Collections
The library selected in the main page header is the working-library scope for Collections. Switching libraries refreshes the list and counts, and an empty library shows an empty state. The Library filter is an optional page-level override and does not need to appear as an active filter for the normal header scope.
Open Collection Manager > Collections to find and manage catalogue records for the active library. Search, filters, Smart Lists, pagination, selection, and row actions work the same in table and grid view.
Before You Start
- Confirm the active library in the application header.
- Your role needs permission to view Collections. Add, edit, import, label, and delete actions require their corresponding permissions.
- A record may represent a title with one or more library copies.
Search And Filter
- Choose the field under Search by, or leave All Data selected.
- Choose the comparison such as Contains.
- Enter the search value and choose Search or press Enter.
- Use Smart List for common operational groups and Filters for additional conditions.
- Clear the search or filters to return to the complete permitted collection.
Search and filtering are processed using the same data source in both views. Switching view does not reset the query, filters, Smart List, page, or result count.
Choose Table Or Grid View
Use the view toggle in the Collections header:
- Table view is best for comparing identifiers, material types, copy counts, status, and other fields across many records.
- Grid view is best for visual browsing. Each card shows the cover, title, author, number of copies, View details, selection control, and the same row action menu available in table view.
The selected view is saved for your user account. It does not change another staff member's preferred view.
On narrow screens, the heading and metrics stay together above a balanced two-column action area. The table/grid switcher fills the same action width and height as its neighboring controls. Search controls stack so the search value remains readable, while Smart List and Filters use matching full-width controls. Grid cards reduce to fewer columns and table view scrolls horizontally instead of squeezing important values.
Select And Act On Records
Choose a record checkbox to include it in the current selection. Use the three-dot action menu for record-specific actions. Available actions depend on permissions and record state and may include viewing details, editing, preparing labels, or deleting.
Use Add Item for a new catalogue record and Import for a prepared spreadsheet. Use Refresh when another staff member may have changed the selected library's records.
Troubleshooting
| Problem | What to do |
|---|---|
| Expected record is missing | Confirm the active library, clear Smart List and Filters, and search by a known identifier. |
| Grid and table counts differ | Refresh once. Both views use the same query; persistent differences should be reported with the active filters. |
| An action is missing | Your role may not have that permission, or the record state may not allow the action. Contact the organization admin. |
| Cover is unavailable | The bibliographic record may not have a cover image. This does not affect copy availability. |
Do And Don'ts
- Do confirm the active library before adding or editing copies.
- Do use table view for detailed comparison and grid view for visual browsing.
- Don't create a duplicate title merely because a cover is missing.
- Don't assume a title is available until you review its copies and statuses.
FAQ
Does grid view load different records?
No. Grid and table views display the same filtered, paginated result using different layouts.
Will my view choice affect other librarians?
No. The view preference belongs to your staff account.
Screenshot To Add: Collections in table and grid view on desktop, plus a narrow-screen grid and horizontally scrollable table.
Operational lists use the available window width in Libcodesk WebApp and the Standalone app, in both Cloud setup and Local setup where supported. Collections, members, staff and library lists keep their normal page margins while wider windows provide more room for table columns and actions. Reports, circulation, accounts and other working lists follow the same layout principle. On narrow screens, scroll a wide table horizontally to reach its columns and row menu. Forms, settings dialogs and document editors keep a focused width for readability; widening a window does not change the number of records loaded.