Bulk Edit

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The Bulk Edit app allows a user to apply changes to multiple FOLIO records simultaneously.

Bulk edit can apply changes to these record types:

  • Inventory holdings
  • Inventory items
  • Users

Permissions

The permissions listed below allow you to interact with the Bulk Edit app and determine what you can or cannot do within the app. Permissions are assigned to users in the Users app. If none of these permissions are assigned to a user, they are unable to see the Bulk Edit app or any related information.

Bulk edit permissions, combined with other functional app permissions, allow a user to access specific areas of the Bulk Edit app. Depending on how your library runs bulk edit jobs, users may also need permissions in other modules, such as Export Manager, Inventory, Users, and Settings. For more information about permissions, see Users > Permissions.

The following are the permissions for the Bulk edit app:

  • Bulk edit: In App - Edit user records. This permission allows the user to edit multiple user records in the Bulk Edit app.
  • Bulk edit: Can view logs This permission allows the user to view logs in the Bulk Edit app.
  • Bulk edit: In app - Edit inventory records This permission allows the user to edit a field in multiple inventory records in the Bulk Edit app.
  • Bulk edit: In app - View inventory records This permission allows the user to view a list of inventory records in the Bulk Edit app.
  • Bulk edit: Local - Edit user records This permission allows the user to edit a field in multiple user records in Bulk Edit using the CSV approach.
  • Bulk edit: Local - View user records This permission allows the user to view a list of identified user records in Bulk Edit using the CSV approach.

Bulk edit methods

The Bulk edit app provides two methods for editing records:

  • Bulk edit: The Bulk edit approach is also referred to as In-app. This approach allows the user to set criteria for the bulk edit by uploading a list of record identifiers from a .csv file. Once the records are identified and matched, Bulk edit allows the user to designate an action for these records and commit the changes to the records in FOLIO’s user interface.

  • Bulk edit (Local): The Bulk edit (Local) approach is also referred to as CSV. This approach uses a .csv file to display records matching a selected Record identifier. Changes to the matching records are made and saved in the .csv file on your local device and committed to FOLIO by uploading the edited .csv file.

Inventory - holdings

Identify records

The Bulk edit app accepts only .csv files for upload. Files should include only one column of record identifiers. If the file contains more than one column, the upload will not be successful and a Something went wrong message will display.

To set the criteria and identify records for bulk edit, follow these steps:

  1. In the Set criteria pane, ensure Record types is set to Inventory - holdings.
  2. In the Set criteria pane, select the Record identifier from the drop-down list. The record identifier you select should correspond to the type of record identifier in the .csv file.
  3. Either Drag and drop your .csv file into the Select a file box, or click or choose file to locate the file on your computer. The .csv file automatically uploads and searches for matching Holdings records.

Preview matched records

Once the file upload is complete, the matching Holdings records are listed in the Preview of record matched pane. To customize the column headings in the preview, click the Actions button. To add, check the box next to the column heading; to remove, uncheck the box or leave it empty.

Errors

The Error accordion contains a list of errors found when searching for the matched records, if any, and displays the errors in two columns:

  • Record identifier. The identifier for the record that produced the error
  • Reason for error. The reason the search did not result in a matched record.

Start bulk edit

Inventory - holdings records may be changed by using the Bulk edit or In-app approach. The fields that can be changed in holdings records using this approach include temporary holdings location, permanent holdings location, and suppress from discovery.

To start a bulk edit on the matched records, follow these steps:

  1. Click the Actions > Start bulk edit.
  2. Under Options, click the drop-down list and select the field you want to edit.
  3. Under Actions, click Select action and select the action you want to apply to the item records.
  4. To edit an additional field during the same bulk edit job, click the plus sign near the end of the row. Another row will appear under the existing row(s).
  5. To delete a row, click the trash icon at the end of the row you want to delete. The row is deleted.
  6. Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
  7. To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
  8. To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
  9. To run the bulk edit job, click Save & close. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
  10. To download the list of changed records, click the Actions button at the top right of the pane.
  11. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Temporary holdings location

To bulk edit the temporary holdings location of the matched records, follow these steps:

  1. Under Options, select Temporary holdings location from the drop-down list.
  2. Click Actions to select Replace with or Clear field.
  3. For Replace with, click Select Location and select the temporary holdings location from the drop-down list or use the Location look-up.
  4. For Clear field, proceed to step 5. Click Confirm changes.
  5. The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.
  6. The changes will be applied to the item records once Commit changes is clicked.

