Staff View

Aspen staff permissions

The table below shows what logins have permissions to use various functionality within the Staff View area in Aspen. 

Viewing the MARC data

A sample of the MARC information you can find in the Staff View is below. The number in the left column of the image matches the MARC tag found in the ILS catalog record. 

A few of the key elements that may be useful to folks who may not have in-depth knowledge of MARC tags or Aspen functionality include:

1. 245 field contains the primary title 
   1. 246 field(s) contain alternate titles - these will be searched in a title search but not displayed prominently on the record page like the 245
2. 100 field and 710 fields include author/contributor information
3. 520 field contains the text found in the Description section in Aspen
4. 800, 810, 830, 896, 897, 898, and 899 fields will display in the Series section of a record
5. 999 field contains item information including |a (call number), |l (home location), and |t (item type). If there is a |k, that displays the current location if it is different than the home location (i.e. CHECKEDOUT, DISPLAY, etc.)

Grouping Information

The Grouping Information section contains details related to the grouped work as a whole. The information here is not specific to any individual record in the grouped work.

Grouped Work ID

 The ID for the grouped work. This ID ties all the grouped records together. Note the letters at the end of the ID -- in the above example, "eng" -- this is the language code. All grouped work IDs will have a language code at the end; this helps materials of the same language group together and prevents different language materials from grouping. 

Full title

The normalized version of the title for all records in the grouped work, after things like puncutation, dates, etc., are stripped away.

Author

The normalized version of the author for all records in the grouped work, after things like punctuation, dates, etc., are stripped away.

Grouping Category

The grouping category for the records in this grouped work. This helps materials within the same grouping category automatically group together. For example: the formats Book, Audio Book, Large Print, Picture Book, etc. all have the grouping category of "Book," so they can group with each other, but not with formats of other grouping categories like "Movie."

Last Update 

This date reflects the last time Aspen detected changes to the underlying data from the ILS (bibs or items) for any records within the grouped work. If you made a change that is not reflected, check this timestamp to verify if the system has processed those changes yet.

Last Indexed 

This date reflects the last time the record was last updated in Solr (the back-end processes that indexes records). If you made a change that is not reflected, check this timestamp to verify if the system has processed those changes yet.

Managing Covers

For information on covers in Aspen, please see our Adding Covers page. 

Reviewing Record Group Data

Reload Enrichment

Clicking Reload Enrichment will prompt Aspen to re-fetch content enrichment from third party vendors, such as Novelist or Syndetics. This function does not apply to cover images. 

Force Reindex

This button will force Aspen to fetch data directly from the ILS. It can be used in troubleshooting. For example, if an item's checked out status didn't update to "Available" upon checking-in the item or the changes you make to a MARC record are not updating in Aspen, click on the "Force Reindex" button to bring in new information from the ILS. 

The regular indexing process runs every few minutes, so you should see updates to the display within 10 minutes. Refresh the page, and check the Last Indexed time to verify. If after 10 minutes the record has still not updated accordingly, please open a ticket with SWAN staff.

Diagnostics

The Diagnostics information is looking at all records associated with the grouped work. 

At first, clicking Diagnostics may only return the message "Diagnostics will be available after the record is indexed next."

In this case, close out of the modal and click Force Reindex. Within a few minutes, clicking the Diagnostics button again should now display information about format determination. Below is an example for a grouped work using bib-level format determination and eContent formats for different records within the record group:

Manually Updating Record Group

Set Display Info

For physical materials that have incorrect information displayed, it is best practice to work with SWAN or cataloging staff at your library to update the MARC record in the ILS accordingly. If you see e-materials with content in the title or author field that is incorrect or misleading to patrons, you can manually update the title and/or author that is displayed in Aspen using this button. Changing information that is displayed does not impact grouping. 

Group with Work

For information on record grouping in Aspen, please see our Grouped Records in Aspen page.