The (frame) works! - What are my options for changing how cataloguing works on Koha?
Koha uses frameworks to create and display catalogue records. There are many ways to customise frameworks on your system which will result in changes to how cataloguing works and how the finished product displays. Click through the different tabs on the table below to view details some of the options for how you can make the cataloguing process and display your own!
How to select a framework when cataloguing
How to change the tab a subfield will appear on using the framework
How to set a default value for a field
How to re-arrange the order of subfields
How to fully remove a field when cataloging
How to mark a subfield in a framework as mandatory
How to select a framework when cataloguing
This document will outline how to select a specific framework when cataloguing. Since frameworks impact on the appearance and function of both bibliographic and item records it is important to actively select a framework when cataloguing a new record from scratch to be sure of which MARC21 fields will be available during the cataloguing process.
If a framework is not actively selected at the start of the cataloguing process, the system will use the Default framework, which can result in a library not collecting all the information that is important to them.
Navigating to the cataloguing area
Go to Cataloging.
This will bring up options for starting the process of adding a new title to the catalogue. This document will look at the +New record and the New from z39.50/SRU buttons. Both options require the framework the record will be created with to be defined before any information can be added in.
Selecting a specific framework to use
When working with either option, click the dropdown arrow beside the main buttons and select a framework from the dropdown menu. Both options will have the same framework selection. Select the framework to use for generating a new bibliographic and item record.
+New record example
When using the +New record button, after the framework has been selected an empty workform where a bibliographic record can be created by filling in title information will appear.
New from z39.50 example
When using the +New from z39.50/SRU a popup box will appear where details of the title to be added can be searched in external catalogues.
For more details about either of these features, please contact Interleaf Technology directly.
Please note, the default framework should generally not be used or edited. This framework contains a comprehensive list of the different MARC21 fields and is intended primarily as a resource for generating new frameworks, as opposed to a framework that should be in general use.
| Version | Date | Detail | Author |
| 1.0 | 19/09/22 | Document created | Holly Cooper |
| 1.2 | 22/09/22 | Adding details | Holly Cooper |
| 1.3 | 09/12/25 | Updating for newer version of Koha | Holly Cooper |
How to change the tab a subfield will appear on using the framework
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 appear in a certain tab on the workform.
If you require more assistance editing frameworks, please contact Interleaf Technology with a Changes to Framework form filled out.
Please note that the Default framework should never be edited.
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.
Custom frameworks can be created so the exact entries in this table can be different between different systems.
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.
Edit the framework
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 245$a field, but the principles can be applied to whichever field you wish to edit. 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. This will create a dropdown menu. Select Edit subfields from this menu.
This will open a new page where the subfields that make up the tag appear. The subfields will be split into different tabs, based on their alphabetic and numeric representation.
Go to tab a, (or the tab of the subfield to be edited). This will show a form of information which controls the behaviour of the subfield.
Under Basic constraints there is a line called Managed in tab, with a box to the right hand side.
As a general rule, subfields will be managed in the tab related to their number e.g 200, is stored in the 2 tab, 300 , is stored in the 3 tab and so on.
However, it is possible to change which tab the subfields will appear in. Clicking the box to the right hand side of the Managed in tab box will create a dropdown menu of the different numbered tabs the field can appear in.
ignore: Selecting this option will remove the subfield from the workform.
It is important to note that if a field is marked as mandatory and then put in the ignore area, the workform will still require the subfield to be filled in, making it impossible to save the workform.
The items (10) option will cause the subfield to appear on the add item form.
Select the number tab from the dropdown menu the field should appear in and click Save changes.
| Version | Date | Detail | Author |
| 1.0 | 24/11/20 | Document created | Holly Cooper |
| 1.1 | 10/12/20 | Screenshots added | Holly Cooper |
| 1.2 | 26/02/21 | Notes added | Holly Cooper |
| 1.3 | 29/06/26 | Updating for more recent version of Koha | Holly Cooper |
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.
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.
Custom frameworks can be added so the specific frameworks can change between systems.
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.
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.
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.
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. 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$c subfield is a dropdown menu of options as opposed to a freetext field. This will mean adding a default value to the framework will cause the default value to automatically be set in the dropdown menu.
In this example, the item type code is DM_BK. The code for the item type should be used, not the description or proper name of the item type.
For more information about item types, please check our Help Centre or contact us directly.Once the item type code is in the Default value box hit Save changes at the bottom of the screen.
Edit the framework - default values for a free text field
This example will show the same process, but for editing a free text field, as opposed to a field with a dropdown menu. In this example, the 942$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.
| Version | Date | Detail | Author |
| 1.0 | 20/11/20 | Document created | Holly Cooper |
| 1.2 | 23/11/20 | Adding details | Holly Cooper |
| 1.3 | 26/11/21 | Adding details | Holly Cooper |
| 1.4 | 30/06/26 | Updating for newer version of Koha | Holly Cooper |
How to re-arrange the order of subfields
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 move the order of subfield codes in a framework. By default, these subfields appear in ascending numeric and alphabetic order but can be manually rearranged to appear in a particular pattern.
