1 Staff Account Permissions
2 =========================
5 New in Evergreen Version 2.10
6 -----------------------------
12 https://www.youtube.com/watch?v=bCyXo6vq2qs[*Sitka's Evergreen New
13 Features in release 2.10 (5:55)*]
19 * Conditional Negative Balance: Libraries can now decide whether or not
20 to use a negative balance to refund lost charges or overdue payments
21 after a selected period of time. This is optional. Libraries need to set
22 up the related settings to use this feature. See
23 link:#conditional-negative-balances[Conditional Negative Balances] for
25 * New reasons for billing/payment voiding/adjustment. Under some
26 circumstances, Evergreen does not void bills but adds adjustment
27 billing/payment to maintain/adjust the bill balance.
28 * New function on Bills: Adjust to Zero, which sets the selected bill's
29 balance to zero by adding billing or payment.
30 * Restricted function on Bills: Void All/Selected Billings. This
31 function is now available to Local System Administrators (LSA) only. Due
32 to the new settings described above, there is now less need to void
33 bills. LSA may grant the permission to selected staff accounts as
34 required via the User Permission Editor.
35 * Holds Count option in the Column Picker on some item display screens.
36 You can choose to view number of holds that may be, but not necessarily,
37 filled by the highlighted copy, or, for title level holds, the number of
38 holds that may be filled by other copies, if available. Note that
39 newly-added items and items in a non-holdable status will not display
40 accurate hold counts until 24 hours after they have been added to the
41 system or moved to a holdable status using Retarget Local Holds and
42 Retarget All Statuses check in modifiers.
43 * New images on Transit and Hold pop-ups: Farewell to Frog and Turtle.
44 Welcome Truck and Bookshelf!
45 * Duplicate patron check on Patron Registration screen now includes
46 inactive patrons. To view inactive patrons, make sure Include Inactive
47 Patrons? checkbox is selected on patron search screen.
49 [[new-feature-selfcheck]]
53 * The patron information area no longer displays unless a patron is
55 * A pop up will appear on the Evergreen self check 20 seconds before
56 logging out a patron due to inactivity.
62 * Quickly export non-imported records on MARC Batch Import/Export. This
63 allows staff to download to a MARC file any records in their import
64 queue that were not imported into the catalogue. Cataloguers can then
65 work with the records using an external tool, then attempt to import
66 them into Evergreen again.
72 * Exclude electronic results
74 A new checkbox to exclude electronic resources from search results is
75 now available on the advanced search screen and from the search results
77 * Availability Details
79 On the results screen the availability details now show X of X copies
80 available rather than just a count of the currently available items.
81 * Sort in Holds and Checkout screens in My Account
83 Column sorting is now available in patron's Items Checked Out, Check Out
84 History, and Holds screens in My Account.
85 * Account Expiration Date in My Account
87 The Account Expiration Date has been added to the Account Preferences
89 * Check Out History - delete specific titles
91 Patrons can now delete titles that they do not wish to appear in their
93 * Warning when turning off check out and/or hold history
95 When disabling checkout and/or holds history in the My Account's Search
96 and History Preferences tab, patrons will be warned that existing data
97 will be permanently deleted.
99 [[new-features-server-administration]]
105 Negative Balance Interval (Default)
107 Negative Balance Interval for Lost
109 Negative Balance Interval for Overdues
111 Prohibit negative balance on bills (Default)
113 Prohibit negative balance on bills for lost materials
115 Prohibit negative balance on bills for overdue materials
116 * Email Courtesy Notice on Expiring Patron Accounts: Libraries may
117 choose to send an email reminder when a patron account will become
118 expired in a number of days. Contact Co-op support to set it up.
119 * Welcome Email to Newly Registered Patrons: Libraries may choose to
120 send an email to the patron when a new patron record is created. Contact
121 Co-op support to set it up.
123 [[new-features-report]]
127 * Sortable columns in HTML output when results are under 10,000 rows.
129 [[new-features-video-links]]
130 Snippet and Training Videos
131 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
133 Links to the Sitka Snippet and training videos created by Support can
134 now be found throughout the manual.
136 Visit the https://www.youtube.com/channel/UCiMYBCQG4QJVT-B3Ruk0Ncg[BC
137 Libraries Cooperative YouTube channel] for a complete list of our
140 Have a topic you'd like to see a video for? Email
141 https://bc.libraries.coop/support/[Support] and let us know.
143 ________________________________________________________________________________________________________________________
146 We continue to use videos created in previous versions of Evergreen that
147 demonstrate functionality that has not changed.
148 ________________________________________________________________________________________________________________________
151 New Behaviour in Evergreen 2.10
152 -------------------------------
154 [[conditional-negative-balances]]
155 Conditional Negative Balances
156 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
158 https://goo.gl/ZjHvQV[*Sitka Snippet Video - Conditional Negative
161 Through a series of link:admin-lsa-library-settings.xml[Library
162 Settings], a site can prohibit negative balances on bills or can allow
163 those negative balances to be applied for a specific period of time
164 after a lost or overdue bill is charged to the patron. This is optional.
165 Libraries need to set up the related settings to use this feature.
167 link:#cnb-do-not-void[Libraries that *Do NOT Void* Lost Charges when an
168 Item is returned should follow these instructions]
170 link:#cnb-do-void[Libraries that *Do Void* Lost Charges when an Item is
171 returned should follow these instructions]
174 Libraries that Do NOT Void Lost Charges when an Item is returned
175 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
177 On returning/claiming returned a lost item, if a library does not want
178 to void lost charges, set the following four settings to FALSE, and
179 ignore other settings mentioned in the next section.
181 [width="100%",cols="72%,28%",options="header",]
182 |=========================================================
184 |Void lost item processing fee when claims returned |FALSE
185 |Void processing fee on lost item return |FALSE
186 |Void lost item billing when returned |FALSE
187 |Void lost item billing when claims returned |FALSE
188 |=========================================================
191 Libraries that Do Void Lost Charges when an Item is returned
192 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
194 ________________________________________________________________________________________________________________________________________________________________________________________
197 Settings should be set following one of the four configuration options
198 list below. Pick the applicable scenario based on your libraries
199 policies regarding returned lost and paid items.
200 ________________________________________________________________________________________________________________________________________________________________________________________
202 * link:#cnb-scenario3[ALWAYS Refund Lost Item Billing].
203 * link:#cnb-scenario2[NEVER Refund Lost Item Billing]
204 * link:#cnb-scenario4[ALWAYS accept lost Item return. Refund Lost Item
205 Billing within Time Frame]
206 * link:#cnb-scenario1[Accept Lost Item return within Time Frame. Refund
207 Lost Item Billing within Time Frame]
209 A library will take back a lost item if returned within a year and will
210 always refund regardless the payment has been made.
212 [width="100%",cols="72%,28%",options="header",]
213 |============================================================
215 |Void lost max interval |1 year
216 |Prohibit negative balance on bills for lost materials |FALSE
217 |Negative Balance Interval for Lost |Do Not Set-up
218 |============================================================
220 A library will take back a lost item if returned within a year (since it
221 became overdue) and never refund once the payment has been made.
223 [width="100%",cols="72%,28%",options="header",]
224 |===========================================================
226 |Void lost max interval |1 year
227 |Prohibit negative balance on bills for lost materials |TRUE
228 |Negative Balance Interval for Lost |Do Not Set-up
229 |===========================================================
231 A library will always take a lost item regardless when it is returned,
232 but refund only within two months after the payment has been paid
234 [width="100%",cols="72%,28%",options="header",]
235 |===========================================================
237 |Void lost max interval |99 years
238 |Prohibit negative balance on bills for lost materials |TRUE
239 |Negative Balance Interval for Lost |2 months
240 |===========================================================
242 A library will take back a lost item if returned within a year (since it
243 became overdue), and refund paid charges only when the item is returned
244 within two months after the payment was made:
246 [width="100%",cols="72%,28%",options="header",]
247 |===========================================================
249 |Void lost max interval |1 year
250 |Prohibit negative balance on bills for lost materials |TRUE
251 |Negative Balance Interval for Lost |2 months
252 |===========================================================
254 _______________________________________________________
257 Interval durations can be customized per library policy
258 _______________________________________________________
260 [[permissions_changes]]
261 Changes to all Staff Permission Groups
262 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
264 To truly remove the ability to produce negative balances on a
265 transaction, we have made the following changes to all staff permission
268 * VOID_BILLING : permission revoked from all staff, granted to Local
269 System Administrator (LSA may grant to selected staff memebers, if
271 * ADJUST_BILLS : permission granted to all staff. This permission allows
272 staff to use the new Adjust to Zero function to resolve bills.
274 __________________________________________________________
277 Manual voiding will continue to produce negative balances.
278 __________________________________________________________
281 Adjust Bill Balance to Zero
282 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
284 https://goo.gl/Sa0iba[*Sitka Snippet Video - Adjust to Zero on Bills
287 An Adjust to Zero option has been added to the bills interface of the
288 patron record. This option will always adjust the selected bill to a
289 zero balance. It can also be used to easily clear a negative balance
290 from the patron’s record.
292 _______________________________________________________________________________________________________________________________________________________________
295 This feature is used instead of void a bill in almost all procedures.
296 Local System Administrators are able to void bills on the rare occasions
298 _______________________________________________________________________________________________________________________________________________________________
300 Retrieve patron using F1 (retrieve patron by barcode) or F4 (patron
303 Click on Bills button.
305 screenshot of patron menu
307 All bills under one transaction are grouped under one bill line. Select
308 the bill line and click Actions for Selected Transactions > Adjust to
309 Zero and click Yes when asked to confirm.
311 screenshot of bills interface
313 _________________________________________________________________________________________________________________________________________________________________________________________________________________
316 If partial bill should be cleared, staff may collect the partial payment
317 first, then Adjust to Zero to resolve the bill. Ask a supervisor to help
318 when partial bill should be cleared but no payment can be made.
319 _________________________________________________________________________________________________________________________________________________________________________________________________________________
322 Revisions to Version 2.10 and Attributions to Contributors.
323 -----------------------------------------------------------
325 Version 2.10 of this manual was published May 24, 2016. Below are
326 subsequent content changes in reverse chronological order. Minor changes
327 including spelling corrections, formatting changes, and cosmetic
328 screenshot updates are excluded.
330 BC Libraries Cooperative acknowledges the Documentation Interest Group
331 (DIG) Copyright © 2008-2015 GPLS and others, for their contribution to
334 [width="100%",cols="20%,20%,60%",options="header",]
335 |=====================================
336 |Revision date |Editor(s) |Description
338 |=====================================
341 Sitka and Evergreen Resources
342 -----------------------------
344 * The _Sitka Evergreen Policy Manual_ contains policy and best-practice
345 documents supporting Sitka's consortial installation of the Evergreen
346 ILS. See http://docs.sitka.bclibraries.ca/Policy/current/html/ for html
349 * The http://bc.libraries.coop//[BC Libraries Cooperative website]
350 (http://bc.libraries.coop/) provides information about the
351 implementation of Evergreen in BC and MB, including Evergreen staff
352 client downloads, Sitka documentation, and Sitka policy and governance
354 * See the http://evergreen-ils.org/[Evergreen site]
355 (http://evergreen-ils.org/) for information about Evergreen for all
356 audiences, not specific to Sitka. Includes links to the Evergreen blog,
357 the software development roadmap, and general documentation.
359 * Join the https://bc.libraries.coop/groups/sitka/[Sitka Group] on the
360 BC Libraries Cooperative website where current member libraries discuss
361 Sitka's implementation of Evergreen.
363 Any library specific questions including patron information should be
364 directed to Co-op Support.
365 * http://evergreen-ils.org/communicate/mailing-lists/: multiple lists
366 for discussions of Evergreen. Messages sent to the General, Developer,
367 and DIG Evergreen lists are searchable at
368 http://georgialibraries.markmail.org/search/
370 [[community-documentation]]
371 Sitka Community Documentation
372 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
374 We encourage Sitka sites to share locally produced Evergreen
375 documentation with the wider Sitka community. If you have any guides,
376 tutorials, or tip sheets to share please contact Sitka support and we'll
377 link to them in the table below.
379 [width="100%",cols="24%,38%,38%",options="header",]
380 |=======================================
381 |Contributing Library |Description |Link
383 |=======================================
386 Sitka Evergreen Support
387 -----------------------
389 The Co-op Support team strives to respond to new requests within 24
390 hours, excluding weekends. To manage requests (also referred to as
391 __tickets__) the Support team uses ticket tracking software called
392 Request Tracker (RT).
395 How to Contact Support
396 ~~~~~~~~~~~~~~~~~~~~~~
398 There are four ways to contact Co-op Support for Evergreen support:
400 1. *Request Tracker Interface.*
402 Submit and track requests with link:#support-rt[RT Self Service]. After
403 logging in you may use the form to create new tickets, track the
404 progress of open tickets, or review issues that have been resolved.
407 Send questions to the support email address. Requests submitted by email
408 generate RT tickets and can also be link:#support-rt-view[viewed online]
409 by logging in to RT Self Service.
410 3. *Online Contact Form.*
412 Send questions to Co-op Support through the
413 https://bc.libraries.coop/support/[contact form] on the BC Libraries
414 Cooperative website. Requests submitted through the contact form
415 generate RT tickets and can also be link:#support-rt-view[viewed online]
416 by logging in to RT Self Service.
419 Telephone support is available 9:00 AM to 4:00 PM Pacific Time, Monday
420 to Friday, with emergency after hours support 7 days a week. Call our
421 toll free number during regular hours to speak with support staff, or
422 after hours to leave a message or request emergency server support. To
423 protect our staff we do not accept anonymous calls so please ensure your
424 caller ID is not blocked.
426 The Co-op Support toll free number and email address can be found on the
427 Splash page in the Sitka Evergreen Staff Client. The toll free number
428 can also be found on the https://bc.libraries.coop/support/sitka/[Sitka
429 Support] page. This information is also given to libraries during
432 You can check on the status of Co-op supported services at:
433 http://status.libraries.coop/
435 [[support-request-guidelines]]
436 Guidelines for Support Requests
437 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
439 Thorough and consistent reporting makes it easier for Co-op Support to
440 respond to your requests.
442 * *Report problems as they occur.*
444 Prompt reporting may help us catch a problem before it affects other
445 patrons, respond quickly to issues that impact multiple libraries, or
446 save you time if there is an easy solution. Please report issues as soon
448 * *One issue per request..*
450 Please submit one issue at a time. Emails generate tickets in RT which
451 are assigned to support team members. Reporting each question separately
452 helps us assign, classify, and prioritize tickets more efficiently.
453 * *Contact information.*
455 We strive to offer friendly, personalized service. Please include your
456 name and use an email address where we can reach you directly.
457 * *Descriptive subject.*
459 To make tickets easier to identify in RT please provide as descriptive a
461 ** Example of a descriptive subject line: _Circ+Full Cat login unable to
463 ** Example of a non-descriptive subject line: _Editing question_
464 * *What, where, when, how?.*
466 Be specific about what you were doing in Evergreen, what results you
467 obtained versus what you expected, and the steps required to reproduce
468 the problem. If you cannot reproduce the problem exactly please describe
469 the circumstances in which it occurred and the symptoms observed,
470 including relevant patron and item barcodes.
471 * *Include error messages.*
473 If the problem caused any OPAC or staff client error messages please
474 copy and paste error text or attach screenshots when possible. See
475 link:#rt-screenshots[simplesect_title] for guidelines.
476 * *Include example barcods and IDs.*
478 A problem in circulation? Make sure you include the patron and/or item
479 barcodes that were in use when the problem occurred. Cataloguing issues?
480 Make sure you include the item barcode and/or the record ISBN/ISSN or
481 record ID where the problem occured.
482 * *Trouble-shooting.*
484 Spare yourself a boring or obvious email from the Support Team: tell us
485 what steps you have already taken to try and resolve the problem.
487 When submitting images to Co-op Support please follow the guidelines
490 * *Save as a .jpg or .png.*
492 The best file formats in which to save screenshots are .png and .jpg.
493 These files are easily accessed by Sitka Support and are unlikely to
495 * *Do not submit .doc or .docx unless absolutely necessary..*
497 Files saved as .doc or.docx require additional software to open them and
498 have a higher potential for carrying viruses.
504 Each library has a single account with which to access RT. Under this
505 account staff are able to see all the tickets associated with their
506 library. Not sure what the username and password are for your library's
507 account? link:#support-contact[Contact Co-op Support] to find out.
509 link:#support-rt-access[Access RT Self Service]
511 link:#support-rt-create[Create New Tickets]
513 link:#support-rt-view[View and Add to Existing Tickets]
515 link:#support-rt-closed[Review Closed Tickets]
517 link:#support-rt-status[Ticket Status]
519 Co-op Support uses RT software to receive, discuss, and respond to
520 questions from libraries in the BC Libraries Cooperative. Requests are
521 numbered and referred to as __tickets__, and assigned to team members
522 according to availability and expertise.
524 Through the RT website
525 https://support.libraries.coop/rt/[https://support. libraries.coop/rt/]
527 The Self Service home page displays current tickets submitted by email
530 image:../media/1.png[image] Click the number or subject of any listed
531 ticket to view past correspondence or add new information.
533 image:../media/2.png[image] Status usually progresses from new to open
534 to resolved as a ticket is addressed. See also
535 link:#support-rt-status[Ticket Status].
537 image:../media/3.png[image] Tickets are assigned to individual Co-op
538 Support members depending on availability and expertise. A ticket may be
539 owned by Nobody while the Support Team gathers more information about
542 image:../media/4.png[image] Access any of your tickets by number with
543 the Goto ticket field. Tickets submitted by other libraries are not
546 image:../media/5.png[image] When finished please Logout.
548 Login to RT Self Service as shown link:#support-rt-access[above].
552 Complete the form and click Create ticket.
554 image:../media/1.png[image] By default the Requestors field contains the
555 email address associated with your RT login. Any replies to this ticket
556 will also be sent to this address.
558 image:../media/2.png[image] The Subject should be descriptive to make
559 the ticket easier to identify, assign, and classify. This will also be
560 the subject line for emailed replies.
562 image:../media/3.png[image] Screenshots or other files that help
563 describe the problem may be attached here.
565 image:../media/4.png[image] For guidelines on the kind of information
566 that may help the Sitka Team respond to your request please see
567 link:#support-request-guidelines[section_title].
569 Login to RT Self Service as shown link:#support-rt-access[above].
571 Click a ticket number or subject to view details or reply.
573 Additional information about the selected ticket appears, including when
574 it was created and last updated. Also displayed is correspondence
575 between the requestor and Co-op Support, either of whom may add to the
576 ticket by clicking Reply.
578 Enter your reply in the form and click Submit.
580 The new message is added to the correspondence history.
582 ___________________________________________________________________________________________
585 It is not possible to edit past correspondence. To make corrections
586 please add a new reply.
587 ___________________________________________________________________________________________
589 Resolved tickets do not appear on the RT Self Service welcome page but
590 can be viewed and re-opened if a problem recurs.
592 Login to RT Self Service as shown link:#support-rt-access[above].
594 Click Closed tickets.
596 Closed tickets are listed with status resolved. Click on a number or
597 subject link to review a ticket.
599 _______________________________________________________________________________________________________________________________________________
602 To re-open a closed ticket simply add a new reply. This will change the
603 status to open and alert Co-op Support that more attention is required.
604 _______________________________________________________________________________________________________________________________________________
606 Ticket status provides general information about a support request and
607 affects display in RT Self Service. Most status changes are made by
608 Co-op Support but resolved tickets change back to open with any new
611 [width="100%",cols="25%,50%,25%",options="header",]
612 |=======================================================================
613 |Status |Description |Displayed with
614 |*new* |Recent ticket, awaiting reply from Support Team. |Open Tickets
616 |*open* |Support Team has replied but the issue is not yet resolved.
619 |*resolved* |Issue resolved, question answered, or a satisfactory
620 work-around identified. |Closed Tickets
622 |*stalled* |No immediate solution available but future development,
623 configuration, or policy changes may provide a fix. |Open Tickets
624 |=======================================================================
630 [[install_staff_client]]
631 Installing the Evergreen Staff Client
632 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
634 https://www.youtube.com/watch?v=CJb2ByBjfak[Using the the Staff Client
637 On the login screen of the staff client click on Help > Check for
640 image:media/auto-update-1.png[screenshot of staff client login]
642 A new screen will appear indicating that there is an update available.
643 Click Update Evergreen.
645 image:media/auto-update-2.png[screenshot of staff client login]
647 Click Restart Evergreen
649 image:media/auto-update-3.png[screenshot of staff client login]
651 The partial update failing is normal. Click OK to download the complete
654 image:media/auto-update-4.png[screenshot of staff client login]
656 Click Restart Evergreen
658 image:media/auto-update-3.png[screenshot of staff client login]
660 Evergreen should restart and now indicate 200 : OK for both Status and
663 If auto-update does not work try downloading and installing a new staff
666 image:media/auto-update-5.png[screenshot of staff client login]
668 To use Evergreen you must first download and install the Evergreen 2.10
669 staff client. The customized Sitka staff client is available for
670 download from the BC Libraries Cooperative website here:
671 http://bc.libraries.coop/support/staff-client-executables/
673 Due to Sitka specific customizations on our servers the Evergreen
674 Community 2.10 staff client will not work with the Sitka servers.
676 For a video tutorial on downloading, installing, and registering the
677 staff client see: https://www.youtube.com/watch?v=D6J4rkNt0Dg[Installing
678 the Staff Client - 4:28]
680 [[register_staff_client]]
681 Registering a Workstation
682 ~~~~~~~~~~~~~~~~~~~~~~~~~
684 Each Evergreen staff client must have a workstation registered with
685 every server it is used with. The workstation identifies your physical
686 computer location and may help Co-op Support when troubleshooting.
688 Registration takes place when a staff client is installed for the very
689 first time, when it connects to a new server, or if the hostname is
692 Open the Evergreen staff client
694 From the Locale drop down menu select en-CA : English (Canada or fr-CA :
695 French (Canada). This sets the language preferences for the staff
700 In the Server section, enter the hostname in the Hostname field.
702 Click Re-Test Server. Status and Version should both display as 200 :
705 In the Authentication section, enter a Local System Administrator
706 Username and Password into the appropriate fields.
708 ________________________________________________________________________________________________
711 Only a Local System Administrator account has the required permission to
712 register a workstation.
713 ________________________________________________________________________________________________
717 In the Workstation section, enter a name for your workstation in the WS
720 __________________________________________________________________________________________________________________________
723 Co-op Support recommends that a unique, meaningful name is used for each
724 workstation, such as checkout or reference.
726 Do not use slash ("/") or backslash ("\") in your workstation's name as
727 it may interfere with offline transaction uploads.
728 __________________________________________________________________________________________________________________________
730 Select the correct organizational unit from the Organization drop down
733 _____________________________________________________________________
736 Multi-branch libraries need to ensure the correct branch is selected.
737 _____________________________________________________________________
741 A pop-up will appear to indicate successful registration. Click OK.
743 Re-enter the Local System Administrator account password or login using
744 a different staff account.
747 Adding the Profile Manager
748 ~~~~~~~~~~~~~~~~~~~~~~~~~~
750 The profile manager makes it possible to create multiple profiles that
751 can be used to login to Evergreen. To use the profile manager you will
752 need to edit the desktop shortcut once the Evergreen staff client is
755 _____________________________________________________________________________________________________________________________________________________________________________________________________________
758 The screenshots provided here are for the Windows version of the staff
759 client but should be similar in the Linux staff client. The profile
760 manager is not currently available for the Macintosh staff client.
761 _____________________________________________________________________________________________________________________________________________________________________________________________________________
763 Access Properties for the Evergreen staff client.
765 Add "-P" or "-ProfileManager" to the desktop shortcut
767 In Windows this is done by adding -profilemanager to the end of the
774 Click on the Evergreen staff client shortcut. The Profile Manager will
777 Click Create Profile.
785 Enter the new profile name and click Finish.
787 The profile manager will not let you use the same name twice.
791 Select the profile you wish to use and click Start Evergreen.
795 [[login-staff-client]]
796 Logging in to Evergreen
797 ~~~~~~~~~~~~~~~~~~~~~~~
799 An account with library staff permissions is required to log in to the
800 Evergreen staff client. Each staff member can have their own username
801 and password, or generic logins can be used. For more information about
802 staff profiles and permissions see link:#profiles[???].
804 Open the Evergreen staff client.
806 The hostname should display in the Server section. Status and Version
807 should both display as 200 : OK.
809 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
812 If Status displays as There was an error testing this hostname. check
813 that the hostname has been entered correctly and that your internet
814 connection is working.
816 If Version displays as 404 : Not Found check that your staff client
817 version matches the version on server you are attempting to connect to.
818 You can check the staff client version by clicking on Help and selecting
819 About this client. The version appears as Target Server ID.
820 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
822 In the Authentication section, enter a library staff account Username
823 and Password into the appropriate fields.
827 During a network outage staff can login to the Offline Module, also
828 known as the Standalone Interface.
830 See link:#offline[Offline Transactions] for instructions on using the
833 Open the Evergreen staff client.
835 Click Standalone Interface.
837 The Evergreen Standalone Interface, also referred to as the Offline
840 __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
843 If your connection to Evergreen is lost during open hours, click
844 Standalone Interface to continue with check out and patron registration
845 functions until the connection is restored. When there are offline
846 transactions to be uploaded in a workstation, Offline Transactions
847 Pending will show up on top of Standalone Interface in red.
848 __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
850 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
853 For regular uploading and processing offline transactions, use Offline
854 Transaction Management on the Admin menu. Export Transactions and Import
855 Transactions on the login screen are used to copy offline transaction
856 files out of or into a workstation. They are designed for extreme cases
857 when a workstation will not be able to connect to the network anymore.
858 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
864 The login account of a workstation can be changed to another one without
865 logging out first. Go to Admin > Change Operator:New in Evergreen main
868 In the popup window, type in the new staff username and password. Read
869 the instruction carefully and choose a New Login Type from the dropdown
870 list. Click Authorization. The menu bar's background colour will be
871 changed to red. screenshot of staff client login
873 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
876 Temporary logins expire in a few minutes of inactivity. Choose it if you
877 need the new account for some specific task, which can be finished very
878 quickly. Remember to switch back to the old login once you finish it, or
879 else staff may see the session expired prompt. The old session may NOT
880 be restored if the timeout occurs at some screens. Log out and re-log in
882 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
884 _________________________________________________________________________________________________
887 Staff logins are the same as the old login, but you can switch back to
888 the old login at any time.
890 Permanent logins discard the old login and replace it. You can not
892 _________________________________________________________________________________________________
894 To switch back to the old account, Go to Admin > Change Operator:
901 Evergreen uses tabs to display functions. Tabs allow all software
902 functionality to be open in one window. You can have multiple tabs open
903 at once and you can have more than one tab of a single function open at
904 the same time. You simply move through the tabs to perform your work.
906 You can operate on Windows and Tabs using the dropdown menu under File .
907 You can also use the plus sign beside the last tab title and the cross
908 sign at the end of the tab title line to open a new or close the active
909 tab. You can also use the following keyborard shortcuts/hotkeys, too.
910 Some functions will automatically open records in new tabs.
913 * +Ctrl+ +W+ close tab
914 * +Ctrl+ +Shift+ +W+ close all tabs
915 * +Ctrl+ +Tab+ tabs forward through open tabs
916 * +Ctrl+ +Shift+ +Tab+ tabs backward through open tabs
918 In the example below, the MARC Template tab is active. Click on any open
919 tab to bring that screen to the front. You can also use +Ctrl+ +Tab+ to
920 move to the required tab
924 Now the Check Out tab is the active screen.
928 Once you are in the selected tab, you can use the drop down menus or
929 keyboard shortcuts to perform required functions. Menu functions and
930 corresponding keyboard shortcuts will be demonstrated throughout this
933 Most menu items have keyboard shorcuts that can greatly increase
934 efficiency. Below is a selected list of commonly used shortcut keys (AKA
935 HotKeys). All or partial hotkeys can be turned off. See
936 link:#intro-start-workstation-admin-select-hotkey[Workstation
937 Administration section] for details.
939 [width="100%",cols="25%,75%",options="header",]
940 |==================================================
942 |F1 |Checkout, or retrieve patron record by barcode
944 |F3 |Catalogue search
946 |F5 |Retrieve copy by barcode
947 |F6 |Record in house use
948 |F8 |Retrieve last patron
949 |F9 |Re-print the last receipt
950 | +Shift+ +F1+ |Register new patron
951 | +Shift+ +F2+ |Capture holds
952 | +Shift+ +F3+ |Retrieve record by TCN
953 | +Shift+ +F8+ |Retrieve last patron
954 | +Ctrl+ +T+ |Open new tab
955 | +Ctrl+ +W+ |Close current tab
956 | +Ctrl+ +Tab+ |Move forward through tabs
957 | +Ctrl+ +Shift+ +Tab+ |Move back through tabs
960 |==================================================
962 Most staff client check-boxes are "sticky" -- if you select or deselect
963 them, that status persists. For example, Auto-print, which will print
964 the relevant receipts automatically in certain functions, is sticky. If
965 you select it on one login, it will persist for future logins until you
970 Fast Item Add is another "sticky" check box that makes it possible to
971 add volume and item records from the MARC editor.
975 Double click a line on patron search result list opens the selected
976 record in a new tab. Double click an item line on Holdings Maintenance
977 opens the record with Copy Editor in a new tab.
979 There are several methods of copying and pasting text in Evergreen,
980 depending on where you are in the staff client and the type of
981 information you are copying
983 1. *Underlined blue text.*
985 Clicking on any of the blue links in the Evergreen client copies the
986 data to the computer clipboard (left and right click work the same way
987 for these links). To paste into another location, use +Ctrl+ +V+ .
990 2. *Text displayed in tables.*
992 To copy information from a staff client table, first select the desired
993 row then right-click and choose Copy to Clipboard; alternatively select
994 Actions for Selected Items > Copy to Clipboard.
998 image:media/intro-start-6b.png[copy/paste methods]
1000 Next click the desired information in the popup to copy it to the
1004 3. *Text from catalogue search results.*
1006 There is no right-click menu for copying data from staff client search
1007 results. To copy the ISBN in the example below, highlight it and click
1008 +Ctrl+ +C+ . To paste into another location use +Ctrl+ +V+ .
1012 From many screens and lists, you can click on the _column picker_ icon
1013 to change which columns are displayed.
1015 screenshot of staff client column picker
1017 When data is displayed in columns, you can click and drag them, add new
1018 ones, or remove them. You can also sort data in a column by clicking on
1019 the column header. After customizing the display you may save your
1020 changes for future sessions under that login by right-clicking anywhere
1021 in the display area and choosing Save Columns from the drop-down menu.
1022 Some libraries use generic accounts and for those who do, staff need to
1023 be aware of the implications to other staff members of any changes made
1026 You can sort a list by ascending or descending order on any screen with
1027 grid display. Clicking the label of a column sorts display by the
1028 column. One more click reverses the order.
1030 You may sort by multiple columns. Click the column label of your first
1031 sorting column. Move the cursor to the second sorting column. Right
1032 click your mouse to choose an option from the list.
1036 You may sort by a third column by repeating the above step.
1038 [[intro_start_workstation_admin]]
1039 Workstation Administration
1040 ~~~~~~~~~~~~~~~~~~~~~~~~~~
1042 link:#intro-start-workstation-admin-copy-location-name-first[Copy
1043 Editor: Copy Location Name First]
1045 link:#intro-start-workstation-admin-font-sound[Font and Sound Settings]
1047 link:#intro-start-workstation-admin-select-hotkey[Select Hotkeys]
1049 link:#intro-start-workstation-admin-configure-printer[Configure
1052 link:#intro-start-workstation-admin-search-preference[Set Search
1055 link:#intro-start-workstation-admin-button-bar[Button Bar/Toolbar]
1057 By default, when editing item records, library code is displayed in
1058 front of shelving location in Shelving Location field. You may reverse
1059 the order by going to Admin > Workstation Administration > Copy Editor:
1060 Copy Location Name First. Simply click it to make copy location name
1061 displayed first. The setting is saved on the workstation.
1063 You may change the size of displayed text or turn staff client sounds on
1064 and off. These settings are specific to each workstation and stored on
1065 local hard disk. They do not affect OPAC font sizes.
1067 Select Admin > Workstation Administration > Global Font and Sound
1070 To turn off the system sounds, like the noise that happens when a patron
1071 with a block is retrieved, check the disable sound box and click Save to
1074 screenshot of staff client
1076 To change the size of the font, pick the desired option and click Save
1079 screenshot of staff client
1081 All or partial hotkeys can be turned on or off. It can be done for all
1082 workstations at a particular library (see
1083 link:#lsa-library-settings[Library Settings] for details) or for a
1084 particular workstation by going to Admin > Workstation Administration >
1085 Hotkeys > Current. Select from Default, Minimal, and None. hotkeys
1086 Default: inlcuding all hotkeys Minimal: including those hotkeys using
1087 CTRL key None: excluding all hotkeys Go back to the above menu. Click
1088 Set Workstation Default to Current. To clear the existing default click
1089 Clear Workstation Default.
1091 You can use the Toggle Hotkeys button, included in some toolbars, on top
1092 right corner, to switch your selected Hotkeys for the current login
1093 session on or off. It has the same effect as when you click Disable
1094 Hotkeys on the Hotkeys menu.
1096 Use the Printer Settings Editor to configure printer output for each
1097 workstation. If left unconfigured Evergreen will use the default printer
1098 set in the workstation's operating system (Windows, OSX, Ubuntu, etc).
1100 Evergreen printing works best if you are using recent, hardware-specific
1103 Select Admin > Workstation Administration > Printer Settings Editor.
1105 Select the Printer Context. At a minimum set the Default and Offline
1106 context on each Evergreen workstation. Repeat the procedure for other
1107 contexts if they differ from the default (e.g. if spine labels should
1108 output to a different printer).
1110 ________________________________________________________________________________________
1113 If the Offline context is not set receipts will not print when using the
1115 ________________________________________________________________________________________
1117 screenshot of staff client
1119 [width="100%",cols="25%,75%",options="header",]
1120 |=======================================================================
1121 |Printer Context |Description
1122 |Default |Default settings for staff client print functions (set for
1125 |Receipt |Settings for printing receipts
1127 |Label |Printer settings for spine and pocket labels
1129 |Mail |Settings for printing mailed notices (not yet active)
1131 |Offline |Applies to all printing from the link:#offline[Offline
1133 |=======================================================================
1135 After choosing Printer Context click Set Default Printer and Print Test
1136 Page and follow the prompts. If successful, test output will print to
1137 your chosen printer.
1139 screenshot of staff client
1141 *Optional:* to further format or customize printed output click Page
1142 Settings and adjust settings. When finished click OK and print another
1143 test page to view changes.
1145 screenshot of staff client
1147 ________________________________________________________________________________
1150 Generally you need to set all the margins to 0 and headers and footers
1152 ________________________________________________________________________________
1154 $Id: 5a97668b87500e2230c191b7bfeb7cd81944fe26 $
1156 If you followed the steps above and still cannot print there are two
1157 alternate print strategies:
1159 * DOS LPTI Print (sends unformatted text directly to the parallel port)
1160 * Custom/External Print (configuration required)
1162 In most cases changing the Advanced Settings is a last resort if the
1163 Default print stragety (Mozilla Print) does not work. Please contact
1164 Sitka support if you need help with these settings.
1166 ______________________________________________________________________________________________________________________________________________________________
1169 Evergreen cannot print using the Windows Generic/Text Only driver. If
1170 this driver is the only one available try one of the alternate print
1172 ______________________________________________________________________________________________________________________________________________________________
1174 You may set up a default search library and preferred library for a
1175 workstation. These settings will override the same settings in the login
1176 account. You may also select a default search method for Advanced
1179 Go to Admin > Workstation Administration > Set Search Preferences.
1181 Read the description carefully. Use the down-pointed arrow to list the
1182 options. Click your choice and Save.
1184 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1187 Search Library can be easily overridden on search screens by using the
1188 dropdown list in Search Library box. Preferred Library can only be
1189 chosen in either Workstation Administration or Account Preference.
1190 Settings in Workstation Administration take precedence.
1191 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1194 Configure Receipt Templates
1195 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
1197 There are many default receipt templates included with the Evergreen
1198 staff client. These templates are saved on individual workstations.
1199 Customization can be done workstation by workstation or by exporting the
1200 templates to import to other workstations.
1202 The follwing example will walk you through how to customize the receipt
1203 that is printed on Checkout.
1205 Select Admin > Workstation Administration > Receipt Template Editor.
1207 Select the checkout template from the dropdown menu.
1209 screenshot of staff client
1211 This is what the default checkout template looks like. The template
1212 preview is on the left hand side. You can edit the Header, Line Item or
1213 Footer on the right hand side.
1215 screenshot of staff client
1217 In the upper right hand corner you can see the available macros by
1218 clicking on the Macros button. A macro prints a real value from the
1219 database. In this example, the macro %LIBRARY% prints “Prince Rupert
1220 Library”. The macros that are available vary slightly between types of
1221 receipt templates (i.e. bills, holds, items).
1223 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1226 Receipt templates are marked up with HTML tags. You may use most HTML
1227 tags. See http://www.w3schools.com/html/ for more information on HTML
1230 You may insert a link to an image, e.g. your library's logo, that exists
1231 on the web. For example, to inlcude Sitka's logo, enter tag `<img
1232 src=http://catalogue.bclibraries.ca//opac/skin/default/images/sitka.png>`.
1233 in the receipt template. The URL is where Sitka's logo is kept on the
1236 There are several macros that can carry pre-built contents specific to
1237 individual libraries. The contents can be set up in local
1238 administration. For details see link:#lsa-library-settings[Library
1239 Settings]. Though text can be hard-coded in receipt templates, the
1240 pre-built contents will be automatically applied to receipts printed
1241 from all workstations without editing each template.
1243 * %INCLUDE(notice_text)%
1244 * %INCLUDE(alert_text)%
1245 * %INCLUDE(event_text)%
1246 * %INCLUDE(footer_text)%%
1247 * %INCLUDE(header_text)%
1248 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1250 Below are some example edits:
1252 screenshot of staff client
1254 The above is the default Line Item in Checkout template. The macro
1255 %barcode% prints the item barcodes of the books that were checked out.
1256 The macro %due_date% prints the due date for each item that was checked
1257 out. You may add a line break between them: Barcode: %barcode% </br>
1260 The receipt preview will look like this:
1262 screenshot of staff client
1264 __________________________________________________________
1267 The due date can only be printed in the YYYY-MM-DD format.
1268 __________________________________________________________
1270 This is what the default Footer looks like:
1272 screenshot of staff client
1274 Remove the “You were helped by %STAFF_FIRSTNAME% <br/>”. As many
1275 libraries use a generic circulation login on the circulation desk, the
1276 “You were helped by…” note isn’t meaningful.
1278 Add “Renew your items online at http://terrace.catalogue.bclibrary.ca or
1279 phone the library at (250) 638-8177” to inform your patrons how to renew
1282 screenshot of staff client
1284 Once you have the checkout template how you want it, click Save Locally
1285 to save the template to your computer.
1287 screenshot of staff client
1289 As you can only save a template on to the computer you are working on
1290 you will need to export the template if you have more than one computer
1291 that prints out receipts (e.g. more than one computers on the
1292 circulation desk, or another computer in the workroom that you use to
1293 checkin items or capture holds with).
1297 screenshot of staff client
1299 Select the location to save the template to, name the template, and
1302 screenshot of staff client
1304 Click OK to confirm.
1306 Send the exported templates file to the workstation to which you want to
1307 import the templates. You may do it using memory stick or email, etc.
1309 On Receipt Template Editor, Click Import.
1311 screenshot of staff client
1313 Navigate to and select the template file that you want to import. Click
1316 screenshot of staff client
1318 Click OK to confirm on the prompt.
1322 screenshot of staff client
1324 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1327 By default all libraries use shared and hard-coded templates for Hold
1328 Slip and Transit Slip. Libraries can switch to using their own templates
1329 by setting up a library setting: Use legacy hardcoded receipts/slips.
1330 Details see link:#lsa-library-settings[Library Settings].
1331 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1333 There is an optional toolbar with buttons providing quick access to
1334 commonly used staff client functions. When activated the toolbar appears
1337 staff client button bar
1339 The look of the buttons can be customized. Use Mode, Label Position and
1340 Icon Size on the Toolbar menu shown on the screen below to select your
1343 A group of buttons can be selected or activated by default for all
1344 workstations at a particular library (see
1345 link:#lsa-library-settings[Library Settings] for details). A different
1346 default group can be set up on individual workstations by the following
1349 Go to Admin > Workstation Administration > Toolbars > Current. staff
1352 Choose a group from the list.
1354 Go back to the above menu. Select Set Workstation Default to Current.
1355 The above selected toolbar group is set as default for this workstation.
1357 To clear an existing setting click Clear Workstation Default.
1359 Circulation and Cataloguing are the default toolbar groups. Local system
1360 administrators can create new groups for individual accounts,
1361 workstations or all in a particular library.
1363 Go to Admin > Workstation Administration > Toolbars > Configure
1366 Click New Toolbar staff client button bar
1368 In the prompt window type in a name for the new group, and then click
1371 Choose the function buttons you want to add to the new group. Click
1372 -->(A) to add. You may select one in the Selected pane, and then click
1373 <--(R) to remove it.
1375 Check one of the radio buttons: Owning Org Unit, Owning Workstation, or
1376 Owning User to specify that the new group should be available to every
1377 workstation in your library, or this workstation, or yourself only.
1379 If you chose Owning Workstation in the above step, click the
1380 down-pointed arrow at the end of the Permission Context box to select
1381 your library in the organizational unit tree.
1385 The new toolbar group will be displayed together with Circulation and
1386 Cataloguing groups when you choose a toolbar group next time.
1392 https://www.youtube.com/watch?v=pY6AdD1OAmsU[*Sitka Training Video -
1393 Patron Record (5:12)*]
1395 [[searching-patrons]]
1399 There are two ways to retrieve patron records in Evergreen:
1401 * *Search > Search for Patrons (F4).*
1403 Search by patron name, email address, phone number, OPAC login,
1404 identification (primary and parent/guardian), etc. You can also filter
1405 by patron permission profile. Searches can be scoped to your library,
1406 federation, or to all of Sitka, but patrons from other Sitka libraries
1407 are only listed if they have used their card at your library and have
1408 agreed to share their personal information.
1409 * *Search > Search for patron by Barcode (F1).*
1411 This is the recommended method if you have the patron's barcode: it is
1412 faster and can retrieve accounts from any Sitka library. Patrons from
1413 other Sitka libraries visiting your library for the first time must
1414 consent to sharing their personal information before the account can be
1417 The following example demonstrates how to retrieve a patron account if
1418 you do not have the barcode.
1420 To find patrons, press F4 in an active tab or on the top menubar select
1421 Search > Search for Patrons, or simply click Patron Search button on the
1422 button bar. You must have the Circulation Toolbar activated for the
1423 Patron Search button to be present.
1425 screenshot of staff client
1427 Enter search criteria, such as last name, first name, phone number,
1428 etc., and select Filter by Permission Profile from drop down menu if
1429 desired, and click Search or press Enter on your keyboard.
1431 screenshot of staff client
1433 Search results will be listed on the right column of the screen. You can
1434 select a record to view record summary on the left (or top) of the
1435 screen. Double click on the selected patron, or click the Retrieve
1436 Patron button on the right top corner to load the patron record.
1438 image:media/patron-3.png[image,scaledwidth=100.0%]
1440 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1443 You can use only one search field or combine as many as all search
1446 You can truncate search terms for more results.
1448 Selecting Include inactive patrons checkbox searches both active and
1449 inactive patrons. (Being active/inactive is controlled by the Active
1450 checkbox in the patron record).
1452 Patrons from other Sitka libraries (not a branch of your library system)
1453 have to present their Sitka library card for their first visit. Their
1454 records can only be found by Search > Search for patron by barcode F1.
1455 They need to give consent to your library to access their records. You
1456 will be prompted to "opt-in" the patron after scanning such a card.
1457 After opting-in, these patron records are searchable on the Patron
1460 opt-in confirmation pop-up
1462 The default search scope on Search > Search for patron by barcode F1 is
1463 the whole Sitka database. On Search > Search for patron F4 it is your
1464 library's patrons and the patrons who have opted in to your library. The
1465 _Limit results to patrons in_ function takes effect on your library's
1466 patrons and opted-in patrons only. Non-opted-in patrons are not
1467 searchable on F4, even by barcode.
1468 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1471 Registering New Patrons
1472 ~~~~~~~~~~~~~~~~~~~~~~~
1474 https://www.youtube.com/watch?v=1V134gwe8LU[*Sitka Snippet Video -
1475 Patron Registration (4:13)*]
1477 Before registering a new patron, you need to do a thorough search to
1478 make sure he/she does not already have a record in Sitka Evergreen. It
1479 is good practice to ask the patron if they have a library card from
1480 another library in BC or MB and scan that card. Patrons may be unaware
1481 that they are part of a consortium and their current library card will
1482 work at your library. If modification is required, you should modify the
1483 existing patron's record instead of creating a new one. See Sitka policy
1484 about how to manage new and existing patron BC or MB library cards in
1487 __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1490 Always use Search > Search for patron by Barcode for the thorough search
1491 if the patron has a library card. Using barcode as a search term on the
1492 patron search screen F4 is different from using Search > Search for
1493 patron by barcode F1. It does not search those patrons who have not
1494 opted-in to your library.
1495 __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1497 Press +Shift+ +F1+ or select Circulation > Register Patron or click
1498 Patron Registration button on circulation toolbar.
1500 screenshot of staff client
1502 Fill in required information. This screen can look different depending
1503 on your library's choices regarding required and suggested fields and
1504 whether or not you are displaying all fields, required fields, or
1507 screenshot of staff client
1509 When complete click Save at the right top corner of the screen.
1511 It is good practice to give patrons a piece of paper providing your
1512 OPAC’s URL, the patron's username, which by default is their barcode
1513 number, and the system generated password or the last four-digit of
1514 his/her phone number depending on your library's policy. Patrons can
1515 login to their account on the OPAC with their user name and password.
1516 They are encouraged to change their password. The new password must be
1517 in a format with more security features (at least 7-digit long combining
1518 numbers and letters). Both username and password are case-sensitive.
1519 Patrons can also change their username to something easier to remember
1520 (case-sensitive) in the My Account option in the OPAC.
1522 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1525 All fields with a yellow backgroud and exclamation mark are mandatory.
1527 Duplicate patron check now includes inactive patrons. To view inactive
1528 patrons, make sure Include Inactive Patrons?checkbox is selected on
1529 patron search screen
1531 Show Only Required Fields button limits the display to the above
1532 mandatory fields and fields with a default value. If your library policy
1533 specifies other required fields, this button will not retain them. You
1534 are recommended not to use this button when registering a patron.
1536 Blank mandatory fields and fields with a value in the wrong format may
1537 result in a "Form is invalid" error when saving the record.
1539 For libraries using phone number as patron's password, once the Day
1540 Phone field is filled, the last 4 digits of the phone number will be
1541 automatically copied over to password fields to replace the random
1544 Enter the patron’s middle name into the record if you can. This will
1545 help distinguish among patrons as the database grows.
1547 Juvenile flag: Each library can determine an age threshold of juvenile
1548 patrons. If the date of birth in a patron's record falls in the juvenile
1549 category, the Juvenile checkbox is automatically selected. If your
1550 library does not record patron's date of birth, you may manually select
1551 Juvenile checkbox. It is optional.
1553 Email Address: If required, mulitple email addresses can be put in,
1554 separated with comma or semicolon.
1556 OPAC/Staff Client Holds Alias is used to replace the patron's name on
1559 The Receive Overdue and Courtesy Emails checkbox allows patrons to
1560 opt-out of receiving courtesy and overdue email notifications. If this
1561 box is un-checked patrons will not be emailed courtesy and overdue
1562 notifications. Patrons are able to set this themselves as well through
1565 The Hold is behind Circ Desk checkbox is used to identify those patrons
1566 who request to pick up holds at the circulation desk when your library's
1567 holds are kept in a public area. It works together with the library
1568 setting: Hold: Behind Desk Pickup, which can be set up by local system
1569 administrators. See link:#lsa[???].
1571 If a valid postal code is given, the city, province and country
1572 information will be automatically retrieved.
1574 Based on your library's policy, patron address may not be mandatory. If
1575 you do not want to record the address, you need to delete the field by
1576 clicking the red cross sign beside Address. A Blank Address field will
1577 result in an error when attempting to save the record.
1579 The consortium decides the shared list of profile groups (patron
1580 profiles), but individual libraries can choose to use only a subset of
1581 the available options.
1583 There is no link between patron profile group and the Juvenile checkbox.
1584 If your library uses the Juvenile checkbox, you need to deselect it when
1585 moving a patron from the juvenile profile group to the adult profile
1588 There is a default Account expiration dateof 3 years for all profile
1589 groups except PL New User which has an expiration of 3 months. It shows
1590 up once a profile group is selected. You can always change it using the
1591 calendar widget or typing a date.
1593 If your library does not control Internet access via patron accounts,
1594 you need not change the default value in Internet Access Level.
1596 Always keep Is Group Lead Account unchecked.
1598 Statistical categories are usually used to further group patrons by
1599 categories not in the profile groups. Individual libraries can create
1600 their own patron statistical categories. There are also consortium-wide
1601 and federation-specific categories. See link:#lsa[???] for more
1602 information about creating statistical categories.
1604 Clicking the Save and Clone button will save the patron record and open
1605 a new patron record. Phone numbers from the previous record will be
1606 copied into the new record. Depending on your library's setting (See
1607 link:#lsa[???] addresses may be copied over from or linked to the
1608 previous record. If your library chooses to link the addresses, the
1609 addresses shown in the new record is greyed out and they can only be
1610 edited in the original record. However, the linked addresses can be
1611 replaced by new ones. Using the New Address button you can create a new
1612 address and mark it as both the Mailing and Billing address. Once the
1613 record is saved, the linked addresses will be replaced. The address'
1614 owning account can not be deleted or merged when other accounts are stil
1615 using the address. Records created by cloning are automatically grouped
1618 Staff accounts can be used as patron accounts, in terms of circulation.
1619 Only Local System Administrators can edit staff accounts.
1620 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1622 [[patron-status-colour]]
1623 Account Status by Colour Code
1624 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1626 Patron accounts are displayed with a coloured frame around the patron's
1627 name. The frame colour conveys information about the current status of
1628 the patron account. Patrons who have no outstanding fines, overdue
1629 items, or alert messages appear with a green frame:
1631 image:media/patron-record-status-1.png[image]
1633 Here are the possible background colours:
1635 1. image:media/patron-record-status-green.png[image] - everything in
1636 order (no overdues, no fines, not expired, etc.)
1637 2. image:media/patron-record-status-orange.png[image] - fines or
1638 overdue items, but not exceeding maximum limits
1639 3. image:media/patron-record-status-purple.png[image] - patron exceeds
1640 one or more of maximum fines, check out, or overdue limits defined in
1641 link:#lsa-group-penalty[Group Penalty Thresholds]
1642 4. image:media/patron-record-status-lightblue.png[image] - there is an
1643 link:#patron-alert[alert message under Message button] on the account
1644 5. image:media/patron-record-status-darkorange.png[image] - there are
1645 multiplelink:#patron-alert[alert messages under Message button] on the
1647 6. image:media/patron-record-status-yellow.png[image] - there is an
1648 link:#patron-alert[alert in body of patron record] on the account
1649 7. image:media/patron-record-status-dark-grey.png[image] - account is
1651 8. image:media/patron-record-status-light-grey.png[image] - account is
1653 9. image:media/patron-record-status-red.png[image] - patron is barred
1655 In the above list the colours with higher numbers take precedence. For
1656 example, a patron with a single overdue item would be orange, unless
1657 they also had an alert message which would make them yellow. A barred
1658 patron with overdue items and an expired account would be red.
1660 [[circ-update-patron-record]]
1661 Updating Patron Records
1662 ~~~~~~~~~~~~~~~~~~~~~~~
1664 link:#circ-update-patron[Updating Patron Information]
1666 link:#circ-renew-card[Renewing Library Cards]
1668 link:#patron-lost-card[Marking Library Cards Lost]
1670 link:#resetting-patron-password[Resetting a Patron's Password]
1672 link:#circ-bar-patron[Barring a Patron]
1674 There are some tasks you need to do in your daily operation with the
1675 patron records, e.g. updating patron's contact information, renewing an
1676 expired library card, marking a library card lost, resetting patron's
1677 password, barring a patron, inserting a note or alert message, etc.
1679 [[circ-update-patron]]
1680 Updating Patron Information
1681 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
1683 Retrieve a patron record. Here we use Search > Search for patron by
1686 screenshot of staff client
1688 Scan the barcode, or type barcode and click Submit.
1690 screenshot of staff client
1692 Once the patron record is loaded, Check Out is the default screen. Your
1693 library may choose to display the Bills screen first if the patron has
1694 bills. See link:#lsa[???]. Click Edit to retrieve patron information.
1696 screenshot of staff client
1698 Edit required fields.
1700 Once editing is done, click the Save button at the right top corner.
1702 ________________________________________________________________________________________________
1705 Required Survey questions, if any, need to be answered every time when
1706 saving the patron record.
1707 ________________________________________________________________________________________________
1709 _______________________________________________________________________________________________________________________________________________________________________________________________________
1712 Patrons may edit their address on OPAC if your library allows it in the
1713 Library Settings Editor. Such addresses will be displayed on top of the
1714 existing address in patron record for staff to approve.
1716 To approve it, click Approve Address. It will replace the existing
1718 _______________________________________________________________________________________________________________________________________________________________________________________________________
1721 Renewing Library Cards
1722 ^^^^^^^^^^^^^^^^^^^^^^
1724 Follow the steps above to retrieve the patron record and update the
1725 expiration date in the patron’s record. You can use the calendar widget,
1726 which shows up automatically once clicking in the field, or simply click
1727 the Update Expire Date button. Clicking the Update Expire Date button
1728 will re-calculate the user's expire date to 3 years from today's date.
1729 Once done, click Save button at the right top corner.
1731 screenshot of staff client
1733 [[patron-lost-card]]
1734 Marking Library Cards Lost
1735 ^^^^^^^^^^^^^^^^^^^^^^^^^^
1737 Follow the steps above to retrieve the patron record. Click Replace
1738 Barcode beside Barcode.
1740 screenshot of staff client
1742 Scan or type a new barcode in the blank field.
1744 screenshot of staff client
1746 Save the changes by clicking Save button at the top right corner.
1748 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1751 If the username is still the original barcode, it should be replaced
1752 with the new barcode number.
1754 Once a library card is marked lost, Evergreen marks the card inactive
1755 and keeps it in the database.
1757 If the patron has lost a library card before, the See All button shows
1758 up beside the Replace Barcode. Click it. All barcodes that the patron
1759 has had are displayed in a pop-up window. Staff can now reactivate an
1760 inactive card, by de-selecting Active for current card, and selecting
1761 Active for card they wish to activate. Staff can also assign the active
1762 barcode as the primary card, and these two edits should be done in
1763 tandem; the Active card has to be the Primary Card. Click Apply, and
1765 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1767 [[resetting-patron-password]]
1768 Resetting a Patron's Password
1769 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1771 Follow the steps above to retrieve the patron record. Click Reset
1772 Password button or type in a new password in Password and Verify
1773 Password fields. Save the record.
1775 __________________________________________________________________________
1778 Existing password is not displayed in patron records for security
1780 __________________________________________________________________________
1782 __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1785 If your library uses the last 4 digits of phone number as the default
1786 password (Patron: Password from phone # is set to _True_ on
1787 link:#lsa-library-settings[Library Settings Editor]), please do not use
1788 Reset Password button. Instead type in the phone number, then save the
1789 record. Clicking the Reset Password button will generate a random
1791 __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1793 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1796 You can only reset passwords for accounts with less permissions than
1797 your account. For example, if your account is PL Circ + Full Cat you can
1798 reset a password for PL Circulator but you cannot reset a password for
1799 PL Local System Administrator.
1800 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
1802 [[invalidate-email-phone]]
1803 Invalidate Email Address or Phone Number
1804 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1806 Invalidating patron emails ensures that Evergreen does not continue to
1807 attempt to send emails to an invalid email address. Accumulated bounced
1808 back emails may result in emails from Evergreen (such as overdue and
1809 pre-due notices) being blocked by some email service providers (Gmail,
1810 Hotmail, etc). This may affect all Sitka Evergreen users.
1812 Invalidating patron phone numbers ensures that staff do not continue to
1813 attempt to call patrons at numbers that are no longer in service or
1814 assigned to the patrons.
1816 ______________________________________________________________________________________________________________________________________________________________
1819 Libraries should regularly check the bounced-back emails and invalidate
1820 the email addresses accordingly to ensure smooth notification services
1822 ______________________________________________________________________________________________________________________________________________________________
1824 Open the patron's record.
1828 Beside the patron's email address click the Invalidate button. (This
1829 button will only appear if the email field is filled.)
1831 The patron's email will be cleared from the email field
1837 The patron's account will have an alert regarding the invalid email.
1839 A message will also appear at the top of the patron's record saying
1840 Invalid Email. Clicking on this message will take you to the Messages
1843 In the alert and on the Messages screen you can see the invalid email.
1844 This enables you to compare it with what the patron says their email
1845 should be. You can delete the the message when it is resolved.
1847 _________________________________________________________________________
1850 The same procedure can be followed to invalidate a patron's phone
1852 _________________________________________________________________________
1854 [[patron-update-address]]
1855 Update Patron Address
1856 ^^^^^^^^^^^^^^^^^^^^^
1858 After retrieving the patron record, go to Edit tab. Scroll down to
1859 Address to edit it, then click Save.
1861 If you want to delete an address, you may click the red coloured cross,
1862 then save the record.
1864 If you want to add a new address, you may click the New Address button
1865 at the bottom of Address section. A new form is displayed for you to
1866 enter a new address. Select the Mailing or Billing radio button
1867 accordingly. Save the record.
1869 If the address is greyed out, which means the patron shares the address
1870 belonging to another patron, you need to edit the address in the address
1871 owner's account. Click the blue coloured link of the address owner's
1872 name. The address owner's account will be opened in a new tab. You may
1873 edit the address there.
1875 If the patron does not share the address anymore, you may add a new
1876 address and remove the link by the following procedure.
1878 Click New Address button.
1880 Type in the new address in the new address form.
1882 Select the Mailing and Billing radio buttons in the new Address. You
1883 will notice that the two radio buttons in the old address are
1884 automatically deselected.
1888 ____________________________________________________________________________________________________________________________________________________
1891 Please do not click the red cross in the greyed out address. Attempting
1892 to delete the greyed out address will cause an error when saving the
1894 ____________________________________________________________________________________________________________________________________________________
1900 Follow the steps above to retrieve the patron record. Select Barred
1901 checkbox. It is good practice to put a note in the Alert Message field
1902 to explain why the patron is barred. Save the record.
1904 _________________________________________________________________________________________
1907 Barring a patron from one library bars that patron from all consortium
1910 To unbar a patron, uncheck the Barred checkbox and remove the alert
1912 _________________________________________________________________________________________
1915 Patron Alerts, Notes, Messages and Notifications
1916 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1918 link:#alerts-patron-record[Alerts]
1920 link:#notes-patron-record[Notes]
1922 link:#messages-patron-record[Messages]
1924 link:#notifications-patron-record[Notifications]
1926 [[alerts-patron-record]]
1930 If a patron’s record has an alert, a red _Stop_ sign is displayed when
1931 the record is retrieved.
1933 screenshot of staff client
1935 There are three types of alerts in Evergreen: staff-generated,
1936 system-generated and standing penalties.
1938 Staff-generated alerts are created and should subsequently be removed
1941 To insert/remove an alert message, retrieve the patron record.
1942 Type/delete required message in the Alert Message field. Then save the
1945 System-generated alerts are automatically inserted on some conditions,
1946 such as the patron account is expired, patron has a ready-for-pickup
1947 hold, etc. Once the cause is resolved, e.g. patron's account has been
1948 renewed or patron has checked out the on-hold item, these messages will
1949 disappear automatically.
1951 Standing penalties are inserted when a patron's circulation condition
1952 meets certain criteria set up by your library, e.g. the maximum fine
1953 threshhold, the maximum number of items allowed to be checked out, or
1954 the maximum number of overdue items allowed. Standing penalties block
1955 some of the patron's circulation activities. For example, if a patron
1956 has a standing penalty of exceeding maximum number of overdue items, the
1957 patron can not check out more items before returning/renewing the
1958 overdue items. If a patron has an exceeding maximum fines penalty,
1959 he/she can not check out or renew any item before he/she clears the
1960 fines or lowers the amount to below the maximum fines threshold.
1961 Standing penalties automatically disappear once the cause is resolved.
1963 Standing penalties can be overriden on an item by item basis.
1964 Alternatively, you can remove the standing penalties temporarily to
1965 carry out the circulation actions that need to be overriden. If the
1966 conditions persist, once you refresh or re-access the patron record the
1967 penalties will be re-applied immediately.
1969 To remove standing penalties, go to Messages. Highlight the penalties.
1970 Click Actions for these penalties > Remove Penalty/Message.
1972 screenshot of staff client
1974 Besides the alert screen, alerts can be viewed by going to the dropdown
1975 menu Other > Display Alerts and Messages
1977 [[notes-patron-record]]
1981 If there is a note in a patron’s record, a See Notes message appears
1982 underneath the patron's name when the record is retrieved. Notes are
1983 strictly communicative and in the Evergreen Staff Client are only
1984 visible from within the Notes field. Notes can be made visible to the
1985 patron, via their account on the OPAC.
1987 screenshot of staff client
1989 To insert/remove a note, retrieve patron account and click Other >
1992 screenshot of staff client
1996 screenshot of staff client
1998 Enter note information and click Add Note. In this example, Patron
1999 Visible is selected. Click OK at confirmation prompt.
2001 screenshot of staff client
2003 To delete a note, go to Other > Notes, use the Delete This Note button
2006 screenshot of staff client
2008 [[messages-patron-record]]
2012 Staff can also add Note, Alert and Block on Messages screen.
2014 Retrieve patron record. Click Messages.
2016 Click Apply Standing Penalty/Messages.
2018 screenshot of staff client
2020 In the pop-up window, select Note, Alert or Block. Then type the message
2023 screenshot of staff client
2027 To remove Note/Alert/Block, highlight it and click Actions for these
2028 Penalties/Messages > Remove Penalty/Message screenshot of staff client
2030 Note/Alert/Block can be modified or archived by using Modify
2031 Penalty/Message or Archive Penalty/Message on the above dropdown menu.
2033 An archived penalty/message can be retrieved in the Archived
2034 Penalties/Messages panel below.
2036 Specify the time frame then click Retrieve Archived Penalties.
2037 screenshot of staff client
2039 ____________________________________________________________________________________________________________________________
2042 See Notes note in patron summary is not displayed for a note created on
2043 the Messages screen.
2045 Alerts and blocks created on the Messages screen are displayed on the
2048 Blocks created on the Messages screen blocks some circulation
2049 activities. Staff with appropriate permission may override it.
2051 System-generated standing penalties are displayed on the Messages
2054 Based on your library's setting, staff initials may be required when
2055 creating a Note/Alert/Block. See link:#lsa[???]
2056 ____________________________________________________________________________________________________________________________
2058 [[notifications-patron-record]]
2062 https://goo.gl/5Oo9n5[*Sitka Snippet Video - Triggered Events for
2065 https://goo.gl/IJv1Yo[*Sitka Snippet Video - Triggered Events for Items
2068 Evergreen may send email and SMS (text) messages to patrons via Action
2069 Triggers. Currently, Sitka Evergreen can email pre-due and overdue
2070 notices, and patron welcome and expiry notices, and can email or text
2071 hold-ready-for-pickup notices, depending on patron's choice. An event is
2072 created when circulation or hold records meet the conditions set up in
2073 the event definition. When the event is processed, a notice may be
2074 generated and passed to the email server to be delivered to patrons.
2075 Triggered events are viewable on the staff client via patron or item
2076 records. They may help libraries find out whether notices have been
2077 generated for a particular patron or item.
2079 To view triggered events for a patron.
2081 Find the patron record and go to Other > Triggered Events
2083 By default, events with complete status for pre-due and overdue notices
2086 screenshot of staff client
2088 Use the filter on the right to view hold notification events. Click the
2089 arrow beside Circulation and choose Hold in the dropdown list. Click
2092 To view all events with any status, you may remove the Event State
2093 filter by clicking the red X beside it. screenshot of staff client
2095 You may add more filters by clicking Add Row.
2097 You may reset events with complete status to generate a new notice by
2098 selecting the checkbox in front of the events, then clicking Reset
2101 You may cancel events with pending status to stop the notice generation
2102 by selecting the events, then clicking Cancel Selected Events.
2104 ____________________________________________________________________________________________________________________________________________________________________________________________________
2107 Action Triggers are used for, but not limited to, pre-due, overdue and
2108 hold notification generation. You may see other triggered events in a
2109 patron or item record.
2111 Some triggered events do not generate notices, e.g. most events
2112 generated by marking-long-overdue-items-lost triggers do not generate
2115 Complete status means that the event has been successfully processed.
2116 Usually this means the notice has been generated, unless the notice
2117 generation process encunters an error, which is very rare.
2119 Events with status of Invalid or Error encountered problems during the
2120 process. No notices were generated for such events.
2122 Pending and some statuses other than complete, error, or invalid may
2123 last for a short period of time while the event is being processed.
2124 ____________________________________________________________________________________________________________________________________________________________________________________________________
2127 Merging Patron Records
2128 ~~~~~~~~~~~~~~~~~~~~~~
2130 https://www.youtube.com/watch?v=PmsYX-33lHw[*Sitka Snippet Video - Merge
2131 Patron Records (6:17)*]
2133 ______________________________________________________________________________________________________________________________________________________________________________________
2136 Patron accounts can only be merged together if both accounts have the
2137 same home library. Staff may need to update the home library in one of
2138 the accounts before performing the merge.
2139 ______________________________________________________________________________________________________________________________________________________________________________________
2141 Go to the patron search screen by the dropdown menu Search > Search for
2144 To load the two records on the same search results screen, search by the
2145 terms shared by the two records, such as names, phone numbers, etc. Hit
2146 Enter or click Search.
2148 Select the two records you want to merge by pressing down the CTRL key
2149 and clicking each record. Click Merge Patrons on the top right of the
2152 Select the record you want to keep by checking the radio button Lead
2153 Record?# on top of the record. Click Merge button.
2155 ____________________________________________________________________________________________________
2158 If you want to choose the barcode to keep, you need to choose the record
2159 with it as the lead record.
2160 ____________________________________________________________________________________________________
2162 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2165 Once two records have been merged, the notes, bills, holds, and
2166 outstanding items under the non-lead record are brought to the lead
2167 record. Staff-inserted alert messages are not.
2169 Local System Administration permission is required to merge patron
2170 records. Sitka support recommends discarding the non-lead card and
2171 deleting it as described in link:#delete-patron-card[section_title] Your
2172 library can also choose to automatically delete inactive card by
2173 configuring the Library Setting Patron Merge Barcode Delete to True
2175 An inactive card will retrieve the active account when used on Check Out
2176 screen. The system alerts staff to the situation with an informative
2178 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2180 [[circ-delete-patron]]
2181 Deleting Patron Records
2182 ~~~~~~~~~~~~~~~~~~~~~~~
2184 _______________________________________________________________________________________________________________________________________________________________________________________________________
2187 Sitka's in-house Patron Deletion Tool is available on the Welcome page.
2188 See link:#delete-patron[Patron Deletion Tool]. Local System
2189 Administrator's permissions are required to delete a patron record.
2190 _______________________________________________________________________________________________________________________________________________________________________________________________________
2196 Besides the regular items in the catalogue, Sitka Evergreen can
2197 circulate pre-catalogued, and non-catalogued items, too.
2199 * Regular circulation: circulation of regular items in your catalogue
2202 * Pre-catalogued (aka _pre-cat_ ) circulation: circulation of items that
2203 have a barcode but have not been catalogued yet. You may check them out
2204 and send for cataloguing after they are returned. Many Sitka sites use
2205 this functionality to circulate interlibrary loan items from other
2206 libraries. There is no need to route to cataloguing when using pre-cat
2207 for ILL, you can simply ignore the alert.
2209 * Non-catalogued (aka __non-cat__) circulation: circulation of items
2210 that are not in your catalogue and without a barcode. These items are
2211 usually identified by categories, such as magazines, paperbacks, etc.
2213 [[circulation-check-out]]
2217 https://www.youtube.com/watch?v=2XdWZK12PD0[*Sitka Training Video -
2220 link:#circ-checkout-regular[simplesect_title]
2222 link:#circ-checkout-precat[simplesect_title]
2224 link:#circ-checkout-non-cat[simplesect_title]
2226 link:#circ-checkout-due-dates[simplesect_title]
2228 To check out an item press F1 or select Circulation > Check Out Items.
2230 screenshot of staff client
2232 Scan or enter patron’s barcode and click Submit if entering barcode
2233 manually. If scanning, number is submitted automatically.
2235 screenshot of staff client
2237 Scan or enter item barcode manually, clicking Submit if needed.
2239 screenshot of staff client
2241 Due date is now displayed.
2243 screenshot of staff client
2245 When all items are scanned, click Doneat bottom right of screen to
2246 generate slip receipt or to exit patron record if not printing slip
2249 screenshot of staff client
2251 https://www.youtube.com/watch?v=GjJiRQeXIIk[*Sitka Snippet Video -
2252 Pre-catalogued Items Checkout (2:31)*]
2254 Go to patron's Check Out screen by Circulation > Check Out Items.
2256 Scan the item barcode.
2258 At prompt, click Pre-catalogued.
2260 screenshot of staff client
2262 Enter required information and click Checkout.
2264 screenshot of staff client
2266 _____________________________________________________________________________
2269 On check-in, Evergreen will prompt staff to re-route the item to
2271 _____________________________________________________________________________
2273 You can use this function for items such as paperbacks or magazines that
2274 you may not care if the patron doesn't return. Items are checked out
2275 with a due date but when the due date expires, the items disappear from
2276 the patron's record and no fines accrue. Circulation statistics are
2279 ____________________________________________________________________________________________________________________________________________________________________
2282 Non-cat circulation statistics are kept separately from regular and
2283 pre-cat circulation statistics. Use Sitka's non-cat circulation reports
2284 to generate the numbers.
2285 ____________________________________________________________________________________________________________________________________________________________________
2287 Go to the patron's Check Out screen by selecting Circulation > Check Out
2290 Click on the drop-down list in Barcode and choose the type of
2291 non-catalogued items.
2293 screenshot of staff client
2295 Enter the number of items being circulated and click OK.
2297 screenshot of staff client
2299 When items are checked out, due dates are automatically calculated and
2300 inserted into circulation records using the library's circulation
2301 policies. The Specific Due Date checkbox allows you to set a different
2302 due date to override the pre-set loan period.
2304 Before you scan the item, select the Specific Due Date checkbox. Use the
2305 calendar widget to select a date. Or click in day, month or year, then
2306 use the up or down arrows to make the change or simply delete the data,
2307 then enter again. Time is used for hourly loan only. This date applies
2308 to all items until you change the date, de-select Specific Due Date
2309 checkbox, or quit the patron record.
2311 screenshot of staff client
2313 screenshot of staff client
2319 https://www.youtube.com/watch?v=-ZBhZuWSjjc[*Sitka Training Video -
2322 link:#circ-checkin-regular[Regular Check In]
2324 link:#circ-checkin-backdated[Backdated Check In]
2326 link:#circ-circulation-backdate-postcheckin[Backdate Post-Checkin]
2328 link:#circ-circulation-mark-item-missing-pieces[Mark Item as Missing
2331 To check in an item, select Circulation > Check In Items, or press F2.
2333 screenshot of staff client
2335 Scan item barcode or enter manually and click Submit.
2337 screenshot of staff client
2339 This is useful for clearing a book drop.
2341 To change effective check-in date, select Circulation > Check In Items,
2342 or press F2. Use the calendar widget to choose the effective date.
2344 screenshot of staff client
2346 The top green bar changes to red. The new effective date is now
2347 displayed in the header.
2349 screenshot of staff client
2351 Move the cursor to the Barcode field. Scan the items. When finishing
2352 backdated check-in, change the Effective Date back to today's date.
2354 After an item has been checked in, you may use the Backdate Post-Checkin
2355 function to backdate the check-in date.
2357 Select the item on the Check In screen, click Actions for Selected Items
2358 > Backdate Post-Checkin.
2360 screenshot of staff client
2362 Use the calendar widget to select an effective check-in date. Click
2363 Apply. Overdue fines, if any, will be adjusted according to the new
2364 effective check-in date.
2366 screenshot of staff client
2368 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2371 At the right bottom corner there is a Checkin Modifiers pop-up list. The
2374 * Ignore Pre-cat Items: no prompt when checking in a pre-cat item. Item
2375 will be routed to Cataloguing with Cataloguing status.
2376 * Supress Holds and Transit: item will not be used to fill holds or sent
2377 in transit. Item has Reshelving status.
2378 * Amnesty Mode/Forgive Fines: overdue fines will be voided if already
2379 created or not be inserted if not yet created (e.g. hourly loans).
2380 * Auto-Print Hold and Transit Slips: slips will be automatically printed
2381 without prompt for confirmation.
2382 * Clear Holds Shelf. Checking in hold-shelf-expired items will clear the
2383 items from the hold shelf (holds to be cancelled).
2384 * Retarget Local Holds. When checking in in process items that are owned
2385 by the library, attempt to find a local hold to retarget. This is
2386 intended to help with proper targeting of newly-catalogued items.
2387 * Retarget All Statuses. Similar to Retarget Local Holds, this modifier
2388 will attempt to find a local hold to retarget, regardless of the status
2389 of the item being checked in. This modifier must be used in conjunction
2390 with the Retarget Local Holds modifier.
2391 * Capture Local Holds as Transits. With this checkin modifier, any local
2392 holds will be given an in transit status instead of on holds shelf. The
2393 intent is to stop the system from sending holds notifications before the
2394 item is ready to be placed on the holds shelf and item will have a
2395 status of in-transit until checked in again. If you wish to simply delay
2396 notification and allow time for staff to process item to holds shelf,
2397 you may wish to use the Hold Shelf Status Delay setting in Library
2398 Settings Editor instead. See Local Administration section for more
2400 * Manual Floating Active. This check in modifier works in conjunction
2401 with floating groups, as configured for your library by Sitka support.
2402 See link:#serveramdin-floating-group[Floating Groups.]
2404 These options may be selected simultaneously. The selected option is
2405 displayed in the header area.
2406 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2408 If an item is returned with missing pieces, you may mark the item as
2409 missing pieces. You will be prompted to print a slip, which can be
2410 inserted in the item, insert a copy and a patron alert message into the
2411 respective records, and print a letter or note to inform the patron. The
2412 item's status is set to Damaged. When the missing pieces are returned,
2413 you need to check in the item, which sets the status to Reshelving. You
2414 also need to manually remove the patron and copy alert messages.
2416 Select the item on the Check In screen, click Actions for Selected Items
2417 > Marking Items as Missing Pieces. Click OK on the prompt. screenshot of
2420 Choose the printer and click OK to print a slip to be inserted into the
2423 The Copy Editor will be opened. Fill in the alert message. Click Apply
2424 and then Modify Copies at the bottom screenshot of staff client
2426 The prompt for a patron alert or note shows up. Click Alert, if you wish
2427 to add an alert. Type in the content and your initial. Click Apply.
2428 screenshot of staff client
2430 Notepad will open for you to edit and print a letter/note for the
2433 __________________________________________________________________________________
2436 Windows Command Prompt window will open. It will be closed once Notepad
2438 __________________________________________________________________________________
2440 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________
2443 The item's status is set to Damaged once it is marked as missing pieces.
2444 The item remains in the patron's account.
2446 When the missing piece is returned, check in the item. You will be
2447 prompted of the item's status and the copy alert message. You need go to
2448 the patron and item record to remove the alert messages. screenshot of
2451 Pre-catalogued items can not be marked as missing pieces.
2453 Currently you need to send In Transit items back to the owning library
2454 to mark it as missing pieces.
2455 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________
2457 [[circ-renewal-edit-date]]
2458 Renewal and Editing the Item's Due Date
2459 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2461 Checked-out items can be renewed if your library's policy allows it. The
2462 new due date is calculated from the renewal date. Existing loans can
2463 also be extended to a specific date by editing the due date or renewing
2464 with a specific due date.
2466 Retrieve the patron record and go to the Items Out screen.
2468 Select the item you want to renew. Click on Actions for Selected Items >
2469 Renew. If you want to renew all items in the account, click Renew All
2472 If you want to specify the due date, click Renew with Specific Due Date,
2473 you will be prompted to select a due date. Once done, click Apply.
2475 __________________________________________________________________________________________________________________________
2478 Renewal can also be done on the Item Status screen. See
2479 link:#circulation-item-status[section_title] for more informaiton.
2480 __________________________________________________________________________________________________________________________
2482 Retrieve the patron record and go to the Items Out screen.
2484 Select the item you want to renew. Click on Actions for Selected Items >
2487 screenshot of staff client
2489 Select a new due date in the pop-up window, then click Apply.
2491 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2494 You can select multiple items by pressing down the CTRL key on your
2495 keyboard and clicking each item you want to edit.
2497 Edit Due Date changes the due date in the existing circulation record
2498 without reducing the remaining renewal count or creating a new
2499 circulation record. It does not generate new circulation statistics.
2500 Outstanding issues on the circulation, such as overdue fines, may be
2501 affected by future actions, such as backdated checkin. Since one
2502 circulation may receive only one pre-due/overdue (for each overdue
2503 period) notice, no new notice(s) will be generated, if aleady sent out.
2504 For example, editing the due date on the day when an item is due will
2505 not generate a new pre-due notice near the new due date.
2506 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2508 ____________________________________________________________________________________________________________________________________________________________________________________________________________________
2511 Sitka support team strongly recommends libraries use this function only
2512 when staff forgot to set Specific Due Date on Checkout. Use Renew with
2513 Specific Due Date in other circumstances to avoid undesirable result.
2514 ____________________________________________________________________________________________________________________________________________________________________________________________________________________
2516 [[circ-lost-claimed]]
2517 Marking Items Lost, Claimed Returned, and Claimed Never Checked Out
2518 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2520 link:#circulation-lost-items[Lost Items]
2522 link:#circulation-claimed-returned-items[Claimed Returned Items]
2524 link:#circulation-claimed-never-checked-out[Claimed Never Checked Out]
2526 To mark items Lost, retrieve patron record and click Items Out.
2528 Select the item. Click on Actions for Selected Items > Mark Lost (by
2531 screenshot of staff client
2533 By default, the lost item now displays in the Other/Special Circulations
2536 screenshot of staff client
2538 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2541 Marking an item Lost will automatically bill the patron the replacement
2542 cost of the item as recorded in the price field in the item record or
2543 the price limits set up by the library, and a processing fee as
2544 determined by your local policy. If the price field is blank, a default
2545 replacement cost as determined by the library is used. Based on the
2546 library's settings, if the price is 0.00, the replacement cost charge
2547 may be 0.00 or the default amount. If there is no default cost, you may
2548 manually add the replacement cost portion to the bill. See
2549 link:#bills-add-new-grocery-bills[section_title] for more information.
2551 If the lost item has overdue charges, based on your library’s settings,
2552 the overdue charges may be voided or retained.
2554 When a lost item is found and returned, your library may choose to:
2556 * Always void lost charges.
2557 * Void lost charges if the item is returned within a specified time
2558 period, e.g. within 6 months since the due date.
2559 * To generate or not to generate a refund if payment has been made.
2560 * To generate a refund only if the item is returned within a specified
2561 time period since the payment date.
2562 * Restore existing overdue fines.
2563 * Generate new overdue fines based on the checkin date.
2565 Only when all bills linked to this particular circulation have been
2566 resolved will a lost-then-returned item disappear from the Items Out
2567 screen. Bills include replacement charges, overdue charges, and manual
2568 charges added to the existing bills.
2570 The following are some common scenarios you may encounter:
2572 1. No payment has been made yet. When the item is returned, the lost
2573 bills are voided and there is no restored overdue charge. The bill and
2574 circulation record will be closed and the item will disappear from the
2576 2. No payment has been made yet. When the item is returned, the lost
2577 bills are voided, but there are restored overdue charges. The overdue
2578 bill will be open. The item will be displayed on the Items Out screen
2579 due to the unpaid bill. The item will disappear once the overdue charges
2581 3. The lost bills have been paid already. When the item is returned,
2582 the lost bills are voided and there is no overdue charge or the restored
2583 overdue charges are less than the replacement cost. There will be a
2584 negative balance in the bill. A refund (see
2585 link:#bills-refund[section_title] for more details) needs to be made to
2586 close the bill and the circulation record. Once the outstanding amount
2587 has been refunded, the bill and circulation record will be closed and
2588 the item will disappear from the Items Out screen.
2589 4. The lost bills have been paid already. When the item is returned,
2590 the lost bills should be voided and there is no overdue charge or the
2591 restored overdue charges are less than the replacement cost. But the
2592 library chooses not to generate refund (bills with negative balance) via
2593 library settings. Adjustment bills/payments will be automatically added
2594 to offset the negative balance. Item will not show up on Items Out
2597 If your library chooses not to automatically void a lost item billing
2598 when it is returned, staff need to deal with the bills manually, as per
2601 From version 2.6, libraries have the option to set up whether/where to
2602 display Lost items on Items Out screen.
2604 For all the above mentioned settings, See link:#lsa[???] for more
2606 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2608 To mark an item Claimed Returned, retrieve patron record and go to the
2611 Select the item, then Actions for Selected Items > Claimed Returned from
2614 screenshot of staff client
2616 Select a date and click Apply.
2618 screenshot of staff client
2620 The Claimed Returned item, by default, displays in the Other/Special
2623 screenshot of staff client
2625 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2628 The date entered for a Claimed Returned establishes the fine. If the
2629 date given is past, bills will be adjusted accordingly.
2631 When a Claimed Returned item is returned, if there is an outstanding
2632 bill associated with it, by default, the item will not disappear from
2633 the Items Outscreen. It will disappear when the outstanding bills are
2636 If a patron pays the fine, but staff don't find the item and check it
2637 in, there is a known bug in Evergreen that makes the Claimed Return item
2638 disappear from patron's account, which is not correct behaviour. Sitka
2639 support recommends the following workaround until bug is resolved
2640 programmatically. You may check the item in, and, if wanting to pursue
2641 with original patron, check it back out to that patron and mark it
2642 Claimed Returned. Alternatively, you can change the item's status to
2643 Missing, or simply delete the item, based on library policy and facts of
2644 the case. Please contact Sitka support if you encounter this scenario
2645 and are uncertain how best to proceed.
2647 When an item is marked Claimed Returned, the value in Claims-returned
2648 Count field in patron record is automatically increased. But it will not
2649 be adjusted when the item is found and checked in. You may manually edit
2650 it according to your local policy.
2652 When an item is marked Claimed Returned, the item's status is
2653 automatically set to the Sitka wide default status of Claimed Returned.
2655 From version 2.6, libraries have the option to set up whether/where to
2656 display ClaimedReturned items on Items Out screen.
2657 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2659 To mark an item Claimed Never Checked Out, retrieve patron record and go
2660 to the Items Out screen.
2662 Select the item, then Actions for Selected Items > Mark Claimed Never
2663 Checked Out from the dropdown menu.
2665 _______________________________________________________________________________________________________________________________________________________________
2668 Once an item is marked Claimed Never Checked Out, it disappears from the
2669 patron's account. The circulation record is marked checked in as on the
2672 An item marked Claimed Never Checked Out has its status changed to
2673 Missing by a Sitka default.
2674 _______________________________________________________________________________________________________________________________________________________________
2680 You can record in-house use for both catalogued and non-catalogued
2683 To record in-house use, select Circulation > Record-In House Use or
2686 screenshot of staff client
2688 To record in-house use for catalogued items, enter number of uses, scan
2689 barcode or type barcode and click Submit.
2691 screenshot of staff client
2693 To record In-house Use of non-catalogued items, choose appropriate item
2694 from the dropdown menu in Barcode box and click Submit.
2696 screenshot of staff client
2698 ___________________________________________________________________________________________________________________________________________________________________
2701 The statistics of in-house use are separated from circulation
2702 statistics. The in-house use count of catalogued items is not included
2703 in the items' total use count.
2704 ___________________________________________________________________________________________________________________________________________________________________
2706 [[circulation-item-status]]
2710 https://www.youtube.com/watch?v=Zy6UcenoLdU[*Sitka Training Video - Item
2713 The Item Status screen is very useful. Many actions can be taken by
2714 either circulation staff or cataloguers on this screen. Here we will
2715 cover some circulation-related functions, namely checking item status,
2716 viewing past circulations, inserting item alert messages, marking items
2717 missing or damaged, etc.
2719 To check the status of an item, select Search > Search for copies by
2720 Barcode or Circulation > Show Item Status by Barcode , click on the Item
2721 Status button on circulation tool bar,or press F5. You can also click on
2722 barcode in copy summary view in catalogue to go directly to Item Status
2725 screenshot of staff client
2727 Scan the barcode or type it and click Submit. The current status of the
2728 item is displayed with selected other fields. You can use the column
2729 picker to select more fields to view.
2731 screenshot of staff client
2733 Click the Alternate View button, and the item summary and circulation
2734 history will be displayed.
2736 screenshot of staff client
2738 Click List View to go back.
2740 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2743 If the item's status is "Available", the displayed due date refers to
2744 the previous circulation's due date.
2746 Upload From File allows you to load multiple items saved in a file on
2747 your local computer. The file contains a list of the barcodes in text
2748 format. To ensure smooth uploading and further processing on the items,
2749 it is recommended that the list contain no more than 100 items.
2750 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2752 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2755 Sitka has a pre-defined list of copy statuses available.
2756 link:#serveradmin-copy-statuses[Please
2757 consult]link:#serveradmin-copy-statuses[section_title] for the
2758 definition, as well as if the status makes the copy holdable or OPAC
2759 visible. Additional statuses will be added only after broader
2760 consultation with the Sitka community.
2761 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2763 To view past circulations, retrieve the item on the Item Status screen
2766 Select Actions for Selected Items > Show Last Few Circulations.
2768 screenshot of staff client
2770 The item’s recent circulation history is displayed.
2772 screenshot of staff client
2774 To retrieve the patron(s) of the last circulations, click the Retrieve
2775 Last Patron or the Retrieve All These Patrons button at the bottom of
2776 the above screen. Patron record(s) will be displayed in new tab(s).
2778 _______________________________________________________________________________________________________________________
2781 Each libary can determine its own number of past circulations to be
2782 displayed. See link:#lsa[???] for more information.
2784 You can retrieve the past circulations on the patron's Items Out screen,
2786 _______________________________________________________________________________________________________________________
2788 To mark items damaged or missing, retrieve the item on the Item Status
2791 Select the item. Click on the Actions for Selected Items dropdown list
2792 and Mark Item Damaged or Mark Item Missing.
2794 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2797 Depending on the library's policy, when marking an item damaged, bills
2798 (cost and/or processing fee) may be inserted into the last borrower's
2799 account. Overdue fines, if any, may be voided at the same time. See
2800 link:#lsa[???] for more information.
2801 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2803 Following the above procedure, you can check in and renew items by using
2804 the Check in Items and Renew Items on the dropdown menu.
2806 The Edit Item Attributes function on the Actions for Selected Items
2807 dropdown list allows you to edit item records. Here we will show you how
2808 to insert item alert messages by this function. See
2809 link:#cat[part_title] for more information on item editing.
2811 Retrieve record on Item Status screen.
2813 Once item is displayed, highlight it and select Actions for Selected
2814 Items > Edit Item Attributes.
2816 screenshot of staff client
2818 The item record is displayed in the Copy Editor.
2820 screenshot of staff client
2822 Click Alert Message in the Miscellaneous column. The background colour
2823 of the box changes. Type in the message then click Apply.
2825 screenshot of staff client
2827 Click Modify Copies, then confirm the action.
2829 [[circulation-barcode-completion]]
2833 https://www.youtube.com/watch?v=anJA2K-Vgt0[*Sitka Snippet Video -
2834 Barcode Completion (1:35)*]
2836 Barcode completion is used to add prefixes, suffixes, and/or padding to
2837 a barcode when scanned. This is used when the physical barcode does not
2838 match the barcode saved in Evergreen. For example, all barcodes at a
2839 library may be prefixed in Evergreen with their Library and Archives
2840 Canada code MPL12345 but the physical barcode on the item is 12345. When
2841 barcode completion is in use Evergreen will add MPL to ever barcode
2844 Barcode completion is generally used in Sitka to handle duplicate item
2847 link:#barcode-completion-matches[Multiple Matches]
2849 link:#barcode-completion-patron[Patron Barcodes]
2851 link:#barcode-completion-item[Item Barcodes]
2853 When a barcode is entered if multiple matches are found a pop-up will
2854 appear listing the possible barcodes.
2856 Select the barcode/title or barcode/name combination that matches the
2857 item in your hand or the patron.
2859 screenshot of barcode completion pop-up
2861 _____________________________________________________________________________________________________________________________________________________________________________
2864 If the barcode is not a 14 digit codebar barcode you may wish to
2865 re-barcode the item or issue the patron a new library card to prevent
2866 future pop-ups caused by that barcode.
2867 _____________________________________________________________________________________________________________________________________________________________________________
2869 The barcode completion pop up will appear when a patron barcode is
2870 scanned in the following places:
2872 * the Barcode field in the Retrieve Patron Check Out interface (
2873 Circulation > Check Out Items)
2874 * the Barcode field in the Check Out section of the patron account.
2876 The library setting Load patron from Checkout must be set to True.
2877 * the Place hold for patron by barcode field in the staff client
2880 _____________________________________________________________________________________________________________________________________
2883 The Barcode Completion pop up will not appear when a patron barcode is
2884 scanned into the Barcode field in the Patron Search interface.
2885 _____________________________________________________________________________________________________________________________________
2887 The barcode completion pop up will appear when an item barcode is
2888 scanned in the following places:
2890 * the Barcode field in the Check Out section of the patron account.
2891 * the Enter Barcode field in the Check In interface.
2892 * the Barcode field in the Item Status interface.
2898 [[bills-circ-grocery]]
2899 Circulation vs. Grocery Bills
2900 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2902 There are two types of bills in Sitka Evergreen: Circulation bills and
2903 Grocery bills. Circulation bills are system-generated, including overdue
2904 fines, lost item cost and processing fees, etc. Overdue fines are added
2905 daily once an item is overdue. The fine rates are determined by each
2906 library. When an item is marked as lost, bills may be automatically
2907 generated to cover the item's cost (price in the item record) and the
2908 processing fee. Each library can determine its own processing fee. See
2909 link:#lsa[???] for more information.
2911 Grocery bills are manually created by staff. Grocery bill types can be
2912 shared by all Sitka libraries or created by an individual library.
2913 Default price can be attached to each bill type.
2919 Bills can be paid by cash, check or credit in the patron account. Bills
2920 can also be resolved by forgiveness, work or goods, e.g. replacement
2921 copy. The following procedure shows how to collect payments.
2923 Retrieve patron and click on Bills button.
2925 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2928 Based on your library's setting, Bills may be the default screen when
2929 retrieving a patron with bills. You can configure this screen by use of
2930 the Column Pickerto display required data, and by selecting List
2931 ActionsSave Column Configuration.
2932 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2934 The bill screen opens.
2936 screenshot of staff client
2938 Select the payment type from the drop down menu.
2940 screenshot of staff client
2942 Enter the amount of payment in the Payment Received field and click
2945 screenshot of staff client
2947 Change, if any, is displayed at the bottom of the screen as Change Due
2948 Upon Payment. It can be converted to patron credit by selecting the
2949 Convert to Patron Credit checkbox.
2951 screenshot of staff client
2953 When partial payment is made, the money applied starts at the top of
2954 the list of checked bills. Click the See Distribution button, and the
2955 payment distribution will be displayed in thePayment Pending column. To
2956 pay selected bill(s), uncheck the other bills. Note the presence of the
2957 Uncheck All and Check All options as shortcuts.
2959 screenshot of staff client
2961 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2964 Items marked with red are still checked out. It is possible for a
2965 patron to pay a bill while the item is still out and accruing fines.
2967 You may choose to annotate the payment and fill in the resulting text
2970 screenshot of staff client
2972 Using the Receipt Options button at the right bottom corner, you may
2973 request Evergreen to print or not print receipts. You can also specify
2974 the number of copies of receipts.
2976 Void vs. Forgive: Void clears all history of the bill, while forgive
2977 retains the history. Use void when the bill should not be generated,
2978 e.g. a bill for a lost book that has been found. Forgive payments are
2979 displayed in the Cash Report.
2980 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2982 [[bills-patron-credit]]
2986 https://www.youtube.com/watch?v=-l0RjDNIb7A[*Sitka Snippet Video -
2987 Patron Credit (2:47)*]
2989 A credit can be kept in a patron account and later used to pay bills.
2991 To create or add a credit, on the Bills screen, select the payment
2992 method, type in the amount, select Convert Change to Patron Credit box
2993 at the bottom, then click Apply Payment.
2995 screenshot of staff client
2997 Change from payment can also be converted to credit.
2999 screenshot of staff client
3001 To use patron credit to pay bills, select Patron Credit as the payment
3004 If your library chooses not to use Patron Credit, you may turn it off
3005 through a library setting. See link:#lsa[???] for more information.
3007 [[bills-adjusttozero]]
3008 Adjust Bill Balance to Zero
3009 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
3011 https://goo.gl/Sa0iba[*Sitka Snippet Video - Adjust to Zero on Bills
3014 An Adjust to Zero option has been added to the bills interface of the
3015 patron record. This option will always adjust the selected bill to a
3016 zero balance. It can also be used to easily clear a negative balance
3017 from the patron’s record.
3019 _______________________________________________________________________________________________________________________________________________________________
3022 This feature is used instead of void a bill in almost all procedures.
3023 Local System Administrators are able to void bills on the rare occasions
3025 _______________________________________________________________________________________________________________________________________________________________
3027 Retrieve patron using F1 (retrieve patron by barcode) or F4 (patron
3030 Click on Bills button.
3032 screenshot of patron menu
3034 All bills under one transaction are grouped under one bill line. Select
3035 the bill line and click Actions for Selected Transactions > Adjust to
3036 Zero and click Yes when asked to confirm.
3038 screenshot of bills interface
3040 _________________________________________________________________________________________________________________________________________________________________________________________________________________
3043 If partial bill should be cleared, staff may collect the partial payment
3044 first, then Adjust to Zero to resolve the bill. Ask a supervisor to help
3045 when partial bill should be cleared but no payment can be made.
3046 _________________________________________________________________________________________________________________________________________________________________________________________________________________
3052 _____________________________________________________________________
3055 Only users with Local System Administrator permissions can Void Bills
3056 _____________________________________________________________________
3058 All bills under one transaction are grouped under one bill line. You can
3059 void the whole amount or partial amount only. To void the whole amount,
3060 select the bill line and click Actions for Selected Transactions > Void
3061 All Billings and click Yes when asked to confirm.
3063 screenshot of staff client
3065 To void a partial amount, select the bill, click Actions for Selected
3066 Transactions > Full Details. On bill details screen, select the bill you
3067 want to void, and click Void Selected Billings. Confirm your action.
3069 _______________________________________________________________________________________________________________
3072 You cannot partially void one billing line on the bill details screen. A
3073 billing line is the minimum bill unit.
3075 Edit Note allows you to edit/create a note. For system-generated bills,
3076 we recommend you append your message.
3077 _______________________________________________________________________________________________________________
3079 [[bills-add-new-grocery-bills]]
3080 Adding New "Grocery" Bills
3081 ~~~~~~~~~~~~~~~~~~~~~~~~~~
3083 A grocery bill can be added as a new bill or to an existing bill.
3085 To add a grocery bill as a new bill:
3087 Retrieve the patron record and select Bills.
3091 screenshot of staff client
3093 Grocery is the only available transaction type. Choose appropriate
3094 billing type from the drop down menu.
3096 screenshot of staff client
3098 Enter amount in Amount field and any required note in Note field. Click
3099 Submit this Bill, and then confirm it.
3101 screenshot of staff client
3103 ___________________________________________
3106 Local bill types may have a pre-set amount.
3107 ___________________________________________
3109 To add a grocery bill to an existing bill line:
3111 Retrieve the patron record and go to the Bills screen.
3113 Select the bill to which you want to add, and click Actions for Selected
3114 Transactions > Add Billing. Click Yes on the confirmation prompt.
3116 screenshot of staff client
3118 Follow steps 3 - 5 in link:#bills-add-new-grocery-bills[section_title]
3119 to select billing type, fill in amount and note, if required, then
3126 To view a patron’s bill history, retrieve the patron record and go to
3127 the Bills screen, and then click History.
3129 screenshot of staff client
3131 On Bill History, you can view all bills or bills incurred in a specified
3132 time frame. You can use the calendar widgets to specify the Start Date
3133 and End Date, and then click Retrieve Transactions.
3135 screenshot of staff client
3137 For more information about a particular bill, you can select the bill on
3138 the list and click Full Details at the bottom of the above screen and
3139 the bill details are displayed in a pop-up window.
3141 You may add a bill entry to an existing bill. Highlight the bill, then
3142 click Add Billing button at the bottom of the above screen.
3144 On the Bill History screen, you can also view payments by selecting the
3145 Payments tab. You can view all payments or payments made within a time
3148 To view the details of a particular payment, highlight the line and
3149 click the Full Details button at the bottom.
3151 screenshot of staff client
3153 ___________________________________________________________________________________________________________________________________________________________________________________
3156 Items can be deleted from the catalogue even if a charge for that item
3157 is still attached to the patron's record. The charge will remain on the
3158 patron's account after the deletion.
3159 ___________________________________________________________________________________________________________________________________________________________________________________
3165 Sometimes paid bills need to be voided, such as when lost and paid items
3166 are returned. A negative balance may be created once such bills are
3167 voided. To close such bills, staff may refund the balance amount or add
3170 To refund, select the bill on the Bills screen. Click Actions for
3171 Selected Transactions > Refund.
3173 screenshot of staff client
3175 Read the instructions and confirm.
3177 image:media/bills-20.png[screenshot of staff client]
3179 Select payment type and click Apply Payment.
3181 image:media/bills-21.png[screenshot of staff client]
3183 Refund can be converted to patron credit by selecting Patron Credit as
3186 _________________________________________
3189 Refunds are reflected in the Cash Report.
3191 Non-cash payment can not be refunded.
3192 _________________________________________
3198 [[hold-placing-holds]]
3202 Holds can be placed by staff on the Staff Client and by patrons on the
3203 OPAC. In this chapter we demonstrate placing holds on the Staff Client.
3204 See link:#opac[part_title] for placing holds on the OPAC.
3206 Evergreen has four different levels of holds. Library staff can place
3207 holds at all four levels, while patrons can only place
3208 Meta-record,Title-level, and Volume-level holds.
3210 The chart below summarizes the four levels of holds.
3212 [cols=",,,,,",options="header",]
3213 |=======================================================================
3214 |Hold level |Abbreviation |When to use |How to use |Who can use |Hold
3216 |Meta-record |M |Patron wants first available copy of multiple titles of
3217 the same/different format |Click on place hold to the right of the
3218 record. From holds confirmation screen, click Advanced hold options and
3219 select other applicable formats. |Patron or staff |Holdings attached to
3220 multiple MARC (title) records sharing the same title and author of
3221 selected format(s)(book, video, audiobook, etc.)
3223 |Title |T |Patron wants first available copy of a title |Staff or patron
3224 click on place hold to the right of a record on search result list or
3225 record summary screen. |Patron or staff |Holdings attached to a single
3228 |Volume |V |Patrons want the first available copy of a specific volume
3229 (call number) of a title |Staff or patron click Volume in HOLDABLE?
3230 column on the holdings grid on record summary screen. |Patron or staff
3231 |Call number specific volume record (local call number resides in volume
3234 |Copy |C |Patron or staff want a specific copy of a title |Staff click
3235 details to view barcode then place hold next to that barcode. |Staff
3237 |=======================================================================
3239 To place a title level hold, retrieve the title record on the catalogue
3240 and click the Place Hold button to the right of the record on the search
3241 result list, or record summary screen.
3243 screenshot of staff client
3245 screenshot of staff client
3247 Scan or type patron’s barcode into Place hold for patron by barcode, and
3248 then tab or move the cursor out of the box.
3250 screenshot of staff client
3252 Edit patron hold notification methods and pickup location, if necessary,
3255 screenshot of staff client
3257 Click Continue, or Cancel if the hold failed, to go back to search
3260 __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3263 In step 2, checking the Place this hold for me radio button will set the
3264 login staff as the hold requester. If this is your personal account, you
3265 can use this button to place holds for yourself.
3267 A default hold expiration date will be recorded if the libary has set up
3268 a default holds expiration period in their library settings. See
3269 link:#lsa[???]. Uncaptured holds will not be targeted after expiration
3270 date. To view and edit the expiration date, go to Holds under My
3272 __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3274 There are two ways of placing meta-record holds:
3276 Using Advanced Holds Options button
3278 To place a Meta-record level hold, do a regular search for the title.
3279 Click Place Hold link on either the result list or record details
3280 screen, shown as step 1 in
3281 link:#hold-title-level-hold[simplesect_title].
3283 Click Advanced Holds Options under the title.
3285 Scan patron's barcode. Select the acceptable format(s) and language(s).
3286 Edit patron hold notification methods and/or pickup location, if
3287 required. Click Submit button.
3289 Using Group by Formats and Editions Search
3291 Search for the meta-record on which you want to place a hold. On the
3292 Advanced Search screen, select the Group by Formats and Editions
3293 checkbox. Select the search type and type in search terms. Click Search.
3295 Click Place Hold beside the the meta-record on the result list.
3297 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3300 The icons indicate the available formats at the search location.
3302 The number in the parenthsis beside the title indicates the number of
3303 records with physical items. Click the title to view these records.
3305 Meta-record holds do not cover E-resources. But E-resource icons may be
3306 displayed if the search location owns matched E-resources. The link(s)
3307 will show up only when the search location and/or the preferred library
3308 of the login account is a library or branch and owns the E-resource.
3309 Click the link(s) in the summary to access these E-resource records.
3310 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3312 Type in or scan the patron barcode at the prompt.
3314 Select the acceptable formats. Use the CTRL key together with a mouse
3315 click to select multiple entries. Click Submit once done.
3317 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3320 If no format is selected. All available formats are targeting
3323 Format information is from the MARC record leader and fixed fields.
3324 Requested formats are listed in the Holdable Formats column in hold
3325 records. Use the Column Picker to display it. Once a new
3326 Web-browser-based staff client is used, format icons would be displayed
3327 in this column. Right now you will see a string. Look for the
3328 language/format codes, such as "eng", "fre", "book", "dvd", "blue-ray",
3329 etc. All the selected formats in any of the selected language(s) are
3330 targeting candidates.
3332 After a meta-record hold is placed, if a new MARC record is added and it
3333 meets the grouping criteria (title, author and format), items under this
3334 new record will be used to fulfill the existing holds.
3335 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3337 To place a volume level hold, retrieve and display the record.
3339 On the holdings grid, click Volume in HOLDABLE? column in the row of
3342 screenshot of staff client
3344 Scan or type patron’s barcode into Place hold for patron by barcode.
3346 Edit patron hold notification fields as required and click Submit. Note
3347 the hold is identified as a __Volume Hold__.
3349 Retrieve and display the record.
3351 On the holdings grid, click Copy in HOLDABLE? column in the row of your
3354 screenshot of staff client
3356 Scan or type patron’s barcode into Place hold for patron by barcode.
3358 Edit patron hold notification fields as required and click Submit. Note
3359 the hold is identified as a __Copy Hold__.
3361 Holds can be placed from patron records too. In the patron record Holds
3362 screen, click the Place Hold button on the left top corner.
3364 The catalogue is displayed in the Holds screen.
3366 Search for the title and place holds using the same procedure as placing
3367 holds directly in the catalogue.
3369 You may continue to search for more titles. Once you are done, click the
3370 Holds button on top to go back to the Holds screen. Click the Refresh
3371 button to reflect your newly placed holds.
3373 [[hold-manage-holds]]
3377 Holds can be cancelled at any time by staff or patrons. Before holds are
3378 captured, staff or patrons can suspend them or set them as inactive for
3379 a period of time without losing the hold queue position, activate
3380 suspended holds, change notification method, phone number, pick-up
3381 location (for multi-branch libraries only), expiration date, activation
3382 date for inactive holds, etc. Once a hold is captured, staff can change
3383 the pickup location and extend the hold shelf time if required.
3385 Staff can edit holds in either patron's records or the title records.
3386 Patrons can edit their holds in their account on the OPAC.
3388 Retrieve the patron record and go to the Holds screen.
3390 Highlight the hold record, then select Actions for Selected Holds.
3392 screenshot of staff client
3394 Manage the hold by choosing an action on the list.
3396 1. If you want to cancel the hold, click Cancel Hold on the above
3397 screen. You are prompted to select a reason and put in a note if
3398 required. Once done, click YES.
3400 screenshot of staff client
3402 ___________________________________________________________________________________________________________________________________________________________________________________________
3405 A captured hold with a status of "On Hold Shelf" or "Ready for Pickup"
3406 can be cancelled by either staff or patrons. But the status of the item
3407 will not be changed until staff check it in.
3408 ___________________________________________________________________________________________________________________________________________________________________________________________
3409 2. If you want to suspend a hold or activate a suspended hold, click
3410 the appropriate action on the list. You will be prompted to confirm your
3411 action. Suspended holds have a "No" value in the Active? column.
3413 screenshot of staff client
3415 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3418 Suspended holds will not be filled but its hold position will be kept.
3419 They will automatically become active on the activation day if there is
3420 an activation date in the record. Without an activation date, the holds
3421 will remain inactive until staff or a patron activate them manually.
3422 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3423 3. You may edit the Activation Date and Expiration Date by using the
3424 corresponding action entry on the Action for Selected Holds dropdown
3425 menu. You will be prompted to enter the new date. Use the calendar
3426 widget to choose a date, then click Apply. Use the Remove button to
3428 4. Your library may set up a hold shelf time. Hold shelf expire time is
3429 automatically recorded in the hold record when a hold is filled. You may
3430 edit this time by using the Edit Shelf Expire Time on the Action for
3431 Selected Holds dropdown menu. You will be prompted to enter the new
3432 date. Use the calendar widget to choose a date, then click Apply.
3433 5. If you want to enable or disable phone notification or change the
3434 phone number, click Edit Phone Notification. You will be prompted to
3435 enter the new phone number. You must follow the format of XXX-XXX-XXXX.
3436 The phone number is used for this hold only and can be different from
3437 the one in the patron account. It has no impact on the patron account.
3438 If you leave it blank, no phone number will be printed on the hold slip.
3439 6. If you want to enable or disable email notification for the hold,
3440 click Set Email Notification. Click Email or No Email on the prompt
3442 7. Pickup location can be changed by clicking Edit Pickup Library.
3443 Click the dropdown list of all libraries and choose the new pickup
3444 location. Click Done.
3446 _______________________________________________________________________________________________________________________________________________
3449 Staff can change the pickup location for holds with in-transit or
3450 ready-for-pickup status. Item will be sent in transit to the new
3452 _______________________________________________________________________________________________________________________________________________
3454 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3457 Sitka Evergreen allows staff to select any library on the list as a
3458 pickup location. Staff should observe local policy and service agreement
3459 with other libraries.
3461 For libraries sharing resources with other libraries in the federation,
3462 Sitka support strongly recommends you not edit pickup location, instead
3463 cancel and replace the hold with the new pickup location. This is due to
3464 the fact that the eligible copies that may be used to fill the hold may
3465 be different with different pickup location. Editing the pickup location
3466 in the existing hold will not force Evergreen to re-target the eligible
3467 copies. The hold may be filled by a wrong copy.
3468 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3469 8. You may move a hold to the top of the queue by using the Set Top of
3470 Queueoption in Actions for Selected Holds. Click Top of Queue to move
3471 the selected hold to the top of the hold queue. Click No Top of Queue to
3472 remove it from the top of the queue. You will be prompted to confirm
3475 ____________________________________________________________________________________________________________________________________________________________________________________________________________________
3478 If an item has been assigned to the hold on top of the queue before you
3479 move another one to the top, you need to suspend the old top hold, Find
3480 Another Target for the new top hold, then activate the old top hold.
3481 ____________________________________________________________________________________________________________________________________________________________________________________________________________________
3482 9. You can also manipulate hold position by adjusting Hold Request
3483 Time. Use Edit Request Time on Actions for Selected Holds. Use the
3484 calendar widget to select a date.
3486 _____________________________________________________________________________________________________________________________________
3489 For most libraries, holds are filled based on request time sequence.
3490 Changing request time will change the holds fufillment sequence.
3491 _____________________________________________________________________________________________________________________________________
3492 10. The item's physical condition is recorded in the copy record as Good
3493 or Mediocre in the Quality field. You may request that your holds be
3494 filled with copies of good quality only. Click Set Desired Copy Quality
3495 on the Actions for Selected Holds list. Make your choice in the pop-up
3498 Cancelled holds can be displayed. Click Show Cancelled Holds button on
3501 You may un-cancel it.
3503 _________________________________________________________________________________________________________________________________________________________________________________________________________________
3506 Based on your library's setting, hold request time can be reset when a
3507 hold is un-cancelled.
3509 Cancelled holds displayed on the Cancelled Holds screen can be limited
3510 by hold age (amount of time) or count (a number). Individual libraries
3511 can set this up in the Library Settings Editor. See link:#lsa[???].
3512 _________________________________________________________________________________________________________________________________________________________________________________________________________________
3514 You can view details of a hold by selecting a hold then clicking the
3515 Detail View button on the Holds screen.
3517 You may add a note to a hold in the Detail View.
3519 Notes can be printed on the hold slip if the Print on slip? checkbox is
3520 selected. Key in the message then click Add Note.
3522 _____________________________________________________________________________________________________________
3525 Using the Column Picker, you can display Queue Position and Total number
3526 of Holds. screenshot of staff client
3527 _____________________________________________________________________________________________________________
3529 Retrieve and display the title record in the catalogue.
3531 Click Actions for this Record > View Holds.
3533 All holds on this title to be picked up at your library are displayed.
3534 Use Filter checkbox and Pickup Library to view holds to be picked up at
3535 other branches of your libary system.
3537 Highlight the hold you want to edit. Click Actions for Selected Holds
3538 and the appropriate action you want to take as described in step 3 of
3539 link:#hold-managing-hold-in-patron-records[simplesect_title].
3541 You can retrieve the hold requestor's account by selecting Retrieve
3542 Patron on the above dropdown menu.
3548 There are five types of status a hold may have: Waiting for Copy,
3549 Waiting for Capture, In Transit, Ready for Pickup, and the optional
3552 _____________________________________________________________________________________________________________________________
3555 If your library chooses to delay hold shelf status (see link:#lsa[???]),
3556 then a hold may have the status of Reserved/Pending.
3557 _____________________________________________________________________________________________________________________________
3559 1. Waiting-for-copy holds: all holdable copies are checked out or not
3561 2. Waiting-for-capture holds: an available copy is assigned to the
3562 hold. The item shows up on the Holds Pull List waiting for staff to
3563 search the shelf and capture the hold.
3564 3. In Transit holds: holds are captured at a non-pickup branch and on
3565 the way to the pick-up location.
3566 4. Ready-for-pick-up holds: holds are captured and items are on the
3567 Hold Shelf waiting for patrons to pick up.
3568 5. Reserved/Pending holds: holds are captured and items are in process
3569 and to be put on the Hold Shelf. The status will be automatically
3570 changed to Ready-for-pick-up once the delay time period specified in
3571 Library Settings Editor expires.
3573 Besides capturing holds when checking in items, Evergreen matches holds
3574 with available items in your library at regular intervals. Once a
3575 matching copy is found, the item's barcode number is assigned to the
3576 hold and the item is put on the Holds Pull List. Staff can print the
3577 Holds Pull List and search for the items on shelves.
3579 To retrieve your Holds Pull List select Circulation > Pull List for Hold
3582 screenshot of staff client
3584 The Holds Pull List is displayed. By default the items on the list are
3585 grouped first by Copy Location, then by Call Number. You may re-sort it
3586 by clicking the column labels, e.g. Title.
3588 _______________________________________________________________________________________________________________________________
3591 The order of Copy Location can be adjusted on Admin > Local
3592 Administration > link:#lsa-copy-location-order[Copy Location Order]
3593 _______________________________________________________________________________________________________________________________
3595 screenshot of staff client
3597 _____________________________________________________________________________________________________________________________
3600 The maximum number of holds initially displayed on the pull list is
3601 about 100. Use Fetch More Holds to retrieve more records.
3602 _____________________________________________________________________________________________________________________________
3604 To print the pull list you may use Print Full Pull List, Print Full Pull
3605 List (Alternate Strategy) or go to Simplified Pull List Interface. The
3606 full list prints Title, Author, Shelving Location, Call Number and Item
3607 Barcode, while the alternative stragegy also prints patron barcode.
3608 Print button prints title only.
3610 __________________________________________________________________________________________________________________________________________________________
3613 You may export holds pull list to a CSV file, then import it into MS
3614 Excel to re-format it for printing. Use List Actions button on bottom
3616 __________________________________________________________________________________________________________________________________________________________
3618 Click Simplified Pull List Interface. The pull list will be displayed in
3621 screenshot of staff client
3623 You may sort the list by clicking the column label or you may go to the
3624 column picker to choose the displayed fields and sort order. Move the
3625 cursor to any column in the label row as shown in the above screen and
3626 right click your mouse. The column picker will be displayed.
3628 screenshot of staff client
3630 You may select/deselect the checkboxes in the Display column to choose
3631 the fields that you want to display/hide. Select Auto Width checkbox if
3632 you wish Evergreen to automatically adjust the width of each column. Set
3633 the values for Sort Priority for all the fields that you want to sort
3634 by. The example list in the above screen will be sorted by Shelving
3635 Location, Call Number, and then Author.
3637 Scroll to the bottom of the list and click Save.
3639 Click Print Full List. The list will be printed with the selected
3640 displayed fields and in the selected sort order.
3642 _______________________________________________________________________________________________________________________________________________
3645 The current version of Evergreen may not display a whole list of holds
3646 on the screen in Simplified Pull List, but the printed list is complete.
3647 _______________________________________________________________________________________________________________________________________________
3649 You may perform hold management tasks by using the Actions for Select
3650 Holds dropdown list.
3652 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3655 The Holds Pull List is updated constantly. Once an item on the list is
3656 no longer available or a hold on the list is captured, the items will
3657 disappear from the list. The Holds Pull List should be printed at least
3659 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3661 [[hold-title-transfer]]
3662 Transferring Title Holds
3663 ~~~~~~~~~~~~~~~~~~~~~~~~
3665 Holds on one title can be transferred to another with the hold request
3668 Retrieve the bibliographic record you would like the holds to be
3671 Click Actions for this Record > Mark as Title Hold Transfer Destination.
3673 Click OK to acknowledge the pop up.
3675 Retrieve the bibliographic record that currently has the hold(s)
3678 Click Actions for this Record > View Holds.
3680 Select the hold(s) you would like to transfer.
3682 Click Actions for Selected Holds > Transfer to Marked Title.
3684 Click OK to acknowledge the pop up.
3686 The holds have now been transferred.
3688 Any holds that were placed at the copy or volume level will remain.
3690 [[hold-find-another-target]]
3691 Find Another Target for Holds
3692 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3694 For an item on the Holds Pull Listbut not found on the shelves or the
3695 item is not in proper condition for circulation, staff may mark it
3696 missing or damaged and find another item for the hold, if it is not the
3699 Finding another target for holds, or retargeting the holds, can be done
3702 * View Holds in title record: selecting Actions for this Record > View
3704 * Holds in patron record
3707 You need to select the hold and click Actions for Selected Holds > Find
3708 Another Target. Evergreen immediately searches for an available copy for
3709 the hold and puts it on the Holds Pull List. If there is no available
3710 copy, the hold's status will be set to "Wait for copy".
3712 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3715 Newly created items, or items of which the status was just changed from
3716 a non-holdable to a holdable status, such as from Missing to Reshelving,
3717 may not trigger holds on regular checkin, because these copies were not
3718 identified as potential hold targets due to their status. Using the
3719 checkin modifiers Retarget Local Holds and Retarget All Statuses will
3720 force Evergreen to check whether there is pending hold on the item
3721 picked up at the checkin library. These checkin modifiers are sticky,
3722 and Co-op support recommends they be turned on unless your library is
3723 part of a multi-branch library system. In such cases, staff may
3724 re-target the hold on top of the holds queue on the Catalogue > View
3726 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3728 [[hold-capture-holds]]
3732 Holds can be captured when a checked-out item is returned (checked in)
3733 or an item on the Holds Pull List is retrieved and captured. When a hold
3734 is captured, the hold slip will be printed and if the patron has chosen
3735 to be notified by email, the email notification will be sent out. The
3736 item should be put on the hold shelf.
3738 To capture a hold, Select Circulation > Capture Holds.
3740 screenshot of staff client
3742 Scan or type barcode and click Submit.
3744 screenshot of staff client
3746 The following hold slip is automatically printed.
3748 screenshot of staff client
3750 If the item should be sent to another location, a hold transit slip will
3753 image:media/hold-27a.png[image]
3755 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3758 If your library chooses to keep on-hold items behind the desk for some
3759 patrons (Hold is behind Circ Desk checkbox is selected in the patron
3760 record), you will be prompted to route the item to Private Hold Shelf.
3761 See link:#lsa[???] for how to set up Behind Desk Pickup.
3763 If a patron has a OPAC/Staff Client Holds Alias in his/her account, it
3764 will be used on the hold slip instead of the patron name.
3766 Holds can also be captured on the Circulation > Check In Items screen.
3767 If you have selected the Auto-Print Hold and Transit Slipscheckbox, the
3768 hold slip will be printed automatically without confirmation prompt.
3769 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3772 Holds Shelf List and Clearing Shelf-Expired Holds
3773 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3775 Items with Ready-for-pickup status are on the Holds Shelf List. The
3776 Holds Shelf List can help you manage items on the holds shelf. To see
3777 the holds shelf list, select Circulation > Browse Holds Shelf
3779 screenshot of staff client
3781 The Holds Shelf List is displayed. Note the Actions for Selected Holds
3782 are available, as in the patron record. You can cancel stale holds here.
3784 Select View Clearable Holds checkbox to list expired or cancelled holds
3785 only. The Clear These Holds button is then lit up. Click it and the
3786 expired holds will be cancelled.
3788 screenshot of staff client
3790 Print the list, bring the items down from the hold shelf and check them
3793 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3796 If you cancel a ready-for-pickup hold, you must check in the item to
3797 make it available for circulation or trigger the next hold in line.
3799 Hold shelf expire time is inserted when a hold achieves on-hold-shelf
3800 status. It is calculated according to the individual library's default
3801 hold shelf time expire interval in the Library Settings Editor. See
3803 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3805 [[hold_holds_filling_explained]]
3806 Holds Filling Explained
3807 ~~~~~~~~~~~~~~~~~~~~~~~
3809 When a hold is attempted on the catalogue, Evergreen checks all related
3810 library settings, hold policies and holdings under the title to decide
3811 whether it is allowed. If it is allowed, Evergreen will create a hold
3812 request record. Besides the basic information, such as pickup library,
3813 request time, etc., it also records the range of libraries' copies that
3814 may be used to fill the hold. The range is decided based on the
3815 availability of holdable copies and library's policies. It is recorded
3816 in the hold request record in a field called Selection Depth, which is
3817 viewable when viewing holds in either patron's account or under a title
3820 Based on current Sitka settings, you will see either 1 or 2 in Selection
3821 Depth. 2 means all holdable copies of a library or all branches of a
3822 multi-branch library system may be used to fill the hold. 1 means all
3823 holdable copies within a library federation, such as BC_ILC or Spruce,
3824 are the hold's potential targets.
3826 Selection Depth is not editable on the staff client. Evergreen does not
3827 re-assess or update Selection Depth when holdings situation under a
3828 title is changed. If Selection Depth needs to be changed, staff have to
3829 manually cancel, then replace the hold.
3831 The potential target copies of a hold are also recorded in separate
3832 records in another table, which are not viewable on the staff client.
3833 When an item is checked in, Evergreen will quickly go through this
3834 eligible copy table to check whether it is requested.
3836 After a hold is placed, Evergreen will look for potential targets at a
3837 shorter interval (about 15 minutes) within the first 24 hours. After the
3838 24 hours period, Evergreen will check the hold once a day at roughly the
3839 time of the day when the hold was placed. The time is recorded in the
3840 hold request record in a field called Previous Check Time, which is also
3841 viewable when viewing holds.
3843 If a potential target is found, it will be added to the eligible copy
3844 table. If an eligible copy is availble, it will be put on to the
3845 library's Hold Pull List. The copy will be on the Pull List until the
3846 hold is captured, filled, cancelled, or re-targeted. Evergreen does not
3847 target unavailable copies, such as those checked out. But it will check
3848 the eligible copy table when items are checked in.
3850 Though there may be multiple eligible copies available, only one copy
3851 may be put on to a Pull List at a time. But checking in another copy
3852 before the Pull List is done may capture the hold. The item will
3853 disappear from the Pull List, unless the Pull List was printed before
3854 the hold is captured.
3856 When there are multiple eligible copies available, Evergreen will first
3857 choose the pickup library's copy, if available. Among other libraries'
3858 copies, it will randomly pick up a copy, unless the pickup library
3859 imposes special rules prioritizing preferred hold target source.
3861 When Evergreen re-targets holds (at least once a day, but at different
3862 time for individual holds), it removes the current target, then picks up
3863 one. Situation wise, it may or may not target the original copy. A copy
3864 that has been on a Pull List for a day may likely disappear when the
3867 The eligible copy table is also updated when a hold is re-targeted. That
3868 staff manually re-target holds via Find Another Target will update the
3869 eligible copy table, too. Under regular circumstances, without using the
3870 Checkin Modifiers, Evergreen will check holds for items in the eligible
3871 copy table only. Newly catalogued items and items that became holdable
3872 recently may not be in the eligilbe copy table yet, thus not triggering
3875 Holds are queued based on request time. Separate holds queues are formed
3876 based on the potential target copy range. For example, there is a hold
3877 queue for copy level holds and another for title level holds. Other
3878 libraries' holds are not counted in in the queue of holds picked up at
3879 your library, if your holds target your own copy.
3881 Copy level holds have a simple queue, which includes all holds targeting
3882 the copy. Title level holds queue counts in all holds targeting any of
3883 the copies that the title hold may target, including the copy level
3884 holds. A title level hold takes a position in each copy level holds
3885 queue of all copies it may target. You may notice missing queue numbers
3886 in copy level holds queues. They are taken by the title level holds.
3888 For resource-sharing libraries, you may see selection depth 1 and 2
3889 holds. Selection depth 2 holds have a separate queue based on the picked
3890 up library since they target a separate set of copies. This means each
3891 library/system has its own queue if it has holdable copies.
3893 Selection depth 1 holds are queued together with all holds (selection
3894 depth 1 and 2) targeting all copies that the selection depth 1 hold may
3895 target. The queue number may be big when a few libraries have a few
3896 selection depth 2 holds. Selection depth 1 holds take a position in each
3897 selection depth 2 holds queue under the title. You may see missing queue
3898 numbers in selection depth 2 holds queues, which are taken by selection
3901 To view selection depth 2 holds queue, simply filter the holds by pickup
3902 library, then follow the request time. A missing queue number means
3903 there is a selection depth 1 hold placed between the surrounding two
3904 holds' request time.
3910 Evergreen’s _In Transit_ feature is used to keep track of items
3911 transferring among branches within a library system or libraries. It
3912 makes it easy for libraries to provide services such as allowing patrons
3913 to return items at any branch or place holds on items belonging to
3917 When will an item go In Transit?
3918 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3920 When an item is checked in at the non-owning branch the status will be
3921 changed to In transit and a Transit Slip can be printed. Items in
3922 transit should be set aside and sent to the destination branch according
3923 to your library’s policy and workflow.
3925 screenshot of staff client
3927 When you capture a hold with a pickup branch other than your branch, the
3928 item’s status will be changed to In transit. If you capture the hold on
3929 the Check In screen you will be prompted to print the Transit/Hold slip
3930 shown below. If you capture the hold on the Capture Holds screen, a
3931 Transit/Hold slip will be printed automatically if you have a printer
3934 screenshot of staff client
3937 How to receive In transit items?
3938 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3940 At the receiving branch, all items received should be checked in so that
3941 items' status will be changed from In transit to Reshelving. If an item
3942 has a hold on it, a Hold Slip will be printed. If the pickup branch for
3943 the hold is not your branch, the item will be sent In transit again to
3944 the pickup branch. A Transit/Hold Slip will be printed.
3950 You may find out the source and destination library of a transit on the
3951 Item Status F5 screen.
3953 Retrieve the item by barcode.
3955 Select the item and go to Alternate View. Select Holds/Transit tab.
3956 Transit information is displayed in In Transit on the lower part of the
3959 screenshot of staff client
3965 The Transit List report can be used as a tool to help manage your
3966 incoming and outgoing transits.
3968 To access the Transit List report, select Admin > Local Administration >
3971 screenshot of staff client
3973 Specify Transit to or Transit from library from the dropdown menu to
3974 retrieve transits coming to or sending from your library.
3976 screenshot of staff client
3978 Pick a date range in Transit Date falls between fields.
3980 screenshot of staff client
3982 Click Retrieve Transits.
3984 screenshot of staff client
3986 Those items, which were sent In Transit within the date range, and with
3987 an In Transit status, are listed.
3989 screenshot of staff client
3991 _______________________________________________________________________________________________________________________________________________________________________________________________________
3994 It is good practice to pull Transit Lists when sending or
3995 receiving items to and from other branches. Reconciling the list against
3996 the physical items helps ensure your shipments are complete.
3997 _______________________________________________________________________________________________________________________________________________________________________________________________________
4003 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4006 Under certain circumstances aborting transit may be required. But
4007 aborting transit may affect data integrity or affect the accuracy of
4008 statistics. Sitka Support strongly suggests libraries be cautious with
4009 this function. The general guideline is that the sending libraries may
4010 abort a transit before sending out items, while receiving libraries
4011 never abort a transit but check them in instead.
4012 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4014 From the Transit List screen select the transit(s) you wish to cancel
4016 Select Actions for Selected Transits > Abort Transits.
4018 screenshot of staff client
4020 The transit is cancelled. It will still display in the list, but if you
4021 re-click Retrieve Transits the screen will be refreshed and the item
4022 will no longer display as a transit, and the item will have a status of
4025 If an item with status of In transit is to be checked out, you can
4026 override the block by clicking Abort Transit then Checkout.
4028 screenshot of staff client
4030 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4033 Sometimes mis-scanning happens when you check in an item. Occasionally
4034 the mis-captured barcode number happens to be a valid item of another
4035 library. This sends the item in transit wrongly. To correct these
4036 mistakes libraries need to regularly access their Transit List and abort
4037 the invalid transits.
4039 It is good practice for libraries to inform the owning library if an
4040 item with special status, e.g. checked out, missing, lost etc., is sent
4041 in transit by mis-scanning.
4042 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4044 ____________________________________________________________________________________________________________________________________________________
4047 Some transits can not be cancelled/aborted, such as items with a
4048 previous status of Missing. Such items have to be checked in at the
4050 ____________________________________________________________________________________________________________________________________________________
4056 _________________________________________________________________________________________________________________________________________________________________________________________________________
4059 These instructions are specific to the native Evergreen Self Check. For
4060 instructions on using third party self check outs libraries should refer
4061 to the instructions provided by the third party vendors.
4062 _________________________________________________________________________________________________________________________________________________________________________________________________________
4064 For information on how your library can set up and use the native
4065 Evergreen Self Check see link:#admin-self-check[???].
4067 [[self-check-staff]]
4068 Staff Functions in the Evergreen Self Check
4069 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
4071 Open the Evergreen Self Check interface in an internet browser.
4073 Enter your self check login credentials and click Login.
4075 _Each library is given a self check specific Local System Administrator
4076 account during set up._
4080 Turn off the computer
4082 Sitka Support recommends turning off all computers running the Evergreen
4083 Self Check at closing every night to avoid any conflicts with overnight
4086 [[self-check-check-out]]
4090 Patron scans their barcode.
4092 _Optional_ Patron enters their account password.
4094 Patron scans the barcodes for their items.
4098 Patron places items, one at a time, on the RFID pad.
4100 Items will be listed below with a check out confirmation message.
4102 If a check out fails a message will advise patrons to see staff.
4104 Patron clicks Receipt to print a checkout receipt and logout.
4108 Patron clicks Logout to logout with no receipt.
4110 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4113 If the patron forgets to logout the system will automatically log out
4114 after the time period specified in the library setting Patron Login
4115 Timeout (in seconds). An inactvity pop-up will appear to warn patrons 20
4116 seconds before the logout.
4117 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4119 [[self-check-out-renew]]
4123 Patrons can renew items via the self check if they physically have the
4126 Patron scans the barcode of the item they wish to renew.
4130 Patron places the item on the RFID pad.
4132 A renewal confirmation message will display and the item will display
4133 below. Type displays as Renewal rather than Checkout.
4135 If the renewal fails a message will advise patrons to see staff.
4137 [[self-check-items-out]]
4141 Patrons are able to view the items they currently have checked out by
4142 clicking View Items Out.
4144 The items currently checked out will display with their due dates.
4146 Using the Print button patrons can print out a receipt listing all of
4147 the items they currently have checked out.
4149 [[self-check-holds]]
4153 Patrons are able to view their current holds by clicking View Holds.
4155 Items currently on hold display. Patrons can also see which, if any,
4156 items are ready for pickup.
4158 Using the Print button patrons can print out a receipt listing all of
4159 the items they currently have on hold.
4161 [[self-check-fines]]
4165 Patrons are able to view the fines they currently owe by clicking View
4168 Current fines owed by the patron display. Fines cannot be paid through
4169 the self check at this time.
4172 Offline Transactions
4173 --------------------
4175 Evergreen's Standalone Interface/Offline Interface is designed to log
4176 transactions during network outage, which can be uploaded and processed
4177 once network operations are restored.
4179 https://www.youtube.com/watch?v=1IQoZFyl3zs[*Offline Module in Evergreen
4182 The terms “Offline Interface” and “Standalone Interface” mean the same
4183 thing - a separate program to handle simple circulation tasks while the
4186 To access Offline Interface, go to Staff Client login screen. Click
4187 Standalone Interface button.
4189 Evergreen Standalone Interface will open.
4192 Offline Module Setup
4193 ~~~~~~~~~~~~~~~~~~~~
4195 A default offline printer must be set up on each workstation in order to
4196 print receipts from Offline Module. See
4197 link:#intro-start-workstation-admin-configure-printer[Configure
4198 Printers] for details.
4200 ________________________________________________________________________________________________________________________________________________________________________________
4203 The offline default printer can only be set up when Evergreen is online.
4204 But attempting to print a receipt from the Offline Module when Evergreen
4205 is online will cause an error.
4206 ________________________________________________________________________________________________________________________________________________________________________________
4208 It is best practice to download the offline patron list every morning on
4209 any computers that would in the event that the library goes to offline
4212 This list contains blocked, barred, and expired patrons as well as lost
4213 cards and enables the Offline Module to respond with an error message
4214 indicating the patron status at check-out time.
4216 Select Admin > Download Offline Patron List.
4218 screenshot of staff client
4220 [[offline-patron-registration]]
4224 Patron registration on Evergreen Offline Interface records the minimum
4225 patron information necessary to register a new patron.
4227 __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4230 All fields, except Line 2 of Billing Address, on Patron Registration
4231 screen are required. If your library does not record information for any
4232 field, you need to work out a standard fake value for it, e.g.
4233 1900-01-01 for Date of Birth.
4235 The account password will be automatically generated. Patrons can access
4236 their account with the password after the offline transactions are
4237 uploaded and processed.
4238 __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4240 Click Register Patron on the top menu bar.
4242 Patron Registration screen is displayed.
4244 Fill in the form with patron information. Use the drop down list if
4245 available. Click Save patron registration button. Click OK on the
4246 confirmation pop-up window.
4248 [[offline-check-out]]
4252 Click Check Out button to access check out screen.
4254 The Standalone Check Out screen will open.
4256 Make sure the date (on the left end of the menu bar) is correct.
4258 Scan the patron's library card barcode in Enter the patron's barcode
4261 Check that the due date is correct. You may delete then type in a due
4262 date in Enter the item due date box. You may also click choose one of
4263 these dropdown list to select a relative due date based on the loan
4266 Scan the items' bacode in Enter the item barcode box. It will appear on
4267 the right side of the screen.
4269 For non-catalogued items, you may also clickchoose a non-barcode option
4270 dropdown list to select a non-catalogued category.
4272 Enter the number of items you want to check out, then click OK on the
4275 Scan all the items, changing the due date if necessary.
4277 If you want to print a receipt, make sure the Print receipt? checkbox is
4280 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4283 Receipts will only print if you have previously set a default offline
4284 printer in the staff client. See
4285 link:#intro-start-workstation-admin-configure-printer[Configure
4286 Printers] for instructions on setting the default offline printer.
4287 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4289 Click Save these transactions.
4291 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4294 The default dates are based on your computer settings.
4296 Pre-catalogued item circulation is not available on Offline Interface.
4297 If an existing pre-cat barcode happens to be used, it will be checked
4298 out with the previous author and title. If a new pre-cat barcode is
4299 attempted, an error of ASSET NOT FOUND (item not found) will be returned
4300 upon processing offline transactions.
4301 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4303 ____________________________________________________________________________________________________________________________________________________
4306 The Delete selected transaction function does not currently work.
4307 Misscans need to be resolved as link:#offline-exceptions[exceptions] at
4309 ____________________________________________________________________________________________________________________________________________________
4315 To renew, you must know items barcode number. Patron's barcode is
4318 To access renew function, click Renew button on the top menu bar.
4320 Renew screen looks very similar to Check Out screen. The differences are
4321 patron's barcode is optional on Renew screen, and non-barcoded option is
4322 not available as non-barcoded items can not be renewed.
4324 Follow the same procedure as checking out described above. Skip patron
4325 barcode if you do not have it.
4327 [[offline-in-house-use]]
4331 To access In House Use, click In House Use button on the top menu bar.
4333 Make sure the date is correct.
4335 Type in the number in Enter the number of uses of the item box.
4337 Scan or type in the item barcode number in Enter the item barcode box.
4339 Repeat the above 2 steps until all items have been scanned.
4341 Click Save these transactions. Make sure Print receipt? checkbox is
4342 selected if you want to print a receipt.
4344 [[offline-check-in]]
4348 Click Check In button on the top menu bar.
4350 Check In screen will open.
4352 Make sure the date is correct.
4354 Scan the items barcode in Enter item barcode box. The number will be
4355 displayed on the right side fo the screen.
4357 Scan all items you want to check in.
4359 Click Save these transactions. If you need to print a receipt, make sure
4360 Print receipt? checkbox is selected before you save the transactions.
4362 ________________________________________________________________________________________________________________________________________________________________________________________________________________________
4365 Without access to Evergreen database, items on holds or with special
4366 status will not be captured in offline mode. Sitka Support Team
4367 recommends libraries not use check in function on Standalone Interface
4369 ________________________________________________________________________________________________________________________________________________________________________________________________________________________
4371 [[offline-upload-transactions]]
4372 Uploading offline transactions
4373 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
4375 Once you are able to connect to the server, you need to upload the
4376 offline transactions. It is good practice to do this as soon as
4377 possible, but if the local system administrator isn’t on site for a day
4378 or two do not panic.
4380 The terms Offline Interface and Standalone Interface mean the same thing
4381 - a separate program to handle simple circulation tasks while the
4384 Once you can connect to the server, there are 3 steps to uploading
4385 offline transactions:
4387 1. link:#offline-create[Create a session:] to be done by local system
4388 administrators at an administration workstation.
4389 2. link:#offline-upload[Upload transactions to a session:] to be done
4390 by circulation staff at circulation workstations.
4391 3. link:#offline-process[Process the uploaded transactions:]to be done
4392 by local system administrators at an administration workstation.
4394 Once the network has come back up, a local system administrator must
4395 first create a session before uploading transactions. Then, staff can
4396 upload transactions from each of the workstations used in offline circ
4397 to that session. Once all of the branch workstations have uploaded
4398 their transactions to the session, the local system administrator will
4399 process all the transactions in the session at once.
4401 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4404 Circulation Staff uploading transactions to the session does not put the
4405 transactions into the Evergreen database. It just copies over the
4406 offline transaction file saved in individual local workstations to the
4407 Evergreen server. The transactions will not be sent to the Evergreen
4408 database until the local system adminsitrator processes the session.
4409 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4411 Log into Evergreen with a local system administrator username and
4414 From the menu bar, select Admin (-) > Offline Transaction Management.
4416 screenshot of staff client
4418 The Offline Transactions screen will open. Previously created sessions
4419 will be listed in the Offline Sessions section. Otherwise, the Offline
4420 Sessions section will be blank.
4422 In the upper Offline Sessions section, click on the Create button to
4423 create a new session.
4425 screenshot of staff client
4427 Enter a name for the session, like “Internet Down 2009-12-02”. Click
4430 screenshot of staff client
4432 In the Offline Sessions section, highlight the session you just created.
4433 An Uploaded Transactions section will appear in the bottom of the
4434 screen. Initially, this section will be empty.
4436 screenshot of staff client
4438 Inform library staff that the session has been created and what the
4441 Wait until the local system administrator has created a session and told
4442 you that it's ready for your upload. There may be several sessions shown
4443 on the Offline Transaction Management screen, so you will need the name
4444 of the correct session from your local system administrator.
4446 Log into Evergreen with your regular username and password.
4448 From the menu bar, select Admin (-) > Offline Transaction Management.
4450 The Offline Transactions screen will open. You should see at least one
4451 session in the Offline Sessions section. You may see old sessions listed
4454 In the upper Offline Sessions section, highlight the correct session,
4457 screenshot of staff client
4459 When the uploading is finished,select the session in Offline Sessions
4460 section. Now the value in the Upload Count column should have been
4461 increased by 1. Your workstation should be listed in Uploaded
4462 Transactions section now.
4464 screenshot of staff client
4466 Inform your local system administrator that your transaction has been
4467 uploaded to the session.
4469 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4472 You will need to do this for each workstation you have used for offline
4473 circulation. If your library has more than one workstations that have
4474 been used for offline transactions you will see the other workstation
4475 sessions that have already been uploaded.
4476 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4478 Wait until all the appropriate staff workstations have uploaded their
4479 transactions to your session. You should see the workstations listed in
4480 the Uploaded Transactions section. You'll need to be logged into
4481 Evergreen as a local system administrator to do the processing step.
4483 Log into Evergreen with a local system administrator's username and
4486 From the menu bar, select Admin (-) > Offline Transaction Management.
4488 Highlight the correct session and, if necessary, Refresh to verify all
4489 the appropriate workstations have uploaded their transactions to your
4492 screenshot of staff client
4494 Click on the Process button.
4496 screenshot of staff client
4498 The processing may take a while, depending on how many transactions you
4499 have done. Click the Refresh button to check the status. The processing
4500 is complete when the Processing? column shows Completed.
4502 screenshot of staff client
4504 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4507 The number in the Transactions Processed column is equal to the number
4508 of items checked out or checked in. For example, if there are 5
4509 transactions processed this could be 5 items checked out, or 3 items
4510 checked in and 2 items checked out, or 5 items checked in.
4511 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4513 Exceptions are problems that were encountered during processing. For
4514 example, a mis-scanned patron barcode, an open circulation, or an item
4515 that wasn’t checked in before it was checked out to another patron,
4516 would be listed as an exception. Those transactions causing exceptions
4517 may not be loaded into Evergreen database. Staff should examine the
4518 exceptions and take necessary action.
4520 The example below shows several exceptions:
4522 screenshot of staff client
4524 These are a few notes about possible exceptions. It is not an
4527 1. Checking out a DVD with the wrong date (leaving due date set at +2
4528 weeks instead of +1 week) doesn't cause an exception.
4529 2. Overdue books are not flagged as exceptions.
4530 3. Checking out a reference book doesn't cause an exception.
4531 4. Checking out an item belonging to another library doesn't cause an
4533 5. The Standalone Interface doesn't recognize books on hold, no
4534 exceptions will be generated for that.
4535 6. The Standalone Interface will recognize blocked, barred, and expired
4536 patrons as well as lost cards, IF you have recently done an Admin (-) >
4537 Download Offline Patron List on the workstation on which you're using
4538 the Standalone Interface. You will get an error message indicating the
4539 patron status from within the Standalone Interface at check-out time.
4542 Indicates the book should be routed to another branch or library system.
4543 You'll need to find the book and re-check it in (online) to get the
4544 Transit Slip to print.
4545 8. *COPY_STATUS_LOST.*
4547 Indicates a book previously marked as lost was found and checked in.
4548 9. *CIRC_CLAIMS_RETURNED.*
4550 Indicates a book previously marked as claimed-returned was found and
4552 10. *ASSET_COPY_NOT_FOUND.*
4554 Indicates the item barcode was mis-scanned/mis-typed.
4555 11. *ACTOR_CARD_NOT_FOUND.*
4557 Indicates the patron's library barcode was mis-scanned/mis-typed.
4558 12. *OPEN_CIRCULATION_EXISTS.*
4560 Indicates a book was checked out that had never been checked in.
4561 13. *MAX_RENEWALS_REACHED.*
4563 Indicates the item has already been renewed the maximum times allowed
4564 (or it’s a video/DVD).
4567 Searching the Database for Cataloguing Purposes
4568 -----------------------------------------------
4570 https://www.youtube.com/watch?v=lIEPR47y06E[*Sitka Training Video -
4571 Search the Catalogue (5:16)*]
4573 It is critical to search the database before adding titles, volumes, or
4574 copies. Good practice is to assume the item you are adding already
4575 exists, and to do an exhaustive search for the item before cataloguing
4576 it. By doing so, you will discover whether you need to add your item to
4577 an existing title record, or if you need to import or create a new title
4578 record. It is very important that you scope your cataloguing searches to
4579 the entire Sitka database, either at the time of each search or via
4580 Workstation or My Account preferences.
4582 You can set workstation
4583 link:#intro-start-workstation-admin-search-preference[search
4584 preferences] to configure default search location and preferred search
4585 library and you can choose to have Numeric Search or MARC Expert search
4586 be the default advanced search view. These workstation preferences
4587 override account login preferences set in My Account. For cataloguing
4588 workstations it is recommended that the Default Search Library be set to
4589 Sitka. This will ensure staff using those workstations are always
4590 searching all of Sitka.
4592 [[cat-search-advanced]]
4593 Advanced/Numeric Search
4594 ~~~~~~~~~~~~~~~~~~~~~~~
4596 To search the catalogue for holdings select Cataloguing > Search the
4597 Catalogue, or Search > the Catalogue, or press F3.
4599 screenshot of staff client
4601 The advanced search screen is displayed. In this example the search
4602 screen defaults to the Numeric Searchpage You can customize the look of
4603 this screen via Workstation Administration. In this example note the
4604 search library is set to Sitka. A cataloguer must ensure they are
4605 searching the entire Sitka database.
4607 screenshot of staff client
4609 Enter your search criteria and click Search.
4611 screenshot of staff client
4613 In this example, the item in hand has 3 copies in Sitka.
4615 screenshot of staff client
4617 To access the record, click on the title link.
4619 screenshot of staff client
4621 Confirm bibliographic data as displayed in the brief record. If
4622 satisfied that the record matches the item in hand, you can proceed to
4623 add holdings as described in link:#add[???].
4625 screenshot of staff client
4627 You may also choose to view MARC record from this screen by clicking on
4628 MARC Record button below record summary, or selecting Actions for this
4629 Record > MARC Viewor MARC Edit at top right of record.
4631 screenshot of staff client
4633 This presents detailed bibliographic data to help you determine whether
4634 the record matches the item in hand.
4636 screenshot of staff client
4638 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________
4641 It is possible to search ISBNs by keyword, but results may not be
4642 exhaustive. We recommend using Numeric Search as described in this
4645 If an OCLC number is nine digits then Evergreen uses “ocn” as a prefix.
4646 For example: ocn123456789.
4648 If an OCLC number is less than 8 digits then Evergreen uses “ocm” as a
4649 prefix. In addition Evergreen will automatically prefix the number with
4650 zeros so that it is nine digits. For example: ocm01234567, or
4653 If searching a LCCN do not use a hyphen, add a “0” in place of a
4654 hyphen, e.g. 2001001234
4655 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________
4661 To search the catalogue for holdings select Cataloguing > Search the
4662 Catalogue, or Search > the Catalogue, or press F3 and click on Expert
4665 Enter tag definitions and search criteria and click Search.
4667 screenshot of staff client
4669 You may search multiple tags by clicking Add Search Row.
4671 screenshot of staff client
4673 You may now search multiple tags.
4675 screenshot of staff client
4677 Matching records are retrieved. This example is the MARC view of one
4680 screenshot of staff client
4682 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4685 You can manipulate the view during a session, and set a default view, by
4686 clicking on Actions for this Recordon right of screen. Selecting Set
4687 bottom interface as Default, as in this example, sets the current OPAC
4688 View as the default. Next time when you click a title on the resut list,
4689 the record will be displayed in this default view.
4691 screenshot of staff client
4692 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4695 Adding Holdings to Existing Records in the Sitka Database
4696 ---------------------------------------------------------
4698 [[add-holdings-title-records]]
4699 Adding holdings to title records
4700 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
4702 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4705 Evergreen has a unified volume/copy creator that allows you to create
4706 volumes and copies in a unified screen. This function consolidates the
4707 process of creating volume and copy records. You must configure this,
4708 and whether you want a horizontal or vertical layout, in Library
4709 Settings. See link:#lsa[???] The examples here demonstrate use of the
4710 unified volume/copy creator with a vertical layout. There is also the
4711 ability to pre-configure call number prefixes and suffixes, via the
4713 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4715 Search the catalogue for a record that matches the item in hand, as
4716 described in link:#search[???]. If you do not find a match, refer to the
4717 Sitka Cataloguing Policy at
4718 http://sitka.bclibraries.ca/governance/sitka-policy/ for recommendations
4719 on required procedures. If you do find a match, proceed to next step.
4721 When the record details are loaded, select Actions for this Record >
4722 Holdings Maintenance.
4724 screenshot of staff client
4726 On Holdings Maintenance, select your library, or branch(es), from the
4727 list and click Actions for Selected Rows > Add Volumes or click on Add
4728 Volumes link at top left.
4730 screenshot of staff client
4732 In the Volume and Copy Creator section of the screen:
4734 * Enter a number in the # of volumes field.
4735 * Type in a call number, or use the call number that is autofilled from
4737 * Use the drop down lists for prefix and suffix if your library uses
4739 * Enter the appropriate number of copies and scan barcode(s).
4741 Use Tab, Enter or mouse to move through fields.
4743 screenshot of staff client
4745 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4748 If you are creating place holders for on-order items see
4749 http://docs.sitka.bclibraries.ca/Policy/current/html/policy-cat-faqs.html#id388392[What
4750 is the best way to enter “on-order” records?] in the Sitka Evergreen
4751 Policy and Best Practices Manual
4752 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4754 Make all necessary edits to copy record in the Copy Editor section of
4755 the screen by moving through fields and clicking Apply on every edit.
4757 For information on the individual fields in the Copy Editor see
4758 link:#cat-copy-editor[section_title]
4760 _____________________________________________________________________________________________________________________________________________________________________________________
4763 Co-op support recommends creating and using copy templates with the Copy
4764 Editor. For information on using and creating copy templates see
4765 link:#cat-create-template[simplesect_title]
4766 _____________________________________________________________________________________________________________________________________________________________________________________
4768 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4771 There is a field in the Copy/Item Record called Floating? Leave this
4772 field at its default blank, unless cataloguing special items using this
4773 field. If interested in using Floating to manage a rotating or block
4774 collection, contact Co-op support.
4775 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4777 Click Create Volumes/Items.
4779 You may need to click Refreshto view new items, and, depending on how
4780 you retrieved the volume/copy editor, you may be in the OPAC view.
4782 screenshot of staff client
4784 __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4787 By default, a new item has a status of __In Process__. Item must be
4788 checked in to become _Available_ or a cataloguer can choose to change
4789 the status to _Available_ when creating the item record. Your library
4790 may choose to alter this behaviour by contacting Co-op support who can
4791 configure a desired default status for you.
4792 __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4795 New Copies and Holds
4796 ~~~~~~~~~~~~~~~~~~~~
4798 Because of the way Evergreen targets holds, new copies are not
4799 guaranteed to fulfill pre-existing holds correctly until 24 hours after
4800 cataloguing. If your cataloguing turn-around time is shorter than 24
4801 hours you can ensure the new copy is captured correctly at check in by
4802 using the checkin modifiers Retarget Local Holds and Retarget All
4803 Statuses or by following the steps below. Co-op support recommends
4804 single-branch libraries use the checkin modifiers, as once selected they
4805 are "sticky" and it is a simpler workflow than that described below. We
4806 recommend multi-branch libraries not use check-in modifiers to retarget
4807 holds, as the check-in modifier will only re-target the top local hold,
4808 which may not be the top system hold. For multi-branch libraries we
4809 recommend using the following procedure.
4811 After adding the item select Actions for this Record > View Holds
4813 actions for this record menu
4815 If there are outstanding hold requests, select the hold that is next in
4816 line then choose Actions for Selected Holds > Find Another Target. This
4817 forces Evergreen to re-target the hold and recognize the newly
4820 Check in the new item to capture it for the selected hold.
4822 [[add-hold-nonphysical]]
4823 Adding holdings for non-physical resources
4824 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
4826 There are two ways to catalogue non-physical resources in Evergreen.
4827 Recommended process is to use specially coded MARC records as described
4828 in link:#cat-nonphysical[section_title]. Alternatively you may add dummy
4829 holdings to a MARC record, using the same steps as adding physical
4830 holdings as described above. Adding dummy holdings will scope your
4831 non-physical resources to your catalogue. If you use dummy holdings it
4832 is important to use item barcodes from within your designated barcode
4836 Editing and Maintaining Holdings
4837 --------------------------------
4843 https://www.youtube.com/watch?v=zIgen-2N4PI[*Sitka Training Video - Copy
4846 The Copy Editor is where you fill in the values for item attributes. You
4847 will use it to create or edit items. Below tables provide detailed
4848 description of the fields in an item record.
4850 The Copy Editor will display during the process of cataloguing an item
4851 and can be accessed through Holdings Maintenance or from the Item Status
4852 screen by choosing Edit Item Attributes from the appropriate dropdown
4855 screenshot of copy editor
4858 [width="99%",cols="30%,42%,28%",options="header",]
4859 |=======================================================================
4860 |Setting |Description |Notes
4861 |Status |Current status of the item |By default a new copy record is
4862 assigned a status of In Process. Item must be checked in to become
4863 Available or cataloguer can choose to change status to Available when a
4864 creating copy record. Some statuses, such as Checked Out and On Holds
4865 Shelf, are not editable. They can only be used by circulation functions.
4867 |Barcode |Current barcode of the item |The barcode cannot be updated in
4868 the Copy Editor. See link:#cat-replace[section_title]
4870 |Creation Date |Date on which the item was created |This field will be
4871 automatically filled when the record is saved.
4873 |Active Date |Date on which the item goes into circulation |This field
4874 is empty if an item is created with status of On Order or In Process. It
4875 is filled when it is checked in or out, or its status is edited to
4878 |Creator |Username of the user who created the item |This field will be
4879 automatically filled when the record is saved.
4881 |Last Edit Date |Date on which the item was last edited |This field will
4882 be filled/updated when the record is saved.
4884 |Last Editor |Username of the last user to edit the item |This field
4885 will be filled/updated when the record is saved.
4886 |=======================================================================
4889 [width="99%",cols="30%,42%,28%",options="header",]
4890 |=======================================================================
4891 |Setting |Description |Notes
4892 |Location/Collection |Shelving/Copy Location for the item |Shelving
4893 locations belonging to the circulating library/branch and the
4894 organizations on a higher hierarchal level (library system, federation,
4895 or Sitka) are displayed in the dropdown list. Multi-branch libraries may
4896 create system level shelving locations for all branches to share.
4898 |Circulating Library |Library currently circulating the item. |
4900 |Owning Lib : Call Number |Owning library of Call Number and Call Number
4901 label |Call Number, aka Volume, is a separate record. Call Number cannot
4902 be updated in the Copy Editor. See
4903 link:#add-holdings-title-records[section_title]
4905 |Copy Number |The copy number of the item |This is an optional field.
4906 Libraries may use it to identify duplicate copies under one title.
4907 |=======================================================================
4910 [width="99%",cols="30%,42%,28%",options="header",]
4911 |=======================================================================
4912 |Setting |Description |Notes
4913 |Circulate? |Indicates whether the item can circulate or not |Leave it
4914 as "YES", unless the item is with a circulating collection (shelving
4915 location), but should not be circulated. If the shelving location's
4916 Circulate? attribute is "NO", this field will have no effect. But the
4917 "NO" value in this field will block circulating when the shelving
4918 location's Circulate? is "YES".
4920 |Holdable? |Indicates whether the item is holdable or not |Leave it as
4921 "YES", unless the item is with a holdable collection (shelving
4922 location), but holds should not be allowed on this particular item. If
4923 shelving location's Holdable? is "NO", this field will have no effect.
4924 But the "NO" value in this field will block holds when shelving
4925 location's Holdable? is "YES".
4927 |Age-based Hold Protection |Allows libraries to restrict holds to be
4928 picked up at a range of libraries |Sitka provides two sets of rules:
4929 x_month_within_single_branch and x_month_among_multi_branch. The former
4930 allows holds to be picked up at the item's circulating library only for
4931 x months, while the latter at libraries sharing the same parent with the
4932 circulating library, e.g. all branches of a library system or all
4933 single-branch libraries within a federation. In general, use the former
4934 if you are a single_branch library and want to restrict holds to your
4935 own library, or if you are a branch of a multi-branch library system and
4936 want to keep the holds at your own branch. Use the latter if you are a
4937 multi-branch library system and allow items to fill holds picked up at
4938 all your branches, but not to go out of your system.
4940 |Floating? |This functionality must be configured by Sitka |If Sitka has
4941 not configured floating groups for you, leave the field blank.
4943 |Loan Duration |Indicates whether an item uses the Short, Normal, or
4944 Long loan duration attached to its circulation modifier or shelving
4945 location set up in the circulation policy. |Each circulation
4946 modifier/shelving location may have three loan durations, corresponding
4947 to these three values. Use 'Normal' if only one loan period is used.
4948 Please contact Co-op support if you need multiple loan durations for one
4949 circulation modifier/shelving location.
4951 |Fine Level |Indicates whether an item uses the Low, Normal, or High
4952 fine level attached to its circulation modifier or shelving location set
4953 up in the circulation policy. |Each circulation modifier/shelving
4954 location may have three fine levels, corresponding to these three
4955 values. Use 'Normal' if only one fine level is used. Please contact
4956 Co-op support if you need multiple fine levels for one circulation
4957 modifier/shelving location.
4959 |Circulate as Type |Media type |When circulation policy is controlled by
4960 the media type in MARC records, this field can be used to override the
4961 MARC media type for individual items. It can also be used for statistics
4964 |Circulation Modifier |An identifier used for applying circulation
4965 policies and/or statistical purposes |A shared list of circulation
4966 modifiers displays in the dropdown list for all libraries. Each library
4967 selects circulation modifiers to use and for each selected circulation
4968 modifier the library may define its own circulation policy.
4969 |=======================================================================
4972 [width="99%",cols="30%,42%,28%",options="header",]
4973 |=======================================================================
4974 |Setting |Description |Notes
4975 |Alert Message |This message will show up when the item is retrieved or
4978 |Deposit? |Indicates whether the checking out item requires a deposit or
4981 |Deposit Amount |Amount required as a deposit for the item |When the
4982 item is checked out a bill for this amount is automatically created in
4985 |Price |Price of the item |The price entered is used when the system
4986 generates lost or damaged bills for the item.
4988 |OPAC Visible? |Indicates whether the item is visible in the OPAC or
4989 not. |Leave it as 'YES', unless the item is with an OPAC visible
4990 collection (shelving location), but should not be displayed on OPAC. If
4991 OPAC Visible? is "NO" for the shelving location, this field will have no
4992 effect. But the "NO" value in this field will hide the item, if OPAC
4993 Visible? is "YES" for the shelving location.
4995 |Reference? |Indicates whether the item is reference or not |This flag
4996 can be used for setting up circulation policies or statistics purpose.
4998 |Quality |Indicates the quality of the item |Quality is used to
4999 determine whether an item can be used to fill a hold. By default, only
5000 Good items will be used to fill holds. Co-op support strongly recommends
5001 leaving the quality of the item as Good for all items, unless you want
5002 to block holds on the item.
5003 |=======================================================================
5005 The Statistics Column is filled with the copy statistical categories
5006 created by your library or federation. For information on creating copy
5007 statistical categories see link:#lsa-statcat[section_title]
5009 [[cat-edit-holding]]
5013 In Evergreen, the call number is kept in a separate record, called
5014 volume or call number record. (These two terms are used interchangably
5015 in this document.) Call number can not be edited on Copy Editor. Items
5016 under the same title with the same call number share the same call
5017 number record. Copy records and volume records can be edited at several
5020 You may edit items and call numbers on Item Status screen if you know
5021 the item's barcode. Go to Search > Search for Copies by Barcode F5 OR
5022 Circulation > Show Item Status by Barcode F5 OR Cataloguing > Display
5023 Item F5. Scan or type in the barcode. Once the item is displayed,
5026 To edit the copy record, click Actions for Cataloguers > Edit Item
5027 Attributes. The item will be loaded into Copy Editor. Edit the fields
5028 that you want to and click Apply after each editing. Click Modifiy Copy
5029 when all editing is done.
5031 To edit the call number, click Actions for Cataloguers > Edit Volumes.
5032 The call number is loaded in a popup window. Edit, then click Modify to
5035 screenshot of volume editor
5037 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5040 Evergreen does not allow two identical call numbers for one title, one
5041 library. You will be prompted if an existing identical call number is
5042 detected. You may select Auto-Merge on Volume Collision checkbox to
5043 avoid the prompt. The copies will be put under one call number.
5045 Since copies and call numbers are separate records, their
5046 owning/circulating library may be different. Item's circulating library
5047 should match where it is usually located.
5048 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5050 You may edit an item and/or its call number after finding it on the
5051 catalogue. Simply click Edit beside the barcode on the record details
5054 screenshot of copy editor
5056 You may edit call number and barcode on this screen. If you do not wish
5057 to edit any item attribute, click Re-barcode/Update Items,otherwise
5058 click Edit then Re-barcode to load the item in Copy Editor for further
5061 screenshot of copy editor
5063 You may edit copy and call number records on Holdings Maintenance
5064 screen. To edit a call number, highlight the line with call number and
5065 click Actions for Selected Rows > Edit Volumes.
5067 screenshot of edit volume
5069 To edit the copy record, highlight the line with barcode and click
5070 Actions for Selected Rows > Edit Items.
5072 screenshot of eidt copy
5074 ____________________________________________________________________________________________________________________________________________________________
5077 You may edit multiple records of the same type displayed on the same
5078 screen at one time by highlighting all of them using Ctrl or Shift key
5081 screenshot of edit mutilpe records
5082 ____________________________________________________________________________________________________________________________________________________________
5084 [[cat-copy-templates]]
5088 https://www.youtube.com/watch?v=KWHbgTklduU[*Sitka Training Video - Copy
5091 link:#cat-create-template[Creating Copy Templates]
5093 link:#cat-use-template[Using Copy Templates]
5095 link:#cat-export-template[Exporting Copy Templates]
5097 link:#cat-import-template[Importing Copy Templates]
5099 Copy templates allow you to set up default values for selected item
5100 attributes. For example, all adult fiction items use the same shelving
5101 location and circulation modifier. You may set up a copy template for
5102 adult fiction with the appropriate shelving location and circulation
5103 modifier values. When you apply this template, the two fields will be
5104 automatically filled with the default values. Use of templates enhances
5105 item creation and helps ensure consistency in records.
5107 You can create a copy template directly under Admin > Local
5108 Administration > Item Attribute Editor OR you can create a copy template
5109 when editing an existing item record.
5111 On Copy Editor, select/enter value for each required item attribute
5112 sharing the same default value and click Apply for every edit. Once
5115 screenshot of staff client
5117 Enter a template name at prompt and click OK.
5119 screenshot of staff client
5121 Template is saved. Click OK.
5123 screenshot of staff client
5125 Back on Copy Editor, you can now see your new template from the dropdown
5126 menu. Click Close to exit the Copy Editor.
5128 screenshot of staff client
5130 To use a copy template when cataloguing/editing items, on Copy Editor,
5131 choose the template from the dropdown list as shown on the above screen
5132 and click Apply beside it. Those fields covered by the template will
5133 display with green coloured background.
5135 Templates are saved on Evergreen server, but only viewable by the staff
5136 account that created them. To share templates with other staff, you
5137 will need to export them and the other staff to load them into their
5140 To export copy templates, go to Copy Editor. Click on Export in the
5141 Template line on top of the screen. This will export all of your
5144 screenshot of staff client
5146 Select where you will save the template on your computer, name the file
5149 screenshot of staff client
5151 Click OK on the confirmation prompt.
5153 You could email the file to others, or save it to a flash drive and pass
5154 it to them, so that they can import the file to their Evergreen
5155 accounts. Alternatively, your colleagues may log into Evergreen with
5156 their accounts on your computer to import the templates.
5158 Load Copy Editor. Click on Import.
5160 screenshot of staff client
5162 Navigate to where the template file is located, select it and click
5165 screenshot of staff client
5167 Choose "Yes" on the prompt to import the file.
5169 screenshot of staff client
5171 ________________________________________________________________________________________________________________________________________________________________________________
5174 If you choose "No", you will see the following prompt. The templates are
5175 not loaded, but may show up on the template dropdwn list. Re-load the
5176 Copy Editor. They will disappear.
5178 screenshot of staff client
5179 ________________________________________________________________________________________________________________________________________________________________________________
5181 Click OK on the confirmation prompt.
5183 _____________________________________________________________________________________________________________________________________________________________________________________________________________
5186 When importing copy templates, existing templates will be kept, new ones
5187 will be added to them. If a duplicate template is detected, Evergreen
5188 will prompt you to choose whether to replace the existing one.
5189 _____________________________________________________________________________________________________________________________________________________________________________________________________________
5191 [[batch-update-item-status]]
5192 Batch Updating via Item Status screen
5193 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
5195 https://www.youtube.com/watch?v=Ahry7DaRWyI[*Sitka Snippet Video - Batch
5196 Update Using Item Status (3:22 )*]
5198 As discussed in the Circulation chapter, the Item Status (F5) screen is
5199 a very useful interface for all library staff. Cataloguers can perform
5200 multiple tasks from this screen. The example below demonstrates updating
5201 shelving location on multiple items. You can batch update any editable
5202 field in item records following this procedure. See
5203 link:#circulation-item-status[section_title] for more details. Press F5
5204 on your keyboard or use the dropdown menu to access Item Status screen.
5205 Scan all barcodes into Barcode field or use Upload From File if your
5206 barcodes are saved in a file. Select the barcodes you wish to edit using
5207 the Shift or Ctrl on your keyboard. Select Actions for Cataloguers >
5208 Edit Item Attributes. The Copy Editor window opens. Note all the
5209 barcodes, different call numbers and shelving locations are displayed.
5210 Select required shelving location and click Apply, just as if editing
5211 one record. Click Modify Copies at bottom right of screen. This will
5212 modify all the shelving locations on your selected set of items.
5218 https://www.youtube.com/watch?v=6BHhcjFRRs4[*Sitka Snippet Video -
5219 Replace Item Barcode (0:58)*]
5221 The simplest way to replace an item's barcode is to use Replace Barcode
5222 function on the Circulation or Cataloguing dropdown menu. You will be
5223 prompted to enter the old barcode and then the new barcode. Replace
5224 Barcode function is also available on Holdings Maintenance screen.
5226 The Edit function (the link beside item's barcode) on Record Details
5227 screen on the catalogue allows you to update barcode, too.
5229 You may also replace a barcode on the Item Status (F5) screen.
5231 Access the Item Status screen and scan or enter the existing barcode you
5234 Highlight the item row and select Actions for Cataloguers or Actions for
5235 Selected Items and chooseReplace Barcode.
5237 image:media/edit-7.png[screenshot of staff client]
5239 Scan or enter new barcode and click OK.
5241 image:media/edit-8.png[screenshot of staff client]
5243 Your item is displayed on Item Status screen with its new barcode, and
5244 the old barcode will no longer retrieve the item.
5246 image:media/edit-9.png[screenshot of staff client]
5248 [[cat-spine-labels]]
5252 link:#spine-label-roll[Spine Labels - Single Label Roll]
5254 link:#spine-label-sheet[Spine Labels - Label Sheet]
5256 Open the Item Status interface.
5258 Circulation > Show Item Status By Barcode
5260 Scan the barcode(s) of all the items you would like to print spine
5263 Ensure the Trim List (20 rows) box is not checked or only 20 items will
5266 Highlight all the line items.
5268 screenshot of spine labels
5270 Click Actions for Cataloguers or Actions for Selected Items and
5271 choosePrint Spine Label.
5273 screenshot of spine labels
5275 Use the Spine Label settings to adjust the label to match your physical
5276 label's dimensions. Click Re-Generate to see your changes.
5278 These fields are sticky by workstation so the values you set should
5281 screenshot of spine labels
5283 Click Preview and Print.
5287 screenshot of spine labels
5289 Depending on your printer settings the spine labels will automatically
5290 print to your spine label print or you will get a pop up asking you to
5293 https://www.youtube.com/watch?v=CYVJ-TBuhlA[*Spine Labels - Label Sheet
5296 Open the Item Status interface.
5298 Circulation > Show Item Status By Barcode
5300 Scan the barcode(s) of all the items you would like to print spine
5303 Ensure the Trim List (20 rows) box is not checked or only 20 items will
5306 Highlight all the line items.
5308 screenshot of spine labels
5310 Click Actions for Cataloguers or Actions for Selected Items and
5311 choosePrint Spine Label.
5313 screenshot of spine labels
5315 Click Preview and Print.
5317 screenshot of spine labels
5319 Open your spine label template in a work processor.
5321 Contact https://bc.libraries.coop/request-support/[Co-op Support] if you
5322 require assistance setting up a template.
5324 Click inside the document so the cursor appears in the middle of the
5327 In Evergreen highlight the first label and copy ( +Ctrl+ +C+ ) the text.
5329 screenshot of spine labels
5331 Paste ( +Ctrl+ +P+ ) the label into the template.
5333 Repeat steps 8 and 9 until all the labels appear in the template.
5335 Adjust the formatting, fonts, etc. of the labels as desired.
5337 Print the page on your label stock.
5340 Transferring holdings
5341 ~~~~~~~~~~~~~~~~~~~~~
5343 There are times when you need to move copy records from one title record
5344 to another, or move copies from one volume to another under the same or
5345 another title record. This lesson will demonstrate the steps required to
5346 achieve a transfer. The critical step is to ensure that you first mark
5347 the destination record. In some cases you may also need to first create
5348 a volume record. Co-op support recommends you read through the process
5349 first before starting, as each scenario has different characteristics.
5351 When you want to transfer all items under one call number/volume to
5352 another title or another branch under the same title, you may use
5353 Transfer Volume. Evergreen will transfer both call number and all copies
5354 under it to the new title or branch.
5356 Find the destination or target record and go to Holdings Maintenance.
5357 Highlight your library or branch, right click and select Mark Library as
5358 Volume Transfer Destination. Or you may click Actions for Selected Rows
5359 > Mark Library as Volume Transfer Destination.
5361 image:media/edit-4.png[screenshot of staff client]
5363 Find the volume record you need to transfer on Holdings Maintenance.
5364 Highlight it, right click and select Transfer Volumes to Previously
5367 image:media/edit-4-1.png[screenshot of staff client]
5369 Confirm the transfer and click Transfer.
5371 image:media/edit-3.png[screenshot of staff client]
5373 Refresh the screen to see the change, if not automatically done.
5375 __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5378 To do the transfer step, you may also find the item(s) on Item Status
5379 (F5) screeen. Click Actions for Catalogurs > Transfer Volumes to
5380 Previously Marked Library. Both call number and copies will be
5381 transferred to the previously marked destination. You may transfer
5382 mulitple records at one time by highlighting all of them.
5384 If the destination title/branch has a volume with the same call number
5385 label, the copies will be merged into that volume.
5387 Holds under the title, volume or copy will not be transferred with the
5388 holdings. They need to be manually transferred to the destination
5390 __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5392 Sometimes you may need to transfer copy records only from one volume to
5393 another, e.g. transferring a copy from reference collection to
5394 circulating collection using a different call number, or transferring
5395 one copy from one branch to another that already has a voume and copy.
5397 To transfer a copy record to another volume, find your target record in
5398 the catalogue, and go to Holdings Maintenance screen.
5400 Find your target volume on the record and right-click on it and select
5401 Mark Volume as Item Transfer Destination. Or you may select Actions for
5402 Selected Rows > Mark Volume as Item Transfer Destination.
5404 Go to the catalogue and find the record containing the copy you wish to
5405 transfer and go to Holdings Maintenance. Highlight the record you wish
5406 to transfer. Select Actions for Selected Rows > Transfer Items to
5407 Previously Marked Volume. Alternatively, you may do this transfer step
5408 by scanning the item barcode into Item Status (F5)screen and making the
5409 same choice from Actions for Cataloguers menu. The screenshot below is
5410 from Item Status screen.
5412 image:media/edit-2.png[screenshot of staff client]
5414 Confirm the transfer details and click Transfer.
5416 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5419 You may transfer multiple copies to a previously marked volume on the
5420 Item Status (F5) screen by scanning all copies into the screen,
5421 selecting all to highlight, then choosing Actions for Cataloguers >
5422 Transfer Items to Previously Marked Volume.
5423 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5425 Sometimes you may need to transfer copies only to a title/branch that
5426 does not yet have a volume record or you wish to use a different call
5427 number label. For example, you want to transfer one of the two copies
5428 from one branch to another that does not have a copy. In this scenario
5429 you will need to first create a zero copy volume record (a volume record
5430 without any copy record under it) on the destination library/branch.
5432 Find the destination record in the catalogue and go to Holdings
5433 Maintenance. Highlight the library/branch and right click to select Add
5434 Volumes or select Actions for Selected Rows > Add Volumes
5436 Add your call number without a barcode, then click either Create with
5437 Defaults or Create then Edit to create the volume record.
5439 Back on Holdings Maintenance screen, highlight this volume record and
5440 Mark as Item Transfer Destination as described above.
5442 Find the copy record to be transferred either via Holdings Maintenance
5443 or Item Status screen as above described, and select Transfer Item to
5444 Previously Marked Volume.
5446 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5449 Depending on your workflow, you can use the transfer function to
5450 transfer Pre-Cat records to MARC records. You may need to first create a
5451 volume record on the destination title record, or at minimum mark a
5452 volume as Item Transfer Destination, then go to Item Status (F5) screen
5453 to transfer your Pre-Cat item to the destination record.
5455 You may edit the Circulating Library field on Copy Editor to move a copy
5456 to another branch. But the call number's owning library will remain
5457 unchanged. On Holdings Maintenance screen, the item will be displayed
5458 under the call number's owning library.
5459 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5461 [[cat-del-holdings]]
5465 https://www.youtube.com/watch?v=7fFNsdy1Ktg[*Sitka Snippet Video -
5466 Delete Copies Via Item Status (3:35)*]
5468 https://www.youtube.com/watch?v=1GMSj74nCqU[*Sitka Snippet Video -
5469 Delete Copies Via Copy Buckets (3:20)*]
5471 When adding items to the catalogue, you need to have a bibliographic
5472 record first, then you create a volume and copy record. When you delete
5473 holdings you need to follow the reverse order. You need to delete copy
5474 records first. By design and Sitka's configuration, Evergreen will also
5475 attempt to delete the volume and bibliographic record. These records
5476 will be deleted if they are not used by other copies/volumes. If you
5477 delete your library's last copy, the volume record will be deleted
5478 together with the copy. If this is also the last copy for the title (no
5479 other libraries have a copy), the bibliographic record will be deleted,
5480 too. So for most cases, you just need to delete the copy records only.
5481 If possible, Evergreen will delete the volume and bibligraphic records
5482 automatically. Occasionally you may want to delete an "orphan" volume
5483 (without any copy) or bibliographic (without any volume) record.
5485 If you have the item in hand, the quickest way to delete an item is to
5486 scan the item into Item Status screen, accessible a couple of ways.
5488 Select Search > Search for copies by Barcode, or select Cataloguing >
5489 Display Item (B), as shown here. Alternatively, press F5 on your
5492 screenshot of staff client
5494 Select the item (s) and choose Actions for Cataloguers > Delete Items.
5498 screenshot of staff client
5500 In this example the alert for last copy is configured. Make appropriate
5501 choice based on workflow.
5503 screenshot of staff client
5505 Click OK. Item, volume and MARC record are all deleted in this example,
5506 because there was only one copy and volume record attached to this MARC
5509 screenshot of staff client
5511 You may also delete copy records from the Holdings Maintenance view.
5513 Find the title on the catalogue and display it on record details screen
5514 by clicking the title link on the result list.
5516 Select Actions for this Record > Holdings Maintenance
5518 Click on your item barcode row and select Actions for Selected Rows >
5519 Delete Items. Note that in this example there are 11 consortial items
5520 attached to this MARC record.
5522 screenshot of staff client
5524 Confirm deletion at prompt by clicking Delete. Item is deleted. In this
5525 case your library’s volume record is also deleted, as Evergreen has been
5526 configured to do so. This Sitka wide setting helps keep the consortial
5527 database free of orphaned volume records. The MARC record, with other
5528 consortial holdings, is left intact.
5530 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5533 If the item being deleted is the sole copy on this MARC record, the
5534 volume and MARC record will be automatically deleted as explained above.
5535 If you have Evergreen configured to alert on last copy,
5536 link:#lsa-library-settings[Alert on empty bib records], the alert would
5537 be presented. The alert and the effect of deleting the sole copy on a
5538 MARC record are not affected by how you delete the last copy.
5540 You may also delete copy records by utilizing buckets. The advantage to
5541 this method is that you can keep a record of items deleted by not
5542 emptying or deleting the bucket. Please see
5543 link:#working-copies-copybucket[section_title] for more information.
5545 It is Sitka best practice to review status and owning library of items
5546 to be deleted. Co-op support recommends you do this by configuring the
5547 column picker, see link:#start-column-picker[Column picker], to display
5548 status field and owning library field. If an item is not in an ideal
5549 state for deleting, for example checked out, you should not delete the
5550 item until that status is resolved. Mis-scans can result in another
5551 library's item presented on your screen. Confirming owning library is
5552 correct will prevent errors. Careful review of your screen for duplicate
5553 scans is also recommended.
5555 Transferring your last copy on a bibliographic record to another volume
5556 record on a different bibliographic record will also automatically
5557 delete your original volume record, due to the Sitka wide configuration
5558 mentioned above. If your volume and copy were the last holdings attached
5559 to the original bibliographic record, the bibliographic record is also
5560 deleted upon item transferring.
5561 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5563 Occasionally you may want to delete a volume record without copies
5564 attached to it. For example, you may have created a volume record, but
5565 did not add a copy to it. To delete it, you need to find the title. Go
5566 to Holdings Maintenance. Highlight the "orphan" volume record, select
5567 Actions for Selected Rows > Delete Volumes. If this is the last volume,
5568 the bibliographic record will be deleted, too.
5570 You may have created/imported a MARC record, but did not use it for your
5571 copy. In such a scenario you may delete the record. Find the title on
5572 the catalogue, select Actions for This Record > Delete Record. The
5573 record will be deleted.
5575 If you do not see any copies under the record, but are prompted that the
5576 record can not be deleted, very likely there are "orphan" volume records
5577 still under the title. You need to go to Holdings Maintenance to locate
5578 and delete the volume records. The MARC record will be deleted when you
5579 delete the last volume.
5581 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5584 Deleted MARC records can be retrieved and undeleted if you know the
5585 record's database id. Go to the dropdown menu Cataloguing > Retrieve
5586 Title via Database ID. Type in the record id. Once the record is
5587 displayed (with red coloured background), select Actions for This Record
5588 > Undelete Record to undelete it.
5590 Co-op support regularly cleans up volume records without copies and
5591 bibliographic records without copies or volumes.
5592 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5598 This lesson explains when you might use a copy alert, how to create one
5599 and how to remove one. It also illustrates what copy alerts look like
5600 in the Item Status screen, at checkin, and checkout.
5602 Copy alerts are a useful type of alert for a physical copy of an item.
5603 For example, you might create a copy alert when one piece of a
5604 four-part kit is missing. You might use a copy alert when you are
5605 checking out an item to a patron and notice that the spine label needs
5606 to be replaced. You might create a copy alert when you notice that an
5607 item has been damaged. When the item is checked in or out, the alert
5608 will pop up on the screen.
5610 Select Search > for copies by Barcode, or use the keyboard shortcut F5.
5612 screenshot of staff client
5614 Scan in the item barcode.
5616 screenshot of staff client
5618 Select the row, and under Actions for Selected Items, select Edit Item
5621 screenshot of staff client
5623 The item will be loaded into Copy Editor. Add an Alert Message, click
5624 Apply and Modify Copies.
5626 screenshot of staff client
5628 ________________________________________________________________________________________
5631 Copy alerts must be manually removed. Follow the same process to remove
5633 ________________________________________________________________________________________
5635 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5638 It is possible to add or remove copy alerts to multiple items by
5639 scanning them into the Item Status screen. At Step 3, instead of
5640 selecting one item, you can select all of the items you wish to change
5641 by highlighting the first item in the list, holding down the Shift key
5642 and clicking on the last item. To select several, non-sequential items,
5643 hold down the Ctrl key and click on the items you wish to select.
5644 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5646 If you scan this item in the Item Status screen, you will see the copy
5649 screenshot of staff client
5651 When this item is checked out, the copy alert will look like this:
5653 screenshot of staff client
5655 When this item is checked in, the copy alert will look like this:
5657 screenshot of staff client
5663 https://www.youtube.com/watch?v=4W-zw-jieos[*Sitka Snippet Video - Copy
5666 Buckets is the name for a batch change functionality in Evergreen, or
5667 for a function that groups records in one place. Batch changes allow
5668 you to group together many records and enact changes on them all at
5669 once, instead of individually editing them. Buckets can also be used to
5670 create pull lists. Buckets allow you to track and work with your
5671 materials in arbitrary ways and more easily collaborate with others.
5673 This chapter will demonstrate a variety of ways in which you can manage
5674 your copies with Buckets.
5676 Currently there are copy and title record buckets. You may work on copy
5677 records with Copy Buckets and MARC records with Record Buckets.
5679 Some possible uses for buckets are batch editing items, deleting items,
5680 and grouping like items temporarily to change their status or to create
5681 bibliographies and pull lists. While you can batch edit records a
5682 variety of ways in Evergreen, using common Windows functions such as
5683 select all and edit, buckets are useful for keeping records together
5684 over a period of time. For example, if you scan 20 items into the Item
5685 Status screen you can batch edit or delete from there by selecting all,
5686 but you have to enact those changes right then while records are all
5687 together on the screen. By utilizing Evergreen’s bucket functionality,
5688 you can create a bucket and add records to that bucket, and they stay
5689 there until you are ready to work with them, whether that be immediately
5690 or days later. Adding items to a bucket is like creating and saving a
5691 query. The record being in a bucket does not affect normal library
5692 functions such as circulation, as being in a bucket is not a status.
5694 Buckets can be shared or private, and are associated with a login.
5696 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________
5699 Deleted records are not automatically removed from buckets. It is
5700 recommended that you always display Deleted? field in Bucket View.
5702 When a bucket is retrieved, all information about the records in it is
5703 transferred to the workstation. It consumes the computer's resources. It
5704 is recommended that a copy bucket contain no more than a few hundred
5706 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________
5709 Adding Copy Records to Copy Buckets
5710 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
5712 You may create a copy bucket by going to the dropdown menu Edit > Copy
5713 Buckets. Click New Bucket. You may also create a new bucket when
5714 attempting to add an item to a bucket.
5716 image:media/bucket-27.png[screenshot of staff client]
5718 To add items to a bucket, select or create a bucket in the Bucket View
5719 first. Scan item barcodes into the box in the Pending Copies pane shown
5720 on the above screen. Select Add All or Add Select to move pending items
5721 to the selected bucket in the lower pane. Use Ctrl or Shift with mouse
5722 clicking to select multiple items.
5724 Copy record is now in the selected bucket.
5726 screenshot of staff client
5728 You may also add copy records to a bucket when they are displayed on
5729 some other screens, such as Holdings Maintenance, Item Status, Check In
5730 and Items Out in patron accounts. Add Items to Buckets is included in
5731 the actions list on these screens.
5733 To add a copy record to a copy bucket from the Holdings Maintenance
5734 screen, highlight the item and choose Actions for Selected Rows > Add
5737 screenshot of staff client
5739 You can either add to an existing bucket, or a new bucket.
5741 screenshot of staff client
5743 To add copy records to a copy bucket on the Item Status (F5) screen.
5744 From the Item Status screen select required record(s) and choose Actions
5745 for Cataloguers > Add to Item Bucket, as shown below, or choose Actions
5746 for Selected Items > Add to Item Bucket.
5748 screenshot of staff client
5750 __________________________________________________________________________________
5753 You may highlight multiple items and add all of them to a copy bucket at
5755 __________________________________________________________________________________
5757 [[working-copies-copybucket]]
5758 Working with Copies in a bucket
5759 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
5761 Once you have your records in a bucket there are a variety of functions
5762 you can do from within that bucket.
5764 One of the most common functions is to batch edit records. This example
5765 demonstrates batch editing the shelving location of a handful of copy
5768 Access your Copy Bucket view by choosing Edit > Copy Buckets, or
5769 Cataloguing > Manage Copy Buckets.
5771 Select appropriate bucket from drop down menu.
5773 screenshot of staff client
5775 When bucket is displayed, click Edit Item Attributes.
5777 screenshot of staff client
5779 The Copy Editor window opens. Note all the barcodes, different call
5780 numbers and shelving locations are displayed.
5782 screenshot of staff client
5784 Select required shelving location and click Apply, just as if editing
5787 screenshot of staff client
5789 Click Modify Copies at bottom right of screen.
5791 screenshot of staff client
5793 All your items’ shelving locations have been changed.
5795 screenshot of staff client
5797 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5800 This screenshot shows some of the other functions you can do from within
5801 a Copy Bucket. If you are deleting items it is good practice to display
5802 Item Status field from the link:#start-column-picker[Column picker,] and
5803 confirm suitable status of items to be deleted.
5805 screenshot of staff client
5806 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5808 [[copybucket-remove-record]]
5809 Removing a Copy from a Bucket
5810 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
5812 To remove a record from a bucket, on Bucket View, select the item and
5813 click Remove Selected from Bucket.
5815 screenshot of staff client
5817 You may move some items to the pending area by selecting them and
5818 clicking Add Selected beside Remove Selected from Bucket. You may
5819 temporarily remove these items from the bucket to apply changes to the
5820 remaining items, then move these items back to the bucket once the
5821 editing is done. Or you may retrieve another copy bucket and add the
5824 [[copybucket-retrieve-shared]]
5825 Retrieving Shared Buckets
5826 ~~~~~~~~~~~~~~~~~~~~~~~~~
5828 https://www.youtube.com/watch?v=KX3EmaiY4Og[*Sitka Snippet Video -
5829 Shared Buckets (2:00)*]
5831 Access copy bucket management screen by going to Edit > Copy Bucket.
5833 In drop down menu beside Choose a bucket… select Retrieve shared bucket.
5835 screenshot of staff client
5837 Enter bucket number as told to you by the bucket creator and click OK.
5839 screenshot of staff client
5841 The requested bucket is displayed. Note bucket number and owning library
5844 screenshot of staff client
5846 You are now able to work with the records in the bucket.
5848 _______________________________________________________________________________________________________________
5851 Bucket numbers are assigned by Evergreen. Bucket number and owner are
5852 displayed whenever a bucket is retrieved.
5853 _______________________________________________________________________________________________________________
5856 Adding Bibliographic Records to the Database
5857 --------------------------------------------
5859 When there is no matching MARC record for your item, you may import one
5860 from the Z39.50 sources or the files supplied by your vendors. Or you
5861 may create a new MARC record if you can not find one from other sources.
5864 MARC Records via Z39.50 Interface
5865 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
5867 https://www.youtube.com/watch?v=nkjOfMfUyFc[*Sitka Training Video -
5870 It is good practice and Sitka policy to check the Evergreen database for
5871 existing records before importing a record. You may search the catalogue
5872 first. Or you can configure the Z39.50 screen to search the Evergreen
5873 database as well as multiple Z39.50 targets at once. If searching
5874 Evergreen via the Z39.50 screen and you find a record, it is best
5875 practice and Sitka policy to then find that record in the catalogue and
5876 attach your holdings to it. If you have confirmed that there is no
5877 record in Evergreen that matches the item in your hand, but have found a
5878 record in another database, simply import the new record into Evergreen
5879 and then attach holdings.
5882 Importing Records via Z39.50 Interface
5883 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
5885 To access Z39.50 interface, select Cataloguing > Import Record from
5888 screenshot of staff client
5890 Select single or multiple pre-configured Z39.50 targets from the list.
5891 Note that most free targets do not have a User name or Password field.
5892 Some free targets and the subscription services held by some Sitka
5893 libraries require login. Once you have made your choices, click Save as
5894 Default to save the services you usually search and any user names and
5895 passwords you have entered. They will be automatically selected the next
5896 time you open the Z39.50 screen.
5898 screenshot of staff client
5900 Fill in preferred search criteria and click Search. Note that the active
5901 search fields will change depending on the targets you select. Different
5902 targets may support different search types. For instance, Keyword and
5903 Subject will only be active if the local catalogue is selected. When you
5904 select multiple targets to search, an active box may apply to only one
5907 screenshot of staff client
5909 Search results are displayed in the lower pane. You may click on Hide
5910 Top Pane to make more space for the result list. You may Fetch More
5911 Results, if applicable. Information about each retrieved record appears
5912 on a separate summary line, with various columns of information. If a
5913 cover image is available, it will display as well. The Service column
5914 indicates where the record was found. If “native-evergreen-catalog” is
5915 listed in this column, the record is in Evergreen. You may view MARC
5916 records, choose to import or overlay MARC records. This example
5917 demonstrates importing a record.
5919 To import a record, choose the record from the results list that you
5920 would like to import. You should view the record first by choosing MARC
5921 View. When you are sure you have chosen the correct record to import,
5924 screenshot of staff client
5926 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5929 Sitka has profiled certain fields, primarily 9xx fields, to be
5930 automatically stripped when records are imported through Z39.50. The
5931 default fields that are stripped are 906, 923, 925, 936, 948, 955, 959,
5932 963. Please contact Co-op support if you would like to see additional
5933 fields automatically stripped.
5934 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
5936 The record opens in the MARC Editor. From here you can edit fixed and
5937 bibliographic fields. Note that you may also select Fast Item Add and
5938 input call number and barcode data from this screen. Once your edits are
5939 complete, click Import Record.
5941 screenshot of staff client
5943 Copy Editor will be loaded for you to edit the item record.
5945 Once the item record is saved, the imported MARC record and the newly
5946 created item record will be displayed on Record Details screen.
5948 If you did not utilize Fast Item Add as described above, the Copy Editor
5949 will not be loaded. Instead, the newly imported record will be displayed
5950 in a new tab. You may now attach holdings as described in
5954 Overlaying Records via Z39.50 Interface
5955 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
5957 There are times when it is necessary to overlay an existing MARC record
5958 in Evergreen with a better MARC record from a Z39.50 target. This lesson
5959 will demonstrate the steps required to achieve an overlay. Overlaying a
5960 MARC record replaces an existing MARC record and leaves all holdings,
5961 and corresponding holds, active circulations, bills, and fines intact.
5962 As overlay affects all libraries sharing a MARC record it is critical
5963 that this procedure be done judiciously and correctly. Please refer to
5964 Sitka’s cataloguing policy, Co-op support, or your library’s cataloguing
5965 mentor, if in place, for more information about this process and its
5966 effect on the shared database.
5968 You must first identify the MARC record in Evergreen, which you wish to
5969 be overlaid. You do this by “marking” it for overlay. The
5970 marked-for-overlay effect is temporary for a login session, and only one
5971 record at a time can be marked. When you mark another record, the
5972 previous record is unmarked. Once a record is marked, it stays marked
5973 until it is overlaid, or another record is marked, or you log out of
5974 Evergreen. Therefore, you can mark and overlay one record at a time,
5975 following through the entire process to completion before moving on to
5978 Select Cataloguing > Search the Catalogue, Search > Search the Catalogue
5979 or press F3 to search Evergreen for the record that needs to be
5980 overlaid. It is best practice to start with a fresh search screen so
5981 that all prior searches are cancelled. This ensures the correct title
5982 record is opened and marked.
5984 Click on title link to display the record details. It is important that
5985 you ensure the record is fully loaded on screen and displaying title
5986 information for the correct record in the top Record Summary area.
5988 Select Actions for this Record > Mark for Overlay. Record is now
5989 “marked”. You will see "Record with TCN xxxxxxxx Marked for Overlay"
5990 displayed at the bottom of the screen.
5992 staff client screenshot
5994 https://goo.gl/kMu9iX[*Sitka Snippet Video - Overlay via Z39.50 (4:23)*]
5996 Go to Import Record from Z39.50 to find a target record as described in
5997 link:#Import_Z39.50[section_title]. This record should be a fuller and
5998 better catalogued record than the one you are overlaying. You may select
5999 potential records on the list based on the summary. Click on MARC View
6000 to see the full MARC record. Go back to Result View to highlight your
6001 selected target, then click Overlay. You are then given the opportunity
6002 to edit the record before overlaying.
6004 screenshot of staff client
6006 The record opens in the MARC Editor. From here you can edit fixed and
6007 bibliographic fields. Note that you may also select Fast Item Add and
6008 input call number and barcode data from this screen. Once your edits are
6009 complete, click Overlay Record. Below screen shows the MARC record in
6012 screenshot of staff client
6014 Next, you are asked to confirm that the marked record is the one you
6015 want to overlay. You can view the record at this time. Confirm that this
6016 is the correct record by clicking Overlay.
6018 screenshot of staff client
6020 You have successfully overlaid the record. The Copy Editor will be
6021 loaded if you have chosen to Fast Add Item, or you will see the
6022 bibliographic record displayed in a new tab.
6024 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6027 You may search the Evergreen database by searching Local Catalogue on
6028 the Z39.50 interface. On the result list, you may highlight a record and
6029 mark it as the overlay target by using the Mark Local Result as Overlay
6030 Target button. Before you do so, you need to view the full record to
6031 make sure this is the correct record to be overlaid. If you wish to
6032 check holdings, you may use the Show in Catalgoue button to display the
6033 record in the catalogue in a new tab.
6034 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6036 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6039 If the record that you wish to overlay contains local information, e.g.
6040 tag 590 or 690, you need to manually add these tags to the record you
6041 intend to import. You may add the tags before overlaying. Or, you may
6042 import the record first, then merge the two records. When merging the
6043 records, the two records will be displayed side-by-side on screen, which
6044 makes it easier to copy over the local tags from the non-lead record.
6045 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6047 [[marc_batch_import]]
6051 [[upload-marc-import]]
6055 If the title records you need are not already in the Evergreen database
6056 it is possible to upload vendor-supplied MARC files into Evergreen. Each
6057 file may contain one or more MARC records. During the uploading process,
6058 Evergreen matches each record in the file with existing records in
6059 Evergreen based on pre-defined match points called Record Match Sets.
6060 Records without matches may be imported directly into the catalogue.
6061 Records with matches must be examined by cataloguers. Due to the nature
6062 of Sitka's shared database, the Co-op suppport strongly advises against
6063 allowing Evergreen to select a merge target and cautions you to adhere
6064 to instructions for selecting a match as outlined in this chapter.
6066 During the importing process, all records in the file are first uploaded
6067 to the server and kept outside the catalogue as a queue, which is
6068 viewable on the MARC Batch Import/Export > Inspect Queue screen.
6069 Cataloguers can view both the incoming and existing matching records to
6070 decide which one to use. You may merge the records with either the
6071 incoming or existing record as the lead while keeping some MARC tags in
6072 both records. Overlay/Merge Profile decides how two records are merged.
6074 _______________________________________________________________________________________________________________________________________________________________
6077 Do not load a MARC file of more than 1000 records, as the importing
6078 process can time out. If you have more than 1000 records, please break
6079 into multiple files.
6080 _______________________________________________________________________________________________________________________________________________________________
6082 Holding records can be created if the incoming MARC records contain
6083 holding information in pre-defined format. Contact Co-op support about
6084 the acceptable format if you want to load holding records.
6086 All records in a queue can be exported to a CSV file or printed in
6087 non-MARC format (emailing is not available yet). All records imported
6088 from a single queue can be added to a Record Bucket.
6090 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6093 There are some settings, namely Record Display Attributes,Record Match
6094 Sets, Merge/Overlay Profiles and Import Item Attributes on this screen
6095 that are reserved for Sitka server administration. You should not
6096 attempt to edit them as they affect all bibliographic records.
6098 Record Display Attributes set what fields will display on Inspect Queue
6099 screen, once a file of records have been loaded. Important descriptive
6100 MARC tags and control numbers are selected to display.
6102 Record Match Sets are profiles set up by Sitka to allow for different
6103 match points to be used when loading records. The default profile is
6104 SitkaMatch. It matches on the 901c (record id), 010a (LC Control
6105 Number), 020a (ISBN), 022a (ISSN), or 035a (System Control Number). It
6106 is used in the majority of record loads. The other profiles are only
6107 used to load special records. Please contact Co-op support for which
6108 profile to use if your records require a set of different match points
6111 Merge/Overlay Profiles control how the incoming and existing MARC
6112 records are merged. Two profiles have been created for all Sitka
6113 libraries to use: Merge Using INCOMING Record and Merge Using EXISTING
6116 * Merge Using INCOMING Record: all tags in the INCOMING record will be
6117 brought into the final record. Tags: 092, 590, 595, 690, 852 and 856 in
6118 the ORIGINAL record will be preserved in the final record. The rest will
6120 * Merge Using EXISTING Record: all tags in the ORIGINAL record will be
6121 kept. Tags: 092, 590, 595, 690, 852 and 856 in the INCOMING record will
6122 be brought into the final record. The rest will be removed upon merge.
6124 These profiles ensure local data in these six fields in a merged MARC
6125 record is never overwritten, and holding records (in tag 852) can be
6126 loaded to either the existing MARC record or with the incoming record.
6128 Import Item Attributes are profiles set up by Sitka to allow importing
6129 of item records with vendor supplied MARC records. The vendor will need
6130 to send item level information in a local MARC tag and subfields (eg.
6131 9xx or 852), and this information can be mapped into item records when
6132 the bibliographic records are loaded. Please contact Co-op support if
6133 you are interested in loading item records with your bibliographic
6135 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6137 [[importing_upload]]
6138 Uploading MARC Record Files
6139 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
6141 Select Cataloguing > MARC Batch Import/Export
6143 MARC batch import interface
6145 The MARC File Upload screen opens.
6147 You may create a new queue for the file you are to upload or append the
6148 file's records to an existing queue. To create a new queue, type in a
6149 name for your file in the box beside Create a New Upload Queue. To
6150 append records to an existing queue, choose a queue from the dropdown
6151 list beside Add to an Existing Queue.
6153 ________________________________________________________________
6156 Do not use "/" or "\" (slash or backslash) in import queue name.
6157 ________________________________________________________________
6159 MARC upload interface
6161 Leave SitkaMatch in Record Match Set box.
6163 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6166 The NoMatch profile matches records on tag 901$c only, and should only
6167 be used after a false match is detected using SitkaMatch as described
6168 below. Sitka cataloguing policy strives to avoid record duplication so
6169 Sitka policy requires batch imports use SitkaMatch first.
6170 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6172 Choose a Holdings Import Profile from the dropdown list if your MARC
6173 records include holdings information and you wish to load it.
6175 ______________________________________________________________________________________________________________________________
6178 You need to contact Co-op support for holding information format before
6179 asking your vendors to include it in the MARC records.
6180 ______________________________________________________________________________________________________________________________
6182 Select a Record Source from the dropdown. The default is oclc, but
6183 choose the one that best matches your file (eg. ULS, Whitehots etc.)
6184 Contact Co-op support if you need to load records for non-physical
6185 items, such as an e-record collection like ebrary.
6187 You do not need to choose a Merge Profile now.
6189 Check Import Non-Matching Records box to automatically import records
6190 without matches into the catalogue.
6192 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6195 Co-op support strongly advises that you do not select other import
6196 options. These options allow Evergreen to automatically merge records
6197 before you inspect them. It is best practice to inspect the potentially
6198 merged records first.
6199 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6201 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6204 If you want to view your incoming records first without importing any,
6205 you may leave Import Non-Matching Records box unchecked. You will be
6206 able to view all records in the file on Inspect Queue and import
6207 all/selected records with/without matching records there.
6208 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6210 You do not need to select any of the checkboxes in Copy Import Actions
6213 Click Browse... to choose the source MARC file on your computer, then
6214 click Upload. Depending on the size of the file, it may take a while for
6215 the uploading to finish. Once it is finished, records will be displayed
6216 in Inspect Queue view. You may continue to examine and import records in
6217 the queue as described below. Or you may come back later to find the
6218 queue to examine and import the records.
6220 ______________________________________________________________________________________________________________________________
6223 Records in a queue are saved on the server, but outside the catalogue.
6224 By importing, you bring the records into the catalogue.
6225 ______________________________________________________________________________________________________________________________
6228 Importing and Merging Records from Queues
6229 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
6231 If you want to import records from MARC files already uploaded, go to
6232 Cataloguing > MARC Batch Export/Import, then click Inspect Queue. Click
6233 the queue that you wish to examine and import records from. The Queue
6234 Summary screen will open.
6236 If you continue to import records right after uploading the MARC file,
6237 the Queue Summary screen is loaded after you upload the file.
6239 The Queue Summary shows the total number of MARC records in the queue,
6240 and items contained in these records, if any, how many of them have been
6241 imported, and how many of them encountered an error when Evergreen
6242 attempted to import them.
6244 Queue Filter allows you to display only the selected type of records in
6247 A selected number of records (10, 20, 50, 100) are displayed per page.
6248 Use the dropdown list beside Records per Page to select your preferred
6249 number. Use Previous and Next to flip over the page.
6251 The records in the queue can be exported in non-MARC format via the
6252 method selected from the Export Queue As dropdown list. (Exporting via
6253 email is not currently functional.)
6255 If you imported items with the MARC records, you may view them by View
6258 You may export non-imported records to a MARC file by clicking Export
6259 Non-Imported Records. You may work on these records and load them later.
6261 You may add all imported MARC records in the queue to a Record Bucket by
6262 using Copy to Bucket.
6264 MARC upload interface
6266 You can view both incoming and existing match records, if any, to
6267 determine which record to use. The links in View MARC column lead you to
6268 the incoming records, while records in the Matches column link to
6269 existing records. A blank in the Matches column means no match record
6272 Click the blue coloured View MARC link to view the incoming record. You
6273 may edit it before importing by clicking Edit. Once editing is complete,
6274 click Save Changes. Click Return to go back to the Record Queue screen.
6275 MARC upload interface
6277 On Record Queue screen click the blue coloured Matches link to view the
6278 match record. This takes you to the following Import Matchesscreen.
6280 On the Import Matches screen, you will see the match record's ID number
6281 and some non-MARC information. Click View MARC. The existing MARC record
6282 is displayed in view mode. You can not edit it. Once done, click Return
6283 to go back to the Import Matches screen. MARC upload interface
6285 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6288 Match Score is the total score from all matched fields specified in the
6291 This list shows the matching points and the scores assigned to each
6292 point of SitkaMatch. Match scores are used to indicate how well two
6293 records are matched. For example, if two records contain the same value
6294 in tag 901$c, highly likely they are matches. So tag 901$c is assigned a
6295 very high score. If the incoming and existing records match on tag 010$a
6296 and 020$a, the match score will be 600.
6298 image:media/upload-7.png[MARC upload interface]
6299 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6301 Upon inspecting both incoming and existing record(s), if the match
6302 record is a true match but a brief record, you may mark the match MARC
6303 record as a merge target by selecting the checkbox in front of the
6304 record in the Merge Target column. Click Back to Import Queue once done.
6306 image:media/upload-7a.png[MARC upload interface,scaledwidth=80.0%]
6308 If the match record in Evergreen is a true match but a full record,
6309 Sitka policy requires you to use the existing record instead of
6310 importing another. Do not import the record.
6312 However, if the incoming record contains local information in tags 092,
6313 590, 595, 690, 852 or 856 that you want to bring into the existing
6314 record, such as loading holding records to existing MARC records, you
6315 need to mark the match record as a merge target. In this scenario you
6316 would use the Merge Using EXISTING Record merge profile as described in
6317 next step. If you are interested in loading holdings/item information,
6318 please contact Co-op support to set it up.
6320 If you have marked a merge target, the record is shown as selected once
6321 you are back on the Record Queue screen.
6323 You may inspect other records on the list. Once finished inspecting the
6324 list, click Import Selected Records under Queue Actions.
6326 image:media/upload-8.png[MARC upload interface]
6328 You are prompted to select import options. Make your choices and click
6331 MARC upload interface
6333 For Merge Profile, choose one of the following based on which record
6336 * Merge Using INCOMING Record: uses the incoming record as the lead.
6337 Information in existing record in tags 092, 590, 595, 690, 852
6338 (holdings) and 856 will be kept.
6339 * Merge Using EXISTING Record: uses the existing record in the catalogue
6340 as the lead. Information in the incoming record in tags 092, 590, 595,
6341 690, 852 (holdings) and 856 will be kept. Use this profile when you
6342 attach holdings in your MARC file to existing Evergreen MARC records.
6344 If you have marked a merge target, you do not need to select any further
6345 import options. The marked target will be merged. If you have not
6346 already imported non-matching records you can now select Import
6347 Non-Matching Records.
6349 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6352 Merge On Exact Match (901c), Merge On Single Match, and Merge On Best
6353 Match are designed to allow Evergreen to programmatically select the
6354 best match. Due to the nature of Sitka's shared database, Sitka support
6355 strongly advises against allowing Evergreen to select a merge target and
6356 cautions you to adhere to instructions for selecting a match as outlined
6358 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6360 Do not use Best/Single Match Minimum Quality Ratio or Insufficient
6361 Quality Fall-Through Profile at this time.
6363 If you have On Order brief item records and wish to overlay them with
6364 full item records loaded via the MARC records, you need to select
6365 checkbox Auto-overlay On-order Cataloguing Copies. Evergreen will
6366 overlay the items having matching circulating library and On-order
6369 If you load items for multiple branches or a branch other than your
6370 working location, you need to select checkbox Use Org Unit Matching in
6371 Copy to Determine Best Match, too.
6373 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6376 The option Auto-Overlay In-process Acquisitions Copies should only be
6377 used if you are working with on-order line items created in the
6378 Acquisitions module. For more details please see
6379 http://docs.sitka.bclibraries.ca/Acq/current/html/copy_overlay.html[Auto-Overlay
6380 In Process Acquisitions Copies]
6381 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6383 Once the records are imported, the display is back on Queue Summary
6384 screen. You will see the Import Time column is filled in for the
6385 selected records. The imported record id is displayed in Imported As
6388 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6391 A record can be imported only once.
6393 Sitka has profiled certain fields, primarily 9xx fields, to be
6394 automatically stripped when records are imported through Batch Import.
6395 The default fields that are stripped are 906, 923, 925, 936, 948, 955,
6396 959, 963. Please contact Co-op support if you would like to see
6397 additional fields automatically stripped.
6398 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6404 Click Cataloguing > MARC Batch Import/Export. The default screen is
6405 Import Records. Click Inspect Queue tab to manage and view existing
6406 queues used in MARC Batch Import.
6408 Under Inspect Queue you can click on an existing queue to view and
6409 import records that have already been queued for importing or simply
6410 view records that have already been imported.
6412 To manage the queues, you can batch delete from the Inspect Queue
6413 interface by checking the box in front of the queue name and then
6414 choosing Delete Selected.
6416 Inspect Queue interface
6418 [[cat-minimum-MARC]]
6419 Sitka’s Minimum MARC record
6420 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
6422 As there is an approved minimum level for original MARC records, the
6423 following may assist you when creating original MARC records in
6424 Evergreen. For more detailed information on MARC standards, the Library
6425 of Congress has the authoritative website at http://www.loc.gov/marc/
6427 Here is an example of a MARC record that meets and exceeds minimum
6428 cataloguing standards for a book in a series.
6430 screenshot of staff client
6434 _010_ Library of Congress Control Number (LCCN) is the control number
6435 for MARC records distributed by the Library of Congress. Can often be
6436 found in the Cataloging in Publication (CIP) information on verso page
6437 of a book. Can be useful searching number.
6439 _020_ International Standard Book Number (ISBN) is a unique number
6440 assigned to items by publisher. Can be 10 or 13 digit number. Sitka
6441 support and training team recommend searching Evergreen and Z39 targets,
6442 by both numbers, if present on item, before proceeding to original
6443 cataloguing. When cataloguing an item, if both numbers are present,
6444 enter both in separate _020_ tags.
6446 _022_ International Standard Serial Number (ISSN) is a unique number
6447 assigned to a serial title.
6449 _024_ Universal Product Code (UPC) is a twelve digit number often
6450 assigned to sound recordings and videos.
6452 _028_ are Publisher Control Numbers, formatted numbers used for sound
6453 recordings, printed music, and videorecordings.
6455 *Classification Numbers.*
6457 Evergreen does not display call numbers from the shared MARC record, but
6458 the data is useful for searching, matching, and assessing quality of a
6459 MARC record. Evergreen uses each library’s volume record for local call
6460 number display, and will give you the option to auto-fill your number
6461 from the MARC record if you want to use that call number as yours.
6463 _05X_ are standard classification (call) numbers that are, or can be,
6464 present in a MARC record. The most common are the __050__, which is the
6465 Library of Congress Classification Number (LCC), assigned by the Library
6466 of Congress, and the __055__, which is the Canadian LCC.
6468 _082_ is the Dewey Decimal Classification number (DDC).
6470 _090_ and _092_ are tags reserved for a library’s local call number.
6471 This data is not used by Evergreen for call number display, but you will
6472 often see data there from a different library whose system may use the
6473 MARC record for call number display.
6477 _245_ tag contains all the important title information and General
6478 Material Designations (GMD). _245_ subfields _a_ and _b_ are title and
6479 sub-title respectively, _245c_ contains the statement of responsibility,
6480 and _245h_ is for approved GMDs. Note, for RDA records, the GMD is no
6481 longer used; instead the tags of 336, 337 and 338 are used (see below).
6483 *Edition Statement.*
6485 _25X_ tags contain important descriptive information about the item
6486 being described. This information includes edition statement, imprint
6487 and other publication source information.
6489 *Publication Information.*
6491 _260_ tag and subfields __a__, place of publication, __b__, name of
6492 publisher, and __c__, year of publication, contain critical publication
6493 information and should be as complete as possible. When assessing record
6494 matching the _260_ tag should always be considered. Note, for RDA
6495 records, the 264 tag (with a second indicator of 1) most often is used
6498 *Physical Description of Item.*
6500 _300_ tag is used to physically describe an item as completely as
6503 *Content, Media and Carrier type (RDA only).*
6505 _336, 337, 338_ tags are used for RDA records only. The fields of
6506 content, media and carrier collectively replace the GMD (245$h). For
6507 336, subfield $a is content term and $2 rdacontent. For subfield 337, $a
6508 is media term and $2 is rdamedia. For 338, $a is carrier term and $2 is
6509 rdacarrier. http://www.loc.gov/standards/valuelist/index.html[See here
6510 for appropriate RDA terms.]
6512 *Series Information.*
6514 _440_ and _490_ are used to describe relevant series. __440__ was
6515 officially made obsolete in 2008, but you will still find it used in
6516 records that predate 2008, but for correct, current series cataloguing
6521 _5xx_ tags are useful, keyword searchable notes tags, which assist in
6522 description and retrieval of items. Use the _500_ tag for a note that
6523 cannot be placed in any other _5xx_ tag as per MARC standards.
6527 _6xx_ contain subject headings that follow standards for personal,
6528 topical, geographical, and genre terms. Use _690_ for local,
6529 non-standard subject headings.
6531 Hovering your mouse over a MARC tag in MARC Edit view presents a short
6532 description of the tag and its intended use. You can also hover over a
6533 subfield and retrieve textual information about the subfield’s intended
6536 screenshot of staff client
6539 Creating New MARC Records
6540 ~~~~~~~~~~~~~~~~~~~~~~~~~
6542 It is best practice, and Sitka policy, to search Evergreen, Z39.50
6543 sources, or, in some libraries, a vendor file of MARC records, before
6544 using a MARC record template for original cataloguing. You can create
6545 new MARC records in Evergreen by using MARC templates that exist in
6546 Evergreen. Original cataloguing should be done in Evergreen only if
6547 there is no record available in any of these previous sources.
6549 For information about working with MARC records see link:#marcedit[???].
6551 To access MARC templates select Cataloguing > Create New Marc Record.
6553 screenshot of staff client
6555 The MARC Template screen opens. Click into drop down menu field to see
6556 available templates. Note you can select a workstation default here.
6557 Templates are available for book, music, audio, video and serial and are
6558 in both the AACR2 and RDA standards.
6560 screenshot of staff client
6562 Select appropriate template and click Load.
6564 screenshot of staff client
6566 A blank MARC record will load. In this example we have chosen a book
6567 template so MARC leader coding is for textual materials.
6569 screenshot of staff client
6571 Complete the MARC record as per Sitka policy. You can add and delete
6572 tags and subfields as required. See link:#marcedit[???].
6574 Click Create Record.
6576 The record is created and will open up in your tab in the current
6577 default view. If you did not utilize Fast Item Add, you may now attach
6578 holdings as described in link:#add[???].
6581 Cataloguing non-physical resources
6582 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
6584 Ordinary bibliographic records are only visible in the OPAC when
6585 holdings records are attached, but it is also possible to catalogue
6586 non-physical resources such as websites, online journals, or
6587 downloadable audiobooks. The steps below describe how to catalogue a
6588 non-physical resource so it appears in OPAC searches.
6590 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6593 These instructions are for adding individual records. To upload a batch
6594 of records (e.g. from an e-book subscription) please contact Co-op
6595 support. For libraries that subscribe to _OverDrive_ Co-op support
6596 creates and updates bibliographic records automatically.
6597 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6599 Locate, import, or create a bibliographic record as described in the
6602 Open the record in MARC Edit view. Select Actions for this Record > MARC
6605 Add an 856 tag to the MARC record. Place the cursor in the desired
6606 location and press +CTRL+ +Enter+ to add an empty row. Enter the tag
6607 number (856). You must set the first indicator to 4, and the second
6608 indicator to 0 or 1. The indicators cannot be left blank. For
6609 information about indicators see
6610 http://www.loc.gov/marc/bibliographic/bd856.html.
6612 Add applicable subfields from the table below. Press +CTRL+ +D+ to add a
6613 new subfield ( +CTRL+ +I+ on MAC OSX).
6615 [width="99%",cols="16%,42%,14%,28%",options="header",]
6616 |=======================================================================
6617 |Subfield code |Description |Example |OPAC display
6618 |*$u* |Required; the URL or link to the resource
6619 |_http://www.linktoresource.ca_ |Appears as a link in the OPAC display;
6620 the link text is the URI unless subfield $y is specified
6622 |*$y* |Optional; a display label for the link |_Click for access_
6623 |Appears as the text of the link instead of the URL defined in $u
6625 |*$z* |Optional; a public note providing more information about the
6626 resource |_library card and password required_ |Appears in parentheses
6627 to the right of the link
6629 |*$9* |Required; your library code |BBI |Not displayed in the OPAC but
6630 required for the record to be included in searches scoped to your
6632 |=======================================================================
6634 After the tag 856 is added, the record will be displayed as search
6635 result on OPAC for the library in $9. The image below shows a sample 856
6636 tag and the corresponding OPAC display. This record would appear in OPAC
6637 searches of the Bowen Island Public Library catalogue (BBI).
6639 image:media/transcendent-1.png[Sample 856 tag]
6641 image:media/transcendent-2.png[Screenshot of OPAC display of
6642 transcendent record]
6644 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6647 A separate 856 tag should be added for each library that catalogues the
6648 resource. Multi-branch libraries may add a single 856 using the code for
6649 the library system (e.g. SCRL, BCREK) if all branches are allowed to
6650 access the resource.
6652 Evergreen creates an invisible call number for each tag 856 with
6653 subfield 9 with the code in subfield 9 as the owning library. This call
6654 number, like a copy record, is used for scoping the seach result to a
6655 selected library. To remove a non-physical record from your library's
6656 collection, you need to delete your library's tag 856. If your library's
6657 tag 856 is the only one, you may delete the MARC record. See
6658 link:#deleting-marc[Deleting MARC records] for more information.
6659 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6662 Editing and Maintaining MARC records
6663 ------------------------------------
6665 The appropriate title information displayed on OPAC, such as format
6666 icons for text, moving pictures and sound relies on correct MARC coding
6667 in the leader, and 007 and 008 fields, as do OPAC search filters, such
6668 as publication date, item type, or target audience. Bibliographic
6669 records matching and de-duplicating also rely on correct MARC coding and
6670 consistency in use and content in particular MARC tags, so the ability
6671 to edit and manage MARC records is key to maintaining database
6674 Evergreen allows you to edit MARC tags, sub-fields, and indicators, as
6675 well as an easy entry box to edit parts of the leader and 008 fields on
6676 a built-in form called __MARC Editor__. Besides, it also provides a text
6677 based editor, which allows you to easily add or remove tags, and/or edit
6678 the fields. But you need to pay close attention to the position of the
6679 tags, indicators and the spacing required to preserve the record
6682 [[marcedit-editing-marc]]
6683 Editing MARC Records
6684 ~~~~~~~~~~~~~~~~~~~~
6686 To edit a MARC record, retrieve it on the catalogue. Once record is
6687 displayed on Record Details screen, select Actions for this Record >
6688 MARC Edit. screenshot of staff client
6690 ________________________________________________________________________________________________________________________________________________________________________________________________________________________
6693 You can set MARC Edit as default view by clicking Actions for this
6694 Record > Set bottom interface as Default. To revert to your default
6695 display from a different display, choose Actions for this Record > Reset
6697 ________________________________________________________________________________________________________________________________________________________________________________________________________________________
6699 MARC record is displayed. Use scroll bar on right to move record up and
6702 screenshot of staff client
6704 Depending on your preference, you can select Stack subfields to change
6705 the way subfields are displayed.
6707 screenshot of staff client
6709 Now the subfields are in separate rows.
6711 screenshot of staff client
6713 To add or remove rows, or replace tags, click the Help button to find
6714 the keyboard shortcuts. Move the cursor to appropriate positon, then use
6715 the keyboard shortcut.
6717 screenshot of staff client
6719 _________________________________________________________________________________________________________________________________________________
6722 Ctrl + F6 and CTRL + F7 may erase the content in exisiting 006 or 007
6723 tag. It is strongly recommended you add these tags on the Flat-Text
6725 _________________________________________________________________________________________________________________________________________________
6727 To work with the data in a tag simply click or Tab into required field.
6729 screenshot of staff client
6731 To call up the diacritic palette you can use keyboard shortcut: CTRL S.
6733 screenshot of staff client
6735 To edit indicators, click or Tab into required field and right click to
6736 view correct indicators and enter appropriate data.
6738 screenshot of staff client
6740 Once your edits are complete, click Save Record.
6742 screenshot of staff client
6744 To access the Flat-Text Editor, select the checkbox in front of it. To
6745 switch back to the form editor, de-select it.
6747 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6750 On Flat-Text Editor, each line stands for a tag. The tags, indicators
6751 and their values are at fixed positions. If there is no value at a
6752 position, you will see "\" as a spacing taker. For positionally defined
6753 tags, such as 007 or 008, you will see "\" in the field content area,
6754 too. You need to replace it with the content you want to put in, when
6756 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6759 MARC Record Leader and MARC fixed field 008
6760 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
6762 Parts of the leader and the 008 can be edited in the _MARC Editor_ via
6763 the fixed field editor box displayed above the MARC record in default
6764 MARC Edit view, and at top of record in Flat-Text Editor view.
6765 Information about the leader and the 008 can be found on the Library of
6766 Congress’s MARC Standards page at http://www.loc.gov/marc/
6768 To edit the fixed fields, it is easiest to use default MARC Editor view
6769 and click on the name of the field. In Flat-Text Editor view, you must
6770 place the cursor at the correct position in the number to edit. When you
6771 click on the field name , e.g. Date1, what you type will appear in the
6772 box. When you click on the field box itself, you have to backspace your
6773 cursor to the very beginning of the box in order to type, because there
6774 are space takers in these positionally defined fields. Right-clicking in
6775 certain fields such as Type, BLvl, Form, Audn, and Lang will show a
6776 drop-down menu of possible choices.
6778 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6781 Co-op support advises that Evergreen's fixed field editor requires 4
6782 spaces be input into ills box that corresponds to position 18-21 in the
6783 008. Use your space bar to enter spaces required to meet this
6784 convention, or your edit to the illustrated box will not be saved in the
6785 008. Once the four spaces are filled, the value will automatically show
6786 up in the 008 and will be saved. Contact Sitka support if you have any
6788 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6790 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6793 The format filter (eg. Books, E-Books, Audiobooks, Videos etc.) and
6794 format icons in the OPAC rely on accurate coding in the Leader, 008 and
6795 007. Please see the format filter and icon specifications in
6796 link:#marcedit-formatfilter-icons[section_title]
6797 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6799 Retrieve and display record in MARC Edit view as described in
6800 link:#marcedit-editing-marc[section_title].
6802 Click into any box displayed in the fixed field editor. In this example
6803 we are editing the first position, the Type or Format box, to describe
6804 the format of the resource, textual material, by use of an “__a__”.
6806 screenshot of staff client
6808 Right-clicking in the box will show a list of possible values (eg. BLvl,
6809 Type, Form Audn, and Lang). Choose from this list to populate the box.
6811 screenshot of staff client
6813 You can press the Tab key or use the mouse to click through to each
6814 field, and can delete and add text as required by backspacing or
6815 highlighting existing text and over typing. Here the publication date is
6816 being edited; OPAC searches filtered by date rely on correct coding in
6819 screenshot of staff client
6823 screenshot of staff client
6825 The OPAC icon for textual materials is displayed as in the example
6828 screenshot of staff client
6830 A correctly coded moving image record for a video or DVD would look like
6831 this in the MARC Edit view, with g entered in the Type field.
6833 screenshot of staff client
6835 The record would display in the catalogue with the movie icon and
6836 searches filtered by Item type, video recordings, would retrieve this
6839 screenshot of staff client
6841 [[marcedit-formatfilter-icons]]
6842 Format Filters and Format Icons
6843 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
6845 Format Filter Groups and Format Icons are configured at the Sitka level.
6847 * item_type (Type) is Leader position 06
6848 * bib_level (BLvl) is Leader position 07
6849 * item_form (Form) is 008 position 23
6850 * vr_format is 007 position 04
6851 * sr_format is 007 position 03
6853 The format filter is used by the OPAC to allow staff and patrons to
6854 limit their search by material format. The following table shows the
6855 fixed fields associated with each format filter value.
6858 [width="100%",cols="25%,75%",options="header",]
6859 |=======================================================================
6860 |Label |Fixed Fields
6861 |*All Audiobooks* |item_type(i)
6863 |*All Books* |item_type(a,t) AND bib_level(a,c,d,m) but NOT
6866 |*All Videos* |item_type(g)
6868 |*Audiobooks (electronic)* |item_type(i) AND item_form(o,q,s)
6870 |*Audiobooks (physical)* |item_type(i) AND sr_formt(l,f)
6872 |*Books (electronic)* |item_type(a,t) AND bib_level(a,c,d,m) AND
6875 |*Books (large print)* |item_type(a,t) AND bib_level(a,c,d,m) AND
6878 |*Books (physical)* |item_type(a,t) AND bib_level(a,c,d,m) and NOT
6879 item_form (a,b,c,f,o,q,s)
6881 |*Kits and Mixed Materials* |item_type(o,p,k)
6883 |*Maps* |item_type(e,f)
6885 |*Music (CD, cassette)* |item_type(j)
6887 |*Music Scores* |item_type(c,d)
6889 |*Pictures* |item_type(k)
6891 |*Serials and Magazines* |bib_level(b,s)
6893 |*Serials and Magazines (electronic)* |bib_level(s) AND item_form(q,o,s)
6895 |*Software and Video Games* |item_type(m)
6897 |*Toys, Puzzles and Equipment* |item_type(r)
6899 |*Videos (electronic)* |item_type(g) AND item_form (o,q,s)
6901 |*Videos (physical)* |item_type(g) AND NOT item_form (o,q,s)
6902 |=======================================================================
6904 The format icons show in the search results and record display in the
6905 catalogue. The following table shows the fixed fields associated with
6909 [width="100%",cols="25%,75%",options="header",]
6910 |=======================================================================
6911 |Label |Fixed Fields
6912 |*Video (shown if format, eg. vhs, dvd, is unknown)* |item_type(g) and
6913 NOT vr_format(v,s,b)
6915 |*E-video* |item_type(g) and item_form(o, s, q)
6917 |*DVD* |vr_format(v)
6919 |*VHS* |vr_format(b)
6921 |*Blu-ray* |vr_format(s)
6923 |*Audiobook (shown if format, eg. cassette, disc, is unknown)*
6924 |item_type(i) and NOT item_form(o,q,s) and NOT sr_format(a,b,c,d,e,l,f)
6926 |*E-audiobook* |item_type(i) and item_form(o,q,s)
6928 |*CD Audiobook* |item_type(i) and sr_format(f)
6930 |*Cassette audiobook* |item_type(i) and sr_format(l)
6932 |*Phonograph audiobook* |item_type(i) and sr_format(a,b,c,d,e)
6934 |*Book* |item_type(a,t) AND bib_level(a,c,d,m) and NOT item_form
6937 |*E-Book* |item_type(a,t) AND bib_level(a,c,d,m) AND item_form (o,q,s)
6939 |*Large print book* |item_type(a,t) AND bib_level(a,c,d,m) AND
6942 |*Braille* |item_type(a) AND item_form(f)
6944 |*Kit or mixed material* |item_type(o,p)
6946 |*Map* |item_type(e,f)
6948 |*Music (shown if format, eg. cassette, disc, is unknown)* |item_type(j)
6949 and NOT sr_format(a,b,c,d,e,f,l)
6951 |*Phonograph music* |item_type(j) AND sr_format(a,b,c,d,e)
6953 |*CD music* |item_type(j) AND sr_format(f)
6955 |*Cassette music* |item_type(j) AND sr_format(l)
6957 |*E-music* |item_type(j) AND item_form(o, s, q)
6959 |*Music score* |item_type(c,d)
6961 |*Picture* |item_type(k)
6963 |*Serial or magazine* |bib_level(b,s) and NOT item_form (o, s, q)
6965 |*E-Serial or magazine* |bib_level(b,s) AND item_form (o, s, q)
6967 |*Software or video game* |item_type(m)
6969 |*Online* |bib_level(i) AND item_form (o, s, q)
6971 |*Toys, puzzles or equipment* |item_type(r)
6973 |*Picture* |item_type(k)
6975 |*Microform* |item_form(a,b,c)
6976 |=======================================================================
6979 Merging Bibliographic Records in Evergreen
6980 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
6982 https://goo.gl/91kp4e[*Sitka Training Video - Merge Duplicate
6983 Bibliographic Records (7:31)*]
6985 This lesson will demonstrate merging bibliographic records in the
6986 catalogue. A common application for this functionality is to replace
6987 brief records with full records. You will only need to do this if you
6988 are unable to locate a full record in a Z39 target and therefore cannot
6989 overlay the brief record on import, or you need to preserve the local
6990 information in the record to be overlaid and want to import the record
6991 first and copy over the local information on the merging screen. The
6992 full record may have been added to the database by another Sitka
6993 cataloguer, or you may have created a MARC record in the database
6996 Any volume and copy records or holds associated with the brief record
6997 will be transferred to the full record upon merging.
6999 Create a bucket for the records you wish to merge (see
7000 link:#bucket-create-record-buckets[section_title] for detailed
7001 instructions). In the examples below the bucket is named __Horse
7004 Identify records to be merged and add them to the bucket (see
7005 link:#bucket-adding-records[section_title].
7007 Retrieve the bucket by selecting Edit > Record Buckets or Cataloguing >
7008 Manage Record Buckets.
7010 Click Merge All Records.
7012 screenshot of staff client
7014 Select one record as the Lead Record, which would be the better quality
7015 full record, and click Merge. In this example record # 100879689 is the
7016 Lead Record. Note that if you wish to edit the lead record, e.g. copying
7017 over local information from the non-lead record, you may select the Edit
7018 Bib radio button to do it before clicking Merge.
7020 screenshot of staff client
7022 The brief record has been subsumed by the full record, and all of the
7023 volumes, copies and holds associated with the brief record are now
7024 attached to the full record.
7026 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
7029 Note some of the options in the record merge screen. You can remove a
7030 record from consideration here, view or edit the bibliographic record,
7031 and view attached holdings. If the non-lead record has tags for local
7032 information, such as 590 and 690, you need to add them to the lead
7033 record before merging.
7034 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
7037 Deleting MARC records (bibliographic or title records)
7038 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
7040 Due to cascading record deletion on sole copies, you may find you do not
7041 need to delete MARC records very often, as Evergreen does this for you.
7043 Remember that Sitka has Evergreen configured to always delete a MARC
7044 record when the only copy attached to it is deleted and you can only
7045 delete a MARC record if there are no holdings attached to it in the
7046 database. This may happen if you have imported a new MARC record in
7047 error, and have not attached any holdings to it, or some other error or
7048 conversion circumstance that leaves a MARC record in the database with
7049 no holdings attached.
7051 You can delete a MARC record directly from the catalogue view.
7053 Find the record in the catalogue and go to Record Details, and click on
7054 Actions for this Record > Delete Record.
7056 screenshot of staff client
7058 Confirm the deletion by checking box as indicated then click Delete
7060 screenshot of staff client
7062 Click OK when prompted. Record is now deleted and inactive and only
7063 retrievable by a TCN (title control number) search or bibliographic
7064 record id (presented at deletion confirmation prompt).
7066 screenshot of staff client
7068 You may also delete MARC records from a Record Bucket.
7070 _______________________________________________________________________________________________________________________________________
7073 If you delete a MARC record in error, you may immediately undelete it on
7074 screen by selecting Actions for this Record > Undelete Record.
7076 screenshot of staff client
7077 _______________________________________________________________________________________________________________________________________
7079 [[upload-marc-export]]
7080 Exporting MARC Records
7081 ~~~~~~~~~~~~~~~~~~~~~~
7083 There are times when you may want to export MARC records from Evergreen.
7084 Evergreen allows you to do so via the Record Bucket and the Batch MARC
7085 Import/Export interface. When you use the latter, you may include the
7086 holdings information in the MARC records. Based on Sitka's
7087 configuration, the holdings information will be in tag 852, including
7088 the copy's circulating library, shelving location, barcode, call number,
7089 status, and others saved in the copy record.
7091 MARC records can be exported from Evergreen in selected MARC and
7092 non-MARC format: MARC21, UNIMARC, MARCXML or Evergreen Record Entry. You
7093 need to choose one from the dropdown list. The exported records can be
7094 coded in either UTF-8 or MARC8.
7096 To export MARC records on Batch MARC Import/Export interface, click
7097 Cataloguing > MARC Batch Import/Export. The default screen is Import
7098 Records. Click Export Records tab to open the export interface.
7100 MARC upload interface
7102 If you want to export more than one record at a time, the records need
7103 to be saved in a Record Bucket or their IDs saved in a CSV file. If the
7104 CSV file contains other information than just record ids, specify which
7105 column is the record id by filling it into the Use Field Number box.
7106 Note that the field number starts from 0. If the second column in the
7107 CSV file is record id, the field number is 1.
7109 If you export one record only, you may type in the record ID directly on
7110 the Export interface.
7112 Once you have completed the above form, click the Retrieve Records
7113 button at the bottom. You will be prompted to browse the records, and
7114 then save them, or save them directly into a file.
7116 _____________________________________________________________________________________________________________________________________________
7119 Holding records can be exported in tag 852, but this includes all item
7120 records across the Sitka consortium, not just your library's holdings.
7121 _____________________________________________________________________________________________________________________________________________
7123 To export MARC records from Record Bucket, go to Edit > Record Bucket.
7124 Retrieve the bucket containing the records that you wish to export.
7125 Click Export All Records to select the exported record format. You will
7126 be prompted to save the file.
7128 MARC upload interface
7134 This part of the lesson will demonstrate how to create and manage
7135 bibliographic record buckets. The steps used for copy buckets are
7136 similar. It is very important when working with buckets to ensure you
7137 are working with the correct type of record for the corresponding
7138 bucket. You cannot add copy records to bibliographic record buckets and
7141 [[bucket-create-record-buckets]]
7142 Creating Record Buckets
7143 ~~~~~~~~~~~~~~~~~~~~~~~
7145 There are two ways to create a bucket. You can either create a bucket
7146 first, without accessing any records, or you can access a record and
7147 choose to create the bucket from that view. We will demonstrate both
7148 methods here, beginning with creating a bucket independent of a record.
7150 Select Edit > Record Buckets or Cataloguing > Manage Record Buckets.
7152 image:media/bucket-1.png[screenshot of staff client]
7153 image:media/bucket-2.png[screenshot of staff client]
7157 screenshot of staff client
7159 Name the bucket and click OK.
7161 screenshot of staff client
7163 Click OK on the resulting confirmation dialogue.
7165 screenshot of staff client
7167 The Bucket View has changed to display your new bucket as the active
7168 bucket. Note the bucket is numbered, and creating owner identified.
7170 screenshot of staff client
7172 Note that all buckets created by this login are available in the drop
7175 screenshot of staff client
7177 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________
7180 The last option under Bucket Actions is Locate Z39.50 Matches. This
7181 feature allows you to search for replacement records via Z39.50 for all
7182 records in a bucket. If you are interested in this feature, please
7183 contact Co-op support.
7184 _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________
7186 You can also create a bucket from within a record. Search for, retrieve,
7187 and display any bibliographic record, then choose Actions for this
7188 Record > Add to Bucket.
7190 screenshot of staff client
7192 Select Add to New Bucket.
7194 screenshot of staff client
7196 Name the bucket and click OK. The results are the same as creating a
7197 bucket using the steps above, with the difference being the new bucket
7198 created on the fly now has a record in it.
7200 screenshot of staff client
7202 [[bucket-adding-records]]
7203 Adding Records to Buckets
7204 ~~~~~~~~~~~~~~~~~~~~~~~~~
7206 Now that you have created a bucket, you can begin to add records.
7208 Search for, retrieve, and display any bibliographic record, then choose
7209 Actions for this Record > Add to Bucket.
7211 Select the appropriate bucket and click Add to Selected Bucket.
7213 screenshot of staff client
7215 If required, go back to the Record Bucket tab to confirm the action. You
7216 will see your bucket now contains the record.
7218 screenshot of staff client
7220 You can continue adding records as required.
7222 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
7225 You may also add bibliographic records to a bucket via the F5 Item
7226 Status screen. Scan item barcodes into the screen, select all, choose
7227 Actions for Cataloguers or Actions for Selected Items and choose Add to
7228 Record Bucket.This will place all the bibliobgraphic records associated
7229 with the item records you scanned into a bucket.
7230 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
7232 _______________________________________________________________________________________________________________________________________________________________________________________________________
7235 Note the column picker allows you to manipulate data display within the
7238 Clicking on List Actions > Save List CSV to File exports all column
7239 headers and displayed data to your computer in a text file format. This
7240 can be useful for creating bibliographies or similar lists.
7242 Clicking on List Actions > Print List CSV prints column headers and
7244 _______________________________________________________________________________________________________________________________________________________________________________________________________
7247 Search the catalogue
7248 --------------------
7250 https://www.youtube.com/watch?v=lIEPR47y06E[*Sitka Training Video -
7251 Search the Catalogue (5:16)*]
7253 The Sitka catalogue can be accessed through the computers at your local
7254 library or online from any location via the Internet.
7256 For online access, visit your library's website and follow the link to
7257 their online catalogue, or go to
7258 http://catalogue.libraries.coop/[http://catalogue.libraries.coop] for
7259 the BC Libraries Cooperative portal to the catalogue.
7261 [[opac-catalogue-basic-search]]
7265 The homepage for the Sitka catalogue allows you to search for books and
7266 other items at your library or libraries.
7268 The homepage contains a single search box for you to enter a search
7271 image:media/opac-basic-search-1.png[screenshot of OPAC basic
7272 search,scaledwidth=100.0%]
7274 You can select to search by:
7276 * **Keyword**—finds the terms you enter anywhere in the entire record
7277 for an item, including title, author, subject, and other information.
7279 * **Title**—finds the terms you enter in the title of an item.
7281 * **Journal Title**—finds the terms you enter in the title of a serial
7282 bibliographic record.
7284 * **Author**—finds the terms you enter in the author of an item.
7286 * **Subject**—finds the terms you enter in the subject of an item.
7287 Subjects are categories assigned to items according to a system such as
7288 the Library of Congress Subject Headings.
7290 * **Series**—finds the terms you enter in the title of a multi-part
7293 You can limit your search by format. Some of the more popular formats in
7294 the list are the following:
7296 * For **Books**, you can choose All Books, which includes regular print
7297 books, large print books, and e-books, All Audiobooks, which includes
7298 audiobooks on physical media and e-audiobooks, OR you can choose the
7299 individual format. The individual choices are: Books (physical), Books
7300 (large print), Books (electronic), Audiobooks (physical) or Audiobooks
7302 * *Videos* will search all videos formats such as DVD, VHS, Blu-ray, and
7304 * *Videos (E-video)* will search for all E-videos including downloadable
7306 * *Music* will search music on CD or other media.
7307 * *Serials/Magazines* will search on magazine, serial, or journal titles
7309 * *Software/Video Games* will search on games, databases, and other
7312 If you are using a catalogue in a library or accessing a library’s
7313 online catalogue from its homepage, the search will return items for
7314 your local library. If your library has multiple branches, the result
7315 will display items available at your branch and all branches of your
7316 library system separately. If your library participates in Interlibrary
7317 Connect the results may display items available across your federation.
7319 If you access the catalogue from
7320 http://catalogue.libraries.coop/[http://catalogue.libraries.coop], you
7321 may scope your search result to Sitka, regional libraries, a library
7322 system or a library branch by clicking into the In box on the catalogue
7323 homepage and selecting the target library from the drop down list. You
7324 will then be able to see how many copies of a title are available in all
7325 Sitka member libraries across Sitka, or within the regional libraries,
7326 or within the library system, or within the branch, depending on search
7329 [[opac-catalogue-advanced-search]]
7333 You can access the Advanced Search by clicking Advanced Search on the
7334 catalogue homepage or search results screen.
7336 The available search options are the same as on the homepage, but you
7337 may use one or more of them simultaneously. If you want to combine more
7338 than three search options, use Add Search Row button to add more search
7339 input rows. Clicking the X button will close the search input row.
7341 image:media/opac-advanced-search-1.png[screenshot of advanced search]
7343 The current search library is displayed in the Search Library box. If
7344 you accessed the catalogue from your library's homepage or catalogue
7345 URL, the default search library is your library or borrowing zone. If
7346 your library system has multiple branches or a borrowing zone that
7347 includes multiple libraries you can use the Search Library box to select
7348 different branches or libraries.
7350 If you access the catalogue from
7351 http://catalogue.libraries.coop/[http://catalogue.libraries.coop], your
7352 default search library is Sitka or the library you have selected on the
7353 homepage. You may use the Search Library box to select a different
7354 library or regional libraries, or all libraries in Sitka to search.
7356 By default, the search results are in order of greatest to least
7358 link:#opac-catalogue-search-methodology-order-of-results[OPAC Order of Results].
7359 In the Sort Results box you may select to order the search results by
7360 relevance, title, author, or publication date.
7362 When the Limit to Available checkbox is checked search results are
7363 limited based on an item’s current circulation status. Titles without
7364 available items in the selected search library will not be displayed.
7366 When the Group Formats and Editions checkbox is checked all formats and
7367 editions of the same title are grouped as one result. For example, the
7368 DVD and the first and second print editions of __Harry Potter and the
7369 Chamber of Secrets__will appear together.
7371 When the Exclude Electronic Resources checkbox is checked electronic
7372 resources are not included in the search results.
7374 You can filter your search by:
7380 * *Publication Year*
7382 Publication year is inclusive. For example, if you set Publication Year
7383 Between 2005 and 2007, your result items will be published in 2005, 2006
7385 * *Shelving Location*
7387 Shelving Locations that are not OPAC visible will not be displayed.
7389 [[opac-catalogue-numeric-search]]
7393 You can access the Numeric Search by clicking on the Numeric Search tab
7394 on the Advanced Search screen.
7396 Use the drop-down menu to select ISBN, ISSN, Call Number, LCCN, TCN, or
7397 Item Barcode. Enter the information and click Search.
7399 image:media/opac-numeric-search-1.png[screenshot of numeric search]
7401 Searching by Call Number will take you to the Shelf Browser.
7403 image:media/opac-shelf-browser-1.png[screenshot of shelf browser]
7405 [[opac-catalogue-expert-search]]
7409 You can access the Numeric Search by clicking on the Numeric Search tab
7410 on the Advanced Search screen.
7412 If you are familiar with the MARC standard, you may search by tag in the
7413 Expert Search. Enter the three-digit tag number, the subfield (if
7414 relevant), and the value or text that corresponds to the tag. For
7415 example, to search by publisher name, enter 260 b Random House. To
7416 search several tags simultaneously, use the Add Rowoption. Click Search
7419 image:media/opac-expert-search-1.png[screenshot of expert search]
7421 [[opac-catalogue-browse]]
7422 Browse the Catalogue
7423 ~~~~~~~~~~~~~~~~~~~~
7425 You can access the browse search clicking Browse the Catalogue on the
7426 catalogue homepage or search results screen.
7428 Patrons and staff can browse records in the OPAC. The following fields
7429 are browsable: title, author, subject, and series. The browse is
7430 constructed by the term starting with. To browse the catalogue, click
7431 Browse the Catalogue, select a field to browse, and enter a keyword and
7432 click Browse. A list of results will appear. Click on the bolded text to
7433 view bibliographic records. You may move backward or forward through
7434 your results by clicking on Back or Next. Note your results are
7435 alphabetical, with results prior to your search term, and after, listed.
7437 image:media/browse-1.png[screenshot of advanced search]
7439 [[opac-catalogue-search-tips]]
7443 You do not need to enter an author's last name first, nor do you need an
7444 exact title or subject heading as all searches are keyword search.
7445 Evergreen is also forgiving about plurals and alternate verb endings, so
7446 if you enter __dogs__, Evergreen will also find items with __dog__.
7448 * Do not use an AND operator to join search terms.
7449 ** An AND operator is automatically used to join all search terms. So, a
7450 search for __golden compass__will search for entries that contain both
7451 __golden__**and**__compass__.
7452 ** Boolean operators such as __and, or, not__are not considered special
7453 and are searched for like any other word. So, a search for __golden and
7454 compass__will not return the title __golden compass__. Putting it
7455 another way, there are no __stop__words that are automatically ignored
7456 by the search engine. So, a title search for __the and or not__of (and
7457 in any order) yields a list of titles with those words.
7459 * Don’t worry about white space, exact punctuation, or capitalization.
7460 ** White spaces before or after a word are ignored. So, search for
7461 _golden compass_ gives the same results as a search for __golden
7463 ** A double dash or a colon between words is reduced to a blank space.
7464 So, a title search for _golden:compass_ or __golden--compass__is
7465 equivalent to __golden compass__. However, space matters in this case.
7466 No result for _golden : compass_ or __golden -- compass__.
7467 ** Punctuation marks occurring at the front or end of a word are
7469 ** Diacritical marks, &, or | located anywhere in the search term but
7470 not within a word are removed. Words linked together by . (dot) are
7471 separated into two words. So, a search for __|golden.compass&__is
7472 equivalent to __golden compass__.
7473 ** Upper and lower case letters are equivalent. So, _Golden Compass_ is
7474 the same as __golden compass__.
7476 * Enter your search words in any order. A search for _compass golden_
7477 gives the same results as a search for __golden compass__. Adding more
7478 search words gives fewer and more specific results.
7479 ** This is also true for author searches. Both __David Suzuki__and
7480 _Suzuki, David_ will return results for the same author.
7482 * Use specific search terms. Evergreen will search for the words you
7483 specify, not the meanings, so choose search terms that are likely to
7484 appear in an item description. For example, the search __luxury
7485 hotels__will produce more relevant results than __nice places to stay__.
7487 * Search for an exact phrase using double-quotes. For example, __“golden
7489 ** The order of words is important for an exact phrase search. _“golden
7490 compass”_ is different than __“compass golden”__.
7491 ** White space, punctuation and capitalization are removed from exact
7492 phrases as described above. So a phrase retains its search terms and its
7493 relative order, but not special characters and not case.
7494 ** Two phrases are joined by AND, so a search for __“golden compass”
7495 “dark materials”__is equivalent to __“golden compass” *and* “dark
7498 link:#opac-catalogue-search-methodology-stemming[stemming], use double
7499 quotes around a single word or a phrase. So, a search for _parenting_
7500 will also return results for _parental_ but a search for _“parenting”_
7503 * Use * (asterisk) as a wildcard to truncate search terms, e.g. _comp*
7504 golden_ may return the same results for _compass golden_ and more.
7506 * Exclude a term from the search, using _-_ (minus) . For example,
7507 _vacations –britain_ will search for materials on vacations that do not
7508 make reference to Britain.
7509 ** Two excluded words are joined by __AND__. So, a search for _-harry
7510 -potter_ is equivalent to _-harry_ *and* __-potter__.
7511 ** A + (plus) leading a term has no role and is removed. So, _+golden_
7512 _+compass_ is equivalent to __golden compass__.
7514 You can form more complex searches using the Advanced Search features.
7515 You can also click the Advanced button under the search box to build
7516 complex searches using Boolean operator OR to connect your terms.
7518 If no results were returned from your search, you will see Keyword
7519 Search Tips for expanding or altering your search.
7521 [[opac-catalogue-search-methodology]]
7525 A search for _dogs_ will also return hits with the word _dog_ and a
7526 search for _parenting_ will return results with the words _parent_
7527 and__parental__. This is because the search uses stemming to help return
7528 the most relevant results. That is, words are reduced to their stem (or
7529 root word) before the search is performed.
7531 The stemming algorithm relies on common English language patterns - like
7532 verbs ending in _ing_ - to find the stems. This is more efficient that
7533 looking up each search term in a dictionary and usually produces
7534 desirable results. However, it also means the search will sometimes
7535 reduce a word to an incorrect stem and cause unexpected results. To
7536 prevent a word or phrase from stemming, put it in double-quotes.
7538 Understanding how stemming works can help you to create more relevant
7539 searches, but it is usually best not to anticipate how a search term
7540 will be stemmed. For example, searching for _gold compass_ does not
7541 return for _golden compass_ because the search does not recognize _gold_
7542 as a stem of __golden__.
7544 Use the wildcard * (asterisk) at the end of the word to truncate search
7547 By default, the results in the Sitka catalogue are listed in order of
7548 relevance, similar to a search engine like Google. The relevance is
7549 determined using a number of factors, including how often and where the
7550 search terms appear in the item description, and whether the search
7551 terms are part of the title, subject, author, or series. The results
7552 that best match your search are returned first rather than results
7553 appearing in alphabetical or chronological order.
7555 In the Advanced Searchscreen, you may select to order the search results
7556 by relevance, title, author, or publication date before you start the
7557 search. You can also re-order your search results using the Sort by
7558 dropdown list on the search result screen.
7560 [[opac-catalogue-search-results]]
7564 The search results are a list of relevant works from the catalogue. If
7565 there are many results, they are divided into several pages. At the top
7566 of the list, you can see the total number of results and go back and
7567 forth between the pages by clicking the double arrow on top or bottom of
7568 the list or click the page number to go to that page directly. Here is
7571 Information about the title, such as author, edition, publication date,
7572 call number, shelving location, status, etc., is displayed under each
7573 title. The icons below the title link indicate formats such as books,
7574 audio books, video recordings, and other formats. Hover your mouse over
7575 the icon, and a text explanation will show up in a small pop-up box.
7577 Clicking a title goes to the title details. Clicking an author searches
7578 all works by the author. If you want to place a hold on the title, click
7579 Place Hold to the right of the title information.
7581 Above the results list there is a Limit to Available checkbox. Checking
7582 this box will filter out those titles with no available copies in the
7583 library or libraries at the moment. Usually you will see your search
7584 results are re-displayed with fewer titles
7586 The Sort by dropdown list is beside the Limit to Available button.
7587 Clicking an entry on the list will re-sort your search results
7590 If you have selected Group Formats and Editions with your search, your
7591 search results are grouped by various formats and editions of the same
7592 title. Multiple format icons may be lit up.
7594 You may refine your search results by Topic, Place, and Genre. Selecting
7595 one of these links on the left side of search results page narrows down
7596 the search results to that subject, author, or series.You may also
7597 refine your search by clicking the hyperlink labelled Refine My Orignal
7598 Search at top of search results. Refining a search this way allows you
7599 to add search filters such as Publication Date, Format, Language, etc.,
7600 to your original search.
7602 The number of available copies and total copies are displayed below the
7603 title details. If you are using a catalogue inside a library or
7604 accessing a library’s online catalogue from its homepage, you will see
7605 how many copies are available in that library. If the library belongs to
7606 a multi-branch library system you can see how many copies are available
7607 in all branches. If your library participates in a larger borrowing zone
7608 you will see the available copies at the library and the larger zone.
7610 If you are searching multiple branches or libraries you will see the
7611 libraries with copies listed.
7613 image:media/opac-search-results-5.png[image,scaledwidth=100.0%]
7615 Click on a title to view a detailed record of the title, including
7616 descriptive information, location and availability, and options for
7619 The record shows details such as the cover image, title, author,
7620 publication information, and an abstract or summary, if available.
7622 The Record Details view shows how many copies are at the library or
7623 libraries you have selected, and whether they are available or checked
7624 out. It also displays the Call number and Copy Location for locating the
7625 item on the shelves. Clicking on Text beside the call number will allow
7626 you to send the item's call number by text message, if desired. Clicking
7627 the location library link will reveal information about owning library,
7628 such as address and open hours.
7630 Below the local details you can open up various tabs to display more
7631 information. You can select Reviews and More to see the book’s summaries
7632 and reviews, if available. You can select Shelf Browserto view items
7633 appearing near the current item on the library shelves. Often this is a
7634 good way to browse for similar items. You can select MARC Record to
7635 display the record in MARC format. If your library offers the service,
7636 clicking on Awards, Reviews, and Suggested Reads will reveal that
7637 additional information.
7639 You can search for additional items by an author, one of the subjects in
7640 the record or other works in the same series. Clicking the author,
7641 subject or series will start a new search in the catalogue. You can do
7642 this from the results page, or from within the record details view, as
7645 When you are viewing a specific record, you can always go back to your
7646 title list by clicking the link Search Results on the left of the page.
7648 If you have selected Group Formats and Editions with your search, your
7649 search results are grouped by various formats and editions of the same
7650 title under My Search Results. You can always go back to this page by
7651 selecting the link to Return to Grouped Search Results.
7653 You can start a new search at any time by entering new search terms in
7654 the search box at the top of the page, or by selecting the Another
7655 Search, Basic Search,or Advanced Search link at top of search results,
7656 depending on what screen you are on when wanting to do another search.
7662 Holds can be placed on a particular title or specific volume. If the
7663 item is available, it will be pulled from the shelf and held for you. If
7664 all copies at your local library are checked out, you will be placed on
7665 a waiting list and you will be notified when items become available.
7667 __________________________________________________________________
7670 Some libraries do not allow holds to be placed on available items.
7671 __________________________________________________________________
7673 [[opac-placing-holds]]
7674 Title and Volume Holds
7675 ~~~~~~~~~~~~~~~~~~~~~~
7677 Holds can be placed using the Place Hold link in the search results view
7678 or on the title details page. Using either of these links means that any
7679 copy attached to the record will fill your hold. This is generally the
7680 best method when requesting a book, as your hold will be filled by any
7681 copy of the title record you are viewing.
7683 If you want a specific issue of a magazine or a specific DVD in a set,
7684 you can select to place a Volume hold in the item details view just
7687 If you are not already logged into your account you will be prompted to
7690 If your library is multi-branch or participates in reciprocal borrowing
7691 you can chose your pickup location.
7693 You may choose to be notified by phone, text message, or email. The
7694 phone number set up and email in your account will automatically show
7695 up. If you select the Yes, by phone or Yes, by textcheckbox, you can
7696 supply a different phone number for this hold only. The notification
7697 method will be selected automatically if you have set it up in your
7698 account preferences. However, you may choose your method on this screen,
7699 overriding any default set up in your account.
7701 Once you have clicked Submit a message will appear confirming your hold
7702 was sucessfully placed or indicating that your hold could not be placed.
7704 You can view and cancel a hold at anytime. Before your hold is captured,
7705 which means an item has been held waiting for you to pick it up, you can
7706 edit, suspend or activate it. You need to log into your account to do
7709 [[opac-catalogue-search-results-metahold]]
7710 Placing Holds on Multiple Records of the Same Title
7711 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
7713 If you've selected Group by Formats and Edition when doing a search, you
7714 may place a hold on multiple records of the title but of different
7715 formats or editions by clicking Place Hold to the right of the meta
7718 You may select the acceptable formats on the placing hold screen.
7724 You can access information about your account from any page in the
7725 Evergreen catalogue by selecting the My Account link at the top right of
7726 the page. Your account information includes contact information, items
7727 you have checked out or on hold, fines, account preferences, note left
7728 by the library (if any) and lists, a place for you to keep reading lists
7729 or other lists of items. Each of the sections in the My Accountarea is
7730 described in this chapter.
7732 [[opac-account-logging-into-your-account]]
7733 Logging into Your Account
7734 ~~~~~~~~~~~~~~~~~~~~~~~~~
7736 Click on the My Accountlink on any search page.
7738 Enter your username or your library barcode.
7740 If this is your first time logging in, your username will be your
7741 library card number. You have the option to change your username on the
7742 Account Preferences screen.
7744 Enter your password.
7746 You should have been given a password when you received your library
7749 ________________________________________________________________________________________________________________________________________________________________________________
7752 If you do not have or cannot recall your password please contact your
7753 local library to have the password reset or use the
7754 link:#opac-forgot-password[Forgot Your Password] link.
7755 ________________________________________________________________________________________________________________________________________________________________________________
7757 Click on the Login button.
7759 [[opac-forgot-password]]
7760 Resetting Your Password
7761 ~~~~~~~~~~~~~~~~~~~~~~~
7763 https://www.youtube.com/watch?v=L03pBsN5u0c[*Sitka Snippet Video -
7764 Password Reset (1:20)*]
7766 If you have an email address recorded in your library account you can
7767 use the Forgot Your Password? link in the event that you forget your
7770 Click on the Forgot Your Password? link.
7772 Enter your username or barcode into the appropriate field. Note you must
7773 enter only one value, this is an either or choice, as some people only
7774 use their barcode to access their account, while others only ever use a
7779 Check your email account for the Library Account Password Reset Request
7782 ________________________________________
7785 Reset emails are sent every two minutes.
7786 ________________________________________
7788 Open the link provided in the Library Account Password Reset Request
7791 Enter your new password in the password reset form in the browser.
7793 You must enter the password twice to ensure that you do not make a
7794 mistake. If the passwords match, you will then be able to log in to your
7795 library account with the new password.
7797 __________________________________________________________________________________________________________________________________________________________________
7800 Please contact your local library if you do not receive the Library
7801 Account Password Reset Request email or if you continue to be unable to
7802 login to your account.
7803 __________________________________________________________________________________________________________________________________________________________________
7805 [[opac-account-summary]]
7809 The default view when you login to your account is the Account Summary
7810 page. This view gives you an overview of items checked out, items on
7811 hold and any fines you may have. You can access any of these screens by
7812 clicking on relevant tab.
7814 image:media/opac-account-1.png[image,scaledwidth=100.0%]
7816 If your library subscribes to Overdrive addtional information will
7819 image:media/opac-account-2.png[image,scaledwidth=100.0%]
7821 [[opac-account-preferences]]
7825 Select the Account Preferences tab at the top of the My Account area to
7826 access your preferences.
7828 You can change the username and password that you use to log in to your
7829 library account as well as the email address the library uses to contact
7830 you in the Personal Information tab by clicking the Change link next to
7833 image:media/opac-account-preferences-1.png[image,scaledwidth=100.0%]
7835 Depending on your library's policy, you may request a change to your
7836 address by submitting a new address in your account. Library staff will
7837 verify it and update your account.
7839 If you need to make a change to other information, such as your phone
7840 number, please see the library staff.
7842 The Notification Preferences tab is where you set your preferences for
7843 holds notification. You can choose to be contacted by email, phone or
7846 This is also where you can opt-out of receiving courtesy and overdue
7847 email notices using the Receive Overdue and Courtesy Emails setting.
7849 ____________________________________________________________________________________________________________________________________________________________________________________________
7852 Un-checking this box means your library will not send you any emails for
7853 items coming due or overdue. You are still responsible for returning
7854 items on time and paying any applicable fines.
7855 ____________________________________________________________________________________________________________________________________________________________________________________________
7857 image:media/opac-account-preferences-2.png[image,scaledwidth=100.0%]
7859 The Search and History Preferences tab allows you to configure how many
7860 search results are displayed per page on your catalogue searches, your
7861 preferred pick up location if a member of a multi branch library,
7862 whether you want to keep a history of your check outs and holds, and who
7863 you allow to use your library account on your behalf. The check out and
7864 holds history is not retroactive, it takes effect once you choose to
7865 retain your history. You may also choose to disable a warning about
7866 adding items to a temporary list.
7868 [[opac-message-center]]
7872 https://www.youtube.com/watch?v=4BBH95Xppgs[*Sitka Snippet Video -
7873 Patron Message Center (1:35)*]
7875 Select the Messages tab at the top of the My Account area to display any
7876 messages library staff have added to your account.
7878 image:media/opac-messages-1.png[image,scaledwidth=100.0%]
7880 An indicator will also appear in the upper right corner when you have
7883 image:media/opac-messages-2.png[image,scaledwidth=100.0%]
7885 You can set messages to read or unread, or delete them by selecting the
7886 message(s) and then choosing the desired action from the Action for
7887 selected messages menu and clicking Go.
7889 Unread messages appear with the subject bolded. Click on the subject to
7892 image:media/opac-messages-3.png[image,scaledwidth=100.0%]
7894 [[opac-account-items-checked-out]]
7898 Select the Items Checked Outtab at the top of the My Account area to
7899 display all of the items you currently have checked out.
7901 You can sort the list by Title, Author, Renewals Left, Due Date,
7902 Barcode, or Call number by clicking on the blue text. The first click
7903 sorts the list ascending, a second click sorts the list descending, and
7904 a third click returns the list to its orginal order.
7906 If you wish to renew items select the items you wish to renew and click
7907 Go beside Renew Selected Titles.
7909 Select the Check Out History tab to display a list of items that you
7910 have previously checked out.
7912 _________________________________________________________________________________________________
7915 Check out history will only display if it has been enabled in your
7916 Search and History Preferences
7917 _________________________________________________________________________________________________
7919 You can sort the list by Title, Author, Checkout Date, Due Date, Date
7920 Returned, Barcode, or Call number by clicking on the blue text. The
7921 first click sorts the list ascending, a second click sorts the list
7922 descending, and a third click returns the list to its orginal order.
7924 If you wish to delete individual titles from the list select the items
7925 you wish to delete and click Go beside Delete Selected Titles.
7927 [[opac-account-holds]]
7931 Select the Holdstab to display a list of items you have holds (reserves)
7934 You can sort the list by Title, Author, and Format by clicking on the
7935 blue text. The first click sorts the list ascending, a second click
7936 sorts the list descending, and a third click returns the list to its
7939 You can use the checkbox beside each hold to select the hold and the
7940 Action for selected holds dropdown list to suspend, activate, or cancel
7941 the selected holds. You may set an activation date when you suspend your
7942 hold or leave the date blank and manually activate it later. A suspended
7943 hold will not lose its hold queue position.
7945 The Active column shows whether your hold is currently active.
7947 The Status column shows whether or not your hold is currently available
7950 _____________________________________________________________________________________________________________________________________________________________________________
7953 Your position in the hold queue is indicated by the first number in the
7954 status column. For example "3 holds on 1 circulating copy" indicates you
7955 are third in the hold queue.
7956 _____________________________________________________________________________________________________________________________________________________________________________
7958 Clicking the Edit link will bring you to the hold editing screen, where
7959 you may suspend the hold, if not already captured, or change the
7960 activation date or cancellation date. If your library has multiple
7961 branches you may also change the pick up location.
7963 Select the Holds History tab to display a list of items that you have
7964 previously had on hold.
7966 ______________________________________________________________________________________________
7969 Holds history will only display if it has been enabled in your Search
7970 and History Preferences.
7971 ______________________________________________________________________________________________
7973 [[opac-account-fines]]
7977 The Fines and Payments tab, at bottom of the Account Summary screen,
7978 displays any fines or fees that you have accrued and the payments you
7979 have made. You can pay your fines at the library.
7981 [[opac-account-my-lists]]
7985 The My Lists section allows you to create, edit, share, and remove lists
7988 Lists are lists of items that can be used for a number of purposes. For
7989 example, you can use lists to keep track of what books you have read, if
7990 you have not chosen to retain your checkout history, books you would
7991 like to read, to maintain a class reading list, to maintain a reading
7992 list for a book club, to keep a list of books you would like for your
7993 birthday, etc. There are an unlimited number of uses.
7995 You can see the lists you have created in the My Lists section of the My
7998 Best practice is to log in to your account and create a list. Select the
7999 My Lists tab at the top of the My Account area. In the My Account area,
8000 click on My Lists. In the Create New List section, enter a name for your
8001 list into the text box. You may also enter an optional description.
8002 Decide if you would like to share the contents of the list with other
8003 users, and click the Submit button.
8005 You can also create a temporary list from search results.
8007 If you are logged into your account, hover over Add to my list and
8008 select Temporary List.
8010 If you are not logged into your account click on Add to my list.
8012 A warning will appear indicating that you are adding to a temporary
8015 A number of actions can be performed on saved lists from within the My
8018 *Lists can be shared:*
8020 By default, all lists are private, and you must explicitly instruct the
8021 system to allow others to view the contents of a list by clicking Share
8022 beside the list name.
8024 You can give the address (URL) of your list to anyone you want to share
8025 it with. In the My Listssection there is a HTML View link for every
8026 shared list. Click on that link and bookmark the resulting web page page
8027 in your browser or copy and paste the address (URL) to share your list
8030 You can un-share a list by clicking Hide.
8032 *Lists can be deleted:*
8034 If you no longer need a list you can delete it by clicking Delete List.
8036 *Lists can be downloaded:*
8038 You can export your list to a comma delimited file by selecting Download
8039 CSV and following your computer's prompts to save the file on your
8042 Log in to the online catalogue by clicking the My Account button. Search
8043 the catalogue for the item you would like to add to your list. Hover
8044 over Add to my list and select the list you would like to add the item
8047 _____________________________________________________________________________________________________
8050 If you select a default list in the My List section that list will
8051 appear first in the list of lists.
8052 _____________________________________________________________________________________________________
8054 You can also move items from a temporary list to a permanent list by
8055 selecting the titles in the temporary list and then clicking on the
8056 drop-down menu labeled Actions for these items and making the
8059 In your account, select the My Lists tab. Click on the name of the list
8060 you would like to remove the item from. The items in the list will
8061 appear. Select the item you would like to remove from the list, click on
8062 Actions for these items, select Remove from list and click Go.
8064 You can place a hold on an item from your list by selecting the item,
8065 and choosing Place hold in the Actions for these items menu.
8067 You can annotate your lists by using the Notes feature. Click on one of
8068 your lists to open it and display the contents. A Notes column will
8069 appear, with an Edit hyperlink beside it. Click Edit, enter your note
8070 and click Save Notes. Your note will display in your view of your list.
8071 If the list is shared, the note will also display in title record on the
8072 webpage used to access your shared list.
8074 image:media/opac-my-lists-10.png[image,scaledwidth=100.0%]
8077 Integrated Electronic Resources
8078 -------------------------------
8080 Electronic resources are usually hosted by separate suppliers outside
8081 the library. Most of these resources have records in the library
8082 catalogue. Links leading to the suppliers' website are provided in these
8083 records. Some electronic resources can be integrated into the library
8084 catalogue, which allows users not only to view the records, but also to
8085 borrow and place holds on the resources on the library catalogue
8086 directly. Currently e-books and e-audio books from OverDrive are
8087 integrated. Users can borrow or place holds on these e-resources, and
8088 view their borrowed or on-hold items in their library account.
8090 When your search result includes an integrated e-book or e-audiobook
8091 from OverDrive, you may see the record is marked as electronic resource
8092 with a link going to the supplier's website.You will see two columns for
8093 Available Formats and Status. You may also see Place Hold on
8094 E-book/E-audiobook, or Check Out E-book/E-audiobook, depending on
8095 whether there is an available copy, instead of the Place Hold option on
8096 the right hand side of the results list.
8098 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
8101 If you have already logged into your account when you do a search, you
8102 may see Go to E-items on Hold in a title on which you have placed a hold
8103 or Go to E-items Checked Out in a title already checked out to you.
8104 Clicking those links takes you to your account to view those items.
8105 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
8107 [[opac-check-out-eresource]]
8108 Checking Out E-resources
8109 ~~~~~~~~~~~~~~~~~~~~~~~~
8111 If there is an available copy under a title, you can click on Check Out
8112 E-book/E-audiobook on the search result list or record details screen.
8114 You will be prompted to log in with your library account, if you have
8115 not already done so.
8117 After logging in, click on the E-Items Checked Out tab in My Account.
8118 Click the Check Out button.
8120 Choose a format type and click Check out on the prompt. A successful
8121 message will be displayed which will be closed automatically. Click the
8122 Download button in the Formats column to download it.
8124 image:media/eresource-3.png[image,scaledwidth=100.0%]
8126 The current E-items Checked Out screen is displayed with the due
8129 image:media/eresource-4.png[image,scaledwidth=100.0%]
8131 [[opac-eresource-hold]]
8132 Placing Holds on E-resources
8133 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~
8135 If all copies under a title are checked out, you will see a Place Hold
8136 on E-book/E-audiobook link on the result list or record details screen.
8138 image:media/eresource-5a.png[image,scaledwidth=100.0%]
8140 You will be prompted to log in with your library account, if you have
8141 not already done so.
8143 After logging in, you will be directed to the following screen.
8145 Click Place Hold and enter your email address. This address will be kept
8146 in the hold record at OverDrive separate from your library account. If
8147 you wish to use another email account to receive notification after
8148 holds have been placed, you need to update it in every pending hold.
8149 Click Place Hold again. Once the hold is placed you will receive a
8150 confirmation message and the E-items on hold screen will be displayed.
8152 [[opac-eresource-myacct]]
8153 Checked out and On Hold E-resources in My Account
8154 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
8156 You may view e-resources currently checked out to or on hold for you
8157 after you log into your account. The summary is displayed at top right
8160 Click the E-items Checked Out tab to view the titles you have checked
8161 out and download a copy from there.
8163 Click the E-items on Hold tab to cancel an unwanted hold, check out a
8164 ready-for-pickup hold or suspend a pending hold. Just click the
8165 respective buttons and follow the on screen prompts.
8167 When suspending a hold, you have the option to suspend it for a limited
8168 period or indefinitely until you activate it again.
8170 If you wish to update the email address for hold notifications, you need
8171 to do it on OverDrive's website. Click Link to OverDrive Account to
8172 Change Preferences to access those settings.
8174 _______________________________________________________________________________________________________________________________________________________________
8177 OverDrive allows users to keep some preference settings, such as
8178 preferred loan period. These preferences can be set up or updated on
8179 OverDrive's website only.
8180 _______________________________________________________________________________________________________________________________________________________________
8182 [[opac-mobileaccount]]
8186 The Mobile PAC is designed for users with mobile or smaller screen
8187 devices (eg. smart phones, tablets) as well as for users with dial-up or
8188 slower connections. You can search the catalogue using the Mobile PAC as
8189 well as log into Your Account to manage items checked out, items on
8190 hold, and fines. You can also place holds using the Mobile Catalogue. A
8191 link called Mobile Catalogue at the bottom of the catalogue provides
8192 access to the Mobile PAC.
8194 [[opac-searching-the-mobile-pac]]
8195 Searching the Mobile PAC
8196 ~~~~~~~~~~~~~~~~~~~~~~~~
8198 Click on the Mobile Cataloguelink at the bottom of the OPAC.
8200 The Mobile PAC provides a search box with a drop down to choose the
8201 desired index to search: keyword, title, author, subject or series.
8203 Enter your search term. You can also set your search parameters such as
8204 library or branch, availability, format, and sorting. Click on
8205 Searchafter you have entered your search term(s).
8207 The search result screen shows the search results including
8208 availability, location, call number and cover images when available.
8210 Click on the title for more detailed information and to place a hold on
8213 [[opac-mobilepac-account-information]]
8214 Mobile PAC Account Information
8215 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
8217 Choose Log in to see account details at top of the page to log into your
8220 Login in with username (or barcode) and password.
8222 You can work in 4 views: fines owing, items checked out including a
8223 summary of overdue items, holds placed, and search the catalogue.
8224 Clicking on any of the tabs will expand the view. In the expanded view
8225 of items checked out you can renew items, and in the expanded view of
8226 holds you can cancel or suspend holds.
8228 [[report-introduction]]
8232 Only users with reporting permissions (granted by Sitka Support on
8233 libraries' request) can access the Reports interface, but the output can
8234 be visible to all staff accounts. Any staff requesting reporting
8235 permissions must sign and submit the Reporter Privacy Agreement see
8236 https://bc.libraries.coop/support/sitka/reporter-privacy-waiver/
8238 The Reports interface is accessed from the Admin menu, under Local
8239 Administration > Reports.
8241 Screenshot of Admin menu
8243 Reports are owned by the account used to create them, though the owner
8244 can allow other people to view and copy (template only) them if he/she
8245 shares them with other staff in the library, other libraries in the
8246 federation, or the whole Sitka Consortium.
8248 Evergreen has very powerful reporting functionalities. It is possible to
8249 report on almost every field in every table in the database. Connections
8250 between tables are pre-made on the Reports interface. Some views are
8251 also provided to group together records meeting certain conditions. For
8252 details refer to link:#report-database[Commonly used tables and views in
8253 Evergreen Database].
8255 The ultimate goal of reporting is finding the records in the database
8256 which meet the requirements. Sometimes the result records are processed
8257 to some extent before they are included in the output, such as counting
8258 and displaying the count of the records found instead of showing the
8259 records themselves. The requirements include two parts: the conditions
8260 used to extract the records and the information to be displayed in the
8263 Evergreen is designed to achieve the above goal by creating a template
8264 first. The template specifies the fields to be displayed in the result
8265 file (Displayed Fields) and the fields on which conditions can be
8266 applied (Filter Fields). For example, in an overdue template, Due Date
8267 in the circulation record should be a filter field so that a date can be
8268 given in order for the reporting program to compare and decide whether a
8269 checkout is overdue; while patron's names may be displayed fields so
8270 that staff may know who has the overdue item. In short, a template
8271 simply contains a list of displayed fields and a list of filter fields.
8272 The template can be used for multiple times. For example, the
8273 afore-mentioned overdue template can be used to run a report to capture
8274 circulation records with Due Date before 2012-01-01. It can also be used
8275 to capture circulations with Due Date before 2012-02-15.
8277 Once a template is ready, the next step is assigning values to the
8278 filter fields, for example, giving 2012-01-01 to the Due Date field.
8279 This process is commonly known as defining a report, or running a report
8280 or setting up a report. The process also schedules the report's run-time
8281 and frequency (one time only or on regularly basis), selects the result
8282 file format(s) and designates output file receivers, if preferred. The
8283 information provided during this step is saved in a file called "Report"
8284 on Evergreen. This file contains the template information and the value
8285 for each filter. Unfortunately, most of these contents are neither
8286 viewable nor editable after the file is saved.
8288 When a report starts to run, the program goes through the database and
8289 gathers the records that meet the conditions into a file in the selected
8290 format(s). This is the Output file that contains the result records.
8292 The three types of files created during the above procedure need to be
8293 kept separately in different folders on the Reports interface. Before
8294 anything, you must create at least one Template, Report, and Output
8295 folder as described in link:#folder[???].
8297 This chapter focuses on the movements on the Reports interface while
8298 demonstrating how to create reports in Evergreen. Once you understand
8299 how to navigate around the Reports interface, you can create your own
8300 reports from scratch or take advantage of Sitka's pre-packaged report
8301 templates. Some background knowledge of Evergreen database and database
8302 terminology are at the end of this chapter.
8308 There are three main components used on the Reports inferface:
8309 Templates, Reports, and Output. Each of these components must be stored
8310 in a folder. Folders can be private (accessible to your login only) or
8311 shared with other staff at your library, other libraries in your
8312 federation, or with the whole Sitka Consortium. It is also possible to
8313 selectively share only certain folders and/or subfolders.
8315 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
8318 A shared subfolder must be created in a shared folder. The sharing scope
8319 of the subfolder should be within the sharing scope of the parent
8320 folder. For example, a subfolder shared with Sitka Consortium should
8321 only be in a parent folder shared with Sitka. It should not be in a
8322 folder shared with your library only. Though creating shared subfolders
8323 in unshared folders or a subfolder with the sharing scope exceeding its
8324 parent's is not blocked by Evergreen, serious consequences will be
8325 caused by such folders. You must be cautious when creating shared
8327 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
8329 There are two parts in the folders pane. The My Folders section contains
8330 folders created with your Evergreen account. Folders that other users
8331 have shared with you appear in the Shared Folders section under the
8332 username of the sharing account. You can only view the contents or clone
8333 the templates in the shared folders, but not make any change in the
8334 shared folders. The cloned template can only be saved into your own
8337 Screenshot of reports interface
8339 [[report-folder-creating]]
8343 Whether you are creating a report from scratch or working from a shared
8344 template you must first create at least one folder.
8346 The steps for creating folders are similar for each reporting function.
8347 It is easier to create folders for templates, reports, and output all at
8348 once at the beginning, though it is possible to do it before each step.
8349 This example demonstrates creating a folder for a template.
8351 Click on Templates in the My Folders section.
8353 Screenshot of staff client report interface
8355 Name the folder. Select Share or Do not share from the dropdown menu.
8357 Screenshot of staff client report interface
8359 If you want to share your folder, select who you want to share this
8360 folder with from the dropdown menu.
8362 Screenshot of staff client report interface
8364 Click Create Sub Folder, and then OK on the confirmation prompt.
8366 Screenshot of staff client report interface
8368 Next, create a folder for the report definition to be saved to. Click on
8371 Screenshot of staff client report interface
8373 Repeat steps 2-5 to create a Reports folder also called Circulation.
8375 Finally, you need to create a folder for the report’s output to be saved
8376 in. Click on Output.
8378 Screenshot of staff client report interface
8380 Repeat steps 2-5 to create an Output folder named Circulation.
8382 __________________________________________________________________________________________________________________________________
8385 Using a parallel naming scheme for folders in Templates, Reports, and
8386 Output helps keep your reports organized and easier to find.
8387 __________________________________________________________________________________________________________________________________
8389 The folders you have just created, will now be visible by clicking the
8390 arrows in My Folders. Bracketed after the folder name, is the name of
8391 with whom the folder is shared. For example, Circulation (BNCLF) is
8392 shared with the North Coast Library Federation. If it is not a shared
8393 folder, there will be nothing after the folder name. You may create as
8394 many folders and sub-folders as you like.
8396 Screenshot of staff client report interface
8398 [[report-managing-folder]]
8402 Once a folder has been created, you can change the name, delete it,
8403 create a new subfolder, or change the sharing settings. This example
8404 demonstrates changing a folder name; the other choices follow similar
8407 Click on the folder that you wish to rename.
8409 Screenshot of staff client report interface
8411 Click Manage Folder.
8413 Screenshot of staff client report interface
8415 Select Change folder name from the dropdown menu and click Go.
8417 Screenshot of staff client report interface
8419 Enter the new name and click Submit
8421 Screenshot of staff client report interface
8425 Screenshot of staff client report interface
8427 You will get a confirmation box that the Action Succeeded. Click OK.
8429 Screenshot of staff client report interface
8435 Once the folders are ready, you can create or clone a template.
8436 Templates allow you to run a report more than once, without building it
8437 anew every time by changing definitions (such as values for the filters)
8438 to suit current requirements. For example, a template counting patrons
8439 with a registration date within a time frame can be used to find out the
8440 number of patrons registered within the last month or the last ten days.
8441 Another example is a shared template that reports on circulation
8442 statistics at a given library. This can be used by other libraries by
8443 selecting their own library as the circulating library when they run the
8446 Creating a template is complex. It requires some understanding of the
8447 Evergreen database and how Evergreen handles various records when
8448 performing tasks on the staff client. You may refer to the last section
8449 of this chapter for some background knowledge. Bear in mind, that a
8450 template includes a list of displayed fields, the information you will
8451 see in the result, and a list of filter fields which enables you to set
8452 up the conditions for your target records. Generally you do not record
8453 your conditions in the template. For example, in an overdue template,
8454 you do not record 2012-01-01 as the due date. Instead, you just make the
8455 Due Date field in the circulation record as a filter field. When setting
8456 up the report with this template, you will be given the chance to put in
8457 2012-01-01 as the due date.
8459 It can be useful to plan out your report on paper before getting started
8460 with the reporting tool. The first thing to decide is the source table.
8461 You can choose only one starting source table for each template. If you
8462 need information from other tables, follow the link in the source table
8463 to those tables. Grouping together related fields and identifying the
8464 key fields will help you select the correct __source__.
8466 We will take a report on circulation statistics as an example to show
8467 you how to create the template. In circulation statistic reports,
8468 libraries usually want to know how many circulations were done within a
8469 selected time period. When an item is checked out on the staff client, a
8470 record is created in the circulation table. You want a count of the
8471 number of circulation records created within the time period. So, the
8472 Circulation table is likely the source with which you want to start.
8474 You may wish to break down the number of circulations by items' shelving
8475 locations to see the circulations by different types of materials (or
8476 the patrons' profile groups). In this case, the count of circulation
8477 records and the shelving location (or patron profile) are the potential
8478 displayed fields. For the filter fields, you need to limit the
8479 circulations done within a time period, so checkout date should be a
8480 filter. You probably want to count the circulations done at your library
8481 only as you are part of a consortium, or for all the branches of your
8482 library system. (In such a case, you may want to see the checkout
8483 library in the result, too.) So, the circulating library will be another
8486 With the above analysis, we will build the template from scratch in the
8487 following section to demonstrate the procedure on the template creating
8490 [[create-template-choosing]]
8491 Choosing Displayed Fields
8492 ~~~~~~~~~~~~~~~~~~~~~~~~~
8494 Click on the My Folder template folder where you want the template to be
8497 Screenshot of staff client report interface
8499 Click on Create a new Template for this folder.
8501 Screenshot of staff client report interface
8503 You can now see the template creating interface. The upper half of the
8504 screen is the Database Source Browser, where you view the available
8505 tables in the database, the fields in each table, and the available
8506 transforms for the selected field. You select fields for your template
8507 here. The lower half is the Template Configuration, which displays your
8508 selected Displayed Fields and Base Filters and/or Aggregate Filters in
8511 We will select the displayed fields for our template first. So make sure
8512 Displayed Fields is selected.
8514 The top left hand pane contains the database Sources drop-down list.
8515 This is the list of tables available as a starting point for your
8516 template. Commonly used sources are Circulation (contains circulation
8517 records that may be used for circulation statistics and overdue
8518 reports), ILS User (contains patron records that may be used for patron
8519 reports), and Item (contains copy records that may be used for reports
8520 on collection or items with special status).
8522 Screenshot of staff client report interface
8524 The Enable source nullability checkbox below the sources list is for
8525 specifying the join type between linked source tables. In most cases, it
8526 should be left unchecked by default. See
8527 link:#report-evergreen-database-nullability[for how to use Enable source
8528 nullability checkbox.]
8530 The relationship between tables can be found by displaying Relationship
8531 field (using the Column Picker) in the low Source Specifier pane.
8533 Select Circulation in the Sources dropdown menu. Note that the Core
8534 Sources for reporting are listed first, however it is possible to access
8535 all available sources at the bottom of this dropdown menu.
8537 Screenshot of staff client report interface
8539 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
8542 One template can have only one starting source table. If you need
8543 information from other tables you should follow the links made by the
8544 Reports interface to those tables. The reporting program can not put two
8545 pieces of isolated information together into one record in the result.
8546 When you change a starting table all your existing selected fields will
8548 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
8550 Click on Circulation to retrieve all the fields and links, which will be
8551 displayed in the middle pane. The Field Name column contains the label
8552 of each field. The Data Type column shows what type of data is in the
8553 field. For details of data type see link:#template-terminology[Template
8554 Terminology]. Note that the Source Specifier (above the middle and right
8555 panes) shows the path that you took to get to the specific field.
8557 Screenshot of staff client report interface
8559 When you select a field in the middle pane, the available data
8560 transforms of the selected field are displayed in the right pane.
8561 Transforms specify how data should be processed before they are
8562 displayed/compared. Refer to link:#template-terminology[Template
8563 Terminology] for details of Transforms for each data type.
8565 For our example template, select Circ ID in the middle Field Name pane,
8566 and Count Distinct from the right Field Transform pane. You are counting
8567 the number of circulation records.
8569 Screenshot of staff client report interface
8571 Click Add Selected Fields underneath the Field Transform pane to add
8572 this field to your report output. Note that Circ ID now shows up in the
8573 bottom left hand pane under the Displayed Fields tab.
8575 Screenshot of staff client report interface
8577 Circ ID will be the column header in the report output. You can rename
8578 default display names to something more meaningful. To do so in this
8579 example, select the Circ ID row and click Alter Display Header.
8581 Screenshot of staff client report interface
8583 Double-clicking on the displayed field name is a shortcut to altering
8586 Type in the new column header name, for example _Circ count_ and click
8589 Screenshot of staff client report interface
8591 Add other data to your report by going back to the Sources pane and
8592 selecting the desired fields. In this example, we are going to add
8593 Circulating Item > Shelving Location to further refine the circulation
8596 In the top left hand Sources pane, expand Circulation. Depending on your
8597 computer you will either click on the + sign or on an arrow to expand
8600 Screenshot of staff client report interface
8602 Click on the + or arrow to expand Circulating Item. Select Shelving
8605 Screenshot of staff client report interface
8607 In the Field Name pane select Name.
8609 Screenshot of staff client report interface
8611 In the upper right Field Transform pane, select Raw Data and click Add
8612 Selected Fields. Use Raw Data when you do not wish to transform field
8615 Screenshot of staff client report interface
8617 Name will appear in the bottom left pane. Select the Name row and click
8618 Alter Display Header.
8620 Screenshot of staff client report interface
8622 Enter a new, more descriptive column header, for example, __Shelving
8623 location__. Click OK.
8625 Screenshot of staff client report interface
8627 Note that the order of rows (top to bottom) will correspond to the order
8628 of columns (left to right) on the final report. The results will be
8629 sorted by the columns in this order, too. Select Shelving location and
8630 click on Move Up to move Shelving location before Circ count. The result
8631 will be sorted by Shelving Location first.
8633 Screenshot of staff client report interface
8635 Return to the Sources pane to add more fields to your template. Under
8636 Sources click Circulation, then select Check Out Date/Time from the
8637 middle Field Name pane.
8639 Screenshot of staff client report interface
8641 Select Year + Month in the right hand Field Transform pane and click Add
8644 Screenshot of staff client report interface
8646 Check Out Date/Time will appear in the Displayed Fields pane. In the
8647 report it will appear as a year and month (YYYY-MM) corresponding to the
8650 Select the Check Out Date/Time row. Click Alter Display Header and
8651 change the column header to __Check out month__.
8653 Screenshot of staff client report interface
8655 Move Check out month to the top of the list using the Move Up button, so
8656 that it will be the first column in an MS Excel spreadsheet. Now, the
8657 report output will sort by the checkout month first, then by shelving
8660 Screenshot of staff client report interface
8662 ________________________________________________________________________________________________________________________________________________________________________
8665 Note the Change Transform button in the bottom left hand pane. It has
8666 the same function as the upper right Field Transform pane for fields
8667 that have already been added.
8669 Screenshot of staff client report interface
8670 ________________________________________________________________________________________________________________________________________________________________________
8672 [[create-template-filters]]
8676 Without filters, all records in the database will be in the result,
8677 which is seldom desired, especially in Sitka's context where libraries
8678 share the same database. So some filters should be applied to keep out
8679 the unwanted records.
8681 The following procedure shows how to add filters to the example
8684 Select the Base Filters tab in the bottom Template Configuration pane.
8686 For this circulation statistics example, select Circulation > Check Out
8687 Date/Time > Year + Month and click on Add Selected Fields. You are going
8688 to filter on the checkout month.
8690 Screenshot of staff client report interface
8692 Select Check Out Date/Time. Click on Change Operator and select In list
8693 from the dropdown menu. This operator allows you to count circulations
8694 done within each month for several months by just one report.
8696 Screenshot of staff client report interface
8698 To filter on the location of the circulation select Circulation >
8699 Circulating library > Raw Data and click on Add Selected Fields.
8701 Screenshot of staff client report interface
8703 Select Circulating Library and click on Change Operator and select
8704 Equals. Note that this is a template, so the value for _Equals_ will be
8705 filled out when you run the report.
8707 Screenshot of staff client report interface
8709 For multi-branch libraries, you would select _Circulating Library_ with
8710 _In list_ as the operator, so you could specify multiple branch(es) when
8713 Refer to link:#template-terminology[Template Terminology] for details of
8714 Transforms and Operators, and Aggregate and Non-aggregate filters.
8716 You may add a hint to the filter, e.g. explaining the function of the
8717 filter, what value is expected when setting up the report, etc. Select
8718 the filter and click Change Field Hint.
8720 Screenshot of staff client report interface
8722 In the above example, we added some instruction on how to fill up the
8723 filter when setting up the report. The hint will show up on the report
8724 creation screen. Below is how it looks like on the report creation
8727 Screenshot of staff client report interface
8729 Once you have configured your template, you must name and save it. Name
8730 this template __Circulations by month for one library__. You can also
8731 add a description. In this example, the title is descriptive enough, so
8732 a description is not necessary. Click Save.
8734 Screenshot of staff client report interface
8738 Screenshot of staff client report interface
8740 You will get a confirmation dialogue box that the template was
8741 successfully saved. Click OK.
8743 Screenshot of staff client report interface
8745 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
8748 The bottom right hand pane is also a source specifier. By selecting one
8749 of these rows you will limit the fields that are visible to the sources
8750 you have specified. This may help to find out the source of the fields,
8751 e.g. a circulating library is from the circulation table or item table.
8752 Use +Ctrl+ +Click+ to select or deselect items.
8753 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
8755 Once a template is saved, it can not be edited anymore. To make changes
8756 you will need to clone it and edit the clone. This will ensure that the
8757 work you have done will not be lost. As mentioned before, creating a
8758 template is complex. The first try seldom gets the perfect result. Your
8759 subsequent changes may not always improve the result. You may need to
8760 refer back to your old version. Make changes step-by-step. Check the
8761 correctness of the result on each step. This may help you to find out
8762 the exact cause of the issue. After you have the desired template, you
8763 may delete all the interim ones.
8765 The above paragaphs described how to create a template from scratch with
8766 a very simple example. You may choose instead to use one of the generic
8767 templates created by the Sitka team to meet common reporting needs (see
8768 link:#shared-template[???]). However, knowing how a template is created
8769 will help you understand the report structure and is recommended as an
8770 introduction to editing template fields and filters.
8773 Generating Reports from Templates
8774 ---------------------------------
8776 Now you are ready to run a report from the template you have created.
8778 Find the template you just created in the Template folder. In the My
8779 Folders section, click the arrow next to Templatesto expand this folder
8780 and select circulation.
8782 Select the box beside Circulations by month for one library. Select
8783 Create a new report from selected templatefrom the dropdown menu. Click
8786 Complete the first part of report settings. Only Report Name
8787 image:../media/1.png[image] and Choose a folder...
8788 image:../media/6.png[image] are required fields.
8790 image:../media/1.png[image] Template Name, Template Creator, and
8791 Template Description are for informational purposes only. They are hard
8792 coded when the template is created. At the report definition stage it is
8793 not possible to change them.
8795 image:../media/2.png[image] Report Name is required. Reports stored in
8796 the same folder must have unique names.
8798 image:../media/3.png[image] Report Description is optional but may help
8799 distinguish among similar reports.
8801 image:../media/4.png[image] Report Columns lists the columns that will
8802 appear in the output. This is derived from the template and cannot be
8803 changed during the report definition.
8805 image:../media/5.png[image] Pivot Label Column and Pivot Data Column are
8806 optional. Pivot tables are a different way to view data. If you
8807 currently use pivot tables in MS Excel it is better to select an Excel
8808 output and continue using pivot tables in Excel. Please note that Pivot
8809 tables are suitable to some result data only.
8811 image:../media/6.png[image] You must choose a report folder to store
8812 this report definition. Only report folders under My Folders are
8813 available. Click on the desired folder to select it.
8815 Select values for the Circulation > Check Out Date/Time. Use the
8816 calendar widget or manually enter the desired dates (always in YYYY-MM
8817 or YYYY-MM-DD format), then click Add to include the date on the list.
8818 You may add multiple dates with an InList operator by repeating the
8821 The Transform for this field is Year + Month, so even if you choose a
8822 specific date (2009-10-20) it will appear as the corresponding month
8825 Select a value for the Circulating Library.
8827 Complete the bottom portion of the report definition interface, then
8830 image:../media/1.png[image] Select one or more output formats. In this
8831 example the report output will be available as an Excel spreadsheet, an
8832 HTML table (for display in the staff client or browser), and as a bar
8833 chart. Please note that charts are suitable to some result data only.
8835 image:../media/2.png[image] If you want the report to be recurring,
8836 check the box and select the Recurrence Interval as described in
8837 link:#recurring-report[Recurring Reports]. In this example, as this is
8838 a report that will only be run once, the Recurring Report box is not
8841 image:../media/3.png[image] Select Run as soon as possible for immediate
8842 output. It is also possible to set up reports that run automatically in
8845 image:../media/4.png[image] It is optional to fill out an email address
8846 where a completion notice can be sent. The email will contain a link to
8847 a password-protected report output (staff login required). If you have
8848 an email address in your Local System Administrator account, it will
8849 automatically appear in the email notification box. However, you can
8850 enter a different email address or multiple addresses separated by
8853 image:../media/5.png[image] Select a folder for the report's output.
8855 You will get a confirmation dialogue box that the Action Succeeded.
8858 Once saved, reports stay there forever unless you delete them. When a
8859 report is deleted all the linked output files will be deleted, too.
8861 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
8864 With version 2.8, report files are viewable and editable. You may view
8865 the contents of a report. You can generate a new report based on the
8866 past report file or re-schedule a recurring report. See
8867 link:#edit-report[Viewing/Editing/Rescheduling Reports] for details.
8868 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
8870 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
8873 The required value for filters should be in a format corresponding to
8874 the data transform. For example, for a call number field transformed to
8875 First Continuous Non-space string, you need to put in the call number
8876 prefix; for a field transformed to Count you need to give an integer.
8877 See link:#create-template-transforms[Template Terminolgoy] section for
8878 more on Data Transforms.
8880 Action corresponds to Operator used for filter fields. It specifies how
8881 the given value will be compared with the field value. See
8882 link:#create-template-operators[Template Terminolgoy] section for more
8885 When creating a report, you may disable an unwanted filter in the
8886 template by choosing an appropriate value for it. For example, if a
8887 template lists items created within a time frame, specify a time frame
8888 between "1900-01-01" and "today" to cover the whole collection; select
8889 all copy statuses on the list to bypass the filter on item status.
8891 If the calendar widget is not provided for a date filter, key in the
8892 date in format yyyy-mm-dd.
8893 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
8896 Viewing Report Output
8897 ---------------------
8899 Once a report is finished, the output is stored in the specified Output
8900 folder and will remain there until manually deleted. Evergreen sends an
8901 email with a link to the output if an email address(s) is supplied when
8902 the report was set up.
8904 To view the report output in the staff client, open the reports
8905 interface from Admin (-) > Local Administration > Reports
8907 Click on Output to expand the folder. Select Circulation (where you just
8908 saved the __circulation report output__).
8910 View report output is the default selection in the dropdown menu. Select
8911 Recurring Monthly Circ by Location by clicking the checkbox and click
8914 Click on the report name in blue colour, you will see the template name
8915 and report description field.
8917 A new tab will open for the report output. Select either Tabular Output
8918 or Excel Output. If Bar Charts was selected during report definition the
8919 chart will also appear.
8921 Tabular output looks like this:
8923 If you want to manipulate, filter or graph this data, Excel output would
8924 be more useful. Excel output looks like this in Excel:
8926 [[recurring-report]]
8927 Running Recurring Reports
8928 -------------------------
8930 Recurring reports are a useful way to save time by scheduling reports
8931 that you run on a regular basis, such as monthly circulation and monthly
8932 patron registration statistics. When you have set up a report to run on
8933 a monthly basis, you may request an email informing you that the report
8934 has successfully run. You can click on the link in the email that will
8935 take you directly to the report output. You can also access the output
8936 through the Reports interface as described in link:#view-output[???].
8938 To set up a monthly recurring report, follow the procedure in
8939 link:#generate-report[Generating Reports from Templates] but make the
8940 changes described below.
8942 Select the Recurring Report check-box and set the recurrence interval to
8945 Do not select Run ASAP. Instead schedule the report to run early on the
8946 first day of the next month. Enter the date in YYYY-MM-DD format.
8948 Ensure there is an email address to receive completion emails. You will
8949 receive an email completion notice each month when the output is ready.
8951 Select a folder for the report’s output.
8953 Click Save Report. .
8955 You will get a confirmation dialogue box that the Action Succeeded.
8958 With the above settings, you will get an email on the first day of each
8959 month with a link to the report output. By clicking this link it will
8960 open the output in a web browser. It is still possible to login to the
8961 staff client and access the output in Output folder.
8963 *Always use 'relative date' for recurring reports.*
8965 Date is a filter on nearly every template. When setting up a recurring
8966 report, always choose Relative Date, instead of Real Date for any date
8967 filter on the report creating screen. When using relative date the
8968 actual date will be calculated when the report runs. Unlike a real date,
8969 the actual value of relative date is adjusted according to the run time.
8970 For example, if the report runs at 2012-10-10 23:00, a relative date
8971 transformed to YYYY-MM of "1 month ago" will be Sept, 2012; while a
8972 relative date transformed to YYYY-MM-DD of '1 day ago" will be
8973 2012-10-09. When it runs at 2012-11-10 23:00 "1 month ago", it will be
8974 Oct, 2012, while "1 day ago" will be 2012-11-09. The date goes by
8975 calendar day or month.
8977 *How to stop an existing recurring report?.*
8979 To stop a recurring report, you may delete the pending output from
8980 Pending area in Output folder. You may also delete the report from
8981 Report folder. But deleting the report will delete all the output files
8982 generated by it, too.
8984 *How to make changes to an existing recurring report?.*
8986 Sometimes you may wish to make changes to a recurring report, e.g. the
8987 recurrence interval, generation date, email address to receive
8988 completion email, output format/folder or even filter values (such as
8989 the number of days overdue). You may do it by editing the report. See
8990 link:#edit-report[Viewing/Editing/Rescheduling Reports] for details.
8992 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
8995 Report running interval should correspond to the date filter. For
8996 example, if the template filters on a date instead of month, a recurring
8997 report running with a monthly interval may miss a day or capture an
8998 extra day's data. So it works better if the filter can be transformed to
9001 Schedule your monthly report to run early next month, but not at the end
9002 of the current month.
9004 Once you have been on Evergreen for a year, you can set up your
9005 recurring monthly reports to show comparative data from one year ago. To
9006 do this select relative dates of 1 month ago and 13 months ago.
9007 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
9010 Viewing/Editing/Rescheduling Reports
9011 ------------------------------------
9013 You may view or edit an existing report to change the values for
9014 filters, run-time, email reminder recipient, recurring interval, etc.
9015 With this function, you may generate a new report by editing and saving
9016 the report with a new name; change the condition or email reminder
9017 recipient of a recurring report; reschedule the run-time or
9018 run-frequency of a recurring report. For example, you may reschedule a
9019 recurring report to run on Mondays, instead of Thursdays.
9021 You may edit a report in Reports or Output folder.
9023 To view or edit a report in Reports folder, go to Reports folder to find
9024 the report that you wish to view/edit. Click View or Edit in the Edit
9025 column. We choose Edit in this example.
9027 To edit a report in Output folder, go to Output to find the report.
9028 Click the report name. The details of the report show up in the line
9031 The report is loaded on the report creation screen, where you make the
9034 To create a new report, you need to enter a new report name. Click Save
9035 As New at the bottom after finishing the editing. You can choose to
9036 create a one time or a recurring report.
9038 To modify an existing recurring report, click Save Report after
9039 finishing the editing. Note that Evergreen will update the pending
9040 output only. The existing output will remain as is.
9042 It is not possible to modify a completed one-time report. You need to
9043 enter a new report name and save it as a new report.
9045 When choosing View a report on the above two screens, the report will be
9046 displayed in non-editable mode.
9049 Shared Templates in SITKA_templates
9050 -----------------------------------
9052 The Sitka support team has created generic templates for commonly
9053 requested reports and shared them under the SITKA_templates folder. This
9054 chapter describes how to make local copies of these templates for
9055 routine reports or as a starting point for customization. When creating
9056 a new template it is a good idea to review the shared templates first:
9057 even if the exact template you need does not exist, it is often faster
9058 to modify an existing template than to build a brand new one. Reporter
9059 permissions are required to clone templates from the Shared Folders
9060 section and save them to My Folders.
9062 [[shared-SITKA-templates]]
9063 What's in SITKA_templates
9064 ~~~~~~~~~~~~~~~~~~~~~~~~~
9066 The Sitka support team uses a dedicated staff account, SITKA_templates,
9067 to share ready-to-use templates. Below is what a Local System
9068 Administrator can see after going to the Reports interface, then follow
9069 the path to Shared Folders, click the arrow (or + sign) in front of
9070 Templates, and then SITKA_templates.
9072 From Acquisitions to Typical Week Stats are the subfolders containing
9073 various templates. Templates using the same source table are usually
9074 grouped together under one subfolder. These templates are created based
9075 on the anticipation that most libraries may need such reports. The
9076 Support Team tends to make these templates generic, which means they
9077 contain more information. Individual libraries may have slightly
9078 different requirements. You can remove the unwanted information when
9079 cloning the templates or choose appropriate values for some filters to
9080 disable them. These templates are usually referred to as Sitka standard
9083 The following is a guideline of the templates for various kinds of
9084 reports. Please note that the Support Team regularly maintains the
9085 templates. The list below may not be the latest.
9089 Find overdue reports in Circulation folder. There are templates
9090 capturing checkouts with due date within a selected time frame for all
9091 patrons or those without email address (phone list) or the due date is
9092 before a selected date. You may use these templates to set up your
9093 overdue reports capturing items which are at a certain number of days
9096 *Circulation statistics reports.*
9098 These templates are in Circulation folder. The regular circulation
9099 statistics can be grouped by various criteria: patron's home library,
9100 profile and/or stat cat; items' owning library and/or shelving location.
9101 There are two sets of templates: one set limit the circulation period by
9102 selected dates; the other selected month(s). The latter are for monthly
9105 Other circulation statistics related templates are:
9107 * non-catalogued circulation count
9108 * pre-catalogued circulation count
9109 * pre-catalogued circulation count for items with dummy title prefix of
9110 "ILL:" (ILL statistics via pre-catalogued circulation)
9112 * in-house use count for non-catalouged items
9113 * in-house use count for catalogued items
9114 * in-house use count per title
9116 Other circulation related templates are:
9118 * lost and paid item list
9119 * lost with outstanding bills item list
9120 * claimed returned item list
9122 *Reports on collection.*
9124 These templates are in Holdings folder. You will find templates counting
9125 items or titles of your whole collection or catalogued within the
9126 selected time period (new title/items statistics). The numbers are
9127 grouped by shelving location and/or circulation modidfier.
9129 Another group of templates in Holdings folder are item/title lists for
9130 items meeting various criteria: having selected shelving location(s)
9131 and/or circulation modifier(s), copy stat cat, barcode prefix, call
9132 number prefix or within a call number range; or being catalogued (new
9133 title/item list), marked missing, lost or deleted within selected time
9136 In this folder, you will also find templates listing pre-catalogued
9137 items and items with certain circulation history (items with fewer
9138 circulation count for weeding report or more circulation count for
9139 popular title/item report).
9143 All patron reports are in Patrons folder. You may find templates
9144 counting patrons by profile group and/or patron stat cat, registered or
9145 expired/expring within a selected time period, or with circulation
9146 history within a selected time period.
9148 Another group of templates list selected information for patrons meeting
9149 some conditions such as: email list for all or those patrons having
9150 certain stat cat; names and barcode for patrons without circulation
9151 history within selected time frame; patrons born before a selected date
9152 (seniors list); patrons exceeding maximum fine limit.
9154 Besides, there is a template that counts patron's OPAC logins and
9155 another that summarizes the answers to patron survey question(s).
9157 *Reports on bibliographic information.*
9159 It is not easy to generate reports based on bibliographic information
9160 due to the bibliographic record structure. But a simple report that
9161 lists the values in a selected MARC tag and subfield for the whole
9162 collection is possible. And the bibliographic records can be limited by
9163 a selected value of a MARC tag and subfield. These templates are in
9164 Bibliographic Records folder.
9166 *Bills and payments.*
9168 You can find the templates listing the details of various kinds of
9169 payments made in a selected time period, and a template listing bills
9170 with negative balance.
9174 Holds related reports are in this folder, including reports for holds
9175 that have been long time outstanding (requested some time ago but not
9176 filled yet), cancelled, or have no eligible copies to be filled. There
9177 are other templates that count the total number of holds placed or
9178 fulfilled within a time span, and the hold count per title for popular
9183 The two templates in Inventory folder list items based on whether the
9184 item showed up (being scanned on shelves or returned) in the library
9185 while the inventory was taken. The result of the Inventory - un-scanned
9186 items are the potential missing items.
9188 *Library setting and policy related reports.*
9190 Find them in Library Configuration folder.
9194 If your library uses the Acquisitions Module or the Booking Module, you
9195 may find related templates in the relevant folders.
9197 *Custom Templates folder.*
9199 If you open this folder, you will see a subfolder for your library
9200 federation with sub-subfolders for your library and other libraries
9201 within your library federation.
9203 These folders are created when the Support Team creates or customizes
9204 templates for individual libraries. The templates go to these folders
9205 when there are similar templates in the standard folders already, or the
9206 Support Team does not anticipate wide use of the templates. The Support
9207 Team tries to limit the number of templates in each standard folder so
9208 that staff may find the target template easily.
9210 [[shared-clone-template]]
9211 Clone a template from SITKA_templates
9212 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
9214 The steps below assume you have already created at least one Templates
9215 folder. If you have not done so, please see link:#folder[???].
9217 Access the Reports interface from the Admin menu under Local
9218 Administration > Reports
9220 Under Shared Folders expand the Templates folder and the SITKA_templates
9221 subfolder. To expand the folders click on the grey arrow or folder
9222 icon. Do not click on the blue underlined hyperlink.
9224 Click on the Circulation (SITKA) subfolder.
9226 Select the template you wish to clone. In this example, we are cloning
9227 the _Monthly Circulation by Shelving Location_ template. From the
9228 dropdown menu choose Clone selected templates, then click Submit.
9230 By default Evergreen only displays the first 10 items in any folder. To
9231 view all content, change the Limit output setting from 10 to All.
9233 Choose the folder where you want to save the cloned template, then click
9234 Select Folder. Only template folders created with your account will be
9235 visible. If there are no folders to choose from please see
9238 The cloned template opens in the template editor. From here you may
9239 modify the template by adding, removing, or editing fields and filters
9240 as described in link:#create-template[???]. Template Name and
9241 Description can also be edited. When satisfied with your changes, click
9244 Click OK in the resulting confirmation window.
9246 [[shared-modify-template]]
9250 Once saved it is not possible to edit a template. To make changes, clone
9251 the template and change the clone.
9253 To modify a template, repeat the above steps 1-6. You will see the
9254 template open on Template Creating screen. Click Displayed Fields you
9255 will see all the displayed fields. To remove one, highlight it and click
9256 Remove Selected Field. You may move a field up or down the list, which
9257 will affect the sorting of the result records. You may also change the
9258 column label or the transform of the field by using respective buttons.
9259 See link:#create-template-transforms[Field Transforms] section for more
9262 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
9265 Removing displayed fields usually does not affect the result set. But
9266 sometimes it does, esp. when the report displays the count of records by
9267 each group. Sometimes some fields may contain important information.
9268 Removing them may cause misunderstanding the results. Usually such
9269 fields are explained in the template Description. Be cautious when you
9272 If you are not clear where a displayed field is from, you may use the
9273 Source Browser to the right to display fields from the selected table
9275 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
9277 To add a displayed field, go to the Sources to open the source table to
9278 find the field or follow the links to the appropriate table which
9279 contains the field you want to display. Click the text in the Sources to
9280 display fields in the table in Field Name pane. Click the arrow in front
9281 of the text to display the linked tables in the Sources pane.
9283 Once find the field, select it in Field Name pane and the appropriate
9284 transform in Field Transform pane. Click Add Selected Fields.
9286 The below screenshot shows how to add Precat Dummy Title field. Find
9287 Circulating Item table, which is linked from Circulation. Click it
9288 (text) to display its fields in Field Name. Select Precat Dummy Title,
9289 and then Raw Data in Field Transform.
9291 ____________________________________________________________________________________________________________________________________________________________________________________________________________________
9294 You can not change the starting source table, but have to follow the
9295 links to tables in the Sources pane. Changing the starting table will
9296 remove all existing fields, meaning building a new template from
9298 ____________________________________________________________________________________________________________________________________________________________________________________________________________________
9300 Select Base Filters or Aggregate Filters to add or remove filters. The
9301 steps are the same as adding or removing displayed fields. Be careful
9302 with filters as usually changing filter makes a difference in the result
9305 [[shared-example-report-create]]
9306 Examples of using Sitka's templates
9307 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
9309 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
9312 Please clone templates in SITKA_templates. and set up your reports from
9313 your own copy. This is to avoid any potential impact that may be
9314 resulted from changing the orignal templates. The Support Team regularly
9315 maintains these templates. Deletion may happen. Deleting a template will
9316 delete all linked reports and output files.
9317 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
9319 Below are a few screenshots showing you how to set up the reports based
9320 on some templates in SITKA_templates. Some explanation is added in the
9321 boxes with light coloured background.
9323 1. Setting up a monthly recurring report by using template: Monthly
9324 Circulation by Shelving Location (updated to include item's owning
9325 library) in Circulation folder:
9326 2. Setting up a weekly recurring report by using template: Overdues
9327 Within Time Span - for Patrons without Email in Circulation folder:
9328 3. Setting up a one-time report by using template: Circulation
9329 Statistics by One Patron Stat Cat within timespan in Circulation folder:
9330 4. Setting up a report by using template: Items List by Shelving
9331 Location in Holdings folder:
9332 5. Setting up a report by using template: Weeding - Items with few
9333 circulations since a selected month in Holdings folder:
9335 [[evergreen-database]]
9336 Commonly used tables and views in Evergreen database
9337 ----------------------------------------------------
9339 You are creating/updating records when you work on Evergreen. Reporting
9340 means you extract some of these records from the database that meet your
9341 requirements. Understanding the Evergreen database and how records are
9342 created/updated when tasks are performed on the staff client, will help
9343 you when you create templates and set up reports on the Reports
9346 There are various kinds of data used by Evergreen, such as patron's
9347 names, address, barcode, item's barcode, shelving location, status,
9348 price; checkout date, returned date, fines and bills and so on. This
9349 data must be organized in an efficient and effective way to make sure
9350 they can be stored and retrieved easily.
9352 Evergreen uses various tables to keep each type of records. You can
9353 visualize a table as an MS Excel Worksheet: a specified number of
9354 columns with unlimited number of rows. Each column is called a field in
9355 the database terminology and each row is a record. There are many tables
9356 in Evergreen database. Each contains a certain type of records. The
9357 fields in a record you see on the Staff Client may be from more than one
9358 tables. For example, in a patron record, you can find patron's names,
9359 address, phone number, barcode, profile, etc. all in one record. But in
9360 the database, patron's address, barcode, and profile are in separate
9361 tables. You do not need to know where these fields are from when editing
9362 a patron record on the Staff Client, but you have to know it when
9363 creating a template on the Reports interface.
9365 Since various information about one patron is saved in separate tables,
9366 there must be a mechanism of matching the information about one patron
9367 correctly to make sure all information is about the same patron. This is
9368 done via recording the patron id (a unique number in the main patron
9369 record) in every related table. So via recording the id of a record in
9370 another table, two tables are connected. The connections among many
9371 tables are pre-made by the Reports interface. You just need to follow
9372 the link to find the data saved in the related table. Below is a
9373 simplified diagram showing the connections among some commonly used
9374 tables/views on the Reports interface, which can be a guide for you to
9375 find various fields in different tables. Some explanation of these
9376 tables is after the diagram.
9378 image:media/database-1.png[Screenshot of reports interface]
9380 *ILS User (aka Patron or User):.*
9382 contains patron records. A patron's name, phone number, email address,
9383 and registration date can all be found in this table. Follow the links
9384 to the table Current Library Card to find a patron's current barcode,
9385 Circulation to find the circulation history, Home Library, Mailing
9386 Address, Physical Address, and Main Profile Group, etc. to find more
9387 information about the patron.
9389 *Item (aka Circulating Item):.*
9391 contains copy records. Item's barcode, creation date, active date, last
9392 edited date, last copy status change date and price are in this table.
9393 For related information like call number, circulating library, circ
9394 modifier, status, shelving location, etc., you need to follow the links
9395 to the respective table to find them. For title information you need to
9396 follow the Call Number table to the Bibliographic Record table to find
9397 it. Follow the link to the Circulation table to find an item's
9398 circulation history.
9400 Pre-catalogued item information such as dummy ISBN, title and author are
9401 also in this table. When a pre-catalogued item is checked out, an item
9402 record is created. If the barcode is already in the table and the item
9403 is not marked deleted, the item record will be updated with the new
9406 *Bibliographic Record.*
9408 Contains title information. To find the basic bibliographic information
9409 such as title, author, ISBN, etc., follow the link to Simple Records
9414 Contains circulation records, including pre-catalogued item
9415 circulations. When an item is checked out, a circulation record is
9416 created. When an item is renewed, the existing circulation record is
9417 closed and another record is created. Below are some important
9418 timestamps in this table.
9420 Checkout Date/Time: the time when an item is checked out
9422 CheckIn Date/Time: the effective date when the item is treated as
9425 CheckIn Scan Date/Time: the time when the check in action is taken
9427 Due Date/Time: For all daily loans the due time is 23:59:59 of the day
9428 in Pacific Time. Hourly loans have specific time with time zone
9431 Fine Stops Date/Time: the date when the Maximum Fine limit has been
9432 reached, or the item is returned, marked lost or claimed returned. After
9433 this date, the fine generator will not create new overdue fines for this
9436 Record Creation Date/Time: the date and time when the circulation record
9437 is created. For online checkout it is the same as Checkout Date/Time.
9438 For offline checkout, this date is the offline transaction processing
9441 Transaction Finish Date/Time: the date when the bills linked to this
9442 checkout have been resolved. For a regular checkout without bills this
9443 field is filled with the checkin time when the item is returned.
9445 ___________________________________________________________________________________________________________________________________________________________
9448 The circulating_library field in this table refers to the checkout
9449 location. The circulating_library in the Item table refers to the item's
9451 ___________________________________________________________________________________________________________________________________________________________
9453 *Non-catalogued Circulation.*
9455 When a non-catalogued checkout is recorded, a record is created in this
9456 table. Non-catalogued item category can be found in the linked Non-Cat
9461 Contains the catalogued item in-house use records.
9463 *Non-catalogued In-house Use.*
9465 Contains the non-catalogued item in-house use records. Follow the link
9466 to Item Typeto find the non-catalogued item category.
9470 When a copy is sent in transit, regardless of whether it is going back
9471 to its circulating library or going to fill a hold, a copy transit
9472 record is created in this table. Follow the link to Transit Copyto find
9473 the item information.
9477 When a copy is sent in transit to fill a hold, a hold transit record is
9478 created in this table and the Copy Transit table. So this table contains
9479 a subset of records of the Copy Transit table. You may find hold
9480 information following the link to Hold Requiring Transit. Follow the
9481 link to Transit Copy to find the item information.
9485 When a hold is placed, a hold record is created in this table. You may
9486 find the hold receiver's information in Hold User. Requesting User is
9487 the person who takes the placing hold action. It can be the hold
9488 receiver or a staff member. Generally if the Hold User is different from
9489 the Requesting User, this is a staff-placed hold. Hold Copy Map equals
9490 Eligible Copies. Copies that can be used to fill the hold are in this
9493 ____________________________________________________________________________________________________________________________________________________________________________________________________________________
9496 Target Object ID is shown as a link. But there is no linked table in the
9497 Source pane. The value in this field could be a bibilographic record id,
9498 a volume record id or a copy record id depending on the hold type.
9499 ____________________________________________________________________________________________________________________________________________________________________________________________________________________
9501 Timestamps in this table:
9503 Capture Date/Time: The time when the hold achieves hold shelf or
9504 hold-in-transit status.
9506 Fulfillment Date/Time: the time when the on-hold item is checked out.
9508 Hold Cancel Date/Time: the time when the hold is cancelled.
9510 Hold Expire Date/Time: This could be the date calculated based on your
9511 library's default Hold Expire Interval or a selected date when placing
9514 Last Targeting Date/Time: The last time the hold targeting program
9515 checked for a target copy for the hold. It usually has the same time as
9516 the Hold Request Time. It is usually not useful for reporting, But it
9517 may serve as an indicator of whether the request time has been edited.
9519 Notify Time: when the email notice is sent out.
9521 Request Date/Time: Usually this is when the hold is placed. But it is
9522 editable on the staff client. So sometimes this may be the request time
9523 chosen by the staff.
9525 Shelf Expire Time: the date is calculated based on the Shelf Time and
9526 your library's Default Hold Shelf Expire Interval.
9528 Shelf Time: when the hold achieves On Hold Shelf status.
9530 Thaw Date: the activation date for a suspended hold.
9532 *Bills tables and views.*
9534 Scroll down to the bottom of the Source list. Hover your mouse over All
9535 Available Sources. A new list will pop up to the right. Move your cursor
9536 to the list and scroll down to Billing Line Item. This table contains
9537 all the billing line items such as each day's overdue fines and the
9538 grocery bills created manually. The records in this table are viewable
9539 on the Full Details screen on Bills in the staff client.
9541 Billable Transaction with Billing Location: this table contains the
9542 summary records of billings and payments. Most information in these
9543 records is displayed on Bills or Bills History screen. The records are
9544 updated when either the related billings or payments are updated.
9545 Transaction ID is the bill ID. It is also the circulation record ID for
9546 circulation bills. Transaction Start Time is the grocery bill creation
9547 time or circulation checkout time. Transaction Finish Time is when the
9550 *Payments tables and views.*
9552 Payments: ALL contains all payment records. When a lump sum of payment
9553 is made on the staff client, one or more payment records are created
9554 depending on the number of bills it resolved or partially resolved. One
9555 bill may be resolved by multiple payments.
9557 Payments: Brick-and-mortar contains all payments made at the circulation
9560 Payments: Desk: Cash/Check/Credit Card payment.
9562 Payments: Non-drawer Staff: Forgive/Work/Goods/Patron Credit payments.
9564 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
9567 A view is a virtual table which contains records meeting defined
9568 requirements. The fields in a view can be from one or more tables.
9569 Before you use a view for your report, you need to make sure the view
9570 contains the type of records that you want to report on. For example,
9571 Overdue Circulation is a view which contains circulation records without
9572 checkin date and the due date past "today". It does not work for a
9573 report on last month's circulation statistics, but it makes an overdue
9576 By default, tables are often, but not always, joined by left join. Other
9577 join types may be available. Select the Enable nullability checkbox
9578 under the source list on Template Creation screen (before linked tables
9579 are displayed) to list all available join types. You may see None,
9580 Child, Parent, Default in Nullable column beside the table names. None
9581 means a inner join; Parent is a right outer join; Child left outer join.
9582 Default is unknown, but likely left outer join.
9583 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
9585 [[template-terminology]]
9586 Template Terminology: Data Types, Transforms, and Operators
9587 -----------------------------------------------------------
9589 The central column of the Database Source Browser lists Field Name and
9590 Data Type for the selected database table.
9592 Data Type is associated with each field. It tells what kind of
9593 information is stored in the field. The system handles the information
9594 differently based on the data type. Each data type has its own
9595 characteristics and uses:
9597 [width="100%",cols="25%,25%,50%",options="header",]
9598 |=======================================================================
9599 |Data Type |Description |Notes
9600 |Boolean |Contains either “true” or “false”. |Examples in Evergreen:
9601 “deleted” in item/patron record, “circulate?” in item record.
9603 |ID |Unique number assigned by the database to identify a record |IDs
9604 look like numbers, but the id data type is treated specially by the
9605 software for determining how tables are linked. Id is a good candidate
9606 field for counting records.
9608 |Integer |A number like 1, 2, 3. |Examples in Evergreen: "remaining
9609 renewal count" in circulation record, "claimed returned count" in patron
9612 |Interval |Time intervals, such as “2 weeks” and “6 months” |Examples in
9613 Evergreen: “loan duration” and "grace period" in circulation record,
9615 |Link |It is similar to the id data type. It is the id of a record in
9616 another table. |Examples in Evergreen: "user id" and "item id" in a
9617 circulation record. Link outputs a number that is a meaningful reference
9618 for the database but not of much use to a human user. You will usually
9619 want to drill further down the tree in the Sources pane and select
9620 fields from the linked table. However, in some instances you might want
9621 to use a link field. For example, to count the number of patrons who
9622 borrowed items you could do a count on the "user id" in the circulation
9625 |Money |Monetary amount |Examples in Evergreen: "price" in item record,
9626 "billing amount" in billing record.
9628 |Org_unit |Organizational unit. It is a number. It acts like link data
9629 type. |In Evergreen, libraries are organizational units. In Sitka
9630 context they are organized into a tree structure with consortium,
9631 library federations, libraries/library systems and branches for library
9632 systems. To filter on a library, make sure you choose the field having
9633 org_unit data type. To display a library, it is a better option to drill
9634 down to the org unit record to display the "name" of it.
9636 |Text |Text field. Usually it takes whatever is typed into the field.
9637 |Examples: "call number label" in call number record, "patron’s names".
9639 |Timestamp |A very detailed time such as 2007-11-25 17:54:26-07
9640 |Example: checkout time in circulation record, last status date in item
9642 |=======================================================================
9644 Transforms determine how data is processed when it is retrieved from the
9645 database. Different data types can be transformed differently. Not all
9646 transforms are available to a certain data type.
9650 To display the data exactly as it is stored in the database. It is
9651 available to all data types.
9655 This transform presents a timestamp as a human-readable date in
9656 yyyy-mm-dd format. For example, timestamp 2007-11-25 17:54:26-07 will be
9657 displayed as 2007-11-25. Date is available to timestamp field.
9661 Presents a timestamp as the year and month in yyyy-mm format. For
9662 example, 2007-11-25 17:54:26-07 will be displayed as 2007-11. If
9663 filtering on a timestamp transformed to Year + Month, all days in the
9664 calendar month are included. It is available to timestamp field.
9666 *Upper Case/Lower Case.*
9668 Transforms text to all upper/lower case. They are only available for the
9673 This transform can be applied to filters, not display fields. It matches
9674 the given value with a continuous string of characters in the field. For
9675 example, if a given value is “123’ and the match is with a call number
9676 field, call numbers like ‘123.34’, ‘ANF 123.34’, ‘JNF 233.123’, etc.
9677 will be in the result list. Substring is only available to text data
9680 *First Continuous Non-space string.*
9682 The first word (or string of numbers and/or characters until the first
9683 spacing) in a field is returned by this transform. For example, this
9684 transform will return “E” from text “E DOR”, “E 123”, etc. This
9685 transform is available to the text data type.
9689 This transform counts the records found. Though you can count by any
9690 field, very often id field is used. Count is available to text, integer,
9691 id, money, and timestamp.
9695 This transform counts the number of records with unique value in the
9696 field. If two records have the same value in the field, they will be
9697 counted once only. A typical example of using Count Distinct is counting
9698 the number of active patrons who borrowed items at a library. Each
9699 patron can be counted once only but he/she may borrow multiple items.
9700 Transforming the patron id in circulation record with Count Distinct
9701 will result in the required number. Since each patron has a unique id,
9702 she/her will be counted once only. Count Distinct is available to text,
9703 integer, id, money, and timestamp.
9707 It compares the values in the field of all result records and then
9708 returns the one record with the highest value. Max is available to text,
9709 integer, money, and timestamp. For timestamp the highest value means the
9710 latest date. For example, if a checkout date is transformed by Max, the
9711 returned date is the last checkout date.
9715 It works the same way as Max except that it returns the lowest value.
9716 Min is available to text, integer, money, and timestamp.
9718 Note that each transform has either an Aggregate or Non-Aggregate output
9721 Whether an output is Non-Aggregate or Aggregate depends on whether the
9722 output value relies on a single record or several records. It is
9723 Non-Aggregate if the result is strictly from a single record, while it
9724 is Aggregate if it is from several records. For example, the value of
9725 Count transform of circulation id will increase by 1 whenever a record
9726 is found. So the output is Aggregate. The output of Max transform of
9727 checkout date is technically not aggregated, but there may be several
9728 records invovled before the highest value is deterrmined.
9730 When used as filters, non-aggregate and aggregate types correspond to
9731 Base and Aggregate filters respectively. To see the difference between a
9732 base filter and an aggregate filter, imagine that you are creating a
9733 report to find out the popular items that were circulated more than 3
9734 times last month. This would require a base filter to specify the month
9735 of interest and an aggregate filter on the count of circulation record
9738 Operators describe how two pieces of data can be compared to each other.
9739 They are used when creating filters in a template to determine which
9740 records should be included in the result. The record is included when
9741 the comparation returns "TRUE". The possible ways of comparing data are
9742 related to data type and data transforms. Below are some commonly used
9747 Compares two operands and returns TRUE if they are exactly the same.
9751 It is similar to Equals, except it allows you specify multiple
9752 parameters and returns "TRUE" if the field is equal to any one of the
9757 It is the opposite of In List. Multiple parameters can be specified.
9758 TRUE will be returned only when none of the parameters is matched with
9759 the value in the field.
9763 This operator returns TRUE if a field is greater than your parameter.
9764 For text fields, the string is compared character by character in
9765 accordance with the general rule that numerical characters are smaller
9766 than alphabetical characters and upper case alphabeticals are smaller
9767 than lower case alphabeticals; for timestamps “Greater Than” can be
9768 thought of as “later than” or "after".
9772 This operator returns TRUE if a field is less than, lower than, earlier
9773 than or smaller than your parameter.
9777 Two parameters are required by this operator. TRUE is returned when the
9778 field value is Greater Than or Equal to the smaller given value and Less
9779 Than or Equal to the bigger given value. The smaller parameter should
9780 always comes first when filling in a filter with this operator. For
9781 example: between 3 and 5 is correct. Between 5 and 3 will return FALSE
9782 on the Reports interface. For timestamp earlier date always comes first.
9786 Returns TRUE for fields that contain no data or blank string. For most
9787 intents and purposes this operator should be used when there is no
9788 visible value in the field.
9790 *Contains Matching Substring.*
9792 This operator checks if any part of the field matches the given
9793 parameter. It is case-sensitive.
9795 *Contains Matching Substring (Ignore Case).*
9797 This operator is identical to Contains Matching Substring, except it is
9804 *Adapted with permission from original material by the
9805 http://docs.evergreen-ils.org/2.4/_serials_control_view.html[Evergreen
9808 This documentation is intended for users who will be ordering
9809 subscriptions, distributing issues, and receiving issues in Sitka
9810 Evergreen. The described processes have been tested by Sitka support in
9811 Sitka's shared environment and are the sole supported workflow for
9812 serials in Sitka Evergreen. Sitka support strongly recommends adherence
9813 to this prescribed workflow.
9819 **Introduction to Serials**: This 2 minute video provides a brief
9820 overview of the serials module
9822 http://videos.cooperative.bclibraries.ca/serials_intro.htm[Click here to
9825 **Serials Tutorial in Sitka Evergreen**: This 10 minute video outlines
9826 the basic procedure for creating a subscription and receiving Issues.
9828 http://videos.cooperative.bclibraries.ca/serials_tutorial.htm[Click here
9835 The following settings will need to be configured in the Library
9836 Settings Editor before you start using the Serials module.
9838 Click Admin > Local Administration > Library Settings Editor.
9840 image:media/lse.png[image]
9842 Search or scroll to find Serials: Default display grouping for serials
9843 distributions presented in the OPAC.
9845 image:media/enum.png[image,scaledwidth=100.0%]
9849 Edit the setting as follows.
9851 * Context: By default your library is selected.
9852 * Value: Enter enum to display issues by enumeration. This value will
9853 become your default setting for display issues in the OPAC.
9855 image:media/enum1.png[image]
9857 Click Update Setting.
9859 Search or scroll to find OPAC: Use fully compressed serials holdings..
9861 image:media/opac.png[image,scaledwidth=100.0%]
9865 Edit the setting as follows.
9867 * Context: By default your library is selected.
9868 * Value: Select True from the dropdown menu to view a compressed
9871 image:media/opac1.png[image]
9873 Click Update Setting.
9875 Search or scroll to find OPAC: Specify how items are ordered.
9877 image:media/order.png[image,scaledwidth=100.0%]
9881 Edit the setting as follows.
9883 * Context: By default your library is selected.
9884 * Value: Choose one of the following
9885 ** desc: To sort from newest to oldest by active date
9886 ** asc: To sort from oldest to newest by active date
9887 ** call: To sort by call number
9889 image:media/sortorder.png[image]
9891 Click Update Setting.
9893 [[serials-copy-template]]
9897 [[serials-create-copy-template]]
9898 Create a Copy Template
9899 ~~~~~~~~~~~~~~~~~~~~~~
9901 __________________________________________________________________
9904 You must create at least one template in order to receive serials.
9905 __________________________________________________________________
9907 A copy template enables you to specify item attributes that should be
9908 applied by default to all copies of serials. You can create one copy
9909 template and apply it to multiple serials or you can create multiple
9910 templates. For example, you may want to create one copy template for
9911 Popular Magazines and one template for Juvenile Magazines.
9913 Select Admin > Local Administration > Copy Template Editor.
9915 Click on New Copy Template.
9917 Enter parameters for your new copy template.
9919 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________
9922 *Name* - Enter a Name for the template.
9924 *Owning Library* - Select an owning library from the Owning lib drop
9925 down menu. This organization owns the copy template. A staff member with
9926 permissions at that organization can modify the copy template.
9928 *Circulate* - Click the box adjacent to Circulate if you want the item
9931 *Holdable* - Check the box adjacent to Holdable if patrons can place
9932 holds on the item. *Important* Must also check the box for Mint
9935 **OPAC Visible**- Check the box adjacent to OPAC Visible if you want
9936 patrons to be able to see the item in the OPAC after you receive it.
9938 *Loan Duration* - Select a loan duration rule from the drop down menu if
9939 all serial issues you will use this template for share the same Loan
9940 Duration, otherwise leave it blank and fill it in after the item is
9943 *Fine Level* - Select a fine level for the item from the drop down menu
9944 if all serial issues you will use this template for share the same fine
9945 rule, otherwise leave it blank and fill it in after the item is
9948 **Location**- Select a copy Location from the drop down menu.
9950 *Circulation Modifier* - Select a circ modifier from the drop down box.
9952 *Floating* - Do not select this as this must be left blank.
9954 *Deposit* - Check the box adjacent to Deposit if patrons must place a
9955 deposit on the copy before they can use it.
9957 *Reference* - Check the box adjacent to Reference if the item is a
9960 *Mint Condition* This box must be checked if serials are "holdable". If
9961 this box is not checked the copies will not be used to fill holds.
9963 *Age Protection* - Leave this field blank for your template. You may
9964 assign a Age Hold Protection rule after a serial issue is received if
9967 *Alert Message* - Enter a message in the Alert Message field if
9968 required. This message will appear every time the any serial item this
9969 template is used for is checked out to a patron.
9971 *Circ as Type* - Leave this field blank for your template.
9973 *Deposit Amount* - Leave this field blank for your template.You may
9974 assign a deposit price after a serial issue is received if required.
9976 *Price* -Leave this field blank for your template.You may assign a price
9977 after a serial issue is received if required.
9979 *Status* - This is an optional field.
9980 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________
9984 [[edit-copy-template]]
9985 Edit a Copy Template
9986 ~~~~~~~~~~~~~~~~~~~~
9988 You can make changes to an existing copy template. Changes that you make
9989 to a copy template will apply to any items that you receive after you
9990 edited the template.
9992 Select Admin > Local Administration > Copy Template Editor. Double-click
9993 in the row of the template you want to edit. The copy template will
9994 appear, and you can edit the fields. After making changes, click Save.
9997 Creating Serial Records
9998 -----------------------
10000 [[serial-control-view]]
10001 Serial Control View
10002 ~~~~~~~~~~~~~~~~~~~
10004 The Serial Control view enables you to manage serials in a single tabbed
10005 interface. Serial Control view consists of five tabs.
10007 1. **Items: Used to receive issues.**.
10008 2. Units: Not currently used.
10009 3. Distributions: Can be used to create and manage distributions or
10010 streams. We recommend that you access this information under the
10012 4. **Subscriptions: Used to create and manage subscriptions.**.
10013 5. Claims: Not currently used.
10015 [[managing-serials-records]]
10016 Managing Serials Records
10017 ~~~~~~~~~~~~~~~~~~~~~~~~
10019 link:#subscription[Create a Subscription]
10021 link:#distribution[Create a Distribution]
10023 link:#caption[Create Captions and Patterns]
10025 link:#pattern[Pattern Code Wizard]
10027 link:#issuance[Create an Issuance]
10029 link:#predictions[Generate Predictions]
10032 Create a Subscription
10033 ^^^^^^^^^^^^^^^^^^^^^
10035 A subscription is designed to hold all information related to a single
10036 serial title. Therefore, each library is likely to have only one
10037 subscription per serial title.
10039 A subscription must be added to a catalogue record, so to start you must
10040 locate the record in the catalogue. If the record is not already in the
10041 catalogue, you can import it via any of your preferred methods (MARC
10042 import, Z39.50 search, etc.)
10044 Search the catalogue. (F3)
10046 image:media/3721_1.png[image]
10048 Select the bibliographic record for the magazine or periodical.
10050 image:media/searchresults.png[image,scaledwidth=100.0%]
10052 Click on the title to open the Record Detailsscreen.
10054 Click on Actions for this Record and select Serial Control View.
10056 image:media/cat1.png[image,scaledwidth=100.0%]
10058 Click on the Subscriptions tab.
10060 image:media/submpl.png[image]
10062 Select the branch that will own the subscription. (Your Library).
10064 Click on Actions for Selected Row, and select Add Subscription.
10066 Complete the subscription information.
10068 * Owning Library: This field is automatically populated with the library
10069 you selected in step 5.
10070 * Start Date: Use the calendar to select the date that the subscription
10071 begins, and click Apply.
10072 * End Date: Enter the date that the subscription ends. (**This date is
10073 required to generate renewal reports**)
10074 * Bibliographic Record Entry: This field is automatically populated with
10075 the record ID of the bibliographic record.
10076 * Expected Date Offset: *(Optional)* Enter the difference between the
10077 nominal publishing date of an issue and the date that you expect to
10078 receive your copy. For example, if an issue is published the first day
10079 of each month, but you receive the copy two days prior to the
10080 publication date, then enter -2 days into this field.
10085 Create a Distribution
10086 ^^^^^^^^^^^^^^^^^^^^^
10088 You must create a distribution to indicate:
10090 * Which branches should receive copies of a serial.
10091 * The number of copies that should be sent to each branch.
10093 To create a distribution:
10095 Click on the Distribution tab
10097 Click on New Distribution
10099 Complete the Distribution information.
10101 * Apply a new label to the distribution. Example: Magazine Title or
10102 Branch Code MPL. Click Apply.
10104 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
10107 If you are creating multiple distributions (multiple copies of each
10108 issue) the name of the label becomes more important. Multi branch
10109 libraries setting up a subscription at a system level will want to use
10110 the branch code as the label to easily determine which copy is sent to
10112 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
10113 * The holding library is filled in by default and is the library to
10114 which you attached the subscription.
10115 * Display Grouping should be set to Enumeration
10116 * Receive Unit Template: This is the template that should be applied to
10117 copies when they are received. Select a template from the drop down menu
10120 ___________________________________________________________________________________________________________________________________________________________________________
10123 If you have not yet created a serial copy template please refer to
10124 http://docs.sitka.bclibraries.ca/Sitka/draft/html/create-copy-template.html[35.1
10125 Create a Copy Template]
10126 ___________________________________________________________________________________________________________________________________________________________________________
10130 _____________________________________________________________________________________________________________________________________________________
10133 Instruction on how to setup a Routing List can be found here
10134 http://docs.sitka.bclibraries.ca/Sitka/current/html/serialsrouting.html[Serials
10136 _____________________________________________________________________________________________________________________________________________________
10139 Create Captions and Patterns
10140 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^
10142 Caption and Pattern objects define the same material that would be
10143 described in an 853, 854, or 855 MARC tag. Here you define how your
10144 issues will be captioned and how often you get them.
10146 Click on the Captions and Patterns tab.
10148 Click the Add New button.
10152 Alternatively you can copy and paste a Caption and Pattern string into
10153 the empty Pattern Code box. See link:#serial_pattern[section_title] for
10154 a list of pre-defined Caption/Pattern strings to choose from.
10156 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
10159 Sitka support has created pattern codes for many popular periodicals /
10160 magazines. Whenever possible please use the pattern codes created by
10161 Sitka support. If your periodical / magazine is not in the list, contact
10162 Sitka support, or create a pattern using the Pattern Code Wizard.
10163 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
10166 Edit Captions and Patterns
10167 ^^^^^^^^^^^^^^^^^^^^^^^^^^
10169 If the publication pattern changes you will need to delete the current
10170 caption/pattern information and enter a new caption/pattern as well as a
10171 new "dummy issuance"
10173 Click the arrow beside the subscription
10175 Click the Captions/Patterns row beneath the subscription.
10177 Click the row with the Caption/Pattern #
10179 Click in the "Pattern Code" box and paste the new pattern code, or click
10180 on the button for Pattern Code Wizard to create a new pattern string.
10182 Click on Modify Caption and Pattern
10184 Add an Issuance as per link:#issuance[section_title]
10186 Make predictions as per link:#predictions[section_title]
10189 Pattern Code Wizard
10190 ^^^^^^^^^^^^^^^^^^^
10192 Click on the Pattern Code Wizard button.
10196 * To add an enumeration, check the box adjacent to Use enumerations?
10197 * A field for the First level will appear. Enter the enumeration for the
10198 first level. A common first level enumeration is volume,vol., or "v".
10199 * Click Add Enumeration.
10200 * A field for the second level will appear. Enter the enumeration for
10201 the second level. A common second level enumeration is number, or “no.”
10202 * Enter the number of bibliographic units per next higher level.
10203 * Choose the enumeration scheme from the drop down menu.
10207 * To use months, seasons, or dates in your caption, check the box
10208 adjacent to Use calendar changes?
10209 * Identify the point in the year at which the highest level enumeration
10211 * In the Typedrop down menu, select the points during the year at which
10212 you want the calendar to restart.
10213 * In the Point drop down menu, select the specific time at which you
10214 would like to change the calendar.
10215 * To add another calendar change, click Add Calendar Change. There are
10216 no limits on the number of calendar changes that you can add.
10217 * When you have finished the calendar changes, click Next.
10221 * To add chronological units to the captions, check the box adjacent to
10222 Use chronology captions?
10223 * Choose a chronology for the first level. If you want to display the
10224 terms such as “year” and “month” next to the chronology caption in the
10225 catalogue, then check the box beneath Display in holdingfield.
10226 * To include additional levels of chronology, click Add Chronology
10227 Caption. Each level that you add must be smaller than the previous
10229 * After you have completed the chronology caption, click Next.
10231 Compress and Expand Captions
10233 * Select the appropriate option for compressing or expanding your
10234 captions in the catalogue from the Compressibility and Expandability
10236 * Choose the appropriate caption evaluation from the drop down menu.
10237 * Choose the frequency of your publication from the drop down menu. For
10238 irregular frequencies, you may wish to select Use number of issues per
10239 year:, and enter the total number of issues that you receive each year.
10242 Regularity Information
10244 * If needed, check box for Use specific regularity information.
10245 * Choose the appropriate information for combined, omitted or published
10247 * If you selected Use number of issues per year: in the previous step,
10248 you will need to specify when the issues are published using the
10249 specific regularity information.
10250 * Choose the appropriate frequency and issue. Add additional rows as
10254 Captions and Patterns
10256 * To complete the wizard, click Create Pattern Code.
10257 * Click Create Caption and Pattern.
10263 Issuance is a simple,uncompressed MFHD field 863.
10265 The Issuances function allows you to manually create an issue. Evergreen
10266 will use the initial issue to predict future issues. You need to create
10267 a “dummy” issuance that will be deleted after you have done your
10268 predictions. This should be created for the issue BEFORE your first
10271 Click on the Issuances tab.
10273 Click on New Issuance.
10275 Complete the Issuance information
10277 * Label: Enter a name for this issuance.
10278 * Date Published: Enter the date for the issue before the first one in
10279 your subscription. For example, if your subscription starts in January
10280 2014, enter a pub. date for the December 2013 issue.
10281 * Click the Wizard button. Enter Holding code information [Enumeration
10283 * Click on Compile.
10284 * When finished, click Save.
10287 Generate Predictions
10288 ^^^^^^^^^^^^^^^^^^^^
10290 Open the Subscriptions tab.
10292 Click on the subscription row.
10294 Click Actions for Selected Row and select Make Predictions.
10296 A pop up box will ask you how many items you want to predict. Enter the
10297 number, and click OK.
10299 A confirmation message will appear. Click OK.
10301 Delete first Issuance
10303 * Click on the arrow beside the subscription
10304 * Click on the arrow beside Issuances.
10305 * Right Click on the “dummy” issuance you created and choose Delete
10308 [[serials-receive]]
10316 Receiving serials is done through the Serials Control View.
10318 Go to the Items tab.
10320 image:media/38_1.png[image,scaledwidth=100.0%]
10324 To receive items, click the Receive radio button. Items that have yet to
10325 be received are displayed in the top half of the screen the. Recently
10326 received items are displayed in the bottom half of the screen.
10328 Select the issue that you want to receive.
10330 Select the current working unit. Click Set Current Unit, located in the
10331 lower right corner of the screen. A drop down menu will appear. Select
10334 * Auto per item - Use this if you want to assign a barcode to each item
10336 * New Unit - Use this if you want to assign the same barcode to each
10337 item within a unit. (Binding Process)
10338 * No Unit - Use this if you do not want to assign a barcode to the item.
10339 Please note that this selection will not create a copy on the copy table
10340 and is not recommended.
10342 Click Receive/Move Selected.
10344 Enter a barcode and call number. You can scan the item barcode into the
10345 barcode field. Enter a rational call # for each item *(We recommend
10346 enumeration and/or chronology captions (ex V.22 No.1 Jan 2013 / January
10349 A message confirming receipt of the item appears. Click OK.
10351 * The screen refreshes. In the top half of the screen the item displays
10352 a received date. In the bottom half of the screen the item that you have
10353 just received is now at the top of the list of the received items.
10355 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
10358 Serial Alerts at Receive Time - The new "Alerts" button on the Items tab
10359 displays the number of alert notes that are available for the selected
10360 items, and clicking this button opens a window which displays all
10361 applicable alert notes, sorted by type . Notes can also be edited or
10362 deleted from this window.
10363 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
10365 [[serial-batch_receive]]
10366 Batch Receive Serials
10367 ~~~~~~~~~~~~~~~~~~~~~
10369 It is also possible to receiving multiple copies of a serial using the
10370 Serials Batch Receive interface.
10372 ________________________________________________________________________
10375 This procedure is for sites receiving multiple copies of the same issue.
10376 ________________________________________________________________________
10378 Click on Actions for this record
10380 Select Serials Batch Receive
10382 Enter an identifier for a bibliographic record. ISSN or Database ID
10384 Click on Find Record
10390 Select Create Units for Receiving Items
10392 Enter Barcode,Call Number and Price.
10394 Click on Receive Selected Items.
10396 Click on Start Over to receive the next subscription, or close the tab.
10403 Searching for Serials in the OPAC
10404 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
10406 Searching for serials is the same process as searching for other items
10407 in the catalogue. Detailed search instructions can be found
10408 http://docs.sitka.bclibraries.ca/Sitka/current/html/opac-catalogue.html[Chapter
10409 27. Search the Catalogue]
10412 OPAC Serials Display
10413 ~~~~~~~~~~~~~~~~~~~~
10415 Bibliographic records that contain serials information will have a new
10416 section in the OPAC called Issues Held. The Issues Held tab contains an
10417 expandable holdings statement that details each issue in your
10420 image:media/issues.png[image,scaledwidth=100.0%]
10422 ___________________________________________________________________________________________________________________________________________________________________________________________________
10425 There are 3 settings in the Library Settings Editor that must be
10426 configured for your serials OPAC to display in this manner. For more
10427 information please refer to link:#serialsadmin[section_title]
10428 ___________________________________________________________________________________________________________________________________________________________________________________________________
10430 [[serials-reports]]
10434 [[serial_reporttemplates]]
10435 Serials Report Templates
10436 ~~~~~~~~~~~~~~~~~~~~~~~~
10438 An account with Reporter permissions is required to clone templates from
10439 the Shared Folders section and save them to My Folders.
10441 ______________________________________________________________________________________________________________________________________________________________________
10444 For more information regarding reports and creating reports from
10445 templates please see
10446 http://docs.sitka.bclibraries.ca/Sitka/current/html/report.html[Part V.
10448 ______________________________________________________________________________________________________________________________________________________________________
10450 *Subscription Titles by holding library for selected year:* provides a
10451 list of all current subscriptions, used for reviewing subscriptions.
10453 *Subscription Titles with End Date within Time Frame:* provides a list
10454 of subscriptions with an end date, used to generate titles for renewal
10456 ___________________________________________________________________________________
10459 You must enter an end date in your subscriptions for this report to
10461 ___________________________________________________________________________________
10463 *Serial Circulation Report:* provides circulation statistics for
10464 serials, used to generate circulation statistics for Serials.
10466 *Serials Claiming Items List:* provides a list of serials that have not
10467 yet been received, used for claiming missing issues.
10469 [[serials-special]]
10477 The following instructions are for adding additional Issuances to an
10478 existing subscription. This process is used for unpredicted or special
10481 From the Serial Record --> Click on the Actions for this record button
10483 Select Alternate Serial Control
10485 Click on the subscription ID
10487 Open on the Issuances tab
10489 Click on the New Issuance button
10491 Enter the Label and Date Published
10493 Click on the Wizard button
10495 Click on the Create Holding Code button
10497 Click on the Save button
10499 You must now add an item to the Issuance
10501 Click on the Issuance you just created
10503 Click on the New Items button
10505 Enter Date Expected and click Create
10507 The item is now ready to receive. If you complete the Date Received
10508 field and change the status to received then it will receive the issue
10509 but it won’t create the associated copy record whereas if you leave it
10510 blank and receive the item through the Serials Control View or Batch
10511 Receive function you can create the Copy Record at that time.
10517 The following instructions are for entering "Special Issues" or for
10518 editing an existing Issuance
10520 From the Serial Control View --> Click on the Subscriptions tab
10522 Click on the arrow beside your library name
10524 Click on the arrow beside Issuances
10526 Click on the Issuance you would like to edit
10528 Edit the label / date published
10530 Click Modify Issuance
10536 From the Subscriptions tab in Serials Control View
10538 Click on the arrow beside your library name
10540 Click on the arrow beside your subscription #
10542 Click on the arrow beside Issuances
10544 Right Click on the Issue you would like to delete, Select Delete
10547 [[serials-binding]]
10555 In order to "Bind" serials you must assign a **Bind Unit Template**. You
10556 can use the same template as your *Receive Unit Template* or create a
10557 new one. For more information about Copy Templates please see
10558 http://docs.sitka.bclibraries.ca/Sitka/draft/html/create-copy-template.html[35.1
10559 Create a Copy Template]
10561 Search the catalogue. (F3)
10563 Select the bibliographic record for the magazine or periodical.
10565 Click on the title to open the Record Detailsscreen.
10567 Click on Actions for this Record and select Serial Control View.
10569 Click on the Subscriptions tab.
10571 image:media/submpl.png[image]
10573 Click on the arrow beside your Library
10575 Click on the arrow beside your Subscription
10577 Click on the arrow beside your Distribution
10579 image:media/arrow1.png[image,scaledwidth=100.0%]
10581 Click on the Distribution Label
10583 In the Distribution window on the right hand side of the screen, Click
10584 on Bind Unit Template.Select your template from the list
10588 Click Modify Distribution(s)
10592 [[serialsbindunit]]
10596 Search the catalogue. (F3)
10598 Select the bibliographic record for the magazine or periodical.
10600 Click on the title to open the Record Detailsscreen.
10602 Click on Actions for this Record and select Serial Control View.
10604 Click on the Items tab.
10606 Click in the radial button for Bind
10608 Click on Set Current Unit
10610 Select New Unit This is will allow you to use 1 barcode for all items
10613 _________________________________________________________________________________________________________________________________________________________________________________________________________
10616 If you want the item to be bound into an existing unit, select Recent
10617 and select the desired unit from the menu. To make a change in bound
10618 items, receive or bind the items into an already existing unit
10619 _________________________________________________________________________________________________________________________________________________________________________________________________________
10621 Select the items to be bound
10623 Click on Receive/Move Selected
10625 Scan or Enter the barcode for the item
10627 Enter the callnumber for the item
10631 [[serials-routing]]
10639 A routing list is made up of “users,” who will receive a copy of a
10640 serial before that copy hits its regular shelving location. .
10642 The following instructions assume that you have already setup a
10643 distribution as per
10644 http://docs.sitka.bclibraries.ca/Sitka/current/html/managing-serials-records.html#distribution[36.2.2
10645 Create a Distribution]
10647 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
10650 Depending on the status you have setup in the copy template editor, we
10651 suggest creating a copy template for "Routed" serials. The status for
10652 these items should be set to "In Process" or "Cataloguing". After the
10653 item has been routed around, it will need to be checked in to display a
10654 status of "Available"
10655 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
10657 Search the catalogue. (F3)
10659 Select the bibliographic record for the magazine or periodical.
10661 Click on the title to open the Record Detailsscreen.
10663 Click on Actions for this Record and select Serial Control View.
10665 Click on the Subscriptions tab.
10667 image:media/431_1.png[image]
10669 Click on the arrow beside your Library
10671 Click on the row with the Subscription #
10673 Click on the Distribution tab on the right hand side of the screen
10675 Click on the Hyperlinked Label
10677 Select the target stream by checking the box
10679 Click on Routing List For Selected Stream
10681 Choose the radio button beside barcode or deparment
10683 * Barcode - enter the user barcode
10684 * Department - free form text field
10688 Repeat these steps for any additional Barcodes or Deparments
10690 You can re-arrange users in the list by dragging and dropping each
10693 When you've got the list you want, click on Save Changes
10696 Serials Batch Receive
10697 ~~~~~~~~~~~~~~~~~~~~~
10699 ___________________________________________________________________________________________________
10702 In order to view and print the Routing Slip, you must receive your
10703 serials by Serials Batch Receive
10704 ___________________________________________________________________________________________________
10706 Click on Actions for this Record
10708 Select Serials Batch Receive
10710 Make sure Create Units for Received Items is checked.
10712 Choose an Issuance from the drop down menu
10716 Fill in the required information.
10718 * *Barcode* - Enter or Scan the item barcode
10719 * **Circ Modifier**- Select the appropriate Circ Modifier
10720 * **Call Numbe**r - Enter a Call Number
10721 * *Note* - Enter a Note (Optional)
10722 * *Copy Location* - Select the Copy Location
10723 * *Price* - Enter a Price (Optional)
10724 * **Routing List**- Make sure this box is checked
10725 * **Receive**- Make sure this box is checked
10727 Click on Receive Selected Items
10731 [[serials-caption]]
10732 Caption and Pattern Codes
10733 -------------------------
10736 Caption and Pattern Codes
10737 ~~~~~~~~~~~~~~~~~~~~~~~~~
10739 Sitka support has created Caption and Pattern Codes for popular
10740 magazines and frequencies. Please copy and paste the whole string
10741 (Including Square brackets "[ ]") in the "Pattern Code" box.
10743 .Popular Caption and Pattern Codes
10744 [width="100%",cols="25%,25%,25%,25%",options="header",]
10745 |=======================================================================
10746 |Title |Database ID |Pattern Code |Notes
10747 |BC Business |108282856
10748 |[“2”,”0”,”8”,”1”,”a”,”v.”,”b”,”no.”,”u”,”12”,”v”,”r”,"i","(year)","j","(month)",”w”,”m”,”x”,”01”]
10749 |Monthly - 12 Issues/Year - With Enumeration captions
10751 |BC Home & Garden. |108225216 |["2","0","8","1","a","v.
10752 ","b","no.","u","6","v","r","i","(year)","j","(month)","w","b","x","01","y","cm01/02","y","cm03/04","y","cm05/06","y","cm07/08","y","cm09/10","y","cm11/12"]
10753 |Bi-Monthly - 6 Issues / Year
10755 |BC nature. |108527928
10756 |["2","0","8","1","a","V.","b","No.","u","4","v","r","i","(year)","j","(season)","w","q","x","01"]
10757 |Seasonal - 4 Issues / Year Spring, Summer, Fall, Winter - with
10758 enumeration captions (V. No.)
10760 |BC outdoors sport fishing and outdoor adventure. |108419744
10761 |["2","0","8","1","a","v.","b","no.","u","var","v","r","i","(year)","j","(month)","w","m","x","01","y","cm01/02","y","cm03/04","y","cm11/12"]
10762 |9 Issues / Year - 7 Sport Fishing & 2 Hunting Editions - with
10763 enumeration captions (v. no.) modify issuance label to add "hunting or
10766 |Better homes and gardens. |108255191
10767 |[“2”,”0”,”8”,”1”,”a”,”v.”,”b”,”no.”,”u”,”12”,”v”,”r”,"i","(year)","j","(month)",”w”,”m”,”x”,”01”]
10768 |Monthly - 12 Issues/Year - with Enumeration captions
10770 |British Columbia history : Journal of the British Columbia Historical
10771 Federation. |108286944
10772 |["2","0","8","1","a","V.","b","No.","u","4","v","r","i","(year)","j","(season)","w","q","x","01"]
10773 |Seasonal - 4 Issues / Year Spring, Summer, Fall, Winter - with
10774 Enumeration captions (V. No.)
10776 |British Columbia magazine. |108304607
10777 |["2","0","8","1","a","V.","b","No.","u","4","v","r","i","(year)","j","(season)","w","q","x","01"]
10778 |Seasonal - 4 Issues / Year Spring, Summer, Fall, Winter - with
10779 enumeration captions (V. No.)
10781 |Canada's style at home. |108304570
10782 |["2","0","8","1","a","(year)","b","(month)","w","m"] |Monthly - 12
10783 Issues/Year - without enumeration captions
10785 |Canadian gardening. |108142330
10786 |["2","0","8","1","a","v.","b","no.","u","6","v","r","i","(year)","j","(season)","w","6","x","01","y","pm01,04,05","y","ps22,23,24"]
10787 |6 Issues/Year - January, April, May, Summer, Autumn, Winter
10789 |Canadian geographic. |108304606
10790 |["2","0","8","1","a","(year)","b","(season)","w","q"] |Seasonal - 4
10791 Issues / Year Spring, Summer, Fall, Winter - without enumeration
10793 |Canadian home workshop. |108286953
10794 |["2","0","8","1","a","v.","b","no.","u","6","v","r","i","(year)","j","(season)","w","6","x","10","y","ps24,22","y","pm10,03,04,09"]
10795 |6 Issues/Year - October, Winter, March, Apr/May, Summer, September
10797 |Canadian house and home. |108286955
10798 |["2","0","8","1","a","v.","b","no.","u","12","v","r","i","(year)","j","(month)","w","m","x","01"]
10799 |Monthly - 12 Issues/Year - with enumeration captions (v. no.)
10801 |Canadian living. |108289179
10802 |["2","0","8","1","a","v.","b","no.","u","12","v","r","i","(year)","j","(month)","w","m","x","01"]
10803 |Monthly - 12 Issues/Year - with enumeration captions (v. no.)
10805 |Cooking light. |108304605
10806 |["2","0","8","1","a","v.","b","no.","u","12","v","r","i","(year)","j","(month)","w","m","x","01"]
10807 |Monthly - 12 Issues/Year - with enumeration captions (v. no.)
10809 |Cook's Illustrated. |108304588
10810 |["2","0","8","1","a","no.","i","(year)","j","(month)","w","m","y","cm01/02","y","cm03/04","y","cm05/06","y","cm07/08","y","cm09/10","y","cm11/12"]
10811 |Bi-Monthly - 6 Issues / Year - with enumeration caption (no.)
