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Staff Client Online Help/v7.0 - Staff Client Help/PolarisStaffHelp/Administration/PDcollections/Add_a_new_collection_record.htm
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<!DOCTYPE html>
<html xmlns:MadCap="http://www.madcapsoftware.com/Schemas/MadCap.xsd" lang="en-us" xml:lang="en-us" data-mc-search-type="Stem" data-mc-help-system-file-name="Default.xml" data-mc-path-to-help-system="../../../" data-mc-toc-path="Administration |Working with Collections" data-mc-target-type="WebHelp2" data-mc-runtime-file-type="Topic" data-mc-preload-images="false" data-mc-in-preview-mode="false">
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<h1><a name="XREF_35160_Register_a"></a>Add a New Collection Record</h1>
<p><a name="kanchor4741"></a><a name="IX_adding_new"></a>To add a collection name to Polaris:</p>
<ol>
<li value="1">Select <b>Administration</b> &gt; <b>Explorer</b> &gt; <b>System</b> on the Polaris Shortcut Bar. The Administration Explorer appears.</li>
</ol>
<p class="NoteShade"><b>Tip:</b>
<br />You can also create a new collection record by copying an existing collection record. Select <b>File </b>&gt;<b> New</b>from the Collection workform menu bar and copy or clear the information in the workform. Then you can edit the collection record. See <a href="Review_and_edit_collection_information.htm#XREF_13552_Review_collection">Review and edit collection information</a>.</p>
<ol data-mc-continue="true">
<li value="2">Select <b>File </b>&gt;<b> New </b>&gt;<b> Collection</b> on the Administration Explorer menu bar. The Collection workform appears.</li>
</ol>
<p class="indent2">
<img alt="NewCollection.gif" style="margin-bottom: 0.000pt;width: 600;height: 429;" id="image0" src="NewCollection_600x429.gif" />
</p>
<ol data-mc-continue="true">
<li value="3">Type a name for the collection in the <b>Name</b> box.</li>
<li value="4">Type an abbreviation for the collection in the <b>Abbreviation</b> box.</li>
</ol>
<p class="indent2">In Polaris Find Tool power searches and PAC Boolean searches, you can search for items in the collection using the access point COL and the collection abbreviation.</p>
<p class="NoteShade"><b>Example:</b>
<br />An Adult Fiction collection is assigned the abbreviation <b>AF</b>. You can power search for items in this collection by typing <b>COL=AF</b>.</p>
<p class="NoteShade"><a name="kanchor4742"></a><a name="IX_Baker_Taylor_name_limits"></a><b>Important:</b>
<br />If you use enriched EDI ordering and shelf-ready cataloging with Baker &amp; Taylor, the collection abbreviation is limited to 10 characters or fewer to comply with this vendor’s data requirements.</p>
<ol data-mc-continue="true">
<li value="5">Select the branch or branches to which this collection belongs, or click <b>Select All</b> if you want to add the collection to all branches. If a branch is already using a collection with the same name, a Duplicate Detection message appears. A branch cannot have duplicate collections.</li>
<li value="6">If your system uses floating collections, and you want items in this collection to be potentially eligible to “float” from branch to branch, select <b>View </b>&gt;<b> Floating branches</b> or click <img alt="FloatViewIcon.gif" style="width: 26;height: 18;" id="image1" src="FloatViewIcon_26x18.gif" class="imginline" />. Then follow the instructions in <MadCap:conditionalText data-mc-conditions="Primary.Online"><a href="../../Patron_Services_Admin/PDPfloating/Designate_collections_as_eligible_to_float.htm" class="MCXref xref" data-mc-conditions="Primary.Online"><span style="color: Blue;" class="mcFormatColor">Designate collections as eligible to float</span></a></MadCap:conditionalText>.</li>
<li value="7">Select <b>File </b>&gt;<b> Save</b>.</li>
</ol>
</div>
</div>
<table style="border-spacing: 3px 3px;border-left-width: 0;border-right-width: 0;border-top-style: solid;border-top-width: 1pt;border-top-color: #000000;border-bottom-style: solid;border-bottom-width: 1pt;border-bottom-color: #000000;margin-left: 0;margin-right: auto;width: 100%;">
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
<td colspan="2" style="text-align: right;">&#160;<a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2021</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<td colspan="3" style="text-align: center;">&#160;<a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative Interfaces, Inc." alt="Send feedback to Innovative Interfaces, Inc."><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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Staff Client Online Help/v7.0 - Staff Client Help/PolarisStaffHelp/Administration/PDcollections/Delete_a_collection.htm
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<!DOCTYPE html>
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<h1><a name="XREF_84477_Delete_a_collection"></a>Delete a collection</h1>
<p><a name="kanchor2328"></a><a name="IX_deleting_22"></a>If a collection is not being used, it is automatically deleted when you remove it from the last branch with which it is associated. You can also manually delete a collection. Certain links prevent the deletion, and you must resolve the conflicts before the collection is deleted. For other types of links, you can choose to break the links and delete the collection, or cancel the operation. To manually delete a collection record. </p>
<ol>
<li value="1">List the collection in the Administration Explorer tree view. See <a href="List_collections_in_the_Explorer.htm#XREF_36250_List_collections">List workstations in the Explorer</a>.</li>
</ol>
<p class="NoteShade"><b>Tip:<br /></b>Right-click the collection and select <b>Delete</b>&#160;from the context menu to delete the collection without opening the collection record.</p>
<ol data-mc-continue="true">
<li value="2">Right-click the collection in the Administration Explorer, and select <b>Edit</b>&#160;from the context menu. The Collection workform opens.</li>
<li value="3">Choose one of these delete methods:</li>
</ol>
<ul type="disc">
<li>Select <b>File, Delete.</b></li>
<li>Click the Delete icon &#160;<img alt="DeleteIcon.gif" style="margin-bottom: -6.000pt;width: 26;height: 26;" id="image10" src="DeleteIcon_26x26.gif" /> on the toolbar.</li>
<li>Press <b>CTRL+D</b>.</li>
<li>Press <b>ALT+F+D</b>.</li>
</ul>
<p class="indent2">The system checks for linked objects that use the Collection. These links prevent the collection from being deleted, and you must resolve the conflicts before deleting the collection. The message lists the number of linked objects:</p>
<ul type="disc">
<li>Item Records</li>
<li>Reserve Item Records</li>
<li>Item Templates</li>
<li>Reserve Item Templates</li>
<li>Serial Holdings Records</li>
<li>Quick-circ Item records</li>
<li>Standing Order Part Records</li>
</ul>
<p class="indent2">The system also displays a warning message and the count of linked objects if any of these features use the collection:</p>
<ul type="disc">
<li>Children’s PAC Search Limit</li>
<li>Selection List Line Item Segments</li>
<li>PO Line Item Segments</li>
<li>Invoice Line Item Segments</li>
</ul>
<p class="indent2">For these links, you can click <b>No</b>&#160;(the collection is not deleted) or <b>Yes</b>&#160;(the collection is deleted). If you click <b>Yes</b>, the deleted collection is replaced by <b>[None]</b> in the linked objects.</p>
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<td colspan="2" style="text-align: right;">&#160;<a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2021</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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Staff Client Online Help/v7.0 - Staff Client Help/PolarisStaffHelp/Administration/PDcollections/List_collections_in_the_Explorer.htm
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<h1><a name="XREF_36250_List_collections"></a>List collections in the Explorer</h1>
<p><a name="kanchor4656"></a><a name="IX_listing_in"></a>Collections are not automatically listed in the Administration Explorer because there may be many of them in the system. However, if you plan to work with several collections, it may be convenient to list them in the Administration Explorer so you do not have to search for each one. </p>
<p>To list several or all the collections in the system in the Administration Explorer tree view:</p>
<p class="NoteShade"><b>Tip:<br /></b>If you want to work with a specific collection, you can use the Polaris Find Tool to search for and open the collection record. Select <b>Administration</b>, <b>Collection</b>&#160;on the Polaris Shortcut Bar. If you want to work with multiple collections, use the Administration Explorer.</p>
<ol>
<li value="1">Click <b>Collection</b> in the Administration Explorer tree view. A search button appears in the details view of the Explorer.</li>
</ol>
<p class="indent2">
<img alt="dCollSearch.gif" style="margin-bottom: 0.000pt;width: 373;height: 173;" id="image2" src="dCollSearch_373x173.gif" />&#160;</p>
<ol data-mc-continue="true">
<li value="2">Click <b>Search</b> to display the Polaris Find Tool.</li>
<li value="3">Select <b>Collection Name/Abbreviation</b>&#160;in the <b>Search</b>&#160;<b>By</b> box.</li>
<li value="4">Type an asterisk * (for all) in the <b>For</b> box.</li>
<li value="5">Click <b>Search</b> on the Find Tool. The results list includes all the collections defined in Polaris.</li>
</ol>
<p class="NoteShade"><b>Note:<br /></b>If there are too many collections to display at once, the status bar indicates how many have been loaded. You can press <b>CTRL+SHIFT+A</b>&#160;to load the entire list.</p>
<p class="indent2">
<img alt="ColResultsList.gif" style="width: 284.435pt;height: 236.326pt;margin-bottom: 0.000pt;" id="image3" src="ColResultsList.gif" />&#160;</p>
<ol data-mc-continue="true">
<li value="6">In the results list, select the collections to be displayed in the Administration Explorer. You can use the <b>CTRL</b>&#160;or <b>SHIFT</b>&#160;key to select multiple collections.</li>
<li value="7">Right-click in the results list, and choose <b>Select</b> from the context menu.</li>
</ol>
<p class="indent2">
<img alt="ColSelect.gif" style="width: 284.435pt;height: 236.326pt;margin-bottom: 0.000pt;" id="image4" src="ColSelect.gif" />&#160;</p>
<p class="indent2">All the selected collections are listed under <b>Collection</b>&#160;in the Administration Explorer tree view. When you select a collection, the right pane shows the collection information, including all branches that use the collection. To edit a collection, see <a href="Review_and_edit_collection_information.htm#XREF_13552_Review_collection">Review and edit collection information</a>.</p>
<p class="indent2">
<img alt="CollectList.gif" style="width: 290.359pt;height: 187.040pt;margin-bottom: 0.000pt;" id="image5" src="CollectList.gif" />&#160;</p>
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<td><span class="mc-variable III_Variables.Prod_Polaris variable">Polaris</span> Version <span class="mc-variable III_Variables.VersionNumber variable">7.0</span></td>
<td colspan="2" style="text-align: right;">&#160;<a href="../../../FrontMatter/LegalNotices.htm"><span class="mc-variable III_Variables.Copyright_Date variable">© 2021</span> <span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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<td colspan="3" style="text-align: center;">&#160;<a href="mailto:doccust@iii.com?subject=Documentation Feedback for Polaris Staff Client Online Help" title="Send feedback to Innovative Interfaces, Inc." alt="Send feedback to Innovative Interfaces, Inc."><span style="color: #000000;">Send documentation feedback to </span><span class="mc-variable III_Variables.CoName_Long variable">Innovative Interfaces, Inc.</span></a></td>
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Staff Client Online Help/v7.0 - Staff Client Help/PolarisStaffHelp/Administration/PDcollections/List_the_collections_assigned_to_a_branch.htm
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<h1><a name="XREF_55509_List_collections"></a>List the collections assigned to a branch</h1>
<p><a name="kanchor915"></a><a name="IX_listing_for_branches"></a><a name="kanchor916"></a><a name="IX_listing_collections_for"></a>To see a list of collections assigned to a specific branch:</p>
<p class="NoteShade"><b>Note:<br /></b>You can run a report to see the collections assigned to all branches. See <a href="#XREF_96663_Collections_Report">Collections Report</a>.</p>
<ol>
<li value="1">In the Administration Explorer tree view, select <b>Collection</b>. The search button appears in the right pane of the Explorer.</li>
<li value="2">Click <b>Search</b> to display the Polaris Find Tool for collections.</li>
<li value="3">Select <b>Branch Name/Abbreviation</b>&#160;in the <b>Search</b>&#160;<b>By</b> box.</li>
</ol>
<p class="indent2">
<img alt="CollectFindTool.gif" style="margin-bottom: 0.000pt;width: 417;height: 166;" id="image11" src="CollectFindTool_417x166.gif" />&#160;</p>
<ol data-mc-continue="true">
<li value="4">Type the name of the branch in the <b>For</b>&#160;box, and click <b>Search</b>&#160;on the Find Tool.</li>
</ol>
<p class="indent2">The collections associated with the branch are displayed in the results list. If there are too many collections to display at once, you can press <b>CTRL+SHIFT+A</b> to load the entire list.</p>
<h3><a name="TOC_Collections_Report"></a><a name="XREF_96663_Collections_Report"></a>Collections Report</h3>
<p><a name="kanchor917"></a><a name="IX_collections_2"></a><a name="kanchor918"></a><a name="IX_report_7"></a>The <b>Hierarchy of Library, Branches, &amp; Collections</b>&#160;report lists all the collections assigned to each branch in the system, organized by system, library, and branch. You can filter the report by organization. To access this report, select <b>Utilities, Reports and Notices</b>&#160;from the Polaris Shortcut bar, and select <b>System</b> in the Polaris Reports dialog box.</p>
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<h1><a name="XREF_13552_Review_collection"></a>Review and Edit Collection Information</h1>
<p><a name="kanchor1426"></a><a name="IX_removing_from_branches"></a><a name="kanchor1427"></a><a name="IX_adding_to_branches"></a><a name="kanchor1428"></a><a name="IX_editing_9"></a>From the collection record, you can see a list of branches using the collection, add or remove branches using the collection, and change the name of the collection. To open a collection record. </p>
<ol>
<li value="1">List the collection in the Administration Explorer tree view. See <a href="List_collections_in_the_Explorer.htm#XREF_36250_List_collections">List workstations in the Explorer</a>.</li>
</ol>
<p class="NoteShade"><b>Tip:<br /></b>Right-click the collection and select <b>Properties</b>&#160;from the context menu to see information about the collection without opening the collection record.</p>
<ol data-mc-continue="true">
<li value="2">Right-click the collection in the Administration Explorer, and select <b>Edit</b>&#160;from the context menu.</li>
</ol>
<p class="indent2">The Collection workform opens.</p>
<p class="indent2">Branches that use the collection are checked.</p>
<ol data-mc-continue="true">
<li value="3">To change the collection name, type the new name in the <b>Name</b> box. The name is changed in every record that uses this collection.</li>
<li value="4">To change the abbreviation, type the new abbreviation in the <b>Abbreviation</b>&#160;box. The abbreviation is changed in every record that uses this collection.</li>
<li value="5">To assign this collection to a branch, select (check) the box next to the branch name.</li>
</ol>
<p class="indent2">If adding this collection to the branch would result in a duplicate collection at the branch, a Duplicate Detection message appears when you save the collection. A branch cannot have duplicate collections.</p>
<ol data-mc-continue="true">
<li value="6">To remove this collection from a branch, clear the check box next to the branch name.</li>
<li value="7">If your system uses floating collections, and you want items in this collection to be potentially eligible to “float” from branch to branch, select <b>View, Floating branches</b>&#160;or click <img style="width: 31;height: 18;" src="FloatViewIcon_31x18.gif" class="imginline" alt="" />. Then follow the instructions in .</li>
<li value="8">Select <b>File | Save</b> to record your changes.</li>
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<p class="indent2">The Branch Removal Conflicts dialog box appears if there are items assigned to a collection that you removed from a branch.</p>
<ol data-mc-continue="true">
<li value="9">If the Branch Removal Conflicts dialog box appears, do the following actions:</li>
</ol>
<p class="NoteShade"><b>Note:<br /></b>Only the collections available for the associated branch are listed in the Resolve Conflict dialog box.</p>
<ol style="list-style-type: lower-alpha;">
<li value="1">Select a branch name in the <b>Branch Conflicts </b>list.</li>
<li value="2">In the Conflict Details frame, review the types and numbers of records that are affected by the change.</li>
<li value="3">Do one of the following actions to resolve the assigned branch and collection conflict in the listed records:</li>
</ol>
<ul type="disc">
<li>To remove assignment of the collection from the records listed in the Conflict Details frame, select <b>(None)</b>&#160;in the <b>Alternative Collections</b>&#160;list, and click <b>Resolve</b>.</li>
<li>To assign another collection to the records listed in the Conflict Details frame, select the collection name to assign in the <b>Alternative Collections</b>&#160;list, and click <b>Resolve</b>.</li>
</ul>
<ol style="list-style-type: lower-alpha;" start="4">
<li value="4">Click <b>OK</b> on the Branch Removal Conflicts dialog box. The dialog box closes.</li>
</ol>
<h4>Related Information</h4>
<ul type="disc">
<li><span class="FM_BulletHead">Delete a collection</span>&#160;- See <a href="Delete_a_collection.htm#XREF_84477_Delete_a_collection">Delete a collection</a></li>
<li>
<p class="FM_Task"><span class="FM_BulletHead">Removing a branch from a shared collection - </span>If you want to remove a branch from a shared collection, then link associated records to a collection with the same name just for the branch, do the following actions: </p>
<ol>
<li value="1">Create a collection with a slightly different name, and assign the branch to it.</li>
<li value="2">Remove the branch from the shared collection, and assign the linked records to the new collection. </li>
<li value="3">Rename the new collection to the name of the original shared collection.</li>
</ol>
</li>
</ul>
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<h1><a name="XREF_22362_Administering"></a>Working with Collections</h1>
<p><a name="kanchor1801"></a><a name="IX_administering_1"></a>A collection record names a collection, tracks which branches use the collection, and designates which branches (if any) are potentially eligible to receive items from the collection if it is allowed to float from branch to branch. After you set up collection records in Polaris Administration, they are available for selection in item records, selection lists, serial holdings records, purchase orders, and invoices. In addition, you can sort and filter searches for item records by collection in the Polaris Find Tool. Collection abbreviations are also used in designation fields of bibliographic records when these are imported for bulk-adding to purchase orders or selection lists, and for shelf-ready cataloging.</p>
<p>Each branch may have its own set of collections, and collections can have the same names used by other branches. In addition, a collection can belong to more than one branch for rotating collections or for shared collections, and you can designate collections as potentially eligible to float from branch to branch. Certain circulation reports also list items by collections.</p>
<p>Special considerations:</p>
<ul type="disc">
<li><span class="FM_BulletHead">Children’s items</span>&#160;- If you offer Polaris PowerPAC Children’s Edition to your patrons, consider setting up collections specifically for children’s items, such as children’s periodicals, if you do not already have them. You can then filter Children’s PAC searches to target these collections.</li>
<li><span class="FM_BulletHead">Floating collections</span>&#160;- If your system uses floating collections, allowing items from certain collections to float from branch to branch at check-in, consider setting up these collections so that all branches that participate in the floating arrangement use the collections. </li>
</ul>
<p>See also:</p>
<ul type="disc">
<li><a href="Add_a_new_collection_record.htm#XREF_35160_Register_a">Add a new collection record</a>
</li>
<li><a href="../PDresourc/List_workstations_in_the_Explorer.htm#XREF_36250_List_collections">List workstations in the Explorer</a>
</li>
<li><a href="Review_and_edit_collection_information.htm#XREF_13552_Review_collection">Review and edit collection information</a>
</li>
<li><a href="Delete_a_collection.htm#XREF_84477_Delete_a_collection">Delete a collection</a>
</li>
<li><a href="List_the_collections_assigned_to_a_branch.htm#XREF_55509_List_collections">List the collections assigned to a branch</a>
</li>
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