Overview

1. To view a specific framework’s subfields, click the action button and choose MARC Structure.  Other options include Edit (which would allow you to edit the name of the framework), Export / Import, and Delete.
   

1. The MARC structure option will allow you to see all the MARC fields in the framework.
   

1. Once in the MARC Structure- you can use the search function at the top to search for a specific field.
   

1. To delete a field, find the MARC field you wish to delete and use the Action button and choose Delete.
   
2. There will be a confirmation page to ensure you are deleting a field.
   
3. To Edit a field, again choose the MARC field you wish to edit by using the Action button and choose Subfields.
   
4. The first screen will show all the subfields within that specific MARC field.  Find the subfield you wish to edit and choose the Edit choice under Actions.
   

1. In the example below, the visibility of the 092a is edited. This option is found under the Advanced Constraints. Check the Editor box and uncheck the Collapsed Box. This will enable the 092a to be visible in the basic editor. Be sure to save your changes.
   

1. Another example of editing a subfield would be to add a Default Value for a specific MARC field and subfield. Read more about how to do this in the article on Default Values in Frameworks.
2. Once you have made your edits to the framework, it is always important to check your changes!  Under the Administration Module > MARC bibliographic framework test – clicking this link will have Koha check your changes to make sure the edits were done correctly.
   
3. After you receive an OK - you are ready to use the newly edited framework.
   

The Koha manual recommends to not edit the Default Framework. If the Default Framework is edited, it is recommended to export a backup first.

The Koha specific fields noted by (KOHA) in a framework such as 942, 952 and 999 are important to the functionality of the catalog and Koha.  If you do want to make changes to these, please submit a ticket for assistance!

Default Values in Frameworks

Frameworks are like templates for creating new bibliographic records. Koha does come with predefined frameworks that can be edited. Librarians can create their own frameworks for assisting in their desired workflow.

Steps to Adding a Default Value in a Framework:

1. Frameworks can be found in the Administration module under MARC bibliographic framework.
2. Once in the MARC bibliographic framework section, choose Actions - MARC Structure.
3. If you know the MARC field you would like to add a default value to, you can use the search box to enter the MARC field and even the subfield - for example, 942$c.
4. Under the tab, Advanced constraints, there is a box for a default value. In the tutorial video linked below, we decided to give each ILL record that is created the item type of ILL. The default value, in this case, must be the Koha code for this item type. The code can be found in the Administration module under Item types.
5. Enter in the Default value and then hit Save.
6. To change an item-level value, navigate to the 952 MARC tags.
7. Search for the 952$3 - which will bring us to the Materials Specified field found in your Item Holding ($3). Enter in the text that you would like to pop up during the circulation process (both check-in/checkout).
   

MARC Bibliographic Framework Test

Koha provides an extremely useful tool to check your work! In the Administration module, look for the tool called MARC Bibliographic framework test. Before cataloging a record with the newly edited framework, run this Marc Bibliographic framework test. This test will ensure all edits were done correctly.

After your test produces your expected results - proceed with cataloging using the newly edited framework.

Error Messages

Error Message: The biblio.biblionumber and biblioitems.biblioitemnumber fields be mapped to a MARC subfield

Solution: The 999 tag subfield C and D must be set to ignore.

Do not delete or edit the Default framework since this will cause problems with your cataloging records - always create a new template based on the Default framework, or alter the other frameworks.

Add a Publisher Dropdown

There is a little bit of setup that is required to have this functionality. For libraries that use more than one framework while cataloging, this setup will need to be done for each framework.

Under the Koha Administration, choose Marc Bibliographic Framework. Choose the framework that the library would like to see the dropdown in. For most libraries, this is the default framework.

Under Action, choose Marc Structure. Next, we want to get to the 260 marc field, an easy way to do this is to search the tag 260$b, this will bring us right to the Publisher Marc Field.

Under "Other Options", from the Plugin dropdown option, find the "marc21_field_260b.pl"

Hit Save.

This plugin can be included in the 264$b marc field also, as this is another Publisher field in Cataloging.

Let's start cataloging!

Now we can go wild and catalog a book or even an existing record. When a cataloger is editing or adding a record, while in the 260b/264b field, they can start typing and Koha will provide a dropdown of publishers to choose from. This is going to be key in keeping the data consistent and eliminating spelling errors in the publisher field!

Upload Files

Go to Koha Administration > MARC frameworks. Once in the Frameworks, select the specific framework that you will upload files. Once you are in the desired Framework, find your 856 MARC tag, click Edit Subfields (under the Action button) and the U tab is where we will be editing. Once you have clicked the U tab, go to the bottom of the form, to other options. Choose the "Upload.pl" option from the Plugin dropdown list. Then hit SAVE.

Upload a File to a Record

Once you are in the editor in the cataloging module, you will now see a new option on the far right of the 856$u subfield.

