How to set a default value for a field
Koha frameworks shape MARC21 into workforms of information library staff can use to create records for their catalogue. The fields in these workforms can be edited in a variety of ways through the associated framework. This document will outline how to edit a field in a workform so it will automatically be filled with certain information when a record is first being catalogued.
If you require more assistance in edited frameworks, please contact Interleaf Technology with a Changes to Framework form filled out.
Please note that the Default framework should never be edited.
Step 1 - Navigate to the MARC framework to be edited
Go to Koha administration > Catalog > MARC bibliographic framework
This will take you to a page with a table of the frameworks available on your site.
The framework with Default framework in the Description column and a blank field in the Code column is the Default framework. This Default framework should never be edited.
Step 2.1 - Edit the framework - default values in a dropdown menu
Identify the framework from the table to be edited and click the Actions button to the right hand side of the line the framework is on. This will create a dropdown menu. Select MARC structure from this dropdown menu.
This will bring up a page with a table of the fields in the framework.
Across the top of the table there will be a search box, which can be used to limit the table to a specific field.
This example will use the 942$c field, which relates to the item type field recorded in the bibliographic record, but the principles can be applied to whichever field you wish to edit. It is important to note here that the 942$c subfield is a dropdown menu of options as opposed to a freetext field. This will mean adding a default value to the framework will cause the default value to automatically be set in the dropdown menu.
As the number being searched for is typed into the search box, the table of fields will narrow down to matching entries.
Once the table has been reduced to the specific field to be edited, click the Actions button to the right hand side of the line the tag is on.
A dropdown menu will appear. Select Edit subfields from this menu.
This will take you to a new page were you will be able to view and edit the subfields that make up the 942 tag, split into different tabs.
Click on the c tab and under the Advanced constraints section there will be a Default value: label with a box to the right hand side.
In this example, this box needs to be filled with the item type code for the item type that will automatically be used in a record created with this framework.
In this example, the item type code is DM_BK. The code for the item type should be used, not the description or proper name of the item type.
Details of item types can be found on the Help Centre.
Once the item type code is in the Default value box hit Save changes at the bottom of the screen.
Once the item type code is in the Default value box hit Save changes at the bottom of the screen.
Step 2.2 - Edit the framework - default values for a free text field
This example will show the same process, but for editing a free text field, as opposed to a field with a dropdown menu. In this example, the 942$e subfield will be edited so the word Third will appear by default in the field on the workform. This field is a freetext field, so rather than setting a default value on a dropdown menu, this change will cause the word Third to appear statically.
How the default content will appear
The example below shows how default content will appear in both a dropdown menu field and in a freetext field.
942$c uses a dropdown menu for staff to select the item type to apply. This dropdown menu has automatically been set to print book items which is the proper name for the item code previously used in the Default Value box on the framework.
942$e uses a freetext box for staff to type or scan information into. This box has automatically been populated with the word Third, which is the content previously added to the Default Value box on the framework.
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