10813 |Country living. |108303839
10814 |["2","0","8","1","a","v.","b","no.","u","10","v","r","i","(year)","j","(month)","w","m","x","12","y","cm12/01","y","cm07/08"]
10815 |10 Issues/Year - Dec/Jan, July/Aug combined - with enumeration captions
10818 |Crafts 'n things. |108304801
10819 |["2","0","8","1","a","V.","b","No.","u","4","v","r","i","(year)","j","(season)","w","q","x","01"]
10820 |Seasonal - 4 Issues / Year Spring, Summer, Fall, Winter - with
10821 enumeration captions
10823 |Food network magazine. |108304833
10824 |["2","0","8","1","a","v.","b","no.","u","10","v","r","i","(year)","j","(month)","w","m","x","01","y","cm01/02","y","cm07/08"]
10825 |10 Issues/Year - Jan/Feb, July/Aug combined - with enumeration captions
10828 |Gardens west. |108219964
10829 |["2","0","8","1","a","v.","b","no.","u","9","v","r","i","(year)","j","(month)","w","m","x","01","y","cm01/02","y","cm07/08","y","cm11/12"]
10830 |9 Issues/Year - Jan/Feb, July/Aug, Nov/Dec combined
10832 |Hello! Canada |108221772
10833 |["2","0","8","1","a","No.","i","(year)","j","(month)","k","(day)","w","w"]
10834 |Weekly - 52 Issues/Year
10836 |Ladies' home journal. |108304836
10837 |["2","0","8","1","a","v.","b","no.","u","11","v","r","i","(year)","j","(month)","w","m","x","02","y","cm12/01"]
10838 |11 Issues/Year - Dec/Jan combined
10840 |Maclean's : Canada's national magazine. |108220410
10841 |["2","0","8","1","a","v.","b","no.","u","var","v","r","i","(year)","j","(month)","k","(day)","w","w","x","01"]
10842 |Weekly - 52 Issues/Year
10844 |Martha Stewart living. |108304837
10845 |["2","0","8","1","a","V.","b","No.","u","12","v","r","i","(year)","j","(month)","w","m","x","01"]
10846 |Monthly - 12 Issues/Year - with enumeration captions
10848 |Natural health. |108420801
10849 |["2","0","8","1","a","v.","b","no.","u","6","v","r","i","(year)","j","(month)","w","m","x","01","y","cm01/02","y","cm03/04","y","cm05/06","y","cm07/08","y","cm09/10","y","cm11/12"]
10850 |Bi-Monthly - 6 Issues / Year - with enumeration captions (v. no.)
10852 |O : the Oprah magazine. |108305645
10853 |["2","0","8","1","a","v.","b","no.","u","12","v","r","i","(year)","j","(month)","w","m","x","01"]
10854 |Monthly - 12 Issues/Year - with enumeration captions (v. no.)
10856 |Organic gardening. |108220197
10857 |["2","0","8","1","a","v.","b","no.","u","6","v","r","i","(year)","j","(month)","w","m","x","12","y","cm12/01","y","cm02/03","y","cm04/05","y","cm06/07","y","cm08/09","y","cm10/11"]
10858 |6 Issues/Year - D/J, F/M, A/M, J/J, A/S, O/N
10860 |Our Canada. |108528320
10861 |["2","0","8","1","a","v.","b","no.","u","6","v","r","i","(year)","j","(month)","w","m","x","12","y","cm12/01","y","cm02/03","y","cm04/05","y","cm06/07","y","cm08/09","y","cm10/11"]
10862 |6 Issues/Year - D/J, F/M, A/M, J/J, A/S, O/N
10864 |PC Gamer |30251314
10865 |["2","0","8","1","a","no.","i","(year)","j","(month)","w","m"] |Monthly
10866 - 12 Issues/Year - with enumeration captions (no.)
10868 |People weekly. |108142236
10869 |["2","0","8","1","a","v.","b","no.","u","var","v","r","i","(year)","j","(month)","k","(day)","w","w","x","01"]
10870 |Weekly - 52 Issues/Year
10871 |=======================================================================
10873 *Sample Sets of Serial Patterns*
10875 To use one of the following codes you must copy and paste all the text
10876 inside and including the square brackets [ ].
10880 * Omitted Sunday. 6x a week, but not Sunday:
10882 |["2","0","8","1","a","no,","i","(year)","j","(month)","k","(day)","w","d","x","01","y","odsu"]
10886 * Increments continuously without volume number:
10888 |["2","0","8","1","a","no.","i","(year)","j","(month)","k","(day)","w","w"]
10889 * Increments continuously with volume number:
10891 |["2","0","8","1","a","Vol.","b","No.","u","52","v","c","i","(year)","j","(month)","k","(day)","w","w","x","01"]
10892 * Restart with volume number:
10894 |["2","0","8","1","a","Vol.","b","no.","u","52","v","r","i","(year)","j","(month)","k","(day)","w","w","x","01"]
10896 *26 Times a year (and variations):*
10898 * 26 times a year. Increments continuously without volume:
10900 |["2","0","8","1","a","no.","i","(year)","j","(month)","k","(day)","w","e","x","01"]
10901 * 26 times a year. Increments continuously with volume:
10903 |["2","0","8","1","a","Vol.","b","no.","u","26","v","c","w","e","x","01"]
10904 * 26 times a year. Restart with volume:
10906 |["2","0","8","1","a","Vol.","b","no.","u","26","v","r","i","(year)","j","(month)","k","(day)","w","w","x","01","y"]
10907 * 26 times a year. Restart, year used as volume:
10909 |["2","0","8","1","a","Vol.","b","no.","u","26","v","r","w","e","x","01"]
10910 * 24 times a year. Restart, year used as volume:
10912 |["2","0","8","1","a","Vol.","b","no.","u","24","v","r","w","e","x","01"]
10914 *MONTHLY (and variations):*
10916 * Names of months without volume:
10918 |["2","0","8","1","i","(year)","j","month","w","m"]
10919 * Increments continuously without volume number:
10921 |["2","0","8","1","a","No.","i","(year)","j","(month)","w","m","x","01"]
10922 * Increments continuously with volume number:
10924 |["2","0","8","1","a","Vol.","b","no.","u","12","v","c","i","(year)","j","(month)","w","m","x","01"]
10925 * Restart without volume number:
10927 |["2","0","8","1","a","Vol.","b","No.","u","12","v","r","w","m","x","01"]
10928 * Restart with volume number:
10930 |["2","0","8","1","a","vol.","b","no.","u","12","v","r","i","(year)","j","(month)","w","m","x","01"]
10931 * 11 times a year. Increments continuously without volume number:
10933 |["2","0","8","1","a","No.","u","11","v","c","i","(year)","j","(month)","w","m","x","01","y","om08"]
10934 * 11 times a year. Increments continuously with volume number:
10936 |["2","0","8","1","a","Vol.","b","No.","u","11","v","c","i","(year)","j","(month)","w","m","x","01","y","om08"]
10937 * 11 times a year. Restart without volume number:
10939 |["2","0","8","1","a","No.","u","11","v","c","i","(year)","j","(month)","w","m","x","01","y","om08"]
10940 * 11 times a year. Restart with volume number:
10942 |["2","0","8","1","a","vol.","b","no.","u","11","v","r","i","(year)","j","(month)","w","m","x","01","y","om08"]
10943 * 10 times a year with volume number. Increments continuously and no
10944 issues in August and September:
10946 |["2","0","8","1","a","Vol.","b","no.","u","10","v","c","i","(year)","j","(month)","w","m","x","01","y","om08","y","om09"]
10947 * 10 times a year, without volume number. Increments continuously, no
10948 issues in August and September:
10950 |["2","0","8","1","a","no.","u","10","v","c","i","(year)","j","(month)","w","m","x","01","y","om08","y","om09"]
10951 * 10 times a year. Restart, year used as volume number (no issues in
10952 January and August):
10954 |["2","0","8","1","a","Vol.","b","No.","u","10","v","r","w","m","x","01","y","om01","y","om08"]
10955 * 9 times a year. Restart and year used as volume number:
10957 |["2","0","8","1","a","Vol.","b","No.","u","9","v","r","w","m","x","01","y","om06","y","om07","y","om08"]
10958 * 8 times a year. Restart and year used as volume number:
10960 |["2","0","8","1","a","Vol.","b","No.","u","8","v","r","w","m","x","01","y","om01","y","om03","y","om06","y","om08"]
10961 * 8 times a year. Increments continuously and year used as volume
10964 |["2","0","8","1","a","Vol.","b","No.","u","8","v","c","w","m","x","01","y","om01","y","om03","y","om06","y","om08"]
10965 * 7 times a year. Restart and year used as volume number:
10967 |["2","0","8","1","a","Vol.","b","No.","u","7","v","r","w","m","x","01","y","om01","y","om03","y","om06","y","om08","y","om11"]
10968 * 5 times a year. Restart on volume:
10970 |["2","0","8","1","a","vol.","b","no.","u","5","v","r","i","(year)","j","(month)","w","b","x","01","y","om09","y","om12"]
10971 * 5 times a year. Increments continuously on volume:
10973 |["2","0","8","1","a","vol.","b","no.","u","5","v","c","i","(year)","j","(month)","w","b","x","01","y","om09","y","om12"]
10974 * 5 times a year. Increments continuously on volume:
10976 |["2","0","8","1","a","no.","u","5","v","c","i","(year)","j","(month)","w","b","x","01","y","om09","y","om12"]
10980 * Bimonthly. Restart with volume:
10982 |["2","0","8","1","a","vol.","b","no.","u","6","v","r","i","(year)","j","(month)","w","b","x","01"]
10983 * Bimonthly. Restart without volume:
10985 |["2","0","8","1","a","Vol.","b","No.","u","6","v","r","w","b","x","01"]
10986 * Bimonthly. Increments continuously without volume:
10988 |["2","0","8","1","a","no.","u","6","v","c","i","(year)","j","(month)","w","b","x","01"]
10989 * Bimonthly. Increments continuously with volume:
10991 |["2","0","8","1","a","vol.","b","no.","u","6","v","c","i","(year)","j","(month)","w","b","x","01"]
10993 *Three times a year:*
10995 * Three times a year without volume and increments continuously:
10997 |["2","0","8","1","a","No.","u","3","v","c","i","(year)","j","(month)","w","t","x","01"]
10998 * Three times a year with volume and increments continuously:
11000 |["2","0","8","1","a","Vol.","b","No.","u","3","v","c","i","(year)","j","(month)","w","t","x","01"]
11001 * Three times a year with volume and restart:
11003 |["2","0","8","1","a","Vol.","b","No.","u","3","v","r","i","(year)","j","(month)","w","t","x","01"]
11004 * Three times a year with volume and restart, starting in July:
11006 |["2","0","8","1","a","Vol.","b","no.","u","3","v","r","i","(year)","j","(month)","w","t","x","07"]
11007 * Three times a year with volume and restart, starting in August:
11009 |["2","0","8","1","a","Vol.","b","no.","u","3","v","r","i","(year)","j","(month)","w","t","x","08"]
11010 * Three times a year without volume with restart:
11012 |["2","0","8","1","a","Vol.","b","No.","u","3","v","r","w","t"]
11016 * Quarterly. Increments continuously and volume:
11018 |["2","0","8","1","a","vol.","b","no.","i","(year)","j","(month)","w","q","x","01"]
11019 * Quarterly. Increments continuously and volume, starting in July:
11021 |["2","0","8","1","a","vol.","b","no.","i","(year)","j","(month)","w","q","x","06"]
11022 * Quarterly. Increments continuously without volume:
11024 |["2","0","8","1","a","no.","i","(year)","j","(month)","w","q","x","01"]
11025 * Quarterly. Restart and volume number:
11027 |["2","0","8","1","a","Vol.","b","no.","u","4","v","r","i","(year)","j","(month)","w","q","x","01"]
11028 * Quarterly. Restart and year used as volume number:
11030 |["2","0","8","1","a","Vol.","b","No.","u","4","v","r","w","q","x","01"]
11031 * Quarterly. Restart and volume, starting in March:
11033 |["2","0","8","1","a","Vol.","b","no.","u","4","v","r","i","(year)","j","(month)","w","q","x","03"]
11034 * Quarterly. Restart and volume, starting in July:
11036 |["2","0","8","1","a","Vol.","b","No.","u","4","v","r","i","(year)","j","(month)","w","q","x","07"]
11037 * Quarterly. Restart and volume, starting in October:
11039 |["2","0","8","1","a","Vol.","b","No.","u","4","v","r","i","(year)","j","(month)","w","q","x","10"]
11043 * Half-yearly. Increments continuously without volume number:
11045 |["2","0","8","1","a","no.","i","(year)","j","(month)","w","f","x","01"]
11046 * Half-yearly. Increments continuously with volume number:
11048 |["2","0","8","1","a","Vol.","b","no.","i","(year)","j","(month)","w","f","x","01"]
11049 * Half-yearly. Restart with volume number:
11051 |["2","0","8","1","a","Vol.","b","No.","u","2","v","r","w","f","x","01"]
11052 * Half-yearly. Restart without volume number:
11054 |["2","0","8","1","a","Vol.","b","No.","u","2","v","r","w","f","x","01"]
11060 |["2","0","8","1","i","(year)","w","a"]
11061 * Annual report. Increments continuously:
11063 |["2","0","8","1","a","no.","i","(year)","w","a","x","01"]
11064 * Annual report. Increments continuously with volume number:
11066 |["2","0","8","1","a","Vol.","b","No.","u","1","v","c","i","(year)","w","a","x","01"]
11069 Using the Booking Module
11070 ------------------------
11072 With the Evergreen Booking Module you can reserve catalogued
11073 (bibliographic) or non-catalogued (non-bibliographic) items for a
11074 particular patron for a specified time period. This chapter will help
11075 staff create reservations, generate pull lists for reserved items,
11076 capture reserved resources, and pick up and return reservations.
11078 The Booking Module allows you to lend out non-bibliographic items. They
11079 are called resources in Evergreen. Almost anything you lend out can be
11080 entered as a resource. Laptops, projectors, cables, ski locks, bike
11081 locks, cameras, easels, meeting rooms, even staplers can be lent using
11082 the Booking Module.
11084 The Booking Module can also be used to reserve bibliographic items. For
11085 example, do you have a special program coming up that you need all the
11086 books on ducks for? You can reserve them for the specific day of your
11087 program to make sure they will come back and are not checked out when
11088 getting near to your program day.
11090 [[booking-tutorial]]
11091 Evergreen Booking Tutorial
11092 ~~~~~~~~~~~~~~~~~~~~~~~~~~
11095 Creating a Booking Reservation
11096 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
11098 Only staff members may create reservations. A reservation can be started
11099 from link:#booking-create-patron[a patron record,] or
11100 link:#booking-create-module[a booking resource]. To reserve catalogued
11101 items, you may start from link:#booking-create-search[searching the
11102 catalogue,] if you do not know the booking item's barcode.
11104 Retrieve the patron’s record.
11106 Select Other > Booking > Create or Cancel Reservations. This takes you
11107 to the Reservations Screen.
11109 screenshot of booking menu
11111 For non-catalogued items, choose a Bookable Resource Type and click
11112 Next. For catalogued items, enter the barcode in Enter the barcode of a
11113 catalogued, bookable resource box, then click Next beside the box.
11115 screenshot of reservation screen
11117 For non-catalogued resources, the Bookable Resource Type and the items
11118 associated with the type will appear.
11120 For catalogued items, the title and the item will display in the box.
11122 screenshot of reservation creation screen
11124 Select the date and time for the reservation in I need this resource...
11125 area. Click the date field. A calendar widget will be displayed for you
11126 to choose a date. Click the time field to choose time from the dropdown
11129 screenshot of booking menu
11131 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
11134 If incorrect date and time is selected, the date/time boxes will appear
11135 in red. For example, if the time for which the reservation is set has
11136 already passed, the boxes will appear in red. There must be at least 15
11137 minutes between the creation of the reservation and the start time of
11139 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
11141 For non-catalogued resources, patrons may specify special feature(s), if
11142 any, of the resource. With these attributes: allows you to do so. For
11143 example, if a patron is booking a laptop he/she can choose between PC
11144 and Mac and even choose a specific operating system if they need to.
11145 Click the drop down arrow to select your option from the list.
11147 screenshot of booking menu
11149 Select the pickup location from the dropdown list.
11151 screenshot of booking menu
11153 If there are multiple copies of the resource and any item listed is
11154 acceptable, click Reserve Any. To choose a specific item, select it and
11155 then click Reserve Selected.
11157 screenshot of booking menu
11159 A message will confirm that the action succeeded. Click OK on the
11162 The screen will refresh and the reservation will appear below the
11163 patron’s name at the bottom of the screen.
11165 screenshot of booking menu
11167 You need to know the barcode of the patron when you create a reservation
11168 for him/her from a booking resource.
11170 From the Booking menu, select Create Reservations
11172 screenshot of reservation screen
11174 Choose a Bookable Resource Type and click Next or enter the barcode of a
11175 catalogued resource and click Next.
11177 screenshot of booking menu
11179 For non-catalogued resources, a screen showing the Bookable Resource
11180 Type and the items associated with the type will appear.
11182 For catalogued resources, the title and item will appear.
11184 screenshot of booking menu
11186 Enter the user’s barcode in the Reserve to patron barcode box. The
11187 user’s existing reservations, if any, will appear at the bottom of the
11190 screenshot of reservation screen
11192 Select the date and time for the reservation in I need this resource...
11193 area. Click the date field. A calendar widget will be displayed for you
11194 to choose a date. Click the time field to choose time from the dropdown
11197 screenshot of booking menu
11199 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
11202 If incorrect date and time is selected, the date/time boxes will appear
11203 in red. For example, if the time for which the reservation is set has
11204 already passed, the boxes will appear in red. The times must be set
11205 correctly for the reservation to be created. There must be at least 15
11206 minutes between the creation of the reservation and the start time of
11208 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
11210 For non-catalogued resources, patrons may specify special feature(s), if
11211 any, of the resource. The With these attributes: allows you to do so.
11212 For example, if a patron is booking a laptop they can choose between PC
11213 and Mac and even choose a specific operating system if they need to.
11214 Click the dropdown arrow to select your option from the list.
11216 screenshot of booking menu
11218 Select the pickup location from the dropdown list.
11220 screenshot of booking menu
11222 If there are multiple copies of the resource and any item listed is
11223 acceptable, click Reserve Any. To choose a specific item, select it and
11224 then click Reserve Selected.
11226 screenshot of booking menu
11228 A message will confirm that the action succeeded. Click OK on the
11231 The screen will refresh and the reservation will appear below the
11232 patron’s name at the bottom of the screen.
11234 screenshot of booking menu
11236 [[booking-pull-list]]
11237 Reservation Pull List
11238 ~~~~~~~~~~~~~~~~~~~~~
11240 Reservation pull list can be generated dynamically on the Staff Client.
11242 To create a pull list, select Booking > Pull List.
11244 screenshot of pull list
11246 You can decide how many days in advance you would like to pull reserved
11247 items. Enter the number of days in the box adjacent to Generate list for
11248 this many days hence. For example, if you would like to pull items that
11249 are needed today, you can enter `1` in the box, and you will retrieve
11250 items that need to be pulled today.
11252 Click Fetch to retrieve the pull list.
11254 screenshot of pull list
11256 The pull list will appear. Click Print to print the pull list.
11258 screenshot of pull list
11260 [[booking-capture]]
11261 Capturing Items for Reservations
11262 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
11264 Reservations must be captured before they are ready to be picked up by
11267 ________________________________________________________________________________________________________________________________
11270 Always capture reservations in Booking Module. Check In function in
11271 Circulation does not function the same as Capture Resources.
11272 ________________________________________________________________________________________________________________________________
11274 In the staff client, select Booking > Capture Resources.
11276 screenshot of capturing reservations
11278 Scan the item barcode or type the barcode then click Capture.
11280 screenshot of capturing reservations
11282 The message Capture succeeded will appear to the right. Information
11283 about the item will appear below the message. Click Print button to
11284 print a slip for the reservation.
11286 screenshot of capturing reservations
11288 ____________________________________________________________________________________________________________________________________________________________________
11291 Sitka Team strongly recommends printing the receipt or copying the
11292 reservation information. It is not possible to re-print the slip on the
11293 current Evergreen design.
11294 ____________________________________________________________________________________________________________________________________________________________________
11297 Picking Up Reservations
11298 ~~~~~~~~~~~~~~~~~~~~~~~
11300 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
11303 Always use the dedicated Booking Module interfaces for tasks related to
11304 reservations. Items that have been captured for a reservation cannot be
11305 checked out using the Check Out interface, even if the patron is the
11306 reservation recipient.
11307 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
11309 Ready-for-pickup reservations can be listed from Other > Booking > Pick
11310 Up Reservations within a patron record or Booking > Pick Up
11313 screenshot of picking up reservations
11315 screenshot of picking up reservations
11317 Scan the patron barcode if using Booking > Pick Up Reservations.
11319 The reservation(s) available for pickup will display. Select those you
11320 want to pick up and click Pick Up.
11322 screenshot of picking up reservations
11324 The screen will refresh to show that the patron has picked up the
11327 screenshot of picking up reservations
11330 Returning Reservations
11331 ~~~~~~~~~~~~~~~~~~~~~~
11333 __________________________________________________________________________________________________
11336 When a reserved item is brought back, staff must use the Booking Module
11337 to return the reservation.
11338 __________________________________________________________________________________________________
11340 To return reservations, select Booking > Return Reservations
11342 screenshot of returning reservations
11344 You can return the item by patron or item barcode. Here we choose
11345 Resource to return by item barcode. Scan or enter the barcode, and click
11348 screenshot of returning reservations
11350 A pop up box will tell you that the item was returned. Click OK on the
11353 If we select Patron on the above screen, after scanning the patron's
11354 barcode, reservations currently out to that patron are displayed.
11355 Highlight the reservations you want to return, and click Return.
11357 screenshot of returning reservations
11359 The screen will refresh to show any resources that remain out and the
11360 reservations that have been returned.
11362 screenshot of returning reservations
11364 __________________________________________________________________________________________________________
11367 Reservations can be returned from within patron records by selecting
11368 Other > Booking > Return Reservations
11369 __________________________________________________________________________________________________________
11372 Cancelling a Reservation
11373 ~~~~~~~~~~~~~~~~~~~~~~~~
11375 A reservation can be cancelled in a patron’s record or reservation
11378 Retrieve the patron's record.
11380 Select Other > Booking > Create or Cancel Reservations.
11382 screenshot of cancelling
11384 The existing reservations will appear at the bottom of the screen.
11386 screenshot of cancelling
11388 Highlight the reservation that you want to cancel. Click Cancel
11391 screenshot of cancelling
11393 ________________________________________________________________________________________
11396 Use Shift or Ctrl on keyboard and mouse click to select multiple
11397 reservations if needed.
11398 ________________________________________________________________________________________
11400 A pop-up window will confirm the cancellation. Click OK on the prompt.
11402 The screen will refresh, and the cancelled reservation(s) will
11405 screenshot of cancelling
11407 Access the reservation creation screen by selecting Booking > Create
11410 Select any Bookable Resource Type, then click Next.
11412 Scan or type in the patron barcode in Reserve to Patron box then hit
11415 Patron's existing reservations will display at the bottom of the screen.
11417 Select those that you want to cancel, then click Cancel Selected.
11420 Booking Module Administration
11421 -----------------------------
11423 This chapter describes how to create, edit and delete bookable
11424 non-bibliographic resources.
11426 _____________________________________________________________________________________________________________________________________________________________________________________________________________________
11429 Sitka default permissions allow staff members with Circulation
11430 privileges to create reservations on all catalogued items or bookable
11431 non-bibliographic resources, and to create bookable non-bibliographic
11433 _____________________________________________________________________________________________________________________________________________________________________________________________________________________
11435 [[admin-booking-tutorial]]
11436 Local System Administrator Booking Tutorials
11437 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
11439 [[MakeNon-CataloguedItemBookable]]
11440 Creating Bookable Non-Bibliographic Resources
11441 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
11443 Staff with the required permissions (Circulator and above) can create
11444 bookable non-bibliographic resources such as laptops, projectors, and
11447 The following pieces make up a non-bibliographic resource:
11449 * link:#resource-type[Resource Type]
11450 * link:#resource-attribute[Resource Attribute]
11451 * link:#resource-v[Resource Attribute Values]
11452 * link:#resource[Resource]
11453 * link:#resource-m[Resource Attribute Map]
11455 You need to create resource types and resource attributes (features of
11456 the resource types), and add booking items (resources) to individual
11457 resource type. Each resource attribute may have multiple values. You
11458 need to link the applicable features (resource attributes and values) to
11459 individual item (resource) through the Resource Attribute Map. Before
11460 you create resources (booking items) you need to have a resource type
11461 and associated resource attributes and values, if any, for them.
11463 Select Admin > Server Administration > Booking > Resource Types.
11465 screenshot of resource type
11467 A list of current resource types will appear. Use Back and Next buttons
11468 to browse the whole list.
11470 screenshot of resource type
11472 _____________________________________________________________________________________________________
11475 You may also see cataloged items in the list. Those items have been
11476 marked bookable or booked before.
11477 _____________________________________________________________________________________________________
11479 To create a new resource type, click New Resource Type in the top right
11482 screenshot of resource type
11484 A box will appear in which you create your new type of resource.
11486 screenshot of resource type
11488 * Resource Type Name - Give your resource a name.
11489 * Fine Interval - How often will fines be charged? This period can be
11490 input in several ways:
11492 ____________________________________________________________________
11495 ** second(s), minute(s), hour(s), day(s), week(s), month(s), year(s)
11498 ** 00:00:30, 00:01:00, 01:00:00
11499 ____________________________________________________________________
11500 * Fine Amount - The amount that will be charged at each Fine Interval.
11501 * Owning Library - The home library of the resource.
11502 * Catalog Item - (Function not currently available.)
11503 * Transferable - This allows the item to be transferred between
11505 * Inter-booking and Inter-circulation Interval - The amount of time
11506 required by your library between the return of a resource and a new
11507 reservation for the resource. This interval uses the same input
11508 conventions as the Fine Interval.
11509 * Max Fine Amount - The amount at which fines will stop generating.
11511 Click Save when you have entered the needed information.
11513 The new resource type will appear in the list.
11515 screenshot of resource type
11517 Select Server Administration > Booking > Resource Attributes.
11519 Click New Resource Attribute in the top right corner.
11521 A box will appear in which you can add the attributes of the resource.
11522 Attributes are categories of descriptive information that are provided
11523 to the staff member when the booking request is made. For example, an
11524 attribute of a projector may be the type of projector. Other attributes
11525 might be the number of seats available in a room, or the computing
11526 platform of a laptop.
11528 screenshot of resource attribute
11530 * Resource Attribute Name - Give your attribute a name.
11531 * Owning Library - The home library of the resource.
11532 * Resource Type - Type in the first letter to list then choose the
11533 Resource Type to which the Attribute is applicable.
11534 * Is Required - (Function not currently available.)
11536 Click Save when the necessary information has been entered.
11538 The added attribute will appear in the list.
11540 _______________________________________________________________________________________________
11543 One resource type may have multiple attributes. You may repeat the above
11544 procedure to add more.
11545 _______________________________________________________________________________________________
11547 One resource attribute may have multiple values. To add new attribute
11548 value, select Server Administration > Booking > Resource Attribute
11551 Click New Resource Attribute Value in the top right corner.
11553 A box will appear in which you assign a value to a particular attribute.
11554 Values can be numbers, words, or a combination of them, that describe
11555 the particular aspects of the resource that have been defined as
11556 Attributes. As all values appear on the same list for selection, values
11557 should be as unique as possible. For example, a laptop may have a
11558 computing platform that is either PC or Mac.
11560 screenshot of resource attribute value
11562 * Owning Library - The home library of the resource.
11563 * Resource Attribute - The attribute you wish to assign the value to.
11564 * Valid Value - Enter the value for your attribute.
11566 Click Save when the required information has been added.
11568 The attribute value will appear in the list. Each attribute should have
11569 at least two values attached to it; repeat this process for all
11570 applicable attribute values.
11572 Add items to a resource type. Click Admin > Server Administration >
11573 Booking > Resources.
11575 Click New Resource in the top right corner.
11577 A box will appear. Add information for the resource.
11579 screenshot of resource
11581 * Owning Library - The home library of the resource.
11582 * Resource Type - Type in the first letter of the resource type's name
11583 to list then select the resource type for your item.
11584 * Barcode - Barcode for the resource.
11585 * Overbook - This allows a single item to be reserved, picked up, and
11586 returned by multiple patrons during overlapping or identical time
11588 * Is Deposit Required - (Function not currently available.)
11589 * Deposit Amount - (Function not currently available.)
11590 * User Fee - (Function not currently available.)
11592 Click Save when the required information has been added.
11594 The resource will appear in the list.
11596 _______________________________________________________
11599 One resource type may have multiple resources attached.
11600 _______________________________________________________
11602 Use Resource Attribute Maps to bring together the resources and their
11603 attributes and values. Select Admin > Server Administration > Booking >
11604 Resource Attribute Maps.
11606 Click New Resource Attribute Map in the right top corner.
11608 A box will appear in which you will map your attributes and values to
11611 screenshot of resource attribute map
11613 * Resource - Enter the barcode of your resource.
11614 * Resource Attribute - Select an attribute that belongs to the Resource
11616 * Attribute Value - Select a value that belongs to your chosen attribute
11617 and describes your resource. If your attribute and value do not belong
11618 together you will be unable to save.
11620 Click Save once you have entered the required information.
11622 ______________________________________________________________________________________
11625 A resource may have multiple attributes and values. Repeat the above
11627 ______________________________________________________________________________________
11629 The resource attribute map will appear in the list.
11631 Once all attributes have been mapped your resource will be part of a
11632 hierarchy similar to the example below.
11634 screenshot of hierarchy
11636 [[booking-editing]]
11637 Editing Non-Bibliographic Resources
11638 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
11640 Staff with the required permissions can edit aspects of existing
11641 non-bibliographic resources. For example, resource type can be edited in
11642 the event that the fine amount for a laptop changes from $2.00 to $5.00.
11644 Bring up your list of resource types. Select Admin > Server
11645 Administration > Booking > Resource Types.
11647 A list of current resource types will appear.
11649 Double click anywhere on the line of the resource type you would like to
11652 The resource type box will appear. Make your changes and click Save.
11654 Following the same procedure you may edit Resource Attributes,
11655 Attributes Values, Resources and Attribute Map by selecting them on
11656 Admin > Server Administration > Booking menu.
11658 [[booking-deleting]]
11659 Deleting Non-bibliographic Resources
11660 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
11662 To delete a booking resource, go to Admin > Server Administration >
11663 Booking > Resources.
11665 Select the checkbox in front the resource you want to delete. Click
11666 Delete Selected. The resource will disappear from the list.
11668 Following the same procedure you may delete Resource Attributes Maps.
11670 You may also delete Resource Attribute Values, Resource Attributes and
11671 Resource Types. But you have to delete them in the reverse order when
11672 you create them to make sure the entry is not in use when you try to
11675 This is the deletion order: Resource Attribute Map/Resources -> Resource
11676 Attribute Values -> Resource Attributes -> Resource Types.
11678 [[inventory-inventory]]
11679 Sitka's Inventory Procedure
11680 ---------------------------
11682 An Inventory Module is part of Evergreen's long term development plan.
11683 At the moment there is no dedicated inventory function. The following
11684 procedure was developed by the Sitka Team based on the current available
11685 resources and the experience of inventory projects done by libraries in
11686 the Sitka and the Evergreen community.
11688 Inventory in Evergreen involves staff checking in all items in a
11689 specific area and then running a report to list all the items that were
11692 When items are checked in/out or edited the date and time is recorded in
11693 the Last Edit Date field of the items record. This field is used in the
11694 inventory reports to determine which items have been inventoried and
11697 [[running-inventory]]
11701 The first step to running inventory is to chose the section of your
11702 library you will inventory. We recommend that you inventory a shelving
11703 location or particular call number range. There are several report
11704 templates you can use to aid you in preparing for your inventory.
11706 * SITKA_templates -> Collection -> Copy and Title Count -> Title and
11707 Copy Count by Shelving Location and Circulation Modifier
11708 * SITKA_templates -> Collection -> Copy List by Item Attributes -> Call
11709 Number : Copies with Call Numbers within a Range
11710 * SITKA_templates -> Collection -> Copy List by Item Attributes ->
11711 Shelving Location : Copies with Selected Shelving Locations
11713 ______________________________________________________________________________________________________________________________________________________________________
11716 For accuracy we suggest staff do not edit items without the physical
11717 copy on hand during the inventory period as eding an item will update
11718 the Last Edited Date field.
11719 ______________________________________________________________________________________________________________________________________________________________________
11721 _________________________________________________________________________________________________________________________________
11724 Once inventory starts, any item found in an incorrect location should be
11725 checked in before it is shelved in the correct location.
11726 _________________________________________________________________________________________________________________________________
11728 In Evergreen go to Circulation > Check In Items.
11730 Check the items in.
11732 _________________________________________________________________________________________________________________________________________________
11735 Staff can check for cataloguing issues while checking in items for
11736 inventory. To do so set up your Check In interface with the following
11740 * Shelving Location
11741 * Circulation Modifier
11744 Staff can fix items right away or put them aside to be dealt with later.
11745 _________________________________________________________________________________________________________________________________________________
11747 If you do not have wi-fi available you can use Evergreen's Offline
11748 module to check items in for inventory.
11750 Open the Offline Module.
11752 Check in the items in the area you are inventoring. See
11753 link:#offline-check-in[section_title].
11755 Connect the computer to the internet and open the Evergreen Staff
11758 Upload your check ins. See
11759 link:#offline-upload-transactions[section_title].
11761 Make sure you follow up on any exceptions that appear when the
11762 transactions are uploaded. See
11763 link:#offline-exceptions[simplesect_title]. These items will need to be
11764 pulled from the shelf and checked in with on the live staff client to
11765 resolve the exceptions.
11767 Scan every item barcode on shelf in the chosen area.
11769 Export the barcodes to a text file (Sitka team recommends using
11770 Notepad.) to a computer with Evergreen installed. The barcodes should be
11771 in one single spaced single column without extra space anywhere.
11773 Use Cut and Paste functions to break the big list of barcodes into
11774 smaller lists and save each list as an individual text file (suggest
11775 each list contains about 50 barcodes). Name your files in sequence, e.g.
11776 inventory001, inventory002..., so that it will be easy to follow when
11777 you upload the files.
11779 On Item Status (F5) screen of Evergreen, click Upload From File.
11781 You are prompted to browse your local computer to find the barcode
11782 files. Navigate to and select your first file and click Open.
11784 Every item on the list is retrieved and displayed. It may take a while
11785 if the list is long. Select all items by using Shift key together with
11786 mouse. Click Actions for Selected Items > Check in Items.
11788 Repeat steps 4-6 to check in items in all files.
11790 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
11793 You may see prompt popups for items with special status, such as lost,
11794 missing, checked out, in-transit or routing to the holds shelf. Once you
11795 confirm the prompt, the loading will continue. But you need to follow up
11796 with items going on hold shelf and in-transit.
11797 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
11799 [[inventory-reports-lists]]
11800 Reporting on Inventory
11801 ~~~~~~~~~~~~~~~~~~~~~~
11803 There are two report templates in the SITKA_templates -> Inventory
11804 folder on the Report Interface.
11806 *Inventory - scanned items by shelving location*
11808 This report counts the items that have been checked in/out or otherwise
11809 edited (including being checked out, marked missing or lost) during the
11810 inventory period. The date when you started taking inventory should be
11811 entered as the Last Edited Date when running the report. The numbers are
11812 broken down by shelving locations.
11814 *Inventory - un-scanned items*
11816 This report generates a list of items that should be on the shelf but
11817 were not checked in/out or otherwise edited during the inventory period.
11818 When running the report use the date when you started taking inventory
11819 for the Last Edited Date, the shelving location(s) in which you took
11820 inventory and the "on shelf" statuses ReshelvingandAvailable.
11822 You can use this report to search for the listed items. You can also
11823 upload this report into the Item Status interface and set the items to
11827 Local Administration Menu
11828 -------------------------
11834 Many Evergreen configuration options are available under the Admin >
11835 Local Administration rollover menu.
11837 screenshot of staff client
11839 Items on this menu are visible to anyone logged into the staff client
11840 but usually require special permissions to edit. The following table
11841 describes each of the menu options and their required permission levels.
11842 Contact the Sitka support team if you have questions about settings that
11843 cannot be edited with a Local System Administrator (LSA) account.
11845 [cols=",,",options="header",]
11846 |=======================================================================
11847 |Menu option |Description |Permissions
11848 |Age Overdue Circs to Lost |To create a queue of ALL overdue items by
11849 selected patron profiles at selected libraries to be marked lost. It
11850 does not support date parameter. This feature is mainly for school
11851 libraries' end of term process. To automatically mark items lost when
11852 they are overdue for x days contact Sitka support. |LSA
11854 |link:#lsa-cash-reports[Cash Reports] |View summary report of cash
11855 transactions for selected date range |All staff
11857 |Circulation Limit Set |View circulation limit on combination of circ
11858 modifier and patron profile |Viewable to LSA. Contact Sitka Support for
11861 |link:#lsa-circ-policies[Circulation Policies] |View circulation
11862 policies |Viewable to LSA. Contact Sitka Support for editing
11864 |link:#lsa-closed[Closed Dates Editor] |Set library closure dates
11865 (affects due dates and fines) |LSA
11867 |link:#lsa-copy-locations[Copy Locations Editor] |Create and edit copy
11868 locations, also known as shelving locations |LSA
11870 |Copy Location Groups |Allows one or more shelving locations to be
11871 grouped together as a search location. |Sitka Support
11873 |link:#lsa-copy-location-order[Copy Location Order] |Change display
11874 order of copy locations on Holds Pull list, also known as shelving
11877 |link:#lsa-copy-template-editor[Copy Template Editor] |Admin settings
11878 for Serials |LSA/Serials staff
11880 |link:#lsa-not-print-attempt['Do Not Attempt Auto-Print' Setting]
11881 |Override default settings to block automatic receipt printing in
11882 selected staff client transactions; not yet documented |LSA
11884 |Field Documentation |Create custom notes describing individual staff
11885 client fields to library staff; currently applies only to the patron
11886 registration fields |Sitka support
11888 |link:#lsa-group-penalty[Group Penalty Thresholds] |Set library-specific
11889 thresholds for maximum items out, maximum overdues, and maximum fines
11892 |link:#lsa-hold-policies[Hold Policies] |View Hold Policies |LSA
11894 |link:#lsa-item-attribute-editor[Item Attribute Editor] |Hide/unhide
11895 field(s) on Edit Item Attributes screen |LSA
11897 |link:#lsa-library-settings[Library Settings Editor] |Detailed library
11898 configuration settings |LSA/Sitka supprt
11900 |link:#lsa-noncat[Non-Catalogued Type Editor] |Create and edit optional
11901 non-catalogued item types |LSA
11903 |Notifications / Action Triggers |Admin settings |Sitka support
11905 |Patrons with Negative Balances |Display a list of patron accounts with
11906 negative bill balances, to whom the library may owe refunds |All staff
11908 |link:#report-introduction[Reports] |Generate reports on any field in
11909 the Evergreen database |Staff with reporter permission (report output
11910 optionally visible to all staff)
11912 |Search Filter Groups |Not in use |Sitka support
11914 |Standing Penalties |_Admin settings_ |Sitka support
11916 |link:#lsa-statcat[Statistical Categories Editor] |Create and manage
11917 optional categories for detailed patron/item information |LSA
11919 |link:#lsa-survey[Surveys] |Create patron surveys to be completed at
11920 patron registration |LSA
11922 |link:#circ-transit[Transit List] |View items in transit to or from your
11923 library during selected date range |All staff
11925 |link:#lsa-work-log[Work Log] |List the most recent transactions
11926 processed at the selected workstation |All staff
11927 |=======================================================================
11929 [[lsa-cash-reports]]
11933 Select Admin > Local Administration > Cash Reports.
11935 Select the start date and the end date that you wish to run a cash
11936 report for. You can either enter the date in the YYYY-MM-DD format, or
11937 click on the calendar icon to use the calendar widget.
11939 screenshot of staff client
11941 Select your library from the drop down menu. Click Submit.
11943 The output will show cash, check, and credit card payments. It will
11944 also show amounts for credits, forgiven payments, work payments and
11945 goods payments (e.g. food for fines initiatives, replacement copy for
11946 lost item, etc.). The output will look something like this:
11948 screenshot of staff client
11950 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
11953 By clicking on the hyperlinked column headers (i.e. workstation,
11954 cash_payment, check_payment, etc.) it is possible to sort the columns to
11955 order the payments from smallest to largest, or largest to smallest, or
11956 to group the workstation names.
11957 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
11959 Customized payment reports can be created from the reports interface.
11960 Several shared templates are available under SITKA_templates > Payments.
11961 For instructions on using shared templates see
11962 link:#shared-template[???]
11964 [[lsa-circ-policies]]
11965 Circulation Policies
11966 ~~~~~~~~~~~~~~~~~~~~
11968 A user with LSA privileges can view your library's circulation policies.
11969 Changes to circulation policies can be requested through the Sitka
11972 Select Admin > Local Administration > Circulation Policies.
11974 By default, your library is selected in the box after Context Org Unit
11975 (i.e. Checkout Library). The initial display will show all circulation
11976 rules at your library and the federation level. You can filter the
11977 display to show rules applied to just your library's items.
11979 Click Filter under Context Org Unit.
11981 In the popped up window, select Copy Circ Lib from the first dropdown
11982 list; Is from the second list and your library the third.
11984 Click Apply to limit display to just your library. screenshot of staff
11987 The resulting screen provides a summary view of each circulation rule
11988 for your library, and more detail can be seen by clicking on the
11989 individual entries. screenshot of staff client
11991 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
11994 Circulation policies define the loan duration, renewals, recurring fine
11995 rate, maximum fine amount, grace period and maximum items out rules for
11996 different combinations of User Permission Groups and Home Library, and
11997 Circ Modifiers for items belonging to one library or library system.
11998 Other item attributes may be used for more specific rules. Please
11999 contact Sitka support.
12001 The current circulation polices allow items to be checked out and
12002 renewed at any library in your library federation.
12003 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
12005 Select the individual circulation policy for viewing by double-clicking
12006 on the desired row.
12008 The circulation rules are typically attached to the Org Unit (checkout
12009 library), User Permission Group, and Copy Circ Library and Circulation
12010 Modifier of the items being circulated. For example, the rule below is
12011 for items with circulating library of BPRDP and circulation modifier of
12012 'book' to be checked out to PL Extended Loans patrons at any library of
12013 IslandLink Library Federation .
12015 Each circulation rule defines the Loan Duration, Renewal, Recurring
12016 Fine, Maximum Fine, Grace Period and whether the item is allowed to
12017 circulate at all. For example, circulation items falling under the rule
12018 below would have a loan duration rule of '35_1', a recurring fine rule
12019 of 'twentyfivecents' per day and a maximum fine amount of 'fivedollar'.
12021 A rule is 'turned off', if the Active box is unchecked.
12023 screenshot of staff client
12026 Closed Dates Editor
12027 ~~~~~~~~~~~~~~~~~~~
12029 https://www.youtube.com/watch?v=TunYvpzN1Uw[*Closed Dates Editor -
12030 Pacific Time Zone (2:57)*]
12032 https://www.youtube.com/watch?v=TI6D0e_f6Dg[*Closed Dates Editor -
12033 Mountain and Central Time Zones (4:35)*]
12035 These dates are in addition to your regular weekly closed days (see
12036 link:#server-hours[section_title]). Both regular closed days and those
12037 entered in the Closed Dates Editor affect due dates, fines, and
12038 targeting for holds:
12042 Due dates that would fall on closed days are automatically pushed
12043 forward to the next open day. Likewise, if an item is checked out at
12044 8pm, for example, and would normally be due on a day when the library
12045 closes before 8pm, Evergreen pushes the due date forward to the next
12049 Overdue fines are not charged on days when the library is closed, unless
12050 your library chooses to charge via Library Settings Editor: Charge fines
12051 on overdue circulations when closed.
12052 * *Hold Targeting.*
12054 By default items at a closed library are not targeted for holds. This
12055 means that available items that patrons have placed holds on will not
12056 appear on the Holds Pull List until the next open day. If you wish items
12057 to be targeted when the library is closed to the public, perhaps staff
12058 are still working and would like to pull items for holds, you can use
12059 the library settings Target copies for a hold even if copy's circ lib is
12060 closed and Target copies for a hold even if copy's circ lib is closed IF
12061 the circ lib is the hold's pickup lib to override the default behaviour.
12063 ___________________________________________________________________________________________________________________________________________________________________________________________
12066 Sitka libraries not in the Pacific time zone must off-set their closed
12067 dates to ensure correct behaviour. See the
12068 link:#lsa-closed-nonpst[Non-Pacific Time Zone] section below for
12070 ___________________________________________________________________________________________________________________________________________________________________________________________
12072 Select Admin > Local Administration > Closed Dates Editor.
12074 Select Add Multi-Date Closing if your closed dates are entire business
12077 screenshot of staff client
12079 Enter applicable dates and a descriptive reason for the closing and
12080 click Save. Check the Apply to all of my libraries box if your library
12081 is a multi-branch system and the closing applies to all of your
12084 screenshot of staff client
12086 _______________________________________________________________________________________________
12089 You can type dates into fields using YYYY-MM-DD format or use calendar
12090 widgets to choose dates.
12091 _______________________________________________________________________________________________
12093 If your closed dates include a portion of a business day, select Add
12094 Detailed Closing at link:#lsa-multi-day-select[step_title], then enter
12095 detailed hours and dates and click Save. Time format must be HH:MM.
12097 screenshot of staff client
12099 Sitka's Evergreen server is in the Pacific time zone. To ensure correct
12100 closed date behaviour Sitka libraries not in the Pacific time zone must
12101 off-set their closed date entries by using Add Detailed Closing for all
12104 Select Add Detailed Closing.
12106 screenshot of staff client
12108 Enter start date and select All Day under start time. To compensate for
12109 the time zone difference, the end date/time should be 1am for libaries
12110 in the Mountain Time Zone or 2am for libraries in the Central Time Zone
12111 the day *after* the closure. The example below is for a one day closure
12112 on September 6, 2010 for a library in the Mountain Time Zone. Click Save
12115 screenshot of staff client
12117 [[lsa-copy-locations]]
12118 Copy Locations Editor
12119 ~~~~~~~~~~~~~~~~~~~~~
12121 https://www.youtube.com/watch?v=pOnxqdPSEYI[*Sitka Snippet Video - Copy
12122 Locations Editor (3:25)*]
12124 Select Admin > Local Administration > Copy Locations Editor.
12126 You can create new copy locations (aka shelving location), or edit
12127 existing copy locations. To create a new shelving location, type in the
12128 name, and select Yes or No for the various attributes: OPAC Visible,
12129 Holdable, Circulate, Hold Verify and Checkin Alert. Click Create a new
12132 Holdable means a patron is able to place a hold on an item in this
12135 Hold Verify, if set up, will generate a prompt when an item is captured
12138 Checkin Alert will prompt staff to route the item to the location when
12139 checking in items with this location.
12141 Label Prefix and Label Suffix, if set up, will be automatically included
12142 when printing spine labels
12144 screenshot of staff client
12146 In the bottom part of the Copy Locations Editor you can edit or delete
12147 existing copy locations. You cannot delete a location that contains
12148 items. In this example the copy location Adult Videos is being edited.
12150 screenshot of staff client
12152 image:../media/1.png[image] Click Translate to enter optional
12153 translations of copy location titles for OPAC display when patrons
12154 select other languages.
12156 image:../media/2.png[image] Text in the Label prefix and Label suffix
12157 fields will automatically be added to spine labels printed for items in
12158 the selected copy location. It does not affect OPAC or staff client
12161 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
12164 Whether an item can be circulated, holdable or visible on OPAC is
12165 controlled by three factors: item status, shelving location and item
12166 attributes (the options in the Copy Editor). Evergreen follows the
12167 aforementioned sequence to check the value of each factor until it
12168 encounters a NO. An item can be circulated, holdable or visible on OPAC
12169 when all three factors are set to YES.
12170 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
12172 __________________________________________________________________________________________________________________________________________________________________________________________________________
12175 After creating or deleting a copy location, log out of the staff client
12176 and clear the cache to ensure changes are reflected in the copy editor.
12177 This is not required for edits to existing copy locations.
12178 __________________________________________________________________________________________________________________________________________________________________________________________________________
12180 This is where you see the shelving locations in the Copy Editor:
12182 screenshot of staff client
12184 ________________________________________________________________________________________________________________________________________________________________
12187 The order of the shelving location name and library code can be reversed
12188 by setting up Admin > Workstation Adminstration > Copy Editor: Copy
12189 Location Name First
12190 ________________________________________________________________________________________________________________________________________________________________
12192 This is where the shelving location appears in the OPAC.
12194 screenshot of staff client
12196 [[lsa-copy-location-order]]
12197 Copy Location Order
12198 ~~~~~~~~~~~~~~~~~~~
12200 This is the place where you specifiy the copy location order on Pull
12201 List of Hold Requests. Items are grouped together by Copy Location first
12202 on the list to ease the process of tracing items on shelves. You may
12203 adjust the order according to the layout of your library's shelves.
12205 Drag a Copy Location on the list to the proper position, then click
12208 [[lsa-copy-template-editor]]
12209 Copy Template Editor
12210 ~~~~~~~~~~~~~~~~~~~~
12212 See link:#serials-create-copy-template[section_title] in Serials
12213 Adminsitration section.
12215 [[lsa-not-print-attempt]]
12216 'Do Not Attempt-Auto-Print' Setting
12217 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
12219 This is the place where you select receipt/slip type(s) to disable
12220 auto-print attempt for it. No printing will be attempted if the
12221 receipt/slip type is selected. Auto-print button on individual function
12222 screen is automatically disabled for the selected receipts/slips. The
12223 optional receipts/slips are: Checkout, Bill Pay, Transit Slip, Hold Slip
12224 and Hold/Transit Slip.
12226 Select/deselect one or more, then click Update Setting
12228 For multi-branch libraries, you may use the dropdown list of libraries
12229 to make your selection effective to the selected branch or your whole
12232 ___________________________________________________________________________________________________________________________
12235 You may also remove receipt/slip type(s) from Library Settings Editor >
12236 Program: Disable Automatic Print Attempt Type List.
12237 ___________________________________________________________________________________________________________________________
12239 [[lsa-group-penalty]]
12240 Group Penalty Thresholds
12241 ~~~~~~~~~~~~~~~~~~~~~~~~
12243 Group Penalty Thresholds block circulation transactions for users who
12244 exceed maximum check out limits, number of overdue items, or fines.
12245 Settings for your library are visible under Admin > Local Administration
12246 > Group Penalty Thresholds. There are four penalties in use now.
12248 [cols=",",options="header",]
12249 |=======================================================================
12251 |PATRON_EXCEEDS_FINES |Blocks new circulations and renewals if patron
12254 |PATRON_EXCEEDS_OVERDUE_COUNT |Blocks new circulations if patron exceeds
12257 |PATRON_EXCEEDS_CHECKOUT_COUNT |Blocks new circulations if patron
12258 exceeds X items out
12260 |PATRON_EXCEEDS_LOST_COUNT |Blocks new circulations if patron exceeds X
12262 |=======================================================================
12264 Accounts that meet or exceed penalty thresholds display an alert message
12265 when opened and require staff overrides for blocked transactions.
12267 patron account with circulation blocks
12269 [[lsa-group-inheritance]]
12270 Penalty threshold inheritance rules
12271 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
12273 Local penalty thresholds are identified by Org Unit and appear in the
12274 same table as the Sitka defaults.
12276 group penalty threshold table
12278 Where there is more than one threshold for the same penalty Evergreen
12279 gives precedence to local settings. In this example BSQ patrons are
12280 blocked when owing $5.00 in fines (image:../media/2.png[image]) instead
12281 of the Sitka default of $9999.00 (image:../media/1.png[image]).
12283 Thresholds image:../media/3.png[image] and image:../media/4.png[image]
12284 are both for BSQ but apply to different user profile groups. Threshold
12285 image:../media/3.png[image] limits all patrons to a maximum of 9999
12286 items out, but image:../media/4.png[image] provides an exception for the
12287 PL BC OneCard profile.
12289 _______________________________________________________________________________________________________________________________________________________
12292 Multi-branch libraries may create rules for the entire library system or
12293 for individual branches. Evergreen will use the most specific applicable
12295 _______________________________________________________________________________________________________________________________________________________
12297 [[lsa-group-create]]
12298 Creating local penalty thresholds
12299 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
12301 Local System Administrators can override the Sitka defaults by creating
12302 local penalty thresholds for selected patron groups.
12304 Select Admin > Local Administration > Group Penalty Thresholds.
12306 Click New Penalty Threshold.
12308 group penalty threshold interface
12310 The new penalty pop-up appears. Complete all fields and click Save.
12312 new penalty threshold form
12314 image:../media/1.png[image] Group - the profile group to which the rule
12315 applies. Selecting Public Library Patrons includes all profiles below it
12316 in the user hierarchy (PL BC OneCard, PL ILL, etc).
12318 image:../media/2.png[image] Org Unit - multi-branch libraries may create
12319 rules for individual branches or the entire library system.
12321 image:../media/3.png[image] Penalty - select
12322 PATRON_EXCEEDS_CHECKOUT_COUNT, PATRON_EXCEEDS_LOST_COUNT,
12323 PATRON_EXCEEDS_OVERDUE_COUNT, or PATRON_EXCEEDS_FINES ; other options
12324 are not used by Sitka.
12326 After clicking Save the new threshold appears with the Sitka defaults.
12327 Evergreen always gives precedence to local settings (in this example,
12330 group penalty threshold interface
12332 ________________________________________________________________________________________
12335 For user groups that have no limits Sitka Support recommends setting
12336 thresholds to 9999.
12337 ________________________________________________________________________________________
12339 [[lsa-edit-penalty]]
12340 Deleting or editing local penalty thresholds
12341 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
12343 To delete a local threshold select the row to remove and click Delete
12344 Selected. The threshold is removed immediately without further
12347 screenshot of staff client
12349 To edit a local threshold, double-click the desired row to open the
12350 pop-up form. Edit the form and click Save. New settings take effect
12353 screenshot of staff client
12355 [[lsa-hold-driven-recall]]
12359 Academic libraries usually allow extended loan periods to some patron
12360 types on some materials. They will recall these items when other patrons
12361 request them. Hold-driven Recall automates this process.
12363 When libraries recall an item they ususally shorten the loan period and
12364 block renewal. They may also change the fine rate and maximum fine
12365 amount. A notice (via email) is sent to the current borrower to inform
12366 him/her of the change.
12368 Evergreen uses three library setting entries to trigger hold-driven
12369 recall and define change parameters. When a hold is placed and there is
12370 no availabe copy, Evergeen will check whether the Recall settings are
12371 set up for the library. If settings are on and recall condition is met,
12372 a recall will be triggered.
12374 Go to Admin > Local Administration > Library Settings Editor to set them
12377 1. Recalls: Circulation duration that triggers a recall
12379 This is the threshold that decides whether a recall is triggered.
12380 Recalls are triggered only when items are checked out with a loan period
12381 longer than the one specified in this entry. For example, in a library
12382 the longest general loan period is 35 days. Extended loan to faculty is
12383 92 days. You may specify, e.g. 36 days or 90 days in this entry to
12384 trigger recalls on items checked out to faculty with extended loan
12385 period. But you need to consider the next entry to make your decision.
12387 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
12390 Evergreen uses the loan duration rule in circulation records as the loan
12391 period of a circulation. It does not calculate the loan period from the
12392 checkout and due dates. If you set specific due date on checkout, the
12393 actual loan period and the loan duration rule may not match.
12394 ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
12395 2. Recalls: Truncated loan period
12397 When a recall is triggered, Evergreen will reset the due date in the
12398 current circulation record. The new due date is calculated based on the
12399 value entered in this entry and the above. The later date generated by
12400 these two entries will be the new due date. For example, the truncated
12401 loan period is 7 days and the threshold in the above entry is 36 days.
12402 On 2013-07-01 a recall is triggered on an item checked out on
12403 2013-06-09, and the new due date based on truncated loan period will be
12404 2013-07-08 (2013-07-01 + 7 days), while 2013-07-15 is based on the
12405 recall threshold (2013-06-09 + 36 days). Evergreen will set the new due
12406 date to 2013-07-15. If the above item is recalled on 2013-07-10, the due
12407 date from the truncated loan period will be 2013-07-17. This will be the
12408 new due date. In other words, the recall threshold is the minimum loan
12409 period an extended loan can be shortened to, and patrons with extended
12410 loan items will have at least the truncated loan period when they
12411 receive the recall notice.
12413 _________________________________________________________________________________________________________________________________________________
12416 Under extreme circumstance, overdue items' loan periods may be extended,
12417 e.g. an extended loan checked out in last term is recalled in this term.
12418 _________________________________________________________________________________________________________________________________________________
12419 3. Recalls: An array of fine amount, fine interval, and maximum fine.
12421 This is optional. If you wish to set up new fine rules on recalled
12422 items, follow the example quoted in the Library Settings Editor. Make
12423 sure the brackets and double quotation around the fine interval are
12426 [[lsa-hold-policies]]
12430 A user with LSA privileges can view your library's hold policies.
12431 Changes to hold policies can be requested through the Sitka support
12434 Select Admin > Local Administration > Hold Policies.
12436 Select your library from the drop down list after Context Org Unit.
12438 The first screen provides a summary view of each hold rule for your
12439 library, and more detail can be seen by clicking on the individual
12440 entries. screenshot of staff client
12442 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
12445 The Hold Policy for each library or library system defines who can place
12446 how many holds on what types of materials. It also defines whether the
12447 library's materials can be used to fill holds picked up at other
12448 libraries. Hold policies are usually defined by a combination of the
12449 Requestor Permission Group (eg. Public Library Users, Public Library
12450 Staff etc.), item attributes like circulation modifier (eg. books,
12451 juvenile-collection etc.), and library (user home, items' owning and
12452 circulating library) with additional parameters of maximum holds and
12453 whether a hold can be placed at all. Transit Range defines where the
12454 library's materials can go to fill holds.
12455 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
12457 Select the individual hold policy for viewing by double-clicking on the
12460 In the below example, Public Library Users are able to place holds on
12461 BELK library’s items of any circulation modifier and pick up these items
12462 at BELK library. They can have up to a maximum of 20 holds.