If you want to add a specific Text to the link, you can use the 856$y for text. This text will link to the PDF and include the text you include.

See screenshots below:

A bibliographic record can have multiple 856$u fields, so if a library needs to attach more than one item, they can! From here, click that upload option. You will then upload the file that you would like to attach to this record. This will upload, and you will then +choose, to actually connect this file to your MARC record.

Once this has been attached, save your MARC record! This will now be accessible to the viewer to access this document you have attached. If you are planning on uploading a lot of MARC records, please let ByWater Solutions or your Support Vendor know, as it will increase your server size. It could also affect performance if extremely large files are attached.

Suppressing Records

Libraries can suppress bibliographic records from displaying in the OPAC. The frameworks can include a "Yes" or "No" drop down selection to the 942$c.

Authorized Values

By default, a library should have the Authorized Value "YES_NO". If a library does not have this value, you can certainly add this with two values, yes and no.

Update the Framework

Edit the 942$n. Under the "Other Options" area, you can attach this field to an Authorized Value, YES_NO.

Go into the Cataloging Module and start a new record, whether that is original cataloging or from the z39.50, you will now see the dropdown option in the 942$n field. This option will also be available when editing the records.

Add Content Warnings

A MARC field can be assigned in the system preference ContentWarningField to provide a warning about content. Any tag can be assigned in this system preference but tag 590 is recommended because it is used as a local note.

This is an optional feature in Koha. This would require a system preference to be turned on for this feature to be active. Libraries can make their own choice in whether this feature will be used at their library.

The warning can be added to the 590 Local Note field:

Any tag assigned in this system preference will be given a new label “Content warning:” that will be visible in the detail view of the record and in the OPAC.

Notes

1. Frameworks may need to be updated to make the 590, or tag of choice, visible in the editor and OPAC.
2. Some Frameworks already use the 590 as a note field, so an alternative 59X tag may need to be used instead.
3. The label “Content warning” will overwrite the framework label, but does not update or change the actual label in the Framework.
4. This system preference does not change the label for Aspen Libraries. The label in Aspen Libraries will show “Local note.”
   

Add Musical Incipits to Records

System Preferences

To allow Koha to show and play the musical incipits, we will need to turn on a few system preferences:

1. OPACPlayMusicalInscripts - MIDI representation of musical inscripts on the OPAC record details page.
2. OPACShowMusicalInscripts - musical inscripts on the OPAC record details page.
   

Framework Adjustments

By default, the default framework does not have the musical incipits fields editable. To do this, you can opt to update your framework as Holly explained in the tutorial video. For her purposes, she had a separate framework, however, this is not necessary, you can update any framework to include these fields and allow them to be editable. Once these fields are editable, the record can then be edited:

OPAC View

Patrons will be able to see the musical score and play the audio! Here is what they will see on the record:

Customize Subfield Order

Changing the default order is an easy drag-and-drop process. Go to Administration > MARC Bibliographic Framework, then to the framework you wish to edit - in this case, we’ll look at the Default framework - and select 'MARC structure' from the 'Actions' button. Go to the tag you wish to edit, then select 'Edit subfields' from the 'Action' button.

Hover over the subfield you wish to move, and when the hand icon appears, click and hold the tab to drag it to the desired position. Note that the drag-and-drop feature may not 'drop' where intended when your tabs are in multiple rows - so you may need to expand your window if they aren’t landing as expected.

Repeat this process for any other subfields as needed, and click the 'Save changes' button when you have them sorted as desired. When you access a tag from the 'View subfields' option, you’ll see that your subfields show in this new order.

Now when you create a new record with the edited framework, the subfields will be in that same order!

If you then view your newly-created record, you’ll see that subfields with data are first but that otherwise they are still in the order defined in the Default framework.

This applies for item subfields too! You can move them to put call number, barcode, replacement price, and Koha item type first - or any order that makes sense for your library’s workflows.

This also works for Acquisitions! If you rearrange the 952 subfields in your ACQ framework, they will appear in that new order when you create items from the Acquisitions module.

The customized subfield order won't apply to records brought in via z39.50. And be aware that for records created before the subfield order was changed, the new order will not show at the bib level but will show when you edit at the item level.

However, you can also change the order of subfields in existing records, and now the changes will save! While editing a record, you can simply hover your mouse over the grip, and drag the subfield to your desired location.

Authority subfields can also be rearranged by drag-and-drop. Unlike existing bib records, existing authorities will show the new order. You can also rearrange the order of subfields within individual authority records, and that new order will save and show when you view the record outside of the editing function.

Does ByWater Automatically Push Library of Congress Updates to Existing Koha Sites?

We do not push new Library of Congress MARC defaults to existing partner Koha sites. Because many libraries have made customizations to their frameworks, we do not want to override anything set up by a library. As Library of Congress updates roll out, those are implemented in blank installations for new libraries, but librarians can update their own frameworks.