If you require more assistance with editing frameworks, please contact Interleaf Technology with a Changes to Framework form filled out.
Please note that the Default framework should never be edited.
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.
Edit the framework
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.
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 245 field, but the principles can be applied to whichever field you wish to edit. 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. This will create a dropdown menu. Select Edit subfields from this menu.
This will open a new page where the subfields that make up the tag appear. The subfields will be split into different tabs, based on the alphabetic and numeric representation.
Moving the subfields
The subfields will appear on the workform in the same order that they appear on this table. To move a subfield to a different position, click on the subfield to be moved and while still holding the click on the subfield move it to the left or right of the line. The subfield will detach from the line and it will be possible to place the square between the subfields it should appear before and after. Then click Save changes at the bottom of the page.
Example before the subfield re - arranged:
The subfields have been rearranged:
Example after the subfield has been rearranged:
| Version | Date | Detail | Author |
| 1.0 | 16/02/22 | Doc. Created | Holly Cooper |
| 1.2 | 22/02/22 | Adding details | Holly Cooper |
| 1.3 | 28/02/22 | Adding details | Holly Cooper |
| 1.4 | 01/03/22 | Finishing details | Holly Cooper |
| 1.5 | 30/06/26 | Updating for newer version of Koha | Holly Cooper |
How to fully remove a field when cataloging
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 fully remove a field in a work form by using the ignore function.
It is important to note that removing a field from a workform using this method will mean information cannot be saved to the field. If a record is imported and has information in a field which is ignored in the framework it is being imported into, the information will be deleted.
For information about how to hide a field without fully removing it so information can still be saved in the hidden fields, or if you require more assistance with editing frameworks, please contact Interleaf Technology with a Changes to Framework form filled out.
Please note that the Default framework should never be edited.
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.
Custom frameworks can be created so the exact entries in this table can be different between different systems.
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.
Edit the framework
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 245$b field, but the principles can be applied to whichever field you wish to edit. 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. This will create a dropdown menu. Select Edit subfields from this menu.
This will open a new page where the subfields that make up the tag appear. The subfields will be split into different tabs, based on the alphabetic and numeric representation.
Go to tab b, (or the tab of the subfield to be edited). This will show a form of information which controls the behaviour of the subfield.
Go to the Basic constraints section and go to the line Managed in tab.
Click the box to the right hand side and this will create a dropdown menu. Select Ignore from the dropdown menu.
Click Save changes at the bottom of the page.
The field will no longer appear on the workform.
| Version | Date | Detail | Author |
| 1.0 | 10/11/21 | Doc. Created | Holly Cooper |
| 1.2 | 16/11/21 | Adding details | Holly Cooper |
| 1.3 | 22/02/22 | Adding details | Holly Cooper |
| 1.4 | 30/06/26 | Updating for newer version of Koha | Holly Cooper |
How to mark a subfield in a framework as mandatory
Koha frameworks shape MARC21 into workforms of information library staff can use to create records for the 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 be mandatory, meaning a workform will not save unless the mandatory fields have been filled.
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.
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.
Edit the framework
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 245$b field, but the principles can be applied to whichever field you wish to edit. 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. This will create a dropdown menu. Select Edit subfields from this menu.
This will open a new page where the subfields that make up the tag appear. The subfields will be split into different tabs, based on their alphabetic and numeric representation.
Go to tab b, (or the tab of the subfield to be edited). This will show a form of information which controls the behaviour of the subfield.
Under the Basic constraints section, there will be a line called Mandatory with a box to the right hand side. To mark a subfield as Mandatory, ensure there is a tick mark in the box. If there is no tick mark, click into the box so a tick appears. If there is a tick mark, make no changes to the box. If a tick is inserted into the box, click the Save changes button at the bottom of the screen.
How a mandatory field will appear on a workform
The name of the field will appear in red and the word Required will appear to the right of the field in red.
Saving a bibliographic record without filling in a Required field
If a Required field is not filled out when an attempt is made to save the record, a warning will pop up, identifying the field that will need to be filled in before the record can be successfully saved.
Required fields will then be highlighted in yellow.
| Version | Date | Detail | Author |
| 1.0 | 24/11/20 | Doc. Created | Holly Cooper |
| 1.2 | 04/12/20 | Adding details | Holly Cooper |
| 1.3 | 10/12/20 | Adding details | Holly Cooper |
| 1.4 | 11/12/20 | Finishing details | Holly Cooper |
| 1.5 | 01/07/26 | Updating for newer version of Koha | Holly Cooper |
| Version | Date | Detail | Author |
| 1.0 | 29/06/26 | Document created | Holly Cooper |
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