Shelf Locations

Open Collection Manager > Shelf Locations to maintain the physical shelf locations for the library selected in the main page header. The same workflow is available in the Libcodesk WebApp and Standalone app.

On narrow screens, Refresh and Add Location share an aligned row. The Table/Grid switch uses the same controls as Collections and expands to the available width. In the Standalone app, the stock-verification action has its own row.

Each shelf location has a unique code, an optional name and description, and one optional image. A copy's existing Shelf Location value links to the matching shelf location code without changing the copy record.

Before You Start

• Confirm the correct library in the main page header.
• Your staff role needs permission to view Collections. Adding, editing, or deleting shelf locations also requires permission to update Collections.
• Prepare a JPG, JPEG, PNG, WebP, GIF, or BMP image no larger than 8 MB.

Add A Shelf Location

1. Choose Add Location.
2. Enter the Shelf Location Code exactly as staff will select or enter it on item copies, for example GROUND-A-01.
3. Add an optional shelf location name and description.
4. Choose an optional shelf location image. The image appears immediately in the dialog so you can confirm it before saving; open the preview for a larger view and use zoom when you need to inspect details.
5. Choose Save.

The image is optional. Items continue to work normally when a shelf location has no image.

View The Image From An Item

Open a collection record's details and review its copy rows. When a copy's Shelf Location matches a saved shelf location code, choose View Image beside that copy to open a larger image. Matching ignores letter case and surrounding spaces. The action is hidden when no matching image exists.

Edit Or Delete A Shelf Location

Shelf location images appear directly in both table and grid views. Use the view switcher beside Add Location to choose the compact table or visual card grid. On a computer, hover over an image for an enlarged preview; move the pointer away to dismiss it. Select the image, or focus it with the keyboard and press Enter, to open the full image. On touch screens, tap the image. Use the three-dot action menu to edit the shelf location, replace or remove its image, or delete it.

Use Previous, Next, or the page-number field beneath the list to browse shelf locations. Rows per page changes how many locations appear at once. Table and grid views share the same page and search results. Searching starts from the first page and the count shows all matching locations, including those on other pages. Changing the active library also starts from its first page. If you delete the last location on a page, the list returns to the nearest remaining page.

Wait for the loading indicator when changing pages. If loading fails, use Refresh to retry. On narrow screens the table may scroll horizontally to keep names, descriptions, and the action menu readable; image previews appear above the surrounding layout.

A shelf location cannot be deleted while active item copies use its code. Reassign those copies first, then delete the shelf location. Editing remains available while copies reference it.

Verify Inventory On A Shelf

Open the Inventory & stock verification tab on Shelf Locations. This workspace checks a shelf without changing collection records merely because an item was not scanned.

Use Back from Inventory & stock verification to return to Shelf Locations. The Standalone app also handles the device Back action, and the Libcodesk WebApp supports browser Back. Your table/grid choice, search text, page, and rows-per-page selection remain as you left them for the same active library. The Shelf Locations action or tab also returns to the list. Back from the list then follows normal navigation.

1. Choose Start session.
2. Enter a short session name and choose the shelf being checked.
3. Scan or type each item's accession number, barcode, QR code, or RFID value. Press Enter to record each scan.
4. Watch the expected, scanned, found, misplaced, and unknown counters and progress bar.
5. Use the result filters or search to review a smaller set of records.
6. Choose Complete session after the physical check is finished.

Completing a session lists every expected but unscanned item as a discrepancy. It does not automatically mark those copies missing. Staff can check desks, returns, transit areas, and nearby shelves before changing a collection status.

Reconcile Missing, Found, And Misplaced Items

Use the three-dot action menu beside a discrepancy:

• Mark item missing changes the copy only after a staff member explicitly chooses it.
• Mark item found restores a previously missing or lost copy to available when appropriate.
• Move to verified shelf updates a misplaced copy to the shelf covered by the session.
• Accept recorded location keeps the copy where its record currently says it belongs and closes the discrepancy.
• Ignore discrepancy closes a known exception without changing the copy.

Every reconciliation records the acting staff member and time for later audit. An item with an active loan cannot be marked missing or moved through stock verification; complete the correct circulation workflow first so the member and loan history remain accurate.

Print A Discrepancy Report

Choose Print discrepancy report to prepare all missing, misplaced, and unknown results from the selected session, not only the visible page. The report includes identifiers, titles, expected and observed shelf locations, results, and recorded resolutions. Use the system print dialog to print it or save it as a PDF.

For large sessions, allow report preparation to finish before closing the page. Records load in pages so normal scanning and review remain responsive.

Troubleshooting

Problem	What to do
An item's image is not shown	Confirm that the copy's Shelf Location matches the saved shelf location code, then refresh the item details.
Delete is unavailable	One or more active copies still use this shelf location. Reassign them before deleting it.
An image will not upload	Confirm the file type is supported and the file is no larger than 8 MB.
The expected shelf location is missing	Confirm the active library. Shelf locations belong to one library and are not shared automatically.
A scan is unknown	Check the active library, then try another identifier printed on the item. Keep the entry for exception review if the item is not registered.
An item appears misplaced	Compare its physical shelf with the expected and recorded locations, then move it to the verified shelf or accept its recorded location.
Missing or move action is blocked	The item has an active circulation record. Resolve the loan through Circulation first.
A completed session still shows discrepancies	Completion identifies discrepancies; a staff member must reconcile each exception explicitly.

Do And Don'ts

• Do use short, consistent shelf location codes.
• Do photograph the shelf clearly enough for staff to recognize it.
• Do scan one defined shelf at a time and investigate missing items before changing status.
• Don't create alternate spellings of the same shelf location.
• Don't delete or rename a shelf location without checking the item count shown in its row.
• Don't use stock verification to bypass an active loan or circulation responsibility.

FAQ

Can one shelf location have several images?

No. Each shelf location currently has one image, which can be replaced or removed.

Can members see shelf location images?

Not currently. Shelf location images are available to staff in collection item details.

Does completing a session mark every unscanned item missing?

No. Completion creates discrepancies for review. A staff member must explicitly mark an item missing before its collection status changes.

Can I resume an unfinished shelf check?

Yes. Select the open session and continue scanning. A shelf can have only one active verification session at a time.

Can I print discrepancies from an earlier session?

Yes. Select the completed session, then choose Print discrepancy report.

Screenshot To Add: Shelf Locations table, add/edit dialog, inventory scanner with progress, discrepancy actions, and printable report preview on desktop and a narrow window.

Enter Locations While Adding Items

In a Collection or Periodical copy's Shelf Location field, start typing to see matching codes from that copy's selected library. Choose a suggestion with the pointer or arrow keys and Enter, or keep typing a new code. Suggestions help with spelling; they do not limit which code you can enter.

Save the item to make a newly entered code available in Shelf Locations. Existing location values from your collection are also brought into this list when you update the software. Existing location names, descriptions, and images are retained. Add those details later if a location only has its code.

To rename a location, open its action menu, choose Edit, change the code, and save. Copies using the old code in that library receive the new code together. The location keeps its name, description, and image unless you change them. A code already used by another location cannot be reused. Refresh an item that was already open to see the updated location.

If suggestions cannot load, check the selected library and your connection for a Cloud setup, then try typing again. Your typed value remains available. Saving still reports any permission or connection problem.