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    Working with Record Templates

    Translatable
    To work with templates, you must have one of the following roles:
    • Cataloger
    • Catalog Manager
    • Catalog Administrator
    The MD Editor enables catalog managers to create templates in which they can predefine the fields that they want to be included, by default, in original cataloging records. The templates can include data in all fields and subfields and include both control and non-control fields. Catalogers are, thus, able to increase their productivity by working more efficiently with these predefined templates. For more information regarding using templates while cataloging, see Navigating the MD Editor Page.
    New templates can be created from existing records or from existing templates. Templates may be shared among catalogers or private. Private templates are only available to the user who is logged in. Shared templates can be used and edited by any user who has permission to work with templates. Private or shared templates can be contributed to the Community Zone where templates can be shared between institutions. For more information on contributing templates to the Community Zone, see Contributing to the Community Zone - Normalization, Merge, and Indication Rules.
    The house icon next to each template identifies locally created templates versus out-of-the-box templates. Locally created templates are identified by the blue house icon.
    Icons_Next_to_Templates_06.png
    Icons Next to the Templates
    The following options are available for the out-of-the-box templates: New, DuplicateContribute (if you have this capability), and Properties. Locally created templates also have the Edit and Delete options (see Working with Existing, Locally Created Templates for more information).
    In addition to the MD Editor usage, the default template is applied to records added by automated processes such as records added using an API or through purchase requests.
    For holdings records, the default holdings template can be used outside the MD Editor such as when placing orders through Acquisitions or doing a repository import of holdings records if the use_marc_record_holdings_template customer parameter is set to true; see Configuring Other Settings for more information.
    The template that is identified as the Default in its template properties (see below) and noted in parenthesis in the folder of templates must contain default values for any mandatory fields/subfields (see Editing Fields) to ensure that automatically created records have the minimum required information.
    Default Template
    The Default template is applied to records before normalization processes are applied to these records. See Working with Normalization Processes.
    When an out-of-the-box template does not meet your exact requirements, use the Duplicate option to make a copy and modify the copy to match your requirements.

    Using the Form Editor When Creating Templates

    The form editor for the 006 and 008 fields presents only the relevant options for the current type of record as identified by Type of record (position 6) and Bibliographic level (position 7) in the LDR field. You may need to change the LDR for these positions to be able to view the options that you want to incorporate into your template for the 006 and 008 fields.

    Working with Existing, Locally Created Templates

    Use the procedure below to work with existing, locally created templates.
    To access and work with existing templates:
    1. On the MD Editor page (Resources > Cataloging > Open Metadata Editor), select the Templates tab in the left panel.
    2. Enter the template name in the search box.
      Template_Search_Box_04_TC.png
      Template Search Box
    3. Select the template and choose one of the following options:
      • New Record – Opens a new record in the MD Editor based on the selected template.
        If you select a Network Zone template, the record is created in the Network Zone unless you select File > Options > Placement of new records and templates and select Local within this dialog box.
      • Edit – Enables you to edit the template.
      • Delete – Select Yes to confirm that you want to delete the template.
      • Duplicate – Duplicates the selected template enabling you to modify and save it as a new template without affecting the original template. Before duplicating the record, the Template Properties dialog box opens. See Editing Template Properties for more information.
      • Contribute – Use this option (if you have this capability) to contribute the template to the Community.
      • Properties – Enables you to modify the template properties. See Editing Template Properties for more information.

    Editing Template Properties

    Use the procedure below to edit template properties for an existing template:

    To edit template properties for an existing template:
    1. On the MD Editor page (Resources > Cataloging > Open Metadata Editor), select the Templates tab in the left panel.
    2. Enter the template name in the search box.
    3. Select the template whose properties you want to modify and select the Properties option. The Template Properties dialog box appears
      Template Properties Dialog Box
    4. Modify the following template properties to match your requirements:
      • Name – You may rename the template. This is a required field.
      • Description – Enter or modify the description to more specifically identify the template. This is especially useful when contributing templates. See Contributing to the Community Zone - Rules and Templates for more information.
      • Private – Select this option to restrict access to the template. Only the template creator can change template access from Shared to Private. The Default option is not available when Private is selected.
      • Shared – Select this option to make the template available to other users. 
      • Default – Select this option if you want the template to serve as the default template for newly created records. The Default option is not available if you have selected the Private access option.
    5. Select Save.

    Creating a New Template from an Existing Record

    Use the procedure below to create a new template from an existing record.
    To create a template from an existing record:
    1. Open an existing record in the MD Editor (under the Records tab in the left pane).
    2. Select File > Save as Template. The Save as Template dialog box opens.
    3. Enter/select the following:
      1. Name (required)
      2. Description
      3. Private or Shared template
      4. Default if you want this to be the default template that opens when creating a new record.
    4. Select Save. The new template is saved under the Templates tab and appears with the local institution icon.
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