Formats & Status

Assigning Format Based on Bibliographic Record Data

Aspen can assign format based on bibliographic record data instead of specific item data (i.e. item types).

To enable these settings, head to ILS Integration > Indexing Profile and edit the setting. Then, click Format Information. Switch Load Format From to Bib Record. Aspen Discovery checks the record data against rules based on the MARC 21 Format for Bibliographic Data manual from the Library of Congress. The final format decision is based on the rules below. 

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

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

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

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

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

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

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

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

Aspen provides the option to use bib-level formats derived from hard-coded rules based on MARC data.

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

Click the Load Default Bib Format Mappings button to load in the following set of default mappings.

Note: clicking this button will load in the bib-level formats instantly. This action cannot be undone, but the values can be deleted manually. If you click this button but are still loading formats from the item record, Aspen will not look look for these values, so there would be no change in your format determination.

Format Map

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

Value

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

Format

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

Format Category

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

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

Grouping Category

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

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

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

Format Boost

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

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

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

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

Here are the configuration options per ILS.

Koha:

Sierra:

Evergreen / Polaris / Symphony:

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

Formats using Item Level Data

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

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

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

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

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

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

Formats Using Item Level Data + Bib Level Formats

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

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

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

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

Formats Using Bib-Level Rules Only

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

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

Hold Type

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

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

Suppress?

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

Pickup at

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

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

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

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

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

As of the 24.09 release, libraries have the ability to customize the order of formats in the grouped work display.

Permissions

In order to make changes, you’ll need one of the following permissions:

• Administer All Format Sorting (Full Admin)
• Administer Library Format Sorting (Library-Level Admin)

Configuration

Navigate to Aspen Administration > Catalog/Grouped Works > Format Sorting > Add New.

Provide a Display Name and click Save Changes and Continue Editing.

From here you can open each format grouping category (Books, Comics, Movies, Music, Other) and select Custom Sort.

It will take a minute for the grouping categories to generate.

Within each grouping category, you will see two options:

• Sort Alphabetically or Sort Alphabetically with Books first (this is the default prior to 24.10)
• Custom Sort

With Custom Sort, all of your existing formats will automatically be pulled in and you can drag and drop them into the order you prefer using the Sort arrows on the left side.

If you are seeing unexpected formats that don't belong in the grouping category, you can sort these to the bottom.

Save your changes when you’re happy with the format order for all of your format grouping categories.

Once you save your settings, to apply them to your catalog or catalog(s), go to Aspen Administration > Catalog / Grouped Works > Grouped Work Display and select the Grouped Work Display Settings you would like to customize.

Under Format Sorting, select the name you chose for the Display Name for your Grouped Work Format Sorting and save.

Adding/Removing Formats

If new formats are added to the ILS, these formats will appear alphabetically at the end of any custom sorted grouped work formats.

Libraries can also click Aspen Administration > Catalog/Grouped Works > Format Sorting > click into the settings > Update Active Formats to prompt any changes.

If a bib record contains multiple item types, the items will split out by format and display separately within the grouped work. Some examples of this include bib records with both reference and circulating materials; regularly circulating items and express items; and physical items and online-only items.

In the below example, there is one bib record with an item type of BOOK and an item type of REFERENCE.

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.

Whether a user clicks into the Book or the Reference copy, the same record will display.

On the bib record page, the various formats will display as a list underneath the title.

In the copies panel, all items on the bib record will display, 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.

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

To enable this, go to Aspen Administration > ILS Integration > Indexing Profiles > Format Information, select Check Record for Large Print.

