
On Order sublocation field (if defined) = "On order"
Withdrawn
Checked Out subfield q
Not for Loan come from NOT_LOAN auth values
Due Date subfield k
Links Any 856 with subfield u. Link text will display from subfield y, 3, or z.
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.
More Like This Generated by Aspen's algorithm. Looking at:
subject_facet^800
topic_facet^600
awards_facet^100
authorStr^75
era^50
genre_facet^50
geographic_facet^50
mpaa_rating
accelerated_reader_interest_level
Higher numbers = what Aspen is looking at the most
More Details More Details can contain any of the below information. It currently cannot be customized to what shows.
Contributors 700
Street Date 263a from MARC, or PublishedDate from metadata only from OverDrive
ISBN 020a
ISSN 022a
UPC 024a, only if the first indicator = 1
Accelerated Reader Rennaisance Learning enrichment
Fontas & Pinnell 521a "Guided reading level:"
Lexile 521b if 521a starts with lexile (case insensitive)
Notes
General Note 500a
Participants/Performers 511a
Target Audience 521
Study Program Information 526
Description 520a
Any of the following MARC fields and any of the subfields within these MARC fields:
310 => 'Current Publication Frequency' 535 => 'Location of Originals/Duplicates'
321 => 'Former Publication Frequency' 536' => 'Funding Information',
351 => 'Organization & arrangement of materials', 538' => 'System Details',
362 => 'Dates of publication and/or sequential designation', 540' => 'Terms Governing Use and Reproduction',
500 => 'General Note', 541' => 'Immediate Source of Acquisition',
501 => '"With"', 544' => 'Location of Other Archival Materials',
502 => 'Dissertation', 545' => 'Biographical or Historical Data',
504 => 'Bibliography', 546' => 'Language',
506 => 'Restrictions on Access', 547' => 'Former Title Complexity',
507 => 'Scale for Graphic Material', 550' => 'Issuing Body',
508 => 'Creation/Production Credits', 555' => 'Cumulative Index/Finding Aids',
510 => 'Citation/References', 556' => 'Information About Documentation',
511 => 'Participants/Performers', 561' => 'Ownership and Custodial History',
513 => 'Type of Report an Period Covered', 563' => 'Binding Information',
515 => 'Numbering Peculiarities', 580' => 'Linking Entry Complexity',
518 => 'Date/Time and Place of Event', 581' => 'Publications About Described Materials',
520 => 'Description', 583' => 'Action',
521 => 'Target Audience', 584' => 'Accumulation and Frequency of Use',
522 => 'Geographic Coverage', 585' => 'Exhibitions',
524 => 'Preferred Citation of Described Materials', 586' => 'Awards',
525 => 'Supplement', 590' => 'Local note',
526 => 'Study Program Information', 599' => 'Differentiable Local note',
530 => 'Additional Physical Form',
533 => 'Reproduction',
534 => 'Original Version',
535 => 'Location of Originals/Duplicates
Subjects 600, 610, 611, 630, 650, 651, 655, 690, 691 For subjects, all combine so even if it's just on one bib record, you will see it on the grouped work.
to determine LC/BISAC: subfield 2 and second indicator
Explore More if a search term/phrase would return results from the In Library Catalog, Lists, Website, History & Archives, or Genealogy Records searches, then it will appear in the Explore More.
Language (Grouped Works) 008 position 35-37
Ratings / Recommendations For the first 5 titles you rate, Aspen will suggest 1 like title if you rated an item a 3, 2 like titles if you rated it a 4, and 3 like titles in you 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 begin to look at all the titles you have rated to populate future ratings, so that it's continually updating/changing recommendations as interests change.
Table of Contents Pulling from the MARC 505 or if you are using the Syndetics or Content cafe enrichment.
Continues and Continued By 780 and 785 subfield w fields The Continues menu comes from the the 780 subfield w with the record ID of the previous title.
The Continued By menu comes from the 785 subfield w with the record ID of the next title.
Staff View
Grouping Information - Grouping Category Grouping categories are book, movie, or music. "other" goes in with book, it's the catch-all category. determined by the 006/008 using bib level format rules - doesn't use item level data.

 

Updated 2024-04-17 km bws
The Order of Grouped Work Formats

Formats in Grouped Works will always display in the same order.

First, we 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. 

There is no way to customize the order of the formats at this time, though some libraries will conciously name formats to fall in a specific way within the grouped work display. Example: "Audiobook" vs. "CD Book" vs. "Book on CD" would fall in different order in the sort order.

Multiple Editions/Versions of the Same Title and Author

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.

The Order of Multiple Editions of a Format

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.

 

Updated 2023-02-28 km bws
Same Format(s) from Different eContent Providers

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):

 

 

Updated 2024-04-12 km bws
Hyperlinked Author and Series in Grouped Work Display

Author Hyperlink

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

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

Exp: This was 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.

Series Hyperlink

Documentation Coming Soon

What Fields Aspen Uses for Grouping vs. What Fields Aspen Uses for Display

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.

 

Updated 2023-12-18 km bws

Group Work Settings - Search Results

Customizing what shows within a grouped work in the search results.

Search Tool Options - Bottom of Page or Top of Search Results Page

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.

Configure the Fields that Display in the Grouped Work in Search Results

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

 

Updated 2024-02-21 km bws
Turn ON/OFF Labels in the Edition Information in Search Results

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. 

Show Covers for Editions

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.

 

Updated 2023-06-05 km bws
Where is it?

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.

 

Updated 2023-08-15 km bws
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
Copy Information to Show - Where is it? Link

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

 

2023-05-18 md bws
Closed Captioning Symbol

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 ( 'New' Tag) to Show Within Search Results - Always Flag New Titles Setting

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

Sort Owned Editions First

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.

Apply Number Of Holdings Boost

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.

Full Record Display

Customizing what shows within a grouped work in the detailed record information.

Set Which Details Show at the Top of the Record

In Aspen Administration > Catalog/Grouped Works > Grouped Work Display > Full Record Display section, you can choose which information will be shown in the top/main section of the full record view.

In this example, the library chose Published, Formats, and Edition. The other fields (like Author and Status) will show by default.

Libraries can choose to show:

  • Series
  • Published
  • Formats
  • Editions
  • Physical Descriptions
  • ISBNs / ISSNs
  • Show Accelerated Reader Information
  • Show Lexile Information
  • Show Fountas & Pinnell Information (This data must be present in MARC records)

Note: Details not selected are moved to the More Details accordion.

Review Options

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. 

Turn ON/OFF Staff View

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

Use 856 Field to Generate the Links Section in the Detailed Record Display

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:

Index the 856 to Generate an Access Online Button

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.

 

Updated 2023-11-20 md bws
Library Holdings Display (852 and 866)

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

  • 852$b is the location code for the holding
  • 852$c is the shelf location for the holding
  • 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 ILS.

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

The Library Holdings display in Aspen:

Show Item Level URLs

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:

 

Updated 2023-12-05 md bws
Subject Settings

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.

Catalog Enrichment Settings

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.

Full Record Options - Defined

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, 533, 534, 535

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

 

Updated 2024-04-05 km bws

Sierra

Sierra - MARC Holdings Records

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

 

Updated 2023-11-21 km bws
Sierra - Show Check In Grid

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.

Tutorial Video