Item Formats & 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 (Specified Value is also an option here, but is obsolete in this context and only used for side load settings.)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)"
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:
- Every field except the 007 and the leader
- 007
- 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, 538a, or 500a contain "blu-ray" and "4k" (in this order) |
4K/Blu-ray | 4K / Blu-ray Combo | If the 250a, 538a, or 500a contain "4k ultra hd" and "blu-ray" |
4K/Blu-ray | 4K / Blu-ray Combo | If the 250a, 538a, or 500a 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 "sound cassettes" or "SoundCassette" or "sound discs" or "audio discs" or "compact disc" |
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, 500a, 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" |
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" |
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 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 |
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
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"
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.
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.
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"
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.
Display of Copy 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
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.
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.
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
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)
Documentation Coming Soon
Status
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:
- Navigate to Aspen Administration > Primary Configuration > Library Systems > Select the library you wish to edit > Scroll to the bottom for Records to Include.
- To apply to all records, type in: .*
- To apply to specific locations, enter in the branch codes separated with pipes and no spaces.
- 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:
- Visit Aspen Administration > Primary Configuration > IP Addresses
- Make sure your library's IP address has been added and "Treat as OPAC" has been checked.
- If not, click "Add New" to create the setting and add your IP address.
- Next, visit Primary Configuration > Library Systems > Holdings Summary > Check "Show It's Here."
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.
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
);
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)
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
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: