Item Group Editor Training

This training focuses on how to use the WorkFlows Item Group Editor wizard. Item Group Editor allows you to search for a group of items in your collection and then make changes to all of those items in a single batch. Examples of values that can be changed using Item Group Editor include:

• Home location
• Price
• Item type
• Item category 1
• Item category 2
• Item category 3
• Item category 4
• Item category 5
• Number of pieces
• Extended information notes (public, circ, and staff notes)
• Statuses for permanent, circulate, and shadowed

Examples of batch changes in the Item Group Editor:

• Does your library currently use the home location code STACKS, but you would prefer to use more specific home locations, such as FICTION, NONFICTION, J-EASY, etc., to make materials easier to find and provide more specific collection statistics?
• Does your library have quite a few books or DVDs assigned a “new” home location code (e.g., NEW-BOOK, NEW-DVD) that are no longer new and need to be assigned the home location your library uses for its non-new materials?
• Has your library assigned the item category 1 code UNDEFINED to many of its materials, and UNDEFINED needs to be changed to FICTION, NONFICTION, or EQUIPMENT?
• Has your library assigned the item category 2 code UNDEFINED, which needs to be edited to the appropriate reading level (adult, young adult, or juvenile)?
• Are mystery, romance, science fiction, or other genres popular in your collection? If so, assigning item category 4 codes would improve searching for patrons in the RSAcat, as well as statistics for how your collection is being used.

Intended audience

• Cataloging staff who meet all of the participation requirements listed below and are not currently using the Item Group Editor.
• Cataloging staff who meet all of the participation requirements listed below and are currently using Item Group Editor but need a refresher.

Location

Item Group Editor training is hosted in-person at your library, taking up to 2 ½ hours to complete. Item Group Editor training requests to are accepted on a first-come, first-served basis.

During training, you will use a training WorkFlows database, which will allow you to learn how to use the Item Group Editor to batch edit your collection without affecting your actual collection in the live WorkFlows database.

Workshop objectives

• Receive an individual WorkFlows cataloger account to use the Item Group Editor (if you are not already using an individual account) or have Item Group Editor access configured into your existing cataloger account.
• Review current counts of your library’s home location, item type, and item category 1-5 codes.
• Search for items in your collection by code, such as home location, or by a date, such as item created.
• Batch edit multiple items at once. Values that can be changed in the Item Group Editor include home location, price, item type, item categories 1-5, shadowed status, and public, circ, and staff notes.  
• Save groups of items for displays or subject bibliographies.

Participation requirements

• More than one staff member from the library is allowed to participate in this training.  
• Each participant must receive written and/or verbal permission from a supervisor, Director, or administration to participate in this training. The participant – not RSA – is responsible for meeting this requirement.
• Attend the full training session. Item Group Editor training takes up to 2 ½ hours to complete with a short break around the halfway point. 
• Basic familiarity using a mouse and keyboard, as well as the ability to clearly view a computer screen.
• Completion of the Basic WorkFlows Cataloging Workshop provided by RSA or internally at the participant’s library.
• At least six months of cataloging experience. Exception to this requirement is considered on an individual basis by the RSA Cataloging & Database Supervisor in consultation with the participant’s supervisor.
• Active subscription to the RSA email forums and routine monitoring for cataloging-related information.
• Access to an internet-connected computer.
• Access to WorkFlows. WorkFlows installation must be completed prior to the start of the training. For assistance, contact the RSA Help Desk.
• Participants must contact the RSA Help Desk as soon as possible if they need to cancel training.