Working with Item Groups

With M3, you can create an unlimited number of item groups with customized per- missions for each group. For more information about item groups, see page 3-1.

Entering Item Records and Item Groups

You must create item groups before you can enter or import item records through the M3 Cataloging module.

Creating a New Item Group

To create a new item group:

1. In the Group Editor window, select a catalog database in the Database Set

list.

2. Click New. This displays the New Group dialog box (Figure 3.17).

FIGURE 3.17

3. Click New Item Group, then click OK. This places a “New Item Group” listing in the Group Editor window (as shown in Figure 3.18).

NOTE: If the new listing does not appear, verify that All Groups or Item

Groups is selected in the Display list.

FIGURE 3.18

4. Select the new item group, then click Edit. This displays the New Item Group window (Figure 3.19), where you customize the group’s character- istics. Enter the appropriate information in each tab as described in the following sections.

FIGURE 3.19

General Tab

In this tab (Figure 3.19), enter identification information for the group. This information displays in the Group Editor window.

To enter general information:

1. In the Name box, type the item group’s name.

2. In the Description box, type any information needed to clarify this group.

3. The Created by Patron Group box displays the patron group of the user that created this group. Only administrators can modify this entry.

4. Click Apply to save your entries in this tab, then click another tab to modify it.

Click OK to save your entries in this tab and return to the Group Editor window.

Click Cancel to discard your entries in this tab and return to the Group

Editor window.

Circ Periods Tab

In this tab (Figure 3.20), establish circulation time frames and fine amounts for this item group.

FIGURE 3.20

1. To enter different limits for this item group, see steps 3 through 7 on page 3-15.

2. Click Apply to save your entries in this tab, then click another tab to modify it.

Click OK to save your entries in this tab and return to the Group Editor window.

Click Cancel to discard your entries in this tab and return to the Group

Editor window.

Members Tab

In this tab (Figure 3.21), add and remove item group members. Items assigned to this group adhere to the circulation parameters established in the Circ Periods tab on page 3-19.

To add or remove holding records:

1. In the Display list, select All Items. This displays a list of all items (as shown in Figure 3.21), not just items currently assigned to this group.

FIGURE 3.21

Tip: You can also scan items into the group. To do so, select Scan Items into Current Group in the Display list. Then scan the item’s barcode or type the barcode in the Barcode box (not shown in Figure 3.21).

2. Select each item you want to add to or remove from the item group. To locate specific items:

• Use the vertical scroll bar or your up and down arrow keys to move through the list.

• Click a column heading to sort the list by that column (not applicable to Title and Author).

• Search for an item by any field indexed in the item records. To do so: A. In the Display list, select Search. This displays the Search dialog

box (Figure 3.22).

FIGURE 3.22

B. In the Search For list, select Bibliographic or Holdings.

C. Type your search query into the appropriate boxes. To select a different MARC field or Boolean operator, click the arrow next to the appropriate list, and then select the preferred field or oper- ator. Then click Search. This displays a list of items matching your search query (Figure 3.23).

FIGURE 3.23

3. Select the desired items, then click Move. This displays the Select Group dialog box (Figure 3.24).

FIGURE 3.24

4. Select the group into which you want to move the items, then click OK.

5. To view the new item group list, select Items in Current Group Only in the Display list. The item list refreshes to display only those assigned to this group.

6. Click Apply to save your entries in this tab, then click another tab to modify it.

Click OK to save your entries in this tab and return to the Group Editor window.

Click Cancel to discard your entries in this tab and return to the Group

Editor window.

Group Access Tab

In this tab (Figure 3.16), specify which patron groups you want to have access to this group.

To specify groups with access:

FIGURE 3.25

1. The Groups Without Access box displays the patron groups that do not have access to this group. To change the group access, click the patron group that you want to have access to this item group, then click the << button. This moves the patron group to the Groups With Shared Access To Current box. Repeat this for all groups that you want to have access to this item group.

2. Click Apply to save your entries in this tab, then click another tab to modify it.

Click OK to save your entries in this tab and return to the Group Editor window.

Click Cancel to discard your entries in this tab and return to the Group Editor window.

Modifying Item Group Permissions

To modify the permissions assigned to an item group:

1. In the Group Editor window, select a catalog database in the Database Set

list.

2. Select an item group, then click Edit. This displays the settings window for the selected group.

3. Modify the settings in the tabs as needed using the techniques described in “Creating a New Item Group” beginning on page 3-17. When finished, click OK to save your changes.

Deleting an Item Group

To delete an item group from the M3 system:

1. In the Group Editor window, select the group to be deleted.

2. Click Delete.

NOTE: If members are assigned to the group, the message “You cannot delete a group that has members” appears.

3. If the group has no members, a confirmation prompt appears. Click Yes to proceed with the deletion.

Warning; You cannot undo this deletion.