Notes

Notes for Title details

1. To add a note to a Title of the default note type (General), simply type it into the Notes field and use >> button.
2. If a note of any other type is needed click New to display a new page. The note type defaults to General but select from the list of available Note Types.
3. Enter the note in the Note field. This is a stretchy edit box where you can enter up to 2000 characters. Click Save.

A Default Note Type can be configured in the Locations domain. The field is not displayed by default, the system manager will need to add it to the Locations layout using Layout Manager.

When a new note is added to a title record, the default note type will default to the note type defined in this field for the logged in user’s location.

If Default Note Type is not set in the user’s location, the note type will default to General as usual.

 Note: the visibility and order of Note Types displayed in the drop down can also be changed by sequencing drop down list values.

To update Notes

If an update to Notes is subsequently required in the catalogue record:

1. Search for the Title record in Titles.
2. The Notes field has secondary search enabled, click the link to display the Note Details sheet.
3. Click Modify Record and make the changes as required. Save and Close.
4. Use breadcrumbs to navigate back to the Title details.

OLIB displays the updated Note details in the catalogue record.

Specify sequence of Notes

Normally Notes are displayed in the sequence they were originally added (unless you change using the Up/Down functions). However you can add a note in a specific position in the list of notes:

1. In modify mode, tick the box of the Note immediately above which you would like to insert a new Note.
2. In Actions select Insert Above.
3. In the Notes layout select the note Type and enter the details of the new Note.
4. Save and Close. In the Title details the new Note is placed in the chosen position. Save the changes.

 Note: use Cataloguing Reference Data> Note Types to include MARC 21 tag/inds; whether Notes of this Type are to be displayed in OPAC; whether to include in imports/exports.

Additional notes features

Many more free text Note fields can be added to the Titles layout (30 + fields are available). The system manager can add any extra Notes fields using Layout Manager, where they are labelled Note 1, Note 2, Note 3 and so on. These are outside the MARC structure.

'Template' text can also be used so that when you select the Note Type, some predefined text is copied into the Notes field automatically e.g. The target audience for this item is. To set this up:

1. Go to Reference Data>Note Types.
2. Modify the chosen Note Type, e.g. General.
3. In Template Text enter the preliminary text you would like to appear in the Notes field, e.g. The target audience for this item is. Save the details.
4. Whenever the cataloguer selects this Note Type, the above text will default into the Note field. Add more text to the Note if required so that the full Note displays e.g. The target audience for this item is 7-12 years.

Notes (Internal) is another field that the system manager can add to the Titles layout using Layout Manager. It can be used to enter an unlimited number of notes that are for internal use only - they are not displayed in the OPAC or included in the MARC21 export of records.

Note Types and manual control of MARC subfields

In Catalogue Reference Data> Note Types, OLIB includes the extensive full data set of MARC subfields.

You can manually control the subfield sequencing and separating punctuation of MARC subfields, depending on the Note Type. To do this, the system manager needs to add new fields using Layout Manager:

In Note Types - add Subfield Formatting

In Title Notes - add attributes for the relevant subfields you will be using, e.g. Note $p and Note $t.

If you would like to add subfields for title notes e.g. so that they can be included for export, please consult your local OCLC OLIB consultant.