Permanent holdings location

To bulk edit the permanent holdings location of the matched records, follow these steps:

  1. Under Options, select Permanent holdings location from the drop-down list.
  2. Click Actions to select Replace with or Clear field.
  3. For Replace with, click Select Location and select the permanent holdings location from the drop-down list or use the Location look-up.
  4. Click Confirm changes.
  5. The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.
  6. The changes will be applied to the item records once Commit changes is clicked.

Suppress from discovery

To suppress the matched item records from discovery in the Bulk edit app, follow these steps:

  1. In the Bulk edit window, select Suppress from discovery from the Select option drop-down list.
  2. Select the appropriate Action from the Select action drop-down list.
    • Set true: Suppresses the matched item records from discovery.
    • Set false: Unsuppresses the matched item records from discovery.
  3. Click Confirm changes to apply the changes to the matched item records.
  4. An Are you sure? message appears in a new window with a Preview of records to be changed. An alert appears at the top of the window: (Number of) records will be changed if the Commit changes button is clicked. You may choose Download preview to review all changes prior to saving. Click Keep editing to return to the Bulk edits window, Download preview to preview the changes before saving, or Commit changes to run the bulk edit.
  5. The changes will be applied to the matched item records once Commit changes is clicked.

Inventory - items

Identify records

The Bulk edit app accepts only .csv files for upload. Files should include only one column of record identifiers. If the file contains more than one column, the upload will not be successful and a Something went wrong message will display.

  1. In the Set criteria pane, ensure Record types is set to Inventory - items.
  2. In the Set criteria pane, select the Record identifier from the drop-down list. The record identifier you select should correspond to the type of record identifier in the CSV file uploaded.
  3. Either drag and drop your CSV file into the box, or click or choose file to locate the file on your computer. The .csv file automatically uploads and searches for matching Items records.

Preview matched records

Once the file upload is complete, the matching Items records are listed in the Preview of record matched pane. To customize the column headings in the preview, click the Actions button. To add, check the box next to the column heading; to remove, uncheck the box or leave it empty.

Download Matched Records (CSV)

  1. Click the Actions button.
  2. From the drop-down menu, select Download matched records (CSV).
  3. Open the file on your local device.
  4. Edit the records and save the file on your local device. Make sure you save the file in CSV format.

Download Errors (CSV)

The Error accordion contains a list of errors found when searching for the matched records, if any, and displays the errors in two columns:

  • Record identifier. The identifier for the record that produced the error
  • Reason for error. The reason the search did not result in a matched record.

Start bulk edit

Inventory - items may be changed by using the Bulk edit or In-app approach. The fields that can be changed in item records with this approach include Administrative note, Check in note, Check out note, Item notes, Item status, Loan type, Location, and Suppress from discovery.

For more information about item record status changes available in Bulk Edit, see Supported Item Record Status Changes.

To start a bulk edit on the matched records, follow these steps:

  1. Click the Actions button.
  2. From the drop-down menu, select Start bulk edit.
  3. Under Options, click the drop-down list and select the field you want to edit.
  4. Under Actions, click Select action and select the action you want to apply to the item records.
  5. To edit another field during the same bulk edit job, click the plus sign near the end of the row. Another row will appear under the existing row(s).
  6. To delete a row, click the trash icon at the end of the row you want to delete. The row is deleted.
  7. Click Confirm changes. A new window will appear with a preview of the first 10 records to be changed.
  8. To return to the bulk edit, click Keep editing. The window will close and you can continue editing.
  9. To preview the entire list of records, click Download preview. A .csv file is downloaded to your local device.
  10. To run the bulk edit job, click Commit changes. The window closes and the banner at top of the Bulk edit pane displays the number of records successfully changed.
  11. To download the list of changed records, click the Actions button at the top right of the pane.
  12. Select Download changed records (CSV). The .csv file is downloaded to your local device.

Administrative note

To bulk edit the Administrative note in the matched records, follow these steps:

  1. Under Options, select Administrative note from the drop-down list.

  2. Click Actions to select the action you want to apply from the drop-down list.

    • Add note. Input note text you want added.
    • Remove all will delete any administrative notes in the item records..
    • Find Input note text you want to find. Select Replace with and input new text or select Remove to remove the text.
    • Change note type. Select the new note type.

  3. Click Confirm changes. The selected action will be applied to the matched item records.

  4. The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.

  5. The changes will be applied to the item records once Commit changes is clicked.

Check in note

To bulk edit the Check in note in the matched records, follow these steps:

  1. Under Options, select Check in note from the drop-down list.

  2. Click Actions to select the action you want to apply from the drop-down list.

    • Mark as staff only marks the item note as viewable by staff only.
    • Remove mark as staff only removes the staff only designation for the item note.
    • Add note. Input note text you want added.
    • Remove all will delete any check in notes in the item records.
    • Find input note text you want to find. Select Replace with and input new text or select Remove to remove the text.
    • Change note type. Select the new note type you want.

  3. Click Confirm changes. The selected action will be applied to the item records.

  4. The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.

  5. The changes will be applied to the matched item records once Commit changes is clicked.

Check out note

To bulk edit the Check out note in the matched records, follow these steps:

  1. Under Options, select Check out note from the drop-down list.

  2. Click Actions to select the action you want to apply from the drop-down list.

    • Mark as staff only marks the item note as viewable by staff only.
    • Remove mark as staff only removes the staff only designation for the item note.
    • Add note. Input note text you want added.
    • Remove all will delete any check in notes in the item records.
    • Find. Input note text you want to find. Select Replace with and input new text or select Remove to remove the text.
    • Change note type. Select the new note type you want.

  3. Click Confirm changes. The selected action will be applied to the item records.

  4. The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.

  5. The changes will be applied to the matched item records once Commit changes is clicked.

Item notes

To bulk edit an item note in the matched records, follow these steps:

  1. In the Bulk edit window, select the appropriate item note from the Select option drop-down list. The following types of item notes may be changed in the Bulk edit app:

    • Action note
    • Binding
    • Copy note
    • Electronic bookplate
    • Provenance
    • Reproduction

  2. Click Actions to select the action you want to apply from the drop-down list. Actions available in the Bulk edit app include:

    • Mark as staff only marks the item note as viewable by staff only.
    • Remove mark as staff only removes the staff only designation for the item note.
    • Add note. Input note text you want added.
    • Remove all will delete any selected item notes from the item records.
    • Find. Input note text you want to find. Select Replace with and input new text or select Remove to remove the text.
    • Change note type. Select the new note type you want.

  3. Click Confirm changes. The selected action will be applied to the matched item records..

  4. The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.

  5. The changes will be applied to the matched item records once Commit changes is clicked.

Item status

To bulk edit the item status field in the matched records, follow these steps:

  1. In the Bulk edit window, select Item status from the Select option drop-down list.
  2. For item status, Replace with is the only Action allowed in bulk edit and is pre-selected by default.
  3. Click Actions to select the item status you want to apply from the drop-down lis
  4. Click Confirm changes. The new item status will be applied to the item records.
  5. The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.
  6. The changes will be applied to the item records once Commit changes is clicked.

Loan type

To bulk edit the loan type in the matched records, follow these steps:

  1. In the Bulk edit window, select the appropriate loan type from the Select option drop-down list. The following loan types may be changed in the Bulk edit app:

    • Permanent loan type
    • Temporary loan type

  2. Click Actions to select the action you want to apply from the drop-down list.

    • For permanent loan type, Replace with is the only Action allowed in bulk edit and is pre-selected by default.
    • For temporary loan type, Replace with and Clear field are the actions available in bulk edit.
    • Replace with. Replaces the loan type in the matched records with the loan type selected in the Select loan type drop-down list.
    • Clear field. Removes the data in the loan type field of the matched records.

  3. Select the new loan type from the Select loan type drop-down menu or use the Filter options list to select the new loan type.

  4. Click Confirm changes. The selected action will be applied to the matched item records.

  5. The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.

  6. The changes will be applied to the matched item records once Commit changes is clicked.

Location

To bulk edit the Location in the matched records, follow these steps:

  1. In the Bulk edit window, select the appropriate location from the Select option drop-down list. The following locations may be changed in the Bulk edit app:

    • Permanent location
    • Temporary location

  2. Click Actions to select the action you want to apply from the drop-down list.

    • Replace with: Replaces the location field in the matched records with the location selected in the Select loan type drop-down list.
    • Clear field. Removes the data in the location field.

  3. Click Confirm changes. The selected action will be applied to the matched item records.

  4. The Preview of records to be changed will pop up with options of Keep editing, Download preview, or Commit changes.

  5. The changes will be applied to the matched item records once Commit changes is clicked.

Suppress from discovery

To suppress the matched item records from discovery in the Bulk edit app, follow these steps:

  1. In the Bulk edit window, select Suppress from discovery from the Select option drop-down list.

  2. Select the appropriate Action from the Select action drop-down list.

    • Set true: Suppresses the matched item records from discovery.
    • Set false: Unsuppresses the matched item records from discovery.

  3. Click Confirm changes to apply the changes to the matched item records.

  4. An Are you sure? message appears in a new window with a Preview of records to be changed. An alert appears at the top of the window: (Number of) records will be changed if the Commit changes button is clicked. You may choose Download preview to review all changes prior to saving. Click Keep editing to return to the Bulk edits window, Download preview to preview the changes before saving, or Commit changes to run the bulk edit.

  5. The changes will be applied to the matched item records once Commit changes is clicked.

Users

Identify records

The Bulk Edit app accepts only .csv files for editing record identifiers in a record. The .csv file used to set criteria must include only one column of record identifiers.

To set criteria for Bulk edit, follow these steps:

  1. In the Set Criteria pane, select Users under Record types.

  2. Select the record identifier type from the Select record identifier drop-down menu. The record identifiers for bulk edit include:

    • User UUIDs
    • User barcodes
    • External IDs
    • Usernames

  3. Drag and drop your .csv file into the Select a file with record identifiers box, or click or choose file to upload the .csv file from your computer.

Preview matched records

Once the .csv file is uploaded, the number of records matched and the filename display at the top of the Bulk edit pane.

The following information appears in the Preview of record matched pane:

  • Username. The username of the user.
  • Barcode. The barcode from the user record.
  • Status. The status of the user.
  • Patron group. The patron group assigned to the user.
  • Last name. The last name of the user.
  • First name. The first name of the user.

To include or remove record identifier columns in the preview pane, click Actions > Show columns, check the box next to the name of the record identifier to include as a column in the preview; or uncheck the box next to the name of the record identifier to remove the column from the preview.

Download matched records

To download the matched records as a .csv file, follow these steps:

  1. In the Preview pane, click Actions > Download matched records (CSV).
  2. Depending on the web browser, the .csv file may be opened and/or saved.

Download errors

If there are errors in the matched records, a message indicating the filename, number of entries, number of records matched, and number of errors display in the Errors section.

Any errors display in a two-column table in the Errors section.

  • Record identifier. The record identifier for the records that produced the error.
  • Reason for error. The reason why the error was produced.

To download the errors as a .csv file, follow these steps:

  1. In the Preview pane, select Actions > Download errors (CSV).
  2. Depending on the web browser, the .csv file may be opened and/or saved.

Start bulk edit

In matching user records, the Email, Expiration date, and Patron group fields of matched user records can be changed by using the Bulk edit approach. Bulk edit may be performed on each of these fields individually or simultaneously. To bulk edit all three fields simultaneously, click the + icon at the end of the row to add another bulk edit option.

Email

To bulk edit the Email field in the matched records, follow these steps:

  1. In the Preview pane, click Actions > Start bulk edit. The number of matched records and the filename of the .csv file display at the top of the Bulk edit window.

  2. In the Bulk edits section select Email from the Select option menu under Options

  3. For Email, bulk edit performs a find and replace in the email address field of the matched records. Thus, the Actions available are Find and Replace with . Type the appropriate text in the boxes next to Find and Replace with.

  4. Click the Confirm changes button.

  5. An Are you sure? message appears in a new window. The message (Number of) records will be changed if the Commit changes button is clicked. You may choose Download preview to review all changes prior to saving. A Preview of records to be changed is also displayed.

    • Click Keep editing to return to the Bulk edit window.
    • Click Download preview to download a .csv file of the proposed changes.
    • Click Commit changes to run the bulk edit.

  6. When the bulk edit is complete, a confirmation message, (Number of) records have been successfully changed, appears in the Bulk edit window.

  7. To change the column headings in the Preview of record changed table, click Actions and select or deselect the fields in the Show columns list as appropriate.

  8. To download a .csv file of changed records, click Actions > Download changed records (CSV).

Expiration date

To bulk edit the Expiration date field in the matched records, follow these steps:

  1. In the Preview pane, click Actions > Start bulk edit. The number of matched records and the filename of the .csv file display at the top of the Bulk edit window.

  2. In the Bulk edits section, select Expiration date from the Select option menu under Options

  3. Bulk edit performs a replace with function for the Expiration date field of the matched records. Thus, Replace with is the only option available. Use the calendar icon to select the new expiration date or type the new expiration date in the box using the MM/DD/YYYY format.

  4. Click the Confirm changes button.

  5. An Are you sure? message appears in a new window. The message (Number of) records will be changed if the Commit changes button is clicked. You may choose Download preview to review all changes prior to saving. A Preview of records to be changed is also displayed.

    • Click Keep editing to return to the Bulk edit window.
    • Click Download preview to download a .csv file of the proposed changes.
    • Click Commit changes to run the bulk edit.

  6. When the bulk edit is complete, a confirmation message, (Number of) records have been successfully changed, appears in the Bulk edit window.

  7. To change the column headings in the Preview of record changed table, click Actions and select or deselect the fields in the Show columns list as appropriate.

  8. To download a .csv file of changed records, click Actions > Download changed records (CSV).

Patron group

To bulk edit the Patron group field in the matched records, follow these steps:

  1. In the Preview pane, click Actions > Start bulk edit. The number of matched records and the filename of the .csv file display at the top of the Bulk edit window.

  2. In the Bulk edits section, select Patron group from the Select option menu under Options

  3. Bulk edit performs a replace with function for the Patron group field of the matched records. Thus, Replace with is the only option available. Select the new patron group from the Select patron group menu.

  4. Click the Confirm changes button.

  5. An Are you sure? message appears in a new window. The message (Number of) records will be changed if the Commit changes button is clicked. You may choose Download preview to review all changes prior to saving. A Preview of records to be changed is also displayed.

    • Click Keep editing to return to the Bulk edit window.
    • Click Download preview to download a .csv file of the proposed changes.
    • Click Commit changes to run the bulk edit.

  6. When the bulk edit is complete, a confirmation message, (Number of) records have been successfully changed, appears in the Bulk edit window.

  7. To change the column headings in the Preview of record changed table, click Actions and select or deselect the fields in the Show columns list as appropriate.

  8. To download a .csv file of changed records, click Actions > Download changed records (CSV).

Start bulk edit (Local)

The Bulk edit (Local) function allows the user to perform a bulk edit on records edited locally (external to FOLIO) by uploading a .csv file of the changed, or edited, records.

Any field in matching user records can be changed by using the Bulk edit (Local) approach.

Note that Microsoft Excel processes .csv files in ways that may change data unexpectedly, especially date and time fields. Reviewing the .csv data in a text editor helps ensure that no unexpected changes are made to records with Bulk edit (Local).

To use Bulk edit (Local) approach to apply changes to records, follow these steps:

  1. In the Set criteria pane, select Users as the Record type and select the appropriate Record identifier: User UUIDs, User barcodes, External IDs, or Usernames.
  2. Upload a .csv file with the selected Record identifier by either using the Drag and drop option or clicking the Choose file button.
  3. Select Actions > Download matched records (CSV) to download a .csv file of matched user records; or select Actions > Download errors (CSV) to download a .csv file of records that did not match your selected record identifier.
  4. Edit the downloaded .csv file and make changes to the user records in the file itself. Save the edited .csv file to your computer.
  5. Select Actions > Start bulk edit (Local).
  6. In the Bulk edit window, Drag and drop the .csv file into the Upload CSV file with edited records box, or click or choose file to upload the .csv file from your computer.
  7. If the .csv file is uploaded successfully, the confirmation message, (Name of File).csv successfully uploaded, displays in a new window.
  8. Click Next. The warning message, (Number of) records will be updated if the Commit changes button is clicked appears in a new window.
  9. Click Commit changes. Bulk edit will apply the local changes to the records in FOLIO.

Logs

The Bulk edit app allows users to preview bulk edit logs based on set criteria and download a file associated with a bulk edit job.

Preview bulk edit logs

The options available for setting criteria include: Statuses, Record types, Started, Ended, and User.

To set criteria and preview bulk edit logs, follow these steps:

  1. Click on the Identifier tab in the Set criteria pane.

  2. Under the Statuses accordion, select the status for the bulk edit log by checking the appropriate box:

    • New
    • Retrieving records
    • Saving records
    • Data modification
    • Reviewing changes
    • Completed
    • Completed with errors
    • Failed

  3. Under the Record types accordion, select the record type for the bulk edit log by checking the appropriate box:

    • Inventory - holdings
    • Inventory - items
    • Users

  4. In the Started accordion, use the calendar icon or type in the date using the YYYY-MM-DD format in the From and To fields to limit the preview by the start date of the bulk edit. Click Apply.

  5. In the Ended accordion, use the calendar icon or type in the date using the YYYY-MM-DD format in the From and To fields to limit the preview by the end date of the bulk edit. Click Apply.

  6. In the Users accordion, select the user, or FOLIO account, that ran the bulk edit job from the Choose user drop-down list.

  7. A preview list of bulk edit logs displays in the Bulk edit logs pane. The number of bulk edit logs in the preview displays at the top of the pane as (number of) records found. The column headings display the following criteria for each bulk edit log:

    • Record type: type of records changed in the bulk edit job
    • Status: status of the bulk edit job
    • Editing: method of bulk edit used - In App or Local
    • # of records: number of records retrieved for bulk edit
    • Processed: number of records changed in bulk edit job
    • Started: start date and start time of bulk edit job
    • Ended: end date and end time of bulk edit job
    • Run by: user or FOLIO account used to run the bulk edit job
    • ID: system-generated number assigned to the bulk edit job

Download a bulk edit log file

In the Bulk edit app, a file used to run a bulk edit job can be downloaded and saved from the Bulk edit logs pane.

To download a file associated with a bulk edit log, follow these steps:

  1. In the Bulk edit logs pane, click on the ellipses in the Actions column next to the appropriate bulk edit log.

  2. Select the appropriate action from the Download drop-down list. The types of files available for download include:

    • File that was used to trigger the bulk edit
    • File with the matching records
    • File with errors encountered during the record matching
    • File with the preview of proposed changes
    • File with updated records.

  3. Depending on the web browser, the file can be opened or saved to your computer.

Last modified May 9, 2024