Maggie McGee: Okay now we're recording.
Timothy Jackson: All right, thanks Maggie.
Timothy Jackson: All right, hi everyone.
Timothy Jackson: Thanks for coming to today's presentation on almost shelf report and the shelf inventory API.
Timothy Jackson: So what we're going to do, turn today's meeting on first i'm just going to talk very briefly about collection inventories in general.
Timothy Jackson: And then i'm going to go through almost shelf report functionality and then i'm going to hand things over to Maggie and she is going to go over the shelf inventory API.
Timothy Jackson: So.
Timothy Jackson: Collection inventories um they are the purpose of a collection inventory is to help you identify items in your collection that are either missing or miss shelved.
Timothy Jackson: items that are in the incorrect status or items that don't have a corresponding record in Alma and the ultimate goal.
Timothy Jackson: Of these inventories is to make sure that your items are where your catalog says they are so users and library staff can easily locate needed interior.
Timothy Jackson: And it's something you know we would recommend that you do this at least somewhat frequently, otherwise you know collections can get out of order.
Timothy Jackson: items can be Michelle things can go missing, and so, if you're not performing collection inventories on at least a somewhat frequent basis you could start running into scenarios where.
Timothy Jackson: You know, a user sees an item in the catalog itself sits on the shelf they go up there.
Timothy Jackson: They can't find it either, because it went missing or somebody shelf it so i'm collection inventories are designed to help with that to help basically make sure that your collection reflects what's in the catalog and vice versa.
Timothy Jackson: So when when we're specifically talking about a collection inventory what we're actually talking about is library staff, for I would imagine primarily students going up to your stacks and then scanning barcodes of items on the stacks into a file.
Timothy Jackson: And the tools that will be talking about today.
Timothy Jackson: You can use for the almost shelf report either an excel file or regular text file.
Timothy Jackson: But the shelf inventory API only works with excel files so For that reason, we would recommend that when you're creating these files that you create excel files and regardless of the file type the very first line of the file should be barcodes in lowercase.
Timothy Jackson: each subsequent line of the file should contain only one barcode and these files should not contain items that are in multiple locations.
Timothy Jackson: or items, with different types of column numbers, I know that's probably not too much of an issue for most of you, but if there are any libraries, who have a mix of you know llc and do we.
Timothy Jackson: Make sure that you keep those separate call number types in separate inventory files and we would also.
Timothy Jackson: recommend avoiding putting a very large number of barcodes in any one file because, in the event there's something wrong the file gets misplaced accidentally deleted there's some other flaw with it.
Timothy Jackson: You might be putting yourself in a position where you have to redo a lot of barcode scanning up in the stacks and lastly.
Timothy Jackson: You should definitely keep track of the first and last, the call number of the first and last barcode scan in every single file, because you will need that information when you actually analyze the files.
Timothy Jackson: And if you have any other questions about the basic nuts and bolts of conducting inventory on I will admit that's not something I personally have a ton of experience with.
Timothy Jackson: um so that's the good kind that would be a good sort of thing to post to workplace about, because I know there are a lot of folks who do have a lot of experience doing collection inventories that could offer.
Timothy Jackson: help with you know the specifics of how to best scan your barcodes and create these files, and so we had some stuff in the chat.
Susan Perry: And maggie's got it.
Okay.
Timothy Jackson: So any other questions about this collection inventories in general, before I move on.
Susan Perry: Do you guys Maggie and Catherine, do you want to verbalize your conversation.
Susan Perry: Are you guys also.
Maggie McGee: Now just say Catherine was asking if you need to separate DVDs that are inter filed with physical books in.
Maggie McGee: If they're in separate locations, yes, but if they're in the same location you don't need to do that as long as they have the same call number type that you're using but if they have different call number types.
Maggie McGee: And they're in the same location, you need to separate them out, and there is um you know not normal, but in the inventory APP there is like.
Maggie McGee: Other call number type so if you're using title or something else.
Maggie McGee: So you would need to do that, but if there are the same call number in the same location, regardless of material type they can be in the same file, but if there are different in any way of location or con number type, then you need to split them out.
Timothy Jackson: And, just to be.
Timothy Jackson: Clear on something when we say location.
Timothy Jackson: we're not necessarily talking about a physical location in your library building we're actually about talking about the items location in all.
Timothy Jackson: Okay.
Timothy Jackson: um so once you've gone upstairs and or to your wherever your stacks are and created these files have barcodes.
Timothy Jackson: What do you do with them, unfortunately Alma does not have a true equivalent of olives collection inventory functionality.
Timothy Jackson: So it's unlike in all if where you can just upload that file and you could get all of the information you need unfortunately that's not the case in Alma.
Timothy Jackson: Alma does have the shelf report tool and what that tool can do is it can identify items that are missing.
Timothy Jackson: items that are in the wrong status of items that have no record and all so you know likely a an item belonging to a different library that somehow got shelf in your collection or something that was withdrawn, but somehow stayed in your collection or in your stacks.
Timothy Jackson: But the big thing that the shelf report tool can't do is it cannot identify items that are shelled out of order within the column number range being analyzed.
Timothy Jackson: If something is so out of order that it winds up in an entirely different barcode files and what it should be in then all my can catch that within the file itself if there are things that are slightly out of order.
Timothy Jackson: The shelf report tool is not going to tell you that, fortunately, produce shelf inventory API.
Timothy Jackson: can tell you that, but what it can't do is tell you items that are missing or have status issues so to fully replicate all ips collection inventory functionality, unfortunately, you need to use both almost shelf reporting tool and the shelf inventory API.
Timothy Jackson: And here's just a visualization of what each tool can and cannot do so, generally speaking, the shelf report tool that's that's good for telling you the stuff that's.
Timothy Jackson: missing or not in the file when it's supposed to be stuff that has status issues, whereas the shelf inventory API is is better or more well suited for telling you what's out of order.
Timothy Jackson: Just a few other points about these tools.
Timothy Jackson: So naturally almost shelf report tool is housed within Alma and in order to use it, you will need either the repository manager physical inventory operator or fulfillment services manager role.
Timothy Jackson: The infant the shelf inventory API that's entirely external to Allah.
Timothy Jackson: Each campus must have their own instance of the API created.
Timothy Jackson: These instances are configured by sls staff and then they're hosted by I tech.
Timothy Jackson: So if you want to use the shelf inventory API and you don't already have an instance configured for you you'll need to email info at SLC ny dot live answers COM, and then we can configure that for you and then work with it and getting it hosted.
Timothy Jackson: And again just one less I want to reiterate this point i'm.
Timothy Jackson: Almost shelf report tool can analyze either a text file or an excel file, but the shelf inventory API can analyze only excel files, which is why earlier, I recommended that you use excel files when you're.
Timothy Jackson: That you that you store the barcodes in excel files so let's see we've got some stuff in the chat.
Susan Perry: No you're fine it's just me dropping links.
Timothy Jackson: Right, so I want to talk a little more specifically about the shelf report tool.
Timothy Jackson: um so.
Timothy Jackson: And I will DEMO this shortly so to use it, you can go to resources from the main Alma page, you would go to resources and then manage inventory and then shelf report.
Timothy Jackson: And it brings you to an interface, where you can upload a barcode file to analyze and before you Alma will analyze.
Timothy Jackson: Yes, Alma will analyze the barcode file, you need to indicate on the library, where the scan items are housed the location of those scanned items, the call number type.
Timothy Jackson: And then the first and last call number of the items in the barcode file once you upload the file a job will run in it'll.
Timothy Jackson: produce a report of results and from those results you can create itemize sets if you need to or you can download them and the specific categories that the report will place items into its.
Timothy Jackson: it'll tell you what items are in place so basically the things that are where they are supposed to be.
Timothy Jackson: Missing items, but marked in place so basically something that should have been in the file but wasn't.
Timothy Jackson: it'll tell you items that are on the shelf, but not marked in place so, for instance, something that's still in a transit status or something that's lost missing checked out but it's somehow in your stacks Alma will tell you that.
Timothy Jackson: it'll tell you known items, not in place so basically the things are these items weren't on the shelf, because they were checked out or because they're lost so those aren't really problems per se um.
Timothy Jackson: And then it's also going to tell you items that are on that were within the file but completely out of range, so this is this stuff that's really, really out of order.
Timothy Jackson: So I guess i'll walk back a little bit what I said earlier, the shelf report tool can tell you, things that are severely miss shelf, but what it won't do is tell you things that are Michelle within the specific barcode file you're looking at so something's off by just a little bit.
Timothy Jackson: Just the shelf or to almost self report tool is not going to catch that.
Timothy Jackson: And then, lastly, the shelf report tool is going to give you a list of barcodes that have no associated item record in almost so again, most likely, those are items belonging to other libraries that we're somehow need for a shelf in your sex.
Timothy Jackson: So this is the interface that you see for the shelf report toy, you can see where you have to indicate the library of the scan items, the location, the call number type.
Timothy Jackson: And then the first and last column number and then down below is where you would actually upload the file and then, once you hit the submit button.
Timothy Jackson: A job runs and, ultimately, once the job finishes running this is the report you get and you see the categories that items are placed in and to take a closer look, you can click on the ellipses.
Timothy Jackson: next to each and you will actually see a list of items in that category, which you can then either you can create a set of those items, or you can download a list into excel.
Timothy Jackson: So let me jump out of my presentation.
