How to allow authorised values to be created during cataloging

This document will outline how to set up the site so new authorised values can be added to item records during the cataloging process.

Set the system preference

Go to Koha administration > Global System Preferences and search for CreateAVFromCataloguing.

This will bring up a system preference of the same name.

Ensure the system preference is set to Allow authorized values to be created within the cataloguing module. 

If the system preference is changed, click Save all Cataloging preferences.

Creating authorised values on the item records

On an item record, go to a field which uses authorised values and click into it. This document will outline the process using the c - Shelving location field, but this process can be applied to any field that uses an authorised value. 

For details on how to find and add new item records, please check our Help Centre.

Clicking into the field will create a dropdown menu containing the existing shelving locations on the site.

There will be an empty field at the top of the dropdown that. This field can work both as a search box and an entry field to add the new authorised value.

To use this field to search, type the name of the existing shelving location being searched for into this field. The menu will narrow down to any entry which matches what is being searched for. 

For example, searching for shelf narrows down the menu on this system to any shelving location including the word shelf.

To use one of the existing shelving locations, click on the entry in the narrowed down dropdown menu. The selected location will populate the shelving location field.

To use this box to add a new field, type in the name of the authorised value to be added.

This will create an entry, with the message (select to create) to the right hand side.

Click on this line and a popup box will appear.

Enter the details for this authorised value into the popup box and click Save.

This will create an entry for the authorised value which will automatically populate the item being created/edited. 

It will be possible to use the newly create authorised value on future item records.

For more information on how to add more details to the newly created authorised value, please check our Help Centre.

Version	Date	Detail	Author
1.0	05/04/22	Doc. Created	Holly Cooper
1.2	07/04/22	Adding details	Holly Cooper

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