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"

eContent from the ILS

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

Sideloaded eContent

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

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

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

eContent via API

Boundless (Axis360)

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

eBook: If the formatType is eBook

eAudiobook: If the formatType is eAudiobook

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

cloudLibrary

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

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

eAudiobook: If the 538a contains MP3

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

hoopla

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

eBook: If kind = EBOOK

eAudiobook: If kind = AUDIOBOOK

eComic: If kind = COMIC

eMusic: If kind = MUSIC

eVideo: If kind = MOVIE or TELEVISION

Binge Pass: If kind = BINGEPASS

OverDrive/Libby

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

eBook: If the mediaType is eBook

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

eAudiobook: If the mediaType is Audiobook

eMagazine: If the mediaType is Magazine

eVideo: If the mediaType is Video

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

Palace Project

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

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

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

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

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

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

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

Koha Item-Level Format Determination

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

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

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

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

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

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

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

Using Shelf Locations and Collection Codes on the Format Map

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

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

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

Below are examples of two different scenarios. 

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

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

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

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

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

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

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

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

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

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

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

Learn more about how Aspen determines format at the bib level

Determine Format by Item Type

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

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

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

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

Determine Format by MAT Type

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

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

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

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

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

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

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 optins for customizing how copy information displays 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 > Shelving Location and enter in the field where you store your shelf location. For the Koha ILS, this value = c.

4. Call Number: Configure this information by going to Aspen Administration > ILS Integration > Indexing Profiles > Item Information > Call Number. Most libraries will have "Use Item Based Call Numbers" by default but libraries can also choose to map to bib based call number fields. Learn more about Call Numbers here.

5. Item Status:  Statuses are mapped in Aspen Administration > ILS Integration > Indexing Profiles > Status Mappings. These must be manually defined and do not pull in automatically from any ILS.

To add a public note to the copies information:

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

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

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

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

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

ILS Specific Information

Koha

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

Symphony

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

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

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

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

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

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

Last Check-in Date

Some ILSes may support the display of the Last Check-In date in the copy information. This depends on whether your ILS includes this information in the item data export.

To show the Last Check-In Date, make sure the Last Check In Date and Last Check In Format values are mapped from your item data.

Find these fields by navigating to Aspen Administration > ILS Integration > Indexing Profiles > Item Information.

Examples:

Last Check in Date = d  (or other corresponding field where you store your last check-in date)

Last Check In Format = MM/dd/yyyy  (the date format must match the date sent in your item data; see Simple Date Java Documentation) 

Documentation Coming Soon

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."

To map statuses from your ILS to display information in Aspen, navigate to Aspen Administration > ILS Integration > Indexing Profiles > Status Map. Any saved changes to the status map not appear immediately, but will reflect 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 number.)

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 dropdown menu.

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 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.

Aspen utilizes a weighted ranking to decide which status to display as a representation of the grouped work within search results. Grouped statuses with a higher number after the "=>" will trump all other statuses on the bib. For example, 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 the grouped work display.

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 label colors are as follows:

• Currently Unavailable (red)
• On Order (red)
• Coming Soon (yellow)
  
• 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 by ILS

Koha

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

Polaris

Aspen does not pull any data from the APIs or look at bib-evel order data from the MARC records to determine On Order status. To display On Order status, a grouped status of On Order must be mapped in the Aspen status map within the ILS Indexing Profile.

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 On Order records are missing, check Aspen Administration > ILS Integration > Indexing Profiles > Sierra Settings > Order Record Statuses to Include. In this field, include any status codes separated by pipes (example: o|a|q|c|d|e|f|g)

Other options within these settings include:

• Hide Order Records for bibs with physical items
• Order Records to Suppress by Date
  
  • 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 also bring in data points such as Shelf Location and Location codes within the On Order records.

Symphony

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

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 within the ILS Indexing Profile.

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 Administration > ILS Integration > Indexing Profiles. Edit the profile setting, then 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.

Find the setting to toggle this on or off 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

When no items on the record are available:

The record has a holdable copy and a non-holdable copy, both are unavailable. The grouped status displays as Library Use Only.

When other items on the record are available:

The record has a holdable copy and a non-holdable copy, the holdable copy is available. The grouped status displays "On Shelf"

Library Use Only - Checkbox

Use this checkbox 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: