¶ How to pull an ITEM list of specialized titles in FOLIO
This procedure is useful for pulling lists of items that cannot be done in the FOLIO Lists app, such as something within the MARC record or item notes.
Examples (As of 4/10/2026, these are not yet searchable in Lists)
- All books that are “ALA Notable Book Fiction Winner”
- This is in the 586 field and therefore only available when searching within Instance records
- All books with a gift note of “Japan Institute of International Affairs gift”
- This information is in the Item record notes that were brought over from Sierra.
¶ Procedures
1. Use the Inventory App to do a search. This applies to Instance, Holdings, or Items. Use queries, advanced search, and any narrowing needed.
2. Check specific titles from list or ALL Titles using the top-most check box next to the TITLE column.
3. Use Actions to “save instance UUIDs”
4. Open excel download.
- Add a comma to the end of each UUID. An easy way to do this is to put this formula in column B
=CONCAT(A1,",")
- Drag the formula to the bottom of your column using the fill handle (The bottom-right corner of the cell you just added the formula to) OR double-click the fill handle (the corner with the solid square)
- Copy and paste values only so the formula no longer shows.
5. Copy the list of UUIDs with the comma
6. Open the Lists App and create a list using Record Type “Items”
- This can also be used to find bulk loan information in Record Type “Loans”
7. Build Query
- Field: Instances – Instance UUID
- Operator: in
- Value: Paste your list in
8. Test Query, then Run query and Save
9. Select whichever columns you want to export
- Be certain in the knowledge it will give you at least one column you didn’t ask for.