Item 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. (Specified Value is also an option here, but is obsolete in this context and only used for side load settings.)

Bib Record: Aspen will only use the bib-level format determination rules and will not use any values outside of the ones Aspen has defined.

Item Record: Aspen will use item types as defined on the format map, and will only resort to bib-level rules if the item type isn't defined on the format map.  

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 field except the 007 and the leader
  2. 007
  3. Leader

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

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 "blu-ray" and "4k" (in this order)
4K/Blu-ray 4K / Blu-ray Combo If the 250a or 538a contain "4k ultra hd" and "blu-ray"
4K/Blu-ray 4K / Blu-ray Combo If the 250a or 538a contain "4k ultra hd blu-ray disc" and "blu-ray"
4KBlu-ray 4K Blu-ray If the 538a contains “4k” and “blu-ray” or “4k” and “bluray”
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"
CD+DVD CD + DVD Combo If Aspen reads from the 007 that the format should be "CompactDisc" and "VideoDisc"
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"
eMagazine eMagazine If the 245h contains "emagazine"
eMusic eMusic If the 245h contains "emusic"
eVideo eVideo If the 245h contains "evideo"
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"
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

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

Kit Kit In the 007, if position 0 = "O"
Kit Kit If the 300e contains "Kit"
Kit Kit If the bib info 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"
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"
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 Musical Score 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"
Phonograph Phonograph In the 007, if position 0 = "S" and position 1 = "D" AND position 3 is between "A" and "E"
Chart Photo In the 007, if position 0 = "K" and position 1 = "N"
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"
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"
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 or 300a contains "wonderbook"
Wonderbook Playaway Wonderbook If the 710a contains "wonderbook"
Wonderbook Playaway Wonderbook if the 500a 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-Up Book Pop-Up Book If the 650a or 655a contains "pop-up"
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"
Transparency Slide In the 007, if position 0 = "G" and position 1 = "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"
Thesis Thesis If the 502a contains "thesis (m.a.)"
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"
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"
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.

On a non-Koha ILS Aspen instance, these will typically be added by default as a data jumping off point. 

Here is the information on the Default Bib Format chart:

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
Atlas Atlas
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
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
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
Microsoft_eBook eBook
mobi Kindle eBook
Mobipocket_eBook Mobipocket eBook
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
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
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
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
text text
Thesis Thesis
Transparency Slide
txt Plain Text
Unknown Unknown
VerticalFile Vertical File
Video Video
VideoCartridge Video
VideoCassette VHS
VideoDisc DVD
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 item type/format code from your ILS.

Format: The text to display for the format in the grouped works display

Format Category: This is the format grouping category. These categories correspond to the format category icons above search results.

Example: The format of DVD and the format of BLURAY are both the same expression of a work. They would share the grouped work format icon category of Movies. 

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.

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 from the Aspen catalog.

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"

 

 

2024-01-16 md bws
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 ByWater support 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)

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 chosing can be helpful. If those items have unique shelving locations or collection codes, we can add those to the format map and Aspen will 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.

When adding shelving locations to the format map, use the authorized value code.  When adding collection codes to the format map, you must enter in the Description of the authorized value from Koha, not the code itself. 



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. To prevent this, we recommend that you use another value for the collection code and/or shelving location, such as "Movies" or "Media," that does not match an existing value on the format map.

In sum: for successful item type mapping, avoid assigning shelving locations or collection codes that are identical to any item types. 



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

Any blank fields or values not added in the Format Map will force Aspen to follow Bib Level Format Determination.

In the below example, the Koha item type value is VG, which you could define as "Video Games." However, since your users are likely searching for a game that works with specific gaming systems, "Video Games" may be too broad a label for the format. By leaving the format translation field blank, we're telling Aspen to look at the Bib Level Determination rules instead to pull out more specific formats such as Nintendo Switch, PlayStation 5, or Xbox One. Read all the bib level format rules here.

   

 

2023-12-05 md bws
Sierra: Item or MAT Type Format Determination

If you are a library using the Sierra ILS you can decide to determine format by one of these options:

  • Only Item Type
  • Item Type and Aspen's Bib Record Rules
  • Only MAT Type
  • MAT Type 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

Then, in the Format Map, add your Item Type Values and how you want those formats to display as in the Format column. 

To utlize a combination of Item Type and Aspen's Bib Record Rules, leave the Format column blank for any Item Types where Aspen should instead check the Bib rules first.

Determine Format by MAT Type

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

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

Then, in the Format Map, add your MAT Type Values and how you want those formats to display as in the Format column.

Scroll to the bottom of the page and expand Sierra Settings.

Check Check Sierra Material Type during format determination

To utlize a combination of MAT Type and Aspen's Bib Record Rules, leave the Format column blank for any MAT Types where Aspen should instead check the Bib rules first.

 

Updated 2023-06-02 km bws
Separating Out Large Print Titles as Formats

Aspen can help split out Large Print titles from Book formats.

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"

Updated 2023-07-05 km bws
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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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

To add a public note to the copies infromation, set the field where to the public note is held in ILS Integration > Indexing Profiles > Item Information > Note. Once added, this will take an overnight index.

 

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

 

And where the information displays in Aspen 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

You can choose to show the Due Date to display in the Copies details:

1. Make sure the Due Date is mapped in Aspen Administration > ILS Integration > Indexing Profiles > Item Information > Due Date = k (or other corresponding field where you store your 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

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: