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This page outlines the steps on how to add volumes to a record and attach the corresponding copy/barcode to each volume.


Multi-Volume Sets

The facility to add Multi-Volume Sets is often needed in a library, in order to help the library streamline its orders. The SOLO system accommodates this in a unique way by using a built-in relationship between a record and its volume. It is a feature that can be implemented for all Content Types except Serials.

The idea behind the system feature is to allow a record to have one or more related records (volumes) and to display those records within the main record display but to retain the individuality of each additional record (volume 1, volume 2 etc). Each volume can then be individually catalogued and have its own individual copies separately managed.

Set Up

To use the Multi Volume functions, it is necessary to first establish the Record Type template with the 'Volumes' field. This is a system defined field that cannot be deleted from the list of available fields. It can be renamed for use in any template.

To set up a Record Template with the Volumes function, begin by navigating to System Management > Database Configuration > Record Type Template Maintenance.

Select one of the System Names listed and click Edit. Then, select the Fields Template tab and scroll down the list of fields until you find Volumes. Select Volumes by ticking the box and select Save on the side bar menu. You can also move the Volumes field into the chosen sequence in the record template display by using the Move Up and Move Down menu choices in the Actions table. Select Save and Exit, and the Record Template of your choice is now available to use the multi-volume facility.

Creating a Record with Multi-Volumes

Navigate to Library Functions > Cataloguing > New Catalogue Record.

Select the New Catalogue Record menu function (or whatever terminology your system uses to add a new record) and you will see a new field option in the template display: Volumes.

 

Note: it is not active for a new record until the record has been saved for the first time. This ensures that the volume(s) can be associated with an actual record in the system.

 

You may, at this stage, decide which template to use to add the Volume record by selecting from those templates, which have been made available from the Content Type and Record Type lists presented. A separate Record Type could be devised to record volumes if so desired.

The option, Add, is located at the right hand side of the field to be able to add the details for an individual volume. Selecting this will provide the template to enter details of the volume as any other record would be entered. Select Save and Close and the system returns back to the original record that was being edited before the volume field was selected.

The record now has the volume inserted as a line item within the record display. At any time, the volume details can be re-edited and amended as would be done with any other record in the system. Continue adding additional volumes as needed. Save the record when the volume entries are completed to your satisfaction.

Add Copies

You can choose to add copies to the record and the defined volumes by selecting the Locations menu on the side bar menu.

Select the option you require.

 

Using the bulk copies option allows for a faster set-up of the copies for multiple volumes.

 

Select the location and number of copies, and then define the volumes by selecting the Change Selection link. This link lists each volume that you have created and allows you to select the volumes for which you wish to create the copies.

The display is now updated to show the number of volumes selected to prepare copies for.

Select Prepare Items for this location and proceed as normal when establishing copies. Set the loan period and click Apply, then create the bar code reference and click Apply. If there are copies for other locations, follow the same procedure until its completion. Select Save.

The system will then have completed the process for adding multi-volume sets, with each volume individually managed and controlled thereafter.

Record Display

The record display (for the library administrator) will resemble the screenshots below, following a search.

 Each individual volume can be displayed by selecting the title link in the Volume field.

 

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