Timothy Jackson: and actually let's go into all my.
Maggie McGee: team i'm just going to mention about barcodes not that are not in Alma that's only downloadable you're not able to create a set with that, yes, yeah.
Maggie McGee: alright.
So.
Timothy Jackson: To use the.
Timothy Jackson: shelf report tool you'll go to resources and then under manage inventory it's this link here shelf report.
Timothy Jackson: here's the interface, I was talking about um so what you'll want to do is select the library and i'm using new paltz as an example and they only have their one library this adjourn or truth library.
Timothy Jackson: I need to select the location.
Timothy Jackson: These items were all just from their regular stacks location, but you will see all of their locations in this drop down here so i'm going to select stacks the column number type they use library of Congress, so we need to select that but you also have like Dewey decimal and LM classification.
Timothy Jackson: superintendent of documents classification I think that's government documents from what I recall, but i'm going to go ahead and select the library of Congress classification.
Timothy Jackson: Then I need to put the start num the first column number, and then the last call number of the items in the file.
Timothy Jackson: So let me get you can see right practice this before the simplicity here, so this goes from F 592 F 222 1966 the last.
Timothy Jackson: Is F 590 5.3 V 35 1989.
Timothy Jackson: And like I said when you're creating these barcode files you'll definitely need to keep track of this column number information, in fact, you might even want to put these column numbers directly in the file name.
Timothy Jackson: Which is what new pulse did when they sent us the files.
Timothy Jackson: So, now that i've set all the parameters, I need to upload the file.
Timothy Jackson: And I had to cure on my desktop this file right here.
Timothy Jackson: And now I just need to hit submit.
Timothy Jackson: And it's going to.
Timothy Jackson: just asked me if I want to start the shelf report job which I do, and it will tell you the number of barcodes in the file i'm going to go ahead and hit confirm.
Timothy Jackson: Give it just a second and now you'll see that there's a shelf report job running and it's in the running status, hopefully this doesn't it usually doesn't take very long in fact it's already run.
Timothy Jackson: So now, I need to go to the history tab to see the results of that job and here's the job here the shelf report and then it actually lists the file name I uploaded and the call number type.
Timothy Jackson: And it completed successfully so i'm going to click the ellipses and then go to report.
Timothy Jackson: And, by default, at least for me so far this analysis section hasn't been automatically expanded so i'm going to click on this.
Timothy Jackson: And here's where I can see the various categories that all of those items were placed in we've got 144 items in place and essentially 144 items that.
Timothy Jackson: should have been within the set and actually we're within the set, although again we don't know if those 144 items are all in proper call number order this tool cannot tell you that, unfortunately.
Timothy Jackson: Then here, you see missing items, but marked in place so basically things that should have been in the file but we're not either because they were shelved in an entirely different place or they're straight up missing.
Timothy Jackson: To get a better look at those you can click the ellipses and then click preview items.
Timothy Jackson: You can also create an itemized set of these which you could then run.
Timothy Jackson: there's a job that allows you to change physical items, so you could create a set and then use that job to say mark these all is missing um i'm going to go ahead and just preview these items.
Timothy Jackson: You can see them here.
Timothy Jackson: So these are all things that you see the status is in place, they are within the call number range of the file that was uploaded but their barcodes were not in the file, so the question is where are these items they're not where they're supposed to be.
Timothy Jackson: So you have all of the information here, if you want to download these there's this export list button and then you can download to an excel file and it'll give you all of the item information, you need to go searching for these.
Timothy Jackson: um so let me go back.
Timothy Jackson: So items on shelf, but marked not in place.
Timothy Jackson: Those would be things that, for instance, are like in transit or checked out, but they are up in your stacks I don't have any in this particular file.
Timothy Jackson: But if I did you would do the same exact thing you could click on the ellipses go to preview items and then you would see all of those files.
Timothy Jackson: So you could then you know get the barcodes and scan them in so that the status is properly updated and they go back to be on the shelf.
Timothy Jackson: node items, not in place, these are the things that were not.
Timothy Jackson: In the file because we knew they wouldn't be in the file, because they are already been declared missing or lost or they're checked out most likely.
Timothy Jackson: Again we didn't have any of those in this particular example but generally I don't think you would need to focus on this too much up here is items on shelf, but out of range slash set So these are essentially things that are severely Michelle.
Timothy Jackson: And let's go to preview items here.
Timothy Jackson: and keep in mind that the call number range that we were looking at was in basically the F 519.
Timothy Jackson: This item is E 44.
Timothy Jackson: So this is very Michelle and again this shelf report tool can catch instances like this, but again, it can't catch instances where items are just slightly out of order, but it will tell you the stuff that's been.
Timothy Jackson: very, very Michelle.
Timothy Jackson: So let's go back and then Lastly, we have this barcodes with no matched item.
Timothy Jackson: And like Maggie said you can't preview this you can only download this because there's no record to preview So if you just click on download list you'll get this file.
Timothy Jackson: And let's just open it up.
Timothy Jackson: And here, it is this is the barcode that.
Timothy Jackson: was of the item that was within the set but has no record at new paltz.
Timothy Jackson: So that's that's almost shelf report tool in a nutshell, any questions before I hand things over to Maggie.
Elise Murphy: Kim when you said how many i'm not to do the file too big, but like 144 i'm sure you're just doing it for demonstrations that seems so small, what.
Elise Murphy: designer give them idea of what you what a good size would be or a nice size.
Timothy Jackson: i'm afraid I don't have a good concept that that Is there anyone else in the session, who has a lot of experience doing this, you could just give a rough idea of how many barcodes they typically put in a file.
Susanna - TC3 Library: hi Tennessee Susanna at TC three we've done this once and Allah it's been a little while.
Susanna - TC3 Library: And we intentionally kept our file sizes small because we couldn't get a Michelle report.
Susanna - TC3 Library: And so I know that doesn't really answer the question, but that was kind of our workaround to try to catch things that were michelle's so we keep it varied quite a bit our file size.
Susanna - TC3 Library: Another maybe reason to keep them small, though, is for the items on shelf put out of range you can't you have to go back to your original scanned file of barcodes to see what came before and what came after and then go to the shelf and see where that thing is.
Susanna - TC3 Library: I don't know I I do think smaller is is more manageable for the processing i'm sorry that's not super super helpful, I think the other thing we saw a fair amount of for items on shelf, but out of range where.
Susanna - TC3 Library: Maybe when the bibliographic record didn't have the right identifiers to say yes, this was, in fact, an llc call number, so we had to do a fair amount of cleanup.
Susanna - TC3 Library: On that element of the record.
Elise Murphy: Thanks that makes a lot of sense, especially about when you type because you can't play the things that are just out of order within the column number range so so that that's what I when people complain about how short, it is i'll just say to bed, this is why thanks.
Maggie McGee: Somebody mentioned in chat that they do files have over 600.
Maggie McGee: And that, without a lot of errors so that's nice so.
Maggie McGee: I guess trial and error.
Maggie McGee: me if you have a large call number range you're probably not going to do all of them, if you have 10s of thousands of titles, but if spooling up range or do range of shelves, maybe, if you define how many we do at a time might be helpful.
Timothy Jackson: yeah I see Catherine mentioned that at cobo skill back when they were doing this all if they would typically top out around 3000 barcodes but um I would actually recommend posting this question to workplace.
Timothy Jackson: To get information or to get input from other campuses because.
Timothy Jackson: This is a kind of probably the kind of thing we're a lot of folks who have a lot of different ideas about what how many barcodes per file works best.
Timothy Jackson: But I agree ultimately there's probably even if you're relatively new to this and there will probably be a little trial and error involved.
Timothy Jackson: And I would recommend to initially err towards keeping the files smaller and then gradually make them bigger as long as you're not running into problems.
Timothy Jackson: Any other questions.
i'm gonna go ahead and stop sharing my screen.
Timothy Jackson: Alright, thanks everyone i'm going to hand it over to Maggie now.
Timothy Jackson: you're still muted.
Maggie McGee: Thank you hi sorry about that i'm going to be talking about produce shelf inventory API and, as mentioned earlier.
Maggie McGee: In the Amish health report, you have to go back and forth to see where these items are actually miss shelved and track them down when they're out of range when they're severely our range was nice is purdue created this.
Maggie McGee: shelf inventory API to fill this need that on the shelf report was not providing which was Michelle items and not just what are Michelle within that range of items that you are.
Maggie McGee: uploading into the file, but the column number, where the item is actually located and where it needs to go, so it will give you the number forward and backwards, that you need to move this item so it's very detailed.
Maggie McGee: When Sunni implemented this API we didn't do any customization so please be aware that it is what it is and there's some things that i'm going to talk about ignoring.
Maggie McGee: There are a couple of errors, if you ever see primary item type errors or primary policy type ERS.
Maggie McGee: You can ignore them because we did not populate those fields, they are based off of purdue we didn't edit those fields at all.
Maggie McGee: And the API could be a little glitchy and you'll see that that sometimes you have to click on that down.
Maggie McGee: The down drop down menu a couple times for library and location to get it to work, but it really does a good job, even if it's glitchy and we are not using all the functionality was not configured.
Maggie McGee: As TIM mentioned earlier, there are requirements to using this shelf inventory API, as you know, it's we needed server because it's hosted on Sunni connect server so you can't run this without a server.
Maggie McGee: You haven't get a URL once it's created you've been added to the server 21 interested Tunis already have this and if you are not why those institutions, you can contact this Ls at.
Maggie McGee: info at stickney that live answers.com and we'll get you set up with Ai tech and create the API because we also need an API.
Maggie McGee: So we will set them up all for you and, of course, that last thing we need that scan barcodes and excel file and the file in the first row must contain barcodes all in lowercase and it must be plural and one barcode per row.
Maggie McGee: For for potential report, you can get out of this inventory API.
Maggie McGee: You can get all errors reported, you can just get column number errors reported, you can get report problems other than call number, and then you could just get report errors only.
Maggie McGee: So there's a few different things that you can get out of the report so depending on your needs will probably depend on what kind of report you choose to use and again you're using most likely going to use this in conjunction with.
Maggie McGee: A shelf report.
Maggie McGee: One thing I do want to mention is, if you have multivolume sets using the shelf inventory API.
Maggie McGee: If you do not have enumeration a in your item records filled out with the volume number you're going to get errors it's going to think everything is michelle's maybe one or two might actually land where they go I couldn't figure out how the barcodes were actually read.
Maggie McGee: So it will just Michelle them so be aware of that, there are some options to handling this if you know you're working with multi-volume sets you can just ignore those errors.
Maggie McGee: Or you can proactively or after the fact, add the volume numbers to enumeration a so again, thank you to new paltz they have helped us out by scanning multiple shells for us.
Maggie McGee: Providing us files and allowing me even to edit their live instance of this one title that were this multi-volume set.
Maggie McGee: and add the volume number the enumeration a and something to be aware of, when you are doing this, if you have single digit numbers for the volumes make sure you put a zero first or it's not going to read them properly either.
Maggie McGee: No that's just one little.
Maggie McGee: One little flaw, but you can work around it, and if you know that they're multivolume sets you can either ignore them or you can next time for the next report, you can do this as a cleanup project.
Maggie McGee: Any questions before we start looking into i'm looking live at the shop produce shelf inventory API.
Maggie McGee: Okay, so let's get started so here's the URL everybody's URL is going to book, the same The only difference is going to be at the very end, is going to be your Alma three digit three letter identifier so.
Maggie McGee: The URL is the same for any institution that has configured except those last three letters will be the same identifiers, to use an Alma.
Maggie McGee: This is what the report looks like.
Maggie McGee: And first thing you need to do, you need to choose your file if you don't choose your file First, it will give you an error so it's best to always choose your file first.
Maggie McGee: And i'm using the same file tended and what i'll do is after I run this first file i'm going to show you the multivolume set as well, you can select the call number type, so it either has library Congress, do we are other.
Maggie McGee: This one's library Congress, but I could I could select do we if it's none of the it's not those to just select other you need to select your library, you can click on the drop down menu, and as you can see jumped a little bit just click again and select your library.
Maggie McGee: scan location again.
Maggie McGee: You need to click again if it doesn't do that and find the location.
Maggie McGee: I don't think it matters how poor I mean i'm not hundred percent sure how poor call numbers are handled Carol they asked how our poor call numbers handled the spacing matter what, if it was entered without a period Exeter.
Maggie McGee: i'm not 100% sure, because I didn't come across that are that I know of TIM.
Timothy Jackson: All i'm afraid i'm not sure either.
Maggie McGee: So again, that might be trial and error, and if you find.
Maggie McGee: It causes issues, then you know that can be a cleanup project to for your next scanning you know inventory and control.
Maggie McGee: So definitely first thing always upload your file choose your call never library location, you can ignore primary item type for scan location ignore primary policy type, they have not been configured for us, they are just defaults from purdue Now this is where you can choose three different.
Maggie McGee: reports, but you can get four because, if I keep all of these know i'm going to get.
Maggie McGee: All errors.
Maggie McGee: Or you know I can, and I can get everything in place when I select no to all of these.
Maggie McGee: I can only select one T yes to one of these if I select yes multiple it doesn't work right so it's you know it doesn't do what you think it will do they will combine call number problems with other problems or.
Maggie McGee: Other problems, you know it just moved do that so just be aware that it has some limitations in that point, but if I select no to all of these, I am going to get.
Maggie McGee: A report that gives me everything in place and also errors and that's every year, not just call number areas, but other ERS.
Maggie McGee: And if I choose yes to only report call number problems i'm just going to get call number problems.
Maggie McGee: It does um.
Maggie McGee: When I do that it does also provide the items in place but they're not highlighted in red.
Maggie McGee: If I do report only problems.
Maggie McGee: it's going to give me only problems that are not calling numbers and it will also show the items in place, but they won't have any problems highlighted so there'll be there, and if I do report only problems.
Maggie McGee: That is only that report is only going to show me errors it's not going to show me items in place so.
Maggie McGee: You may want to do that if you're interested in other problems, besides calling numbers, or if you're really only focused on call numbers being Michelle do you want to choose, yes.
Maggie McGee: To only call number order problems and i'm just going to do a quick DEMO of each one, so that you can see clearly.
Maggie McGee: What what i'm speaking about with this, because I think it's very important at least it is for me one of everybody, but I like to learn by seeing and doing.
Maggie McGee: So i'm going to click submit, and you can clear your cache or not that's up to you it's very personal i'm just going to say no i'm gonna incognito i'm gonna click submit.
Maggie McGee: Just take a few seconds to load sometimes it's quicker than others.
Maggie McGee: band any questions as it's taking its time.
Maggie McGee: To load.
Maggie McGee: It usually much quicker it's just taking a little bit more time, of course, during a demonstration that's pretty typical.
Maggie McGee: season said correct this is the API we're not customizing it we did customize it a little bit, but really didn't do any major customization to it, so it is, as is an out of the box as it's going to be.
Maggie McGee: We were able to make sure you know, we can return to a new file, you know you can start a new search and everything, but other than that there's been no major work done to this so when I did this one I selected no to everything, so it gives me everything it gives me there's 16.
Maggie McGee: Call numbers that are you know order problems found to temporary locations, it says one item or request problem found to vaughn location problems found one library problem found.
Maggie McGee: one item type found so it may have some of the same information as the shelf report, but the biggest thing is, you can see, with this out of order, obviously that's telling us that this is out of order.
Maggie McGee: That.
Maggie McGee: But what's Nice is if I look here correct call number order, there is nothing here and the title is not found, so this indicates to me that this possibly doesn't belong in your library, or it needs to be added to Alma.
Maggie McGee: You can see it says this item is currently between.
Maggie McGee: This column number and it tells you it wants you to move back and it didn't give me another, and as you see it's probably at the very beginning.
Maggie McGee: But this one does, if you look at this one, it gives you the call number range between these two call numbers and that tells me I need to move this item forward 135 spaces.
Maggie McGee: And if it needs to be moved back it will tell you it needs to be back so it's very detailed and that piece that's missing in the on the shelf report.
Maggie McGee: You can also give me some other errors like an IP means not in place, it means needs to be added to Alma unless it's maybe not yours, maybe it belongs to another library needs to be returned to them in temporary location.
Maggie McGee: That the location is set to a temporary location so either, it has to go back to that temporary location or you need to change that in the item record.
Maggie McGee: It says wrong library, maybe in the wrong library, maybe you have multiple libraries and or it's just not part of your libraries collection wrong location and may be in the wrong location within your library.
Maggie McGee: Now the blank I type, you can ignore this, because this is something we don't worry about item type so.
Maggie McGee: You can just ignore that piece it's the item policy we don't worry about that we don't only time item policies come in player for exceptions and then there's also a blank item policy that you may also see crop up and.
Maggie McGee: Just typically means you need to add the item into Alma.
Maggie McGee: As you can see, all my errors are highlighted in red and in this problem column.
Maggie McGee: In my problem call that was interesting when I click on it.
Maggie McGee: It.
Maggie McGee: shows all the problems and what I just did which I didn't know I could do this, so I love like to do this if I click it it's going to put all my items in order, apparently, and it will sort it.
Maggie McGee: And then my problems are below it I didn't know you could sort it so that was interesting so.
Maggie McGee: And if I wanted to do correct order I can sort by that, so I just learned something new, with you, I love that so we spawn So you can see the items in place are not highlighted, they have no problem and the problem column, and they are where they need to be, and you can ignore them.
Maggie McGee: i'm going to click back to run a new file, I can always download this file there's a link to do that, so you know when you're ready to do that, you can download it the next one, I shave I do the same file.
Maggie McGee: Using call number i'm.
Maggie McGee: Just a call number only problems, because I think a lot of us are going to be more interested in call number only problems when we're using this in conjunction with.
Maggie McGee: Almost shelf report i'm not going to worry about my cash and click submit.
Maggie McGee: So this is only going to show me I have 16 order problems, the other ones are all zero because it's only focusing on call number problems.
Maggie McGee: And as you can see, is only giving me it doesn't give me any other error, it just gives me out of order errors and it tells them where the item is where it's between where it needs to be moved forward or back errors are highlighted in red and the problems are.
Maggie McGee: In the in the problem calm and what's Nice is what we just discovered, you can sort these which I did not know so you can see how this report is a little bit different it looks the same except that there's only out of order errors being reported.
Maggie McGee: By click back and run a new file.
Maggie McGee: I will show you reporting other errors, except for call numbers, etc, I just think.
Maggie McGee: It gives you the idea of what is possible with this report and what's not and just so you know when I did this, I did make sure I added stuff that didn't belong in the collection we're out of.
Maggie McGee: Out of range because I wanted to see what would happen because I really didn't know this time i'm going to do only report problems other than call number and i'm going to click submit.
Maggie McGee: So this time I don't have any order problems reported, but I have the.
Maggie McGee: Temporary location problems item on request problems to bone locations, one on library one item type problem.
Maggie McGee: And you can see now my error looks different because does not have the out of order, so this may not be quite as valuable to you, but you might find it useful, but it may not be as valuable as calling them for only problems, and so I wanted to sort this just to see my problems.
Maggie McGee: I can look at this.
Maggie McGee: And there's only really two in this so it's nice to know that only have two records that have problems that are outside of call number range.
Maggie McGee: Then I mean one the final report i'm going to show you is.
Maggie McGee: Reporting errors only.
Maggie McGee: Just in case they do stick don't panic, it does work just keep clicking.
Maggie McGee: So this one i'm going to report problems only and click submit, so this time i'm just going to get every error i'm not going to get anything that's in place.
Maggie McGee: So they're all in red, they will all have their problem outline up here as a nice little snapshot of what the problems are.
Maggie McGee: And, depending on what the problems are it's going to be reported, so it really, really depends on your needs what you want to do with this report, how you want to.
Maggie McGee: utilize it with the on the shelf report which one you're going to choose, and of course you can always download these files.
Maggie McGee: This will be very helpful to download when you have call number only problems, because then you can hand it off to the person who's going to go up to the shelf put things back in order for you, it gives them a nice snapshot of exactly where it is instead of how.
Maggie McGee: You know what the on the shelf report, you have to go look for it hunted down and put it where it belongs, this tells you exactly where it is how many spaces and needs to move forward or back, etc, not that you necessarily have to count those faces it's still nice about that they're available.
Maggie McGee: Any questions so far.
Maggie McGee: As I promised i'd like to show you the multi-volume set with that would look like.
Maggie McGee: Now I did make some changes to that new pulses.
Maggie McGee: Production environment, and it was very, very helpful that they allowed me to do this, so that I could show you further in place and would.
Maggie McGee: Rather, not I need to figure out how I can make them go in place and it was by adding the volume number into the enumeration a and the item records, so what we choose to call number type number library.
Maggie McGee: And this one i'm going to skip keep them all at know and i'm just going to get a report of everything everything in place and everything with a problem.
Maggie McGee: They want to just show you how this looks so it will tell me, these are out of order.
Maggie McGee: And you can see, they tell you the position they're scan and if I go in I look the spaces don't really work when I went to go back and look, they were not really in order because.
Maggie McGee: They needed to have that volume information to correctly tell me so it's multi volume set it's going to tell you it's out of order but it's not going to tell you the correct place to put that item in order and the item may not really be out of order.
Maggie McGee: So it will give me that information, and the reason that these are showing out of order is because in new paltz is instance I did not put in the volume.
Maggie McGee: Number and enumeration a for these items, because I wanted to be able to show this clearly so just be aware of that multivolume sets, you can have to tread carefully with them.
Maggie McGee: And you're just going to have to be aware of what's Nice is, you can see clearly in the title and here's the call number they're going to be the same so it'd be a good indicator that they're multivolume set.
Maggie McGee: Maybe not always but, for the most part, it would be really good indicator, and you can either ignore them and just have somebody go to that section and just manually read them and or later on, you can update the item records enumeration a to include the volume numbers.
Maggie McGee: Any questions about the shelf inventory API how to use it, the errors.
Maggie McGee: So there's one last thing I would like to speak about the after you've done this, you may and i'm going to jump into.
Maggie McGee: Alma i'ma some of us new policies sandbox for this one I don't want to do their live production.
Maggie McGee: You may want to put the inventory date for your completed ranges when you've done your inventory control when you read your shelf.
Maggie McGee: This might be something you'd like to do, because it will allow you to track the last time you did inventory.
Maggie McGee: And you know, maybe you have a schedule, where every you know, maybe every year or every couple of whatever every few months, whatever your scheduling is for shelf reading.
Maggie McGee: That you know this was last done on this range was last done on this date, and it will be a good indicator when the next time you may want to do this.
Maggie McGee: Again this is optional, so if you're doing this in conjunction with the shelf inventory tool it's very nice, because as i'm.
Maggie McGee: going to go into my history of jobs, you know, Tim nicely demonstrated the job we go to her history and I click here on my ellipses.
Maggie McGee: And I choose my report.
Maggie McGee: i'm going to expand my analysis so allow me to see the information I will take my items in place.
Maggie McGee: column, and this is where I can create an item my set so I want to create an item I set here and, of course, you know if you weren't using this you could create an item I set with your barcodes.
Maggie McGee: With the barcodes but, again, you know, depending on if you want to for your shelf inventory report, you can do that just remember if there's errors and problems in there and they shouldn't be in that range or etc or a library.
Maggie McGee: You may or may not want that inventory date to be in there, you may have no problem doing that because, maybe you've corrected all those issues and you'll just upload and create an itemized set so it's items in place, you may want to change the name to something.
Maggie McGee: usable um I always like to change it.
Maggie McGee: I could take today change it.
Maggie McGee: So I have you know, sometimes it's hard to remember what the sentence for if you have to go back to it.
Maggie McGee: And I would just click save it creates this nice item mindset and once I have a set whether it's created from the shelf report, or if I create an item mindset from my barcodes for the shelf inventory report, I can run the job.
Maggie McGee: And, of course, you need to have certain roles to be able to run the job so i'm going to click admin manage jobs and set, and I would run a job.
Maggie McGee: And the job that I want to do is the it's called the change inventory information.
See.
Maggie McGee: Right change fiscal items i'm thinking of the field, I need to update, so please forgive me.
Maggie McGee: that's the job you want to change physical items job you will click on that video button click next.
Maggie McGee: And then you will do a search for your set and if you're familiar with finding jobs, this is all.
Maggie McGee: very familiar.
Maggie McGee: Like the set click next.
Maggie McGee: And then you will scroll down.
Maggie McGee: To the change in inventory information you want to make sure you check the box across from inventory day and select the date and say we finished today it's like that date, and I would click next.
Maggie McGee: And I would make sure I checked my report and the only spot should be yes, because this is the only thing i'm doing for this.
Maggie McGee: Is my change inventory information inventory date and i'm doing it unconditionally because you could always do.
Maggie McGee: Not unconditionally, you can do conditionally but I chose to do it unconditionally because I would want it to apply to everything in this set and then I click submit.
Maggie McGee: And then always ask you, you really want to do this job can't be burger reversed and click confirm or cancel if it's something you needed to change.
Maggie McGee: And this will run.
Maggie McGee: And it may take a few minutes to run I didn't run this in testing before this.
Maggie McGee: But then it will show up in your item record.
Maggie McGee: And I can just do a student I just refresh so I went to an item record.
Maggie McGee: I can just pick i'm just going to pick any item record I would show you where it will display because I do not have it done and maybe by the time we're done it'll be ready by view my item record.
Maggie McGee: click get it, I could just be too, but it's going to show up.
Maggie McGee: Here under inventory date, and this will be helpful because you'll be able to know when the last time you did shelf reading, and you know you not just shelf reading, but you cleaned up you did that whole set you did that inventory control.
Maggie McGee: It will tell you the last time this was done again this is optional, you don't need to do this, but it is on it's a nice feature, to be able to add that information into your item records, so you can keep track of this information.
Maggie McGee: That you may not have you know, otherwise you know, maybe somebody has it somewhere, but this way it's an Alma field search for it.
Maggie McGee: be able to gather that information, so it was added to all 44 So if I want to look at that set I can now show you that it's been added.
Maggie McGee: Item I said it's always numbers, if you know results if it's.
Maggie McGee: Not an item I set.
Maggie McGee: So here's my item.
Maggie McGee: And here's all my information just on a glance and again when you do create an item I set external from Alma like this, I didn't have to select it's a physical item set, but if I was creating an item I set straight out you'd have to choose physical items.
Maggie McGee: so that you can use the barcode set.
Maggie McGee: And we're going to just edit the item.
Maggie McGee: And we're going to scroll down and there's my inventory date has been added.
Maggie McGee: So it's been added to off 144 the report was done successfully without any errors.
Maggie McGee: Are there any questions about produce shelf inventory API adding inventory data completed ranges or anything within the session that we can answer.
Maggie McGee: And again, if you did not request this to get the API the shelf inventory API set up for your campus it's not too late, just email us at the sls at info.
Maggie McGee: At slick need that live answers COM and we'll get you set up and you'll have this available as well, and for those that have this available, I believe, Tim you had sent out the URLs and you can start using it, you may already be using it, but you have this tool available to you now.
Timothy Jackson: Oh yeah maybe I did send out the URLs to all the libraries, for whom we have configured this.
Maggie McGee: Wonderful thanks TIM.
Maggie McGee: If there's no outstanding questions we all finished a few minutes early, thank you for attending We appreciate, you know you know your participation and showing up and hopefully these tools will be valuable to you if you have any other questions you can always you know send it to the.
Maggie McGee: email and influence like needed live answers COM, you can post to workplace.
Maggie McGee: Thank you very much, everyone have a great day.