How to perform a batch deletion of items
This document will outline how to delete multiple item records in a batch using the batch delete function.
Finding items to delete
In order to delete items from your system it is necessary to have the barcodes or itemnumbers of the items to be deleted.
For more details about itemnumbers, please check our support centre or contact Interleaf Technology directly.
For more details about barcodes, please check our support centre or contact Interleaf Technology directly.
These can be accumulated in a number of ways; however, it is common to use the reports module to gather the information. The type of report created will depend upon what types of items are to be deleted e.g.: items overdue by a certain amount of time, items in a particular collection etc. Regardless of the overall function of the report it must return the barcodes or itemnumbers associated with the items to be deleted.
If you require assistance determining what kind of report would be the best to use for your purposes please contact Interleaf Technology and they will be able to advise you. To request a new report, please log a ticket and fill out a report request form.
If you use a report to retrieve a list of barcodes or itemnumbers for items to be deleted, download the results to your computer and, if necessary, delete any columns in the report not containing barcodes or itemnumbers.
Example of report
Below is an example of a report that could be used to return barcodes for items to be deleted. It is a very basic report, in practice more fields would often be added to a report to confirm that the barcodes being returned were connected to the correct item records.
SELECT barcode
FROM items
WHERE itype = <<Item Type|itemtypes>>
Please note that this is a sample of a simple report and not necessarily the exact report to use. Using a report such as the example above may bring back a large volume of records which may slow the system. For specific advice, please contact Interleaf Technology directly.
This report will provide results similar to this:
Use the Download button at the top of the report results to save the barcode file locally. Use the Semicolon separated text (.csv) file option for the download.
It is possible to send the barcodes/itemnumbers to the deletion tool through the reporting module without needing to download the report results. For more details on this process, please check our Help Centre or contact Interleaf Technology directly.
The Batch Item Deletion Tool
Go to Cataloging > Batch editing > Batch item deletion.
This will bring you to a new page to input barcodes of the items to be deleted.
There are two ways in which barcodes can be added for this procedure.
Csv File
Select if the file being uploaded is of barcodes or item numbers. This example will use a barcode file, but the steps are the same for an item number file.
Click the Chose file button. This will allow a csv file of numbers to be uploaded from your computer, such as the one downloaded in the above report example.
If you are using a file of barcodes there are two things to be aware of:
The file used must be a CSV file
Barcodes must be saved in a single column with no spaced between the barcodes on the list.
Once the file has been loaded to the tool click Continue.
This will open a new page with a table of the items that will be deleted.
Please note, it is not unusual to have a warning at the top of the page signalling that a barcode called "barcode" has not been found. If the barcode is called "barcode", that is the heading field that was downloaded from the report. If there are any other barcodes not found,
please check with Interleaf Technology before completing the deletion.
Scroll to the bottom of the page to view the options for deletion.
To delete off the item records and any bibliographic records that have no item records left on them after the item deletion, tick the box beside the line Delete records if no items remain.
Then click the Delete selected items button.
This will set the job to run. Depending on if other jobs are being managed on the site the deletion may not happen immediately. To confirm the status of the deletion, click View detail of the enqueued job.
This will open a new page where the number of items and bibliographic records have been deleted.
Scanning Individual Barcodes
Individual barcodes may be scanned, typed or copied and pasted into the empty box on the page.
Please note, only barcodes can be used with this function, itemnumber can't be added to the empty box.
Barcodes must be added one to a line, with no spaces between the lines, as shown below:
After inputting the barcodes you will be brought to a new page with a table containing information about the items you have added for deletion.
Scroll to the bottom of the page to view the options for deletion.
To delete off the item records and any bibliographic records that have no item records left on them after the item deletion, tick the box beside the line Delete records if no items remain. Then click the Delete selected items button.
This will set the job to run. Depending on if other jobs are being managed on the site the deletion may not happen immediately. To confirm the status of the deletion, click View detail of the enqueued job.
This will open a new page where the number of items and bibliographic records have been deleted.
If any items have not been deleted it is likely they are checked out to patrons. In this case, check the items in and run the batch delete again.
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