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.
Search dropdown choices use light row dividers in the Standalone app and Cloud setup so long field menus remain easy to scan. The same treatment is used by Collections, Periodicals, and Accession Register search controls.
- Clear the search or filters to return to the complete permitted collection.
When rows are selected, use the outlined Clear action with the X icon to remove only the selection. Search text, filters, and collection records remain unchanged.
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.
Filter By Category
Open Filters, select one Material Type, then choose Category beside it. Search the category choices or move through their pages. Choosing a different material type clears the previous category; All clears only the category restriction.
Uncategorized finds records without a recorded category. Older category values remain selectable even when they are no longer listed in Material Types settings. This filter does not rename or change those records. If no results appear, check the active library and clear the category before broadening your search. If the choices fail to load, use Retry.
Choose Table Or Grid View
Use the view toggle in the Collections header:
- Table view is best for comparing identifiers, material types, copy counts, and other catalogue fields across many records. Availability is not shown as a title-level status because it belongs to individual copies; choose the copy count to review it.
- 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.
In grid view, point to a cover or move keyboard focus to it to reveal the View details overlay. Select the cover with a mouse, keyboard, or touch to open the same 360-degree record view as the View details button. Use the card's three-dot menu for the other record actions.
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.
Material type values use the same readable, localized capitalization as the rest of Libcodesk, such as Book. Custom material types keep the name and capitalization configured by the library.
The Collections table does not show a title-level Status column. Choose the copy count to review each copy's availability or condition, such as Available, Issued, Lost, Damaged, Under repair, or Withdrawn. The Status filter can still help find titles whose copies match an operational state, but always use the copy list for the authoritative copy-level detail.
Use Add Item for a new catalogue record and Import for a prepared spreadsheet. After an item is added from Collections or Periodicals, the result notification closes automatically after 14 seconds; use its close button to dismiss it sooner. Use Refresh when another staff member may have changed the selected library's records.
Fetch Missing Covers For Several Records
- Select the records whose covers should be checked.
- Choose Fetch Cover in the selection bar.
- Keep the page open while the processed count advances.
- Review the completion message for updated covers, ISBNs without a matching cover, and records without an ISBN.
Libcodesk searches by ISBN and changes only the cover field. In Cloud setup, a successful cover is stored with the catalogue on the server so the Libcodesk WebApp, Standalone app, and public catalogue use the same image. The Standalone app also keeps downloaded cloud covers in its cloud data cache and reuses them on later page loads. In Local setup, the cover is stored in the local data area. A missing or invalid ISBN leaves the record unchanged.
Outlined Collections controls use a teal border so Refresh, Import, MARC21 Import, the table/grid switcher, Smart List, and Filters remain easy to identify in both light and dark themes. Add Item stays the solid teal primary action.
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 | Confirm the record has a valid ISBN, select it, and use Fetch Cover. Some ISBNs do not have a cover in the available catalogues. 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.