12464 screenshot of staff client
12466 [[lsa-item-attribute-editor]]
12467 Item Attribute Editor
12468 ~~~~~~~~~~~~~~~~~~~~~
12470 This is where you can choose to hide some unused fields on Edit Item
12471 Attibute, (aka Copy Editor) screen, such as Deposit Amount.
12473 Select Admin > Local Administration > Edit Item Attribute The Copy
12476 Click Hide Fields button at the left bottom corner.
12478 screenshot of staff client
12480 By default your library is displayed on top of the list. If you wish to
12481 hide fields for all branches of your library system, change it to your
12484 Check the field(s) that you want to hide and click OK button. Those
12485 selected fields will disappear from the Copy Editor. Close the tab.
12487 screenshot of staff client
12489 If you wish to unhide a field, repeat the above step 1 and 2. Deselect
12490 the field and click OK.
12492 [[lsa-library-settings]]
12493 Library Settings Editor
12494 ~~~~~~~~~~~~~~~~~~~~~~~
12496 With the Library Settings Editor local system administrators (LSA) can
12497 optionally customize Evergreen's behaviour for a particular library or
12498 library system. For descriptions of available settings see the Settings
12499 Overview table below. Most settings can be changed in the staff client
12500 but some Sitka-wide defaults are maintained by the support team. All
12501 staff accounts can view library settings but an LSA login is required to
12504 New Sitka libraries should set up local settings as soon as possible
12507 To open the Library Settings Editor select Admin > Local Administration
12508 > Library Settings Editor.
12510 Settings having effects on the same function or module are grouped
12511 together. You may browse the list or search for the entry you want to
12512 edit. Type in your search term in the filter box. You may clear or
12513 re-apply the filter by clicking Clear Filter or Filter.
12515 image:media/lse-1.png[library setting editor]
12517 To edit an entry click Edit in the line.
12519 Read the instruction in the pop-up window. Make the change. Click Update
12520 Setting to save the change. Click Delete Setting if you wish to delete
12523 image:media/lse-2.png[image]
12525 Click History to view the previous values, if any, of a setting. You can
12526 revert back to an old value by clicking revert.
12528 image:media/lse-3.png[image]
12530 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________
12533 Please note that different settings may require different data format,
12534 which is listed in the Settings Overview table. Refer to the Data Type
12535 table at the bottom of this page to find the data format used for each
12537 _______________________________________________________________________________________________________________________________________________________________________________________________________________________________
12539 To export library settings, click Export button on the above Library
12540 Setting Editor screen. Click Copy in the pop-up window. Those settings
12541 displayed on the screen are copied to clipboard. Paste the content to a
12542 text editor, such as Notepad. Save the file on your computer.
12544 To import library settings, click Import button on Library Settings
12547 Open your previously saved file and copy the content. Click Paste in the
12548 pop-up window. Click Submit.
12550 image:media/lse-5.png[image]
12552 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
12555 The exported settings may include entries with context of Sitka. When
12556 importing settings with such entries you may see errors of permission
12557 denied. This is considered normal as LSA can not and should not edit
12558 entries in the Sitka context.
12559 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
12561 The settings are grouped together in separate tables based on functions
12562 and modules, which are affected by the setting. They are in the same
12563 sequence as you see in the staff client. Each table describes the
12564 available settings in the group and shows which can be changed on a
12565 per-library basis. At bottom is the table with a list of
12566 link:#lsa-library-settings-data[data types] with details about
12567 acceptable settings values.
12569 _______________________________________________________________________________________________________________________________
12572 For settings used by Acquisitions Module, please refer to Acquisition
12575 Long Overdue item status is not in use in Sitka, thus none of the long
12576 overdue related entries are included in the table below.
12577 _______________________________________________________________________________________________________________________________
12579 .Booking and Cataloguing
12580 [width="100%",cols="23%,33%,11%,11%,22%",options="header",]
12581 |=======================================================================
12582 |Setting |Description |Data type |Edited by |Notes
12583 |Booking Allow email notify |Permit email notification when a
12584 reservation is ready for pickup. |link:#lsa-data-types[True/false] |LSA
12587 |Default Classification Scheme |Defines the default classification
12588 scheme for new call numbers: 1 = Generic; 2 = Dewey; 3 = LC
12589 |link:#lsa-data-types[Number] |Sitka |Affects call number sorting
12591 |Default copy status (fast add) |Default status when a copy is created
12592 using the "Fast Item Add" interface. |link:#lsa-data-types[Selection
12593 list] |LSA |Default: In process
12595 |Default copy status (normal) |Default status when a copy is created
12596 using the normal volume/copy creator interface.
12597 |link:#lsa-data-types[Selection list] |LSA |Default: In Process
12599 |Defines the control number identifier used in 003 and 035 fields |Admin
12602 |Delete bib if all copies are deleted via Acquisitions lineitem
12603 cancellation. | |link:#lsa-data-types[True/False] |Sitka |
12605 |Delete volume with last copy |Automatically delete a volume when the
12606 last linked copy is deleted. |link:#lsa-data-types[True/False] |Sitka
12609 |Maximum Parallel Z39.50 Batch Searches |The maximum number of Z39.50
12610 searches that can be in-flight at any given time when performing batch
12611 Z39.50 searches. |link:#lsa-data-types[Number] |Sitka |
12613 |Maximum Z39.50 Batch Search Results |The maximum number of search
12614 results to retrieve and queue for each record + Z39 source during batch
12615 Z39.50 searches |link:#lsa-data-types[Number] |Sitka |
12617 |Spine and pocket label font family |Set the preferred font family for
12618 spine and pocket labels. You can specify a list of fonts, separated by
12619 commas, in order of preference; the system will use the first font it
12620 finds with a matching name. For example, "Arial, Helvetica, serif".
12621 |link:#lsa-data-types[Text] |LSA |
12623 |Spine and pocket label font size |Set the default font size for spine
12624 and pocket labels |link:#lsa-data-types[Number] |LSA |
12626 |Spine and pocket label font weight |Set the preferred font weight for
12627 spine and pocket labels. You can specify "normal", "bold", "bolder", or
12628 "lighter". |link:#lsa-data-types[Text] |LSA |
12630 |Spine label left margin |Set the left margin for spine labels in number
12631 of characters. |link:#lsa-data-types[Number] |LSA |
12633 |Spine label line width |Set the default line width for spine labels in
12634 number of characters. This specifies the boundary at which lines must be
12635 wrapped. |link:#lsa-data-types[Number] |LSA |
12637 |Spine label maximum lines |Set the default maximum number of lines for
12638 spine labels. |link:#lsa-data-types[Number] |LSA |
12639 |=======================================================================
12642 [width="100%",cols="23%,33%,11%,11%,22%",options="header",]
12643 |=======================================================================
12644 |Setting |Description |Data type |Edited by |Notes
12645 |Auto-extend grace periods |When enabled grace periods will auto-extend.
12646 By default this will be only when they are a full day or more and end on
12647 a closed date, though other options can alter this.
12648 |link:#lsa-data-types[True/False] |LSA |
12650 |Auto-extending grace periods extend for all closed dates |It works when
12651 the above setting "Auto-Extend Grace Periods" is set to TRUE. If
12652 enabled, when the grace period falls on a closed date(s), it will be
12653 extended past all closed dates that intersect, but within the hard-coded
12654 limits (your library's grace period). |link:#lsa-data-types[True/False]
12657 |Auto-extending grace periods include trailing closed dates |It works
12658 when the above setting "Auto-Extend Grace Periods" is set to TRUE. If
12659 enabled, grace periods will include closed dates that directly follow
12660 the last day of the grace period. A backdated checkin with effective
12661 date on the closed dates will assume the item is returned after hours on
12662 the last day of the grace period. |link:#lsa-data-types[True/False] |LSA
12663 |Useful when libraries' bookdrop equipped with AMH.
12665 |Block hold request if hold recipient privileges have expired |
12666 |link:#lsa-data-types[True/False] |LSA |
12668 |Cap max fine at item price |This prevents the system from charging more
12669 than the item price in overdue fines |link:#lsa-data-types[True/False]
12672 |Charge fines on overdue circulations when closed |When set to True,
12673 fines will be charged during scheduled closings and normal weekly closed
12674 days. |link:#lsa-data-types[True/False] |LSA |
12676 |Checkout fills related hold |When a patron checks out an item and they
12677 have no holds that directly target the item, the system will attempt to
12678 find a hold for the patron that could be fulfilled by the checked out
12679 item and fulfills it. On the Staff Client you may notice that when a
12680 patron checks out an item under a title on which he/she has a hold, the
12681 hold will be treated as filled though the item has not been assigned to
12682 the patron's hold. |link:#lsa-data-types[True/false] |LSA |
12684 |Checkout fills related hold on valid copy only |When filling related
12685 holds on checkout only match on items that are valid for opportunistic
12686 capture for the hold. Without this set a Title or Volume hold could
12687 match when the item is not holdable. With this set only holdable items
12688 will match. |link:#lsa-data-types[True/False] |LSA |
12690 |Checkout auto renew age |When an item has been checked out for at least
12691 this amount of time, an attempt to check out the item to the patron that
12692 it is already checked out to will simply renew the circulation. If the
12693 checkout attempt is done within this time frame, Evergreen will prompt
12694 for choosing Renewing or Checkin then Checkout the item.
12695 |link:#lsa-data-types[Duration] |LSA |
12697 |Do not change fines/fees on zero-balance LOST transaction |When an item
12698 has been marked lost and all fines/fees have been completely paid on the
12699 transaction, do not void or reinstate any fines/fees EVEN IF Void Lost
12700 Item Billing When Returned, and/or Void Processing Fee on Lost Item
12701 Return, and/or Restore Overdues on Lost Item Return are enabled. This
12702 setting has no effect on partially resolved bills.
12703 |link:#lsa-data-types[True/False] |Sitka |Not in use
12705 |Do not include outstanding Claims Returned circulations in lump sum
12706 tallies in Patron Display. |In the Patron Display interface, the number
12707 of total active circulations for a given patron is presented in the
12708 Summary sidebar and underneath the Items Out navigation button. This
12709 setting will prevent Claims Returned circulations from counting toward
12710 these tallies. |link:#lsa-data-types[True/False] |LSA |
12712 |Hold shelf status delay |The purpose is to provide an interval of time
12713 after an item goes into the on-holds-shelf status before it appears to
12714 patrons that it is actually on the holds shelf. This gives staff time to
12715 process the item before it shows as ready-for-pickup.
12716 |link:#lsa-data-types[Duration] |LSA |
12718 |Include Lost circulations in lump sum tallies in Patron Display. |In
12719 the Patron Display interface, the number of total active circulations
12720 for a given patron is presented in the Summary sidebar and underneath
12721 the Items Out navigation button. This setting will include Lost
12722 circulations as counting toward these tallies.
12723 |link:#lsa-data-types[True/False] |LSA |
12725 |Invalid patron address penalty |When set, if a patron address is set to
12726 invalid, a penalty is applied. |link:#lsa-data-types[True/False] |LSA |
12728 |Item status for missing pieces |This is the Item Status to use for
12729 items that have been marked or scanned as having Missing Pieces. In the
12730 absence of this setting, the Damaged status is used.
12731 |link:#lsa-data-types[Selection list] |LSA |
12733 |Load patron from Checkout |When scanning barcodes into Checkout
12734 auto-detect if a new patron barcode is scanned and auto-load the new
12735 patron. |link:#lsa-data-types[True/False] |LSA |Not in use
12737 |Lost checkin generates new overdues |Enabling this setting causes
12738 retroactive creation of not-yet-existing overdue fines on lost item
12739 checkin, up to the point of checkin time (or max fines is reached). This
12740 is different than "restore overdue on lost", because it only creates new
12741 overdue fines. Use both settings together to get the full complement of
12742 overdue fines for a lost item |link:#lsa-data-types[True/False] |LSA |
12744 |Lost items usable on checkin |Lost items are usable on checkin instead
12745 of going 'home' first |link:#lsa-data-types[True/false] |LSA |
12747 |Max patron claims returned count |When this count is exceeded, a staff
12748 override is required to mark the item as claims returned.
12749 |link:#lsa-data-types[Number] |LSA |
12751 |Maximum visible age of User Trigger Events in Staff Interfaces |If this
12752 is unset, staff can view User Trigger Events regardless of age. When
12753 this is set to an interval, it represents the age of the oldest possible
12754 User Trigger Event that can be viewed. |link:#lsa-data-types[Duration]
12757 |Minimum transit checkin interval |In-Transit items checked in this
12758 close to the transit start time will be prevented from checking in
12759 |link:#lsa-data-types[Duration] |LSA |
12761 |Patron merge address delete |Delete address(es) of subordinate user(s)
12762 in a patron merge. |link:#lsa-data-types[True/False] |LSA |
12764 |Patron merge barcode delete |Delete barcode(s) of subordinate user(s)
12765 in a patron merge |link:#lsa-data-types[True/False] |LSA |
12767 |Patron merge deactivate card |Mark barcode(s) of subordinate user(s) in
12768 a patron merge as inactive. |link:#lsa-data-types[True/False] |LSA |
12770 |Patron Registration: Cloned patrons get address copy |If True, in the
12771 Patron editor, addresses are copied from the cloned user. If False,
12772 addresses are linked from the cloned user which can only be edited from
12773 the cloned user record. |link:#lsa-data-types[True/False] |LSA |
12775 |Printing: custom Javascript file |Full URL path to a Javascript File to
12776 be loaded when printing. Should implement a print_custom function for
12777 DOM manipulation. Can change the value of the do_print variable to false
12778 to cancel printing. |link:#lsa-data-types[Text] | |
12780 |Require matching email address for password reset requests |
12781 |link:#lsa-data-types[True/False] |LSA |
12783 |Restore overdues on lost item return |If true when a lost item is
12784 checked in overdue fines are charged (up to the maximum fines amount)
12785 |link:#lsa-data-types[True/False] |LSA |
12787 |Specify search depth for the duplicate patron check in the patron
12788 editor |When using the patron registration page, the duplicate patron
12789 check will use the configured depth to scope the search for duplicate
12790 patrons. |link:#lsa-data-types[Number] |Sitka |
12792 |Suppress hold transits group |To create a group of libraris to supress
12793 Hold Transits among them. All libraries in the group should use the same
12794 unique vaule. Leave it empty if transits should not be suppressed.
12795 |link:#lsa-data-types[Text] |Sitka |Not in use
12797 |Suppress non-hold transits group |To create a group of libraris to
12798 supress Non-Hold Transits among them. All libraries in the group should
12799 use the same unique vaule. Leave it empty if Non-Hold Transits should
12800 not be suppressed. |link:#lsa-data-types[Text] |Sitka |
12802 |Suppress popup-dialogs during check-in. |When set to True, no pop-up
12803 window for exceptions on check-in. But the accompanying sound will be
12804 played. |link:#lsa-data-types[True/False] |LSA |
12806 |Target copies for a hold even if copy's circ lib is closed |If this
12807 setting is true at a given org unit or one of its ancestors, the hold
12808 targeter will target copies from this org unit even if the org unit is
12809 closed (according to the actor.org_unit.closed_date table).
12810 |link:#lsa-data-types[True/False] |LSA |
12812 |Target copies for a hold even if copy's circ lib is closed IF the circ
12813 lib is the hold's pickup lib |If this setting is true at a given org
12814 unit or one of its ancestors, the hold targeter will target copies from
12815 this org unit even if the org unit is closed (according to the
12816 actor.org_unit.closed_date table) IF AND ONLY IF the copy's circ lib is
12817 the same as the hold's pickup lib. |link:#lsa-data-types[True/False]
12820 |Truncate fines to max fine amount | |link:#lsa-data-types[True/False]
12821 |LSA |Sitka default TRUE
12823 |Use Lost and Paid copy status | |link:#lsa-data-types[True/False]
12824 |Sitka |Sitka default TRUE
12826 |Warn when patron account is about to expire |If set, the staff client
12827 displays a warning this number of days before the expiry of a patron
12828 account. Value is in number of days. |link:#lsa-data-types[Duration]
12831 |Void lost item billing when claims returned |If True, when a lost item
12832 is claimed returned, the item replacement bill (item price) is voided.
12833 |link:#lsa-data-types[True/False] |LSA |
12835 |Void processing fee on lost item claims returned |If True, the
12836 processing fee is voided when a lost item is claimed returned.
12837 |link:#lsa-data-types[True/false] |LSA |
12839 |Void lost item billing when returned |If True,when a lost item is
12840 checked in the item replacement bill (item price) is voided. If the
12841 patron has already paid the bill a credit is applied. But libraries may
12842 choose not to adjust bills if already resolved by: Do not change
12843 fines/fees on zero-balance LOST transaction.
12844 |link:#lsa-data-types[True/false] |LSA |
12846 |Void lost max interval |Items that have been overdue this long will not
12847 result in lost charges being voided when returned, and the overdue fines
12848 will not be restored, either. Only applies if Circ: Void lost item
12849 billing or Circ: Void processing fee on lost item are true.
12850 |link:#lsa-data-types[Duration] |LSA |
12852 |Void processing fee on lost item return |If True, the processing fee is
12853 voided when a lost item is returned |link:#lsa-data-types[True/false]
12855 |=======================================================================
12857 __________________________________________________________________________________________________________
12860 Long Overdue status is not in use on Sitka Evergreen. All settings
12861 related to Long Overdue may be ignored.
12862 __________________________________________________________________________________________________________
12864 .Credit Card Processing
12865 [cols="",options="header",]
12866 |===============================================
12867 |Credit card payment is not currently supported.
12868 |All settings can be ignored.
12869 |===============================================
12872 [width="100%",cols="23%,33%,11%,11%,22%",options="header",]
12873 |=======================================================================
12874 |Setting |Description |Data type |Edited by |Notes
12875 |Allow credit card payments |If enabled, patrons will be able to pay
12876 fines accrued at this location via credit card.
12877 |link:#lsa-data-types[True/False] |Sitka |Not in use
12879 |Charge item price when marked damaged |If true Evergreen bills item
12880 price to the last patron who checked out the damaged item. Staff receive
12881 an alert with patron information and must confirm the billing.
12882 |link:#lsa-data-types[True/false] |LSA |
12884 |Charge lost on zero |If set to True, default item price will be charged
12885 when an item is marked lost even though the price in item record is 0.00
12886 (same as no price). If False, only processing fee, if used, will be
12887 charged. |link:#lsa-data-types[True/false] |LSA |
12889 |Charge processing fee for damaged items |Optional processing fee billed
12890 to last patron who checked out the damaged item. Staff receive an alert
12891 with patron information and must confirm the billing.
12892 |link:#lsa-data-types[Number(dollar)] |LSA |Disabled when set to 0
12894 |Default item price |Replacement charge for lost items if price is unset
12895 in the Copy Editor.. Does not apply if item price is set to $0
12896 |link:#lsa-data-types[Number(dollar)] |LSA |
12898 |Disable Patron Credit |Do not allow patrons to accrue credit or pay
12899 fines/fees with accrued credit. |link:#lsa-data-types[True/Fasle] |LSA
12900 |If set to TRUE, Patron Credit will not be displayed on Bills screen.
12902 |Leave transaction open when lost balance equals zero |If True, it
12903 leaves the lost copy on the patron record when it is paid.
12904 |link:#lsa-data-types[True/False] |Sitka |Sitka default False
12906 |Lost materials processing fee |The amount charged in addition to item
12907 price when an item is marked lost. |link:#lsa-data-types[Number]
12910 |Maximum Item Price |When charging for lost items, limit the charge to
12911 this as a maximum. |link:#lsa-data-types[Number(dollar)] |LSA |
12913 |Minimum Item Price |When charging for lost items, charge this amount as
12914 a minimum. |link:#lsa-data-types[Number(dollar)] |LSA |
12916 |Negative Balance Interval (DEFAULT) |Amount of time since the payment
12917 date, after which no negative balances (refunds) are allowed on
12918 circulation bills. This setting works only when the "Prohibit negative
12919 balance on bills" setting is set to "TRUE".
12920 |link:#lsa-data-types[Duration] |LSA |2.10. If the settings for Lost and
12921 Overdues are the same, you may use this setting and the "Prohibit
12922 Negative Balance on Bills (DEFAULT)" setting, and igore the separate
12923 settings for Lost and Overdues.
12925 |Negative Balance Interval for Lost |Amount of time since the payment
12926 date, after which no negative balances (refunds) are allowed on bills
12927 for lost materials. The "Prohibit negative balance on bills for lost
12928 materials" setting must also be set to "TRUE".
12929 |link:#lsa-data-types[Duration] |LSA |2.10
12931 |Negative Balance Interval for Overdues |Amount of time since payment
12932 date, after which no negative balances (refunds) are allowed on bills
12933 for overdue materials. The "Prohibit negative balance on bills for
12934 overdue materials" setting must also be set to "TRUE".
12935 |link:#lsa-data-types[Duration] |LSA |2.10
12937 |Prohibit Negative Balance on Bills (DEFAULT) |Default setting to
12938 prevent negative balances (refunds) on circulation related bills. Set to
12939 "TRUE" to prohibit negative balances at all times, or use in conjunction
12940 with an interval setting to prohibit negative balances after a period of
12941 time since the payment was made. |link:#lsa-data-types[True/False] |LSA
12944 |Prohibit Negative Balance on Bills for Lost Materials |Prohibit
12945 negative balance on bills for lost materials. Set to "TRUE" to prohibit
12946 negative balances at all times, or use in conjunction with an interval
12947 setting to prohibit negative balances after a period of time since the
12948 payment was made. |link:#lsa-data-types[True/False] |LSA |2.10
12950 |Prohibit Negative Balance on Bills for Overdue Materials |Prohibit
12951 negative balance on bills for overdue materials. Set to "TRUE" to
12952 prohibit negative balances at all times, or use in conjunction with an
12953 interval setting to prohibit negative balances after a period of time
12954 since the payment was made. |link:#lsa-data-types[True/False] |LSA |2.10
12956 |Void overdue fines when items are marked lost |If true overdue fines
12957 are voided when an item is marked lost |link:#lsa-data-types[True/false]
12959 |=======================================================================
12961 .GUI: Graphic User Interface
12962 [width="100%",cols="23%,33%,11%,11%,22%",options="header",]
12963 |=======================================================================
12964 |Setting |Description |Data type |Edited by |Notes
12965 |Alert on empty bib records |Alert staff when the last copy for a record
12966 is being deleted. |link:#lsa-data-types[True/False] |LSA |
12968 |Button bar |If TRUE, the staff client button bar appears by default on
12969 all workstations registered to your library; staff can override this
12970 setting at each login. |link:#lsa-data-types[True/False] |LSA |
12972 |Cap results in Patron Search at this number. |The maximum number of
12973 resutls returned per search. If 100 is set up here, any search will
12974 return 100 records at most. |link:#lsa-data-types[Number] |LSA |
12976 |Default Country for New Addresses in Patron Editor |This is the default
12977 Country for new addresses in the patron editor.
12978 |link:#lsa-data-types[Text] |LSA |
12980 |Default hotkeyset |Default Hotkeyset for clients (filename without the
12981 .keyset). Examples: Default, Minimal, and None
12982 |link:#lsa-data-types[Text] |LSA |Individual workstations' default
12983 overrides this setting.
12985 |Default ident type for patron registration |This is the default Ident
12986 Type for new users in the patron editor. |link:#lsa-data-types[Selection
12989 |Default showing suggested patron registration fields |Instead of All
12990 fields, show just suggested fields in patron registration by default.
12991 |link:#lsa-data-types[True/False] |LSA |
12993 |Disable the ability to save list column configurations locally. |GUI:
12994 Disable the ability to save list column configurations locally. If set,
12995 columns may still be manipulated, however, the changes do not persist.
12996 Also, existing local configurations are ignored if this setting is true.
12997 |link:#lsa-data-types[True/False] |LSA |
12999 |Example for Day_phone field on patron registration |The example on
13000 validation on the Day_phone field in patron registration.
13001 |link:#lsa-data-types[Text] |LSA |
13003 |Example for Email field on patron registration |The example on
13004 validation on the Email field in patron registration.
13005 |link:#lsa-data-types[Text] |LSA |
13007 |Example for Evening-phone on patron registration |The example on
13008 validation on the Evening-phone field in patron registration.
13009 |link:#lsa-data-types[Text] |LSA |
13011 |Example for Other-phone on patron registration |The example on
13012 validation on the Other-phone field in patron registration.
13013 |link:#lsa-data-types[Text] |LSA |
13015 |Example for phone fields on patron registration |The example on
13016 validation on phone fields in patron registration. Applies to all phone
13017 fields without their own setting. |link:#lsa-data-types[Text] |LSA |
13019 |Example for Postal Code field on patron registration |The example on
13020 validation on the Postal Code field in patron registration.
13021 |link:#lsa-data-types[Text] |LSA |
13023 |Format Dates with this pattern. |Format Dates with this pattern
13024 (examples: "yyyy-MM-dd" for "2010-04-26", "MMM d, yyyy" for "Apr 26,
13025 2010"). Formats are effective in display (not editing) area.
13026 |link:#lsa-data-types[Text] |LSA |
13028 |Format Times with this pattern. |Format Times with this pattern
13029 (examples: "h:m:s.SSS a z" for "2:07:20.666 PM Eastern Daylight Time",
13030 "HH:mm" for "14:07"). Formats are effective in display (not editing)
13031 area. |link:#lsa-data-types[Text] |LSA |
13033 |GUI: Hide these fields within the Item Attribute Editor. |
13034 |link:#lsa-data-types[Text] |LSA |
13036 |Horizontal layout for Volume/Copy Creator/Editor. |The main entry point
13037 for this interface is in Holdings Maintenance, Actions for Selected
13038 Rows, Edit Item Attributes / Call Numbers / Replace Barcodes. This
13039 setting changes the top and bottom panes (if FALSE) for that interface
13040 into left and right panes (if TRUE). |link:#lsa-data-types[True/False]
13043 |Idle timeout |If you want staff client windows to be minimized after a
13044 certain amount of system idle time, set this to the number of seconds of
13045 idle time that you want to allow before minimizing (requires staff
13046 client restart). |link:#lsa-data-types[Number] |LSA |
13048 |Items Out Claims Returned display setting |Value is a numeric code,
13049 describing which list the circulation should appear while checked out
13050 and whether the circulation should continue to appear in the bottom
13051 list, when checked in with oustanding fines. 1 = top list, bottom list.
13052 2 = bottom list, bottom list. 5 = top list, do not display. 6 = bottom
13053 list, do not display. |link:#lsa-data-types[Number] |LSA |default=2
13055 |Items Out Lost display setting |Value is a numeric code, describing
13056 which list the circulation should appear while checked out and whether
13057 the circulation should continue to appear in the bottom list, when
13058 checked in with oustanding fines. 1 = top list, bottom list. 2 = bottom
13059 list, bottom list. 5 = top list, do not display. 6 = bottom list, do not
13060 display. |link:#lsa-data-types[Number] |LSA |default=2
13062 |Max user activity entries to retrieve (staff client) |Sets the maxinum
13063 number of recent user activity entries to retrieve for display in the
13064 staff client. |link:#lsa-data-types[Number] |LSA |
13066 |Maximum previous checkouts displayed |The maximum number of previous
13067 circulations the staff client will display when investigating item
13068 details |link:#lsa-data-types[Number] |LSA |
13070 |Patron circulation summary is horizontal |
13071 |link:#lsa-data-types[True/False] |LSA |
13073 |Record in-house use: # of uses threshold for Are You Sure? dialog. |In
13074 the Record In-House Use interface, a submission attempt will warn if the
13075 # of uses field exceeds the value of this setting.
13076 |link:#lsa-data-types[Number] |LSA |
13078 |Record In-House Use: Maximum # of uses allowed per entry. |The # of
13079 uses entry in the Record In-House Use interface may not exceed the value
13080 of this setting. |link:#lsa-data-types[Number] |LSA |
13082 |Regex for Day_phone field on patron registration |The Regular
13083 Expression for validation on the Day_phone field in patron registration.
13084 Note: The first capture group will be used for the "last 4 digits of
13085 phone number" as patron password feature, if enabled. Ex:
13086 "[2-9]\d\{2}-\d\{3}-(\d\{4})( x\d+)?" will ignore the extension on a
13087 NANP number. |link:#lsa-data-types[Regular expression] |LSA |
13089 |Regex for Email field on patron registration |The Regular Expression on
13090 validation on the Email field in patron registration.
13091 |link:#lsa-data-types[Regular expression] |LSA |
13093 |Regex for Evening-phone on patron registration |The Regular Expression
13094 on validation on the Evening-phone field in patron registration.
13095 |link:#lsa-data-types[Regular expression] |LSA |
13097 |Regex for Other-phone on patron registration |The Regular Expression on
13098 validation on the Other-phone field in patron registration.
13099 |link:#lsa-data-types[Regular expression] |LSA |
13101 |Regex for phone fields on patron registration |The Regular Expression
13102 on validation on phone fields in patron registration. Applies to all
13103 phone fields without their own setting. |link:#lsa-data-types[Regular
13106 |Regext for Postal Code field on patron registration |The Regular
13107 Expression on validation on the Postal Code field in patron
13108 registration. |link:#lsa-data-types[Regular expression] |LSA |
13110 |Require at least one address for Patron Registration |Enforces a
13111 requirement for having at least one address for a patron during
13112 registration. If set to False, you need to delete the empty address
13113 before saving the record. If set to True, deletion is not allowed.
13114 |link:#lsa-data-types[True/False] |LSA |
13116 |Require XXXXX field on patron registration |The XXXXX field will be
13117 required on the patron registration screen.
13118 |link:#lsa-data-types[True/False] |LSA |XXXXX can be Country, Day-phone,
13119 Evening-phone, Other-phone, DOB, Email, or Prefix.
13121 |Require staff initials for entry/edit of copy notes |Appends staff
13122 initials and edit date into note content.
13123 |link:#lsa-data-types[True/False] |LSA |
13125 |Require staff initials for entry/edit of patron notes. |Appends staff
13126 initials and edit date into note content.
13127 |link:#lsa-data-types[True/False] |LSA |
13129 |Require staff initials for entry/edit of patron standing penalties and
13130 messages |Appends staff initials and edit date into patron standing
13131 penalties and messages. |link:#lsa-data-types[True/False] |LSA |
13133 |Show billing tab first when bills are present |If true accounts for
13134 patrons with bills will open to the billing tab instead of check out
13135 |link:#lsa-data-types[True/false] |LSA |
13137 |Show XXXXX field on patron registration |The XXXXX field will be shown
13138 on the patron registration screen. Showing a field makes it appear with
13139 required fields even when not required. If the field is required this
13140 setting is ignored. |link:#lsa-data-types[True/False] |LSA |
13142 |Suggest XXXXX field on patron registration |The XXXXX field will be
13143 suggested on the patron registration screen. Suggesting a field makes it
13144 appear when suggested fields are shown. If the field is shown or
13145 required this setting is ignored. |link:#lsa-data-types[True/False] |LSA
13148 |Toggle off the patron summary sidebar after first view. |When true, the
13149 patron summary sidebar will collapse after a new patron sub-interface is
13150 selected. |link:#lsa-data-types[True/False] |LSA |
13152 |URL for remote directory containing list column settings. |The format
13153 and naming convention for the files found in this directory match those
13154 in the local settings directory for a given workstation. An
13155 administrator could create the desired settings locally and then copy
13156 all the tree_columns_for_* files to the remote directory.
13157 |link:#lsa-data-types[Text] | |Not in use
13159 |Uncheck bills by default in the patron billing interface |Uncheck bills
13160 by default in the patron billing interface, and focus on the Uncheck All
13161 button instead of the Payment Received field.
13162 |link:#lsa-data-types[True/False] |LSA |
13164 |Unified Volume/Item Creator/Editor |If True, combines the Volume/Copy
13165 Creator and Item Attribute Editor in some instances.
13166 |link:#lsa-data-types[True/False] |LSA |
13168 |Work Log: maximum actions logged |Maximum entries for "Most Recent
13169 Staff Actions" section of the Work Log interface.
13170 |link:#lsa-data-types[Number] |LSA |
13172 |Work Log: maximum patrons logged |Maximum entries for "Most Recently
13173 Affected Patrons..." section of the Work Log interface.
13174 |link:#lsa-data-types[Number] |LSA |
13175 |=======================================================================
13178 [width="100%",cols="23%,33%,11%,11%,22%",options="header",]
13179 |=======================================================================
13180 |Setting |Description |Data type |Edited by |Notes
13181 |Allow multiple username changes |If enabled (and Lock Usernames is not
13182 set) patrons will be allowed to change their username when it does not
13183 look like a barcode. Otherwise username changing in the OPAC will only
13184 be allowed when the patron's username looks like a barcode.
13185 |link:#lsa-data-types[True/False] |Sitka |Default TRUE.
13187 |Global default locale | |link:#lsa-data-types[Text] |Sitka |Default:
13190 |Lock Usernames |If enabled username changing via the OPAC will be
13191 disabled. |link:#lsa-data-types[True/False] |Sitka |Default FALSE
13193 |Password format |Defines acceptable format for OPAC account passwords
13194 |Regular expression |Sitka |Default requires that passwords "be at least
13195 7 characters in length, contain at least one letter (a-z/A-Z), and
13196 contain at least one number.
13198 |Patron barcode format |Defines acceptable format for patron barcodes
13199 |Regular expression |Sitka |
13201 |Patron username format |Regular expression defining the patron username
13202 format, used for patron registration and self-service username changing
13203 only |link:#lsa-data-types[Regular expression] |Sitka |
13204 |=======================================================================
13207 [width="100%",cols="23%,33%,11%,11%,22%",options="header",]
13208 |=======================================================================
13209 |Setting |Description |Data type |Edited by |Notes
13210 |Behind desk pickup supported |If a branch supports both a public holds
13211 shelf and behind-the-desk pickups, set this value to true. This gives
13212 the patron the option to enable behind-the-desk pickups for their holds
13213 by selecting Hold is behind Circ Desk flag in patron record.
13214 |link:#lsa-data-types[True/False] |LSA |
13216 |Best-hold selection sort order |Defines the sort order of holds when
13217 selecting a hold to fill using a given copy at capture time
13218 |link:#lsa-data-types[Selection list] |Sitka |
13220 |Block renewal of items needed for holds |When an item could fulfill a
13221 hold, do not allow the current patron to renew
13222 |link:#lsa-data-types[True/False] |Sitka |
13224 |Cancelled holds display age |Show all cancelled holds that were
13225 cancelled within this amount of time |link:#lsa-data-types[Duration]
13228 |Cancelled holds display count |How many cancelled holds to show in
13229 patron holds interfaces |link:#lsa-data-types[Number] |LSA |
13231 |Clear shelf copy status |Any copies that have not been put into
13232 reshelving, in-transit, or on-holds-shelf (for a new hold) during the
13233 clear shelf process will be put into this status. This is basically a
13234 purgatory status for copies waiting to be pulled from the shelf and
13235 processed by hand |link:#lsa-data-types[Selection list] |Sitka |
13237 |Default estimated wait |When predicting the amount of time a patron
13238 will be waiting for a hold to be fulfilled, this is the default
13239 estimated length of time to assume an item will be checked out.
13240 |link:#lsa-data-types[Duration] |Sitka |Not applicable in Sitka OPAC
13242 |Default hold shelf expire interval |Hold Shelf Expiry Time is
13243 calculated and inserted into hold record based on this interval when
13244 capturing a hold. |link:#lsa-data-types[Duration] |LSA |
13246 |Expire alert interval |Time before a hold expires at which to send an
13247 email notifying the patron |link:#lsa-data-types[Duration] |Sitka |Not
13250 |Expire interval |Amount of time until an unfulfilled hold expires
13251 |link:#lsa-data-types[Duration] |LSA |
13253 |Hard boundary |Administrative setting for Sitka use only
13254 |link:#lsa-data-types[Number] |Sitka |
13256 |Hard stalling interval | |link:#lsa-data-types[Duration] |Sitka |
13258 |Has local copy alert |If there is an available copy at the requesting
13259 library that could fulfill a hold during hold placement time, alert the
13260 patron. |link:#lsa-data-types[True/False] |LSA |
13262 |Has local copy block |If there is an available copy at the requesting
13263 library that could fulfill a hold during hold placement time, do not
13264 allow the hold to be placed. |link:#lsa-data-types[True/False] |LSA |
13266 |Max foreign-circulation time |Time a copy can spend circulating away
13267 from its circ lib before returning there to fill a hold
13268 |link:#lsa-data-types[Duration] |Sitka |
13270 |Maximum library target attempts |When this value is set and greater
13271 than 0, the system will only attempt to find a copy at each possible
13272 branch the configured number of times |link:#lsa-data-types[Number]
13275 |Minimum estimated wait |When predicting the amount of time a patron
13276 will be waiting for a hold to be fulfilled, this is the minimum
13277 estimated length of time to assume an item will be checked out.
13278 |link:#lsa-data-types[Duration] |Sitka |Not applicable in Sitka OPAC
13280 |Org unit target weight |Org Units can be organized into hold target
13281 groups based on a weight. Potential copies from org units with the same
13282 weight are chosen at random. |link:#lsa-data-types[Number] |Sitka |
13284 |Reset request time on un-cancel |When a hold is uncancelled, reset the
13285 request time to push it to the end of the queue
13286 |link:#lsa-data-types[True/False] |LSA |
13288 |Skip for hold targeting |When true, don't target any copies at this org
13289 unit for holds |link:#lsa-data-types[True/False] |Sitka |
13291 |Soft boundary |Holds will not be filled by copies outside this boundary
13292 if there are holdable copies within it. |link:#lsa-data-types[Number]
13295 |Soft stalling interval |For this amount of time, holds will not be
13296 opportunistically captured at non-pickup branches.
13297 |link:#lsa-data-types[Duration] |Sitka |
13299 |Use Active Date for age protection |When calculating age protection
13300 rules use the Active date instead of the Creation Date.
13301 |link:#lsa-data-types[True/False] |LSA |Default TRUE
13303 |Use weight-based hold targeting |Use library weight based hold
13304 targeting |link:#lsa-data-types[True/False] |Sitka |
13305 |=======================================================================
13308 [width="100%",cols="23%,33%,11%,11%,22%",options="header",]
13309 |=======================================================================
13310 |Setting |Description |Data type |Edited by |Notes
13311 |Change reshelving status interval |Amount of time to wait before
13312 changing an item from “Reshelving” status to “available”
13313 |link:#lsa-data-types[Duration] |LSA |The default is at midnight each
13314 night for items with "Reshelving" status for over 24 hours.
13316 |Claim never checked out: mark copy as missing |When a circ is marked as
13317 claims-never-checked-out, mark the copy as missing
13318 |link:#lsa-data-types[True/False] |LSA |
13320 |Claim return copy status |Claims returned copies are put into Sitka
13321 wide default status of Claimed Returned. This is not configurable at
13322 library. |link:#lsa-data-types[Selection list] |Sitka |
13324 |Courier code |Courier Code for the library. Available in transit slip
13325 templates as the %courier_code% macro. |link:#lsa-data-types[Text] |LSA
13328 |Juvenile age threshold |Upper cut-off age for patrons to be considered
13329 juvenile, calculated from date of birth in patron accounts
13330 |link:#lsa-data-types[Duration] (years) |LSA |
13332 |Library information URL |URL for information on this library, such as
13333 contact information, hours of operation, and directions. Use a complete
13334 URL, such as "http://example.com/hours.html".
13335 |link:#lsa-data-types[Text] |LSA |
13337 |Mark item damaged voids overdues |When an item is marked damaged,
13338 overdue fines on the most recent circulation are voided.
13339 |link:#lsa-data-types[True/False] |LSA |
13341 |Pre-cat item circ lib |Override the default circ lib of "here" with a
13342 pre-configured circ lib for pre-cat items. The value should be the
13343 "shortname" (aka policy name) of the org unit
13344 |link:#lsa-data-types[Text] |Sitka |
13346 |Telephony: Arbitrary line(s) to include in each notice callfile |This
13347 overrides lines from opensrf.xml. Line(s) must be valid for your target
13348 server and platform (e.g. Asterisk 1.4). |link:#lsa-data-types[Text]
13349 |Sitka |Not in use.
13351 |Use external "library information URL" in copy table, if available |If
13352 set to true, the library name in the copy details section will link to
13353 the URL associated with the "Library information URL" library setting
13354 rather than the library information page generated by Evergreen.
13355 |link:#lsa-data-types[True/False] |LSA |
13356 |=======================================================================
13359 [width="100%",cols="23%,33%,11%,11%,22%",options="header",]
13360 |=======================================================================
13361 |Setting |Description |Data type |Edited by |Notes
13362 |Allow Patron Self-Registration |Allow patrons to self-register,
13363 creating pending user accounts |link:#lsa-data-types[True/False] |Sitka
13366 |Allow pending addresses |If true patrons can edit their addresses in
13367 the OPAC. Changes must be approved by staff
13368 |link:#lsa-data-types[True/false] |LSA |
13370 |Auto-Override Permitted Hold Blocks (Patrons) |
13371 |link:#lsa-data-types[True/false] |Sitka |Defalt FALSE
13373 |Ignore the Global luri_as_copy flag for this OU |Admin setting on
13374 e-records scoping |link:#lsa-data-types[True/False] |Sitka |
13376 |Jump to details on 1 hit (OPAC) |When a search yields only 1 result,
13377 jump directly to the record details page. This setting only affects the
13378 public OPAC |link:#lsa-data-types[True/False] |LSA |
13380 |Jump to details on 1 hit (staff client) |When a search yields only 1
13381 result, jump directly to the record details page. This setting only
13382 affects the PAC within the staff client
13383 |link:#lsa-data-types[True/False] |LSA |
13385 |Limit the depth of xxxxxx |Admin setting on e-record link display
13386 |link:#lsa-data-types[Number] |Sitka |
13388 |Limit the number of URIs on the results page |Admin setting on e-record
13389 link display |link:#lsa-data-types[Number] |Sitka |
13391 |OPAC login message |HTML blob to be rendered in an interstitial page
13392 upon OPAC login |link:#lsa-data-types[Text] |Sitka |
13394 |Number of staff client saved searches to display on left side of
13395 results and record details pages |If unset, the default is 10.
13396 |link:#lsa-data-types[Number] |LSA |
13398 |Open Reviews & More in a new tab |If set to TRUE, Reviews & More links
13399 in the search results to be opened in a new tab.
13400 |link:#lsa-data-types[True/False] |LSA |
13402 |Org unit hiding depth |Admin setting controlled by Sitka
13403 |link:#lsa-data-types[Number] |Sitka |
13405 |Org Unit is not a hold pickup library |If set, this org unit will not
13406 be offered to the patron as an option for a hold pickup location. This
13407 setting has no affect on searching or hold targeting.
13408 |link:#lsa-data-types[True/False] |Sitka |
13410 |Paging shortcut links for OPAC Browse |The characters in this string,
13411 in order, will be used as shortcut links for quick paging in the OPAC
13412 browse interface. Any sequence surrounded by asterisks will be taken as
13413 a whole label, not split into individual labels at the character level,
13414 but only the first character will serve as the basis of the search.
13415 |link:#lsa-data-types[Regular expression] |Sitka |
13417 |Patron self-reg. display timeout |Number of seconds to wait before
13418 reloading the patron self-registration interface to clear sensitive
13419 data. |link:#lsa-data-types[Duration] |Sitka |
13421 |Patron self-reg. expire interval |If set, this is the amount of time a
13422 pending user account will be allowed to sit in the database. After this
13423 time, the pending user information will be purged.
13424 |link:#lsa-data-types[Duration] |Sitka |
13426 |Payment history age limit |The OPAC should not display payments by
13427 patrons that are older than any interval defined here.
13428 |link:#lsa-data-types[Duration] |LSA |Not in use
13430 |Specify how items are ordered |This value specifies how items are
13431 ordered in search results and record views within the org unit. To sort
13432 from newest to oldest by active date use 'desc'. To sort from oldest to
13433 newest by active date use 'asc'. To sort by call number use 'call'.
13434 |link:#lsa-data-types[Text] |LSA |Default is 'call'.
13436 |Tag Circulated Items in Results |When a user is both logged in and has
13437 opted in to circulation history tracking, turning on this setting will
13438 cause previous (or currently) circulated items to be highlighted in
13439 search results. |link:#lsa-data-types[True/False] |LSA |Default TRUE
13441 |Use fully compressed serial holdings |Show fully compressed serial
13442 holdings for all libraries at and below the current context unit
13443 |link:#lsa-data-types[True/False] |Sitka |
13445 |Warn patrons when adding to a temporary book list |Present a warning
13446 dialog when a patron adds a book to the temporary book list.
13447 |link:#lsa-data-types[True/False] |Sitka |
13448 |=======================================================================
13450 .Offline and Program
13451 [width="100%",cols="23%,33%,11%,11%,22%",options="header",]
13452 |=======================================================================
13453 |Setting |Description |Data type |Edited by |Notes
13454 |Skip offline checkin if newer item Status Changed Time. |Skip offline
13455 checkin transaction (raise exception when processing) if item Status
13456 Changed Time is newer than the recorded transaction time. WARNING: The
13457 Reshelving to Available status rollover will trigger this.
13458 |link:#lsa-data-types[True/False] |LSA |
13460 |Skip offline checkout if newer item Status Changed Time. |Skip offline
13461 checkout transaction (raise exception when processing) if item Status
13462 Changed Time is newer than the recorded transaction time. WARNING: The
13463 Reshelving to Available status rollover will trigger this.
13464 |link:#lsa-data-types[True/False] |LSA |
13466 |Skip offline renewal if newer item Status Changed Time. |Skip offline
13467 renewal transaction (raise exception when processing) if item Status
13468 Changed Time is newer than the recorded transaction time. WARNING: The
13469 Reshelving to Available status rollover will trigger this.
13470 |link:#lsa-data-types[True/False] |LSA |
13472 |Disable automatic print attempt type list |Disable automatic print
13473 attempts from staff client interfaces for the receipt types in this
13474 list. Possible values: "Checkout", "Bill Pay", "Hold Slip", "Transit
13475 Slip", and "Hold/Transit Slip". This is different from the Auto-Print
13476 checkbox in the pertinent interfaces in that it disables automatic print
13477 attempts altogether, rather than encouraging silent printing by
13478 suppressing the print dialog. The Auto-Print checkbox in these
13479 interfaces have no effect on the behavior for this setting. In the case
13480 of the Hold, Transit, and Hold/Transit slips, this also suppresses the
13481 alert dialogs that precede the print dialog (the ones that offer Print
13482 and Do Not Print as options). |link:#lsa-data-types[Text] |LSA |
13484 |Retain empty bib records |Retain a bib record even when all attached
13485 copies are deleted |link:#lsa-data-types[True/False] |Sitka |Default
13486 FALSE based on Sitka cataloguing policy.
13488 |Sending email address for patron notices |This email address is for
13489 automatically generated patron notices (e.g. email overdues, email holds
13490 notification). It is good practice to set up a generic account, like
13491 info@nameofyourlibrary.ca, so that one person’s individual email inbox
13492 doesn’t get cluttered with emails that were not delivered.
13493 |link:#lsa-data-types[Text] |LSA |
13494 |=======================================================================
13496 .Receipt Templates and SMS Text Message
13497 [width="100%",cols="23%,33%,11%,11%,22%",options="header",]
13498 |=======================================================================
13499 |Setting |Description |Data type |Edited by |Notes
13500 |Content of alert_text include |Text/HTML/Macros to be inserted into
13501 receipt templates in place of %INCLUDE(alert_text)% |Text |LSA |
13503 |Content of event_text include |Text/HTML/Macros to be inserted into
13504 receipt templates in place of %INCLUDE(event_text)% |Text |LSA |
13506 |Content of footer_text include |Text/HTML/Macros to be inserted into
13507 receipt templates in place of %INCLUDE(footer_text)% |Text |LSA |
13509 |Content of header_text include |Text/HTML/Macros to be inserted into
13510 receipt templates in place of %INCLUDE(header_text)% |Text |LSA |
13512 |Content of notice_text include |Text/HTML/Macros to be inserted into
13513 receipt templates in place of %INCLUDE(notice_text)% |Text |LSA |
13515 |Disable auth requirement for texting call numbers. |Disable
13516 authentication requirement for sending call number information via SMS
13517 from the OPAC. |True/False |LSA |
13519 |Enable features that send SMS text messages. |Current features that use
13520 SMS include hold-ready-for-pickup notifications and a "Send Text" action
13521 for call numbers in the OPAC. If this setting is not enabled, the SMS
13522 options will not be offered to the user. Unless you are carefully
13523 silo-ing patrons and their use of the OPAC, the context org for this
13524 setting should be the top org in the org hierarchy, otherwise patrons
13525 can trample their user settings when jumping between orgs. |True/False
13527 |=======================================================================
13530 [width="100%",cols="23%,33%,11%,11%,22%",options="header",]
13531 |=======================================================================
13532 |Setting |Description |Data type |Edited by |Notes
13533 |Default level of patrons' internet access |Enter numbers 1 (Filtered),
13534 2 (Unfiltered), or 3 (No Acess) |link:#lsa-data-types[Number] |LSA |
13536 |Maximum concurrently active self-serve password reset requests |Prevent
13537 the creation of new self-serve password reset requests until the number
13538 of active requests drops back below this number.
13539 |link:#lsa-data-types[Number] |Sitka |Not in use
13541 |Maximum concurrently active self-serve password reset requests per user
13542 |When a user has more than this number of concurrently active self-serve
13543 password reset requests for their account, prevent the user from
13544 creating any new self-serve password reset requests until the number of
13545 active requests for the user drops back below this number.
13546 |link:#lsa-data-types[Number] |Sitka |Not in use
13548 |OPAC inactivity timeout (in seconds) |Number of seconds of inactivity
13549 before OPAC accounts are automatically logged out. Sitka default is 420
13550 seconds (7 minutes) |link:#lsa-data-types[Number] |LSA |
13552 |Obscure the Date of Birth field |When true, the Date of Birth column in
13553 patron lists will default to Not Visible, and in the Patron Summary
13554 sidebar the value will display as unless the field label is clicked.
13555 |link:#lsa-data-types[True/False] |LSA |
13557 |Offline: Patron usernames allowed |During offline circulations, allow
13558 patrons to identify themselves with usernames in addition to barcode.
13559 For this setting to work, a barcode format must also be defined
13560 |link:#lsa-data-types[True/False] | |
13562 |Patron opt-in boundary |Admin setting | |Sitka |
13564 |Patron opt-in default |Admin setting | |Sitka |
13566 |Patron: password from phone # |If true the last 4 digits of the
13567 patron's phone number is the password for new accounts (password must
13568 still be changed at first OPAC login) |link:#lsa-data-types[True/false]
13571 |Persistent login duration |How long a persistent login lasts, e.g. '2
13572 weeks' |link:#lsa-data-types[Duration] |Sitka |
13574 |Restrict patron opt-in to home library and related orgs at specified
13575 depth |Admin setting | |Sitka |
13577 |Self-serve password reset request time-to-live |Length of time (in
13578 seconds) a self-serve password reset request should remain active.
13579 |link:#lsa-data-types[Duration] |Sitka |
13581 |Staff login inactivity timeout (in seconds) |Number of seconds of
13582 inactivity before staff client prompts for login and password. Sitka
13583 default is 6000 seconds (2 hours) |link:#lsa-data-types[Number] |LSA |
13584 |=======================================================================
13587 [width="100%",cols="23%,33%,11%,11%,22%",options="header",]
13588 |=======================================================================
13589 |Setting |Description |Data type |Edited by |Notes
13590 |Allow Fine printing |If true, there will be a print option on the fine
13591 list screen. |link:#lsa-data-types[True/false] |LSA |
13593 |Allow Hold printing |If true, there will be a print option on the hold
13594 list screen. |link:#lsa-data-types[True/false] |LSA |
13596 |Allow Items out printing |If true, there will be a print option on the
13597 items out list screen. |link:#lsa-data-types[True/false] |LSA |
13599 |Audio Alerts |Use audio alerts for selfcheck events.
13600 |link:#lsa-data-types[True/false] |LSA |
13602 |Block copy checkout status |List of copy status IDs that will block
13603 checkout even if the generic COPY_NOT_AVAILABLE event is overridden.
13604 |link:#lsa-data-types[Number] |LSA |Look up copy status ID from Server
13607 |Patron login timeout (in seconds) |Number of seconds of inactivity
13608 before the patron is logged out of the selfcheck interface.
13609 |link:#lsa-data-types[Duration] |LSA |
13611 |Pop-up alert for errors |If true, checkout/renewal errors will cause a
13612 pop-up window in addition to the on-screen message.
13613 |link:#lsa-data-types[True/False] |LSA |
13615 |Require patron password |If true, patrons will be required to enter
13616 their password in addition to their username/barcode to log into the
13617 selfcheck interface. |link:#lsa-data-types[True/False] |LSA |
13619 |Selfcheck override events list |List of checkout/renewal events that
13620 the selfcheck interface should automatically override instead instead of
13621 alerting and stopping the transaction. |link:#lsa-data-types[Text] |LSA
13624 |Workstation Required |All selfcheck stations must use a workstation.
13625 |link:#lsa-data-types[True/False] |LSA |
13626 |=======================================================================
13629 [width="100%",cols="23%,33%,11%,11%,22%",options="header",]
13630 |=======================================================================
13631 |Setting |Description |Data type |Edited by |Notes
13632 |Default display grouping for serials distributions presented in the
13633 OPAC. |Default display grouping for serials distributions presented in
13634 the OPAC. This can be "enum" or "chron". |link:#lsa-data-types[Text]
13637 |Previous issuance copy location |When a serial issuance is received,
13638 copies (units) of the previous issuance will be automatically moved into
13639 the configured shelving location. | | |
13641 |Maximum redirect lookups |Admin setting. |link:#lsa-data-types[Number]
13644 |Maximum wait time (in seconds) for a URL to lookup |Admin setting
13645 |link:#lsa-data-types[Duration] |Sitka |
13647 |Number of URLs to test in parallel |Admin setting
13648 |link:#lsa-data-types[Number] |Sitka |
13650 |Number of seconds to wait between URL test attempts |Admin setting
13651 |link:#lsa-data-types[Duration] |Sitka |
13653 |Vandelay default barcode prefix |Apply this prefix to any
13654 auto-generated item barcodes |link:#lsa-data-types[Text] |LSA |
13656 |Vandelay generate default barcodes |Auto-generate deault item barcodes
13657 when no item barcode is present. |link:#lsa-data-types[True/False] |LSA
13660 |Vandelay default call number prefix |Apply this prefix to any
13661 auto-generated item call numbers. |link:#lsa-data-types[Text] |LSA |
13663 |Vandelay generate default call numbers |Auto-generate default item call
13664 numbers when no item call number is present.
13665 |link:#lsa-data-types[True/False] |LSA |
13667 |Vandelay default circulation modifier |Default circulation modifier
13668 value for imported items. |link:#lsa-data-types[Selection list] |LSA |
13670 |Vandelay default copy location |Default copy location value for
13671 imported items. |link:#lsa-data-types[Selection list] |LSA |
13673 |Vandelay default record match set |Admin setting
13674 |link:#lsa-data-types[Selection list] |Sitka |
13676 |Circ: default precat circ modifier | |link:#lsa-data-types[Selection
13679 |Claim Return: Mark copy as missing | |link:#lsa-data-types[True/False]
13680 |Sitka |Default FALSE
13682 |Disallow circulation of items when they are on booking reserve and that
13683 reserve overlaps with the checkout period |When true, items on booking
13684 reserve during the proposed checkout period will not be allowed to
13685 circulate unless overridden with the COPY_RESERVED.override permission.
13686 |link:#lsa-data-types[True/False] |LSA |
13688 |Limit Due Date by Patron Expiry |If True automatically adjusts item due
13689 date to match patron card expiry date if expiry date sooner than due
13690 date. If False item due date applied. |link:#lsa-data-types[True/False]
13693 |Recalls: An array of fine amount, fine interval, and maximum fine. |An
13694 array of fine amount, fine interval, and maximum fine. For example, to
13695 specify a new fine rule of $5.00 per day, with a maximum fine of $50.00,
13696 use: [5.00,"1 day",50.00] |link:#lsa-data-types[Text] |LSA |Brackets are
13697 required in the text.
13699 |Recalls: Circulation duration that triggers a recall. |A hold placed on
13700 an item with a circulation duration longer than this will trigger a
13701 recall. For example, "14 days" or "3 weeks".
13702 |link:#lsa-data-types[Duration] |LSA |
13704 |Recalls: Truncated loan period. |When a recall is triggered, this
13705 defines the adjusted loan period for the item. For example, "4 days" or
13706 "1 week". |link:#lsa-data-types[Duration] |LSA |
13708 |Use in-database circ policy |Admin setting
13709 |link:#lsa-data-types[True/False] |Sitka |
13711 |Use in-database holds policy |Admin setting
13712 |link:#lsa-data-types[True/False] |Sitka |
13714 |Use legacy hardcoded receipts/slips | |link:#lsa-data-types[True/False]
13717 |circ.renew.check_penalty | |link:#lsa-data-types[True/False] |Sitka |
13719 |global.credit.allow | |link:#lsa-data-types[True/False] |Sitka |Not in
13722 |org.opt_out_email_predue | |link:#lsa-data-types[True/False] |Sitka
13725 |ui.network.progress_meter |Switch off/on a bar indicating network in
13726 progress |link:#lsa-data-types[True/False] |LSA |
13727 |=======================================================================
13729 Acceptable formats for each setting type are listed below. Quotation
13730 marks are never required when updating settings in the staff client.
13732 [width="100%",cols="29%,71%",options="header",]
13733 |=======================================================================
13734 |Data type |Formatting
13735 |True/false |Select value from drop-down menu
13737 |Number |Enter a numerical value (decimals allowed in price settings)
13739 |Duration |Enter a number followed by a space and any of the following
13740 units: minutes, hours, days, months (30 minutes, 2 days, etc)
13742 |Selection list |Choose from a drop-down list of options (e.g. copy
13743 status, copy location)
13746 |=======================================================================
13749 Non-Catalogued Type Editor
13750 ~~~~~~~~~~~~~~~~~~~~~~~~~~
13752 This is where you configure your non-catalogued types that appear in the
13753 dropdown menu for non-catalogued circulations.
13755 Select Admin > Local Administration > Non Catalogued Type Editor.
13757 To set up a new non-catalogued type, type the name in the left hand box,
13758 and choose how many days the item will circulate for. Click Create.
13760 screenshot of staff client
13762 Select the Circulate In-House box for non-catalogued items that will
13763 circulate in house. This can be used to manually track computer use, or
13764 meeting room rentals.
13766 This is what the dropdown menu for non-catalogued circulations in the
13767 patron checkout screen looks like:
13769 screenshot of staff client
13772 Statistical Categories Editor
13773 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
13775 This is where you configure your statistical categories (stat cats).
13776 Stat cats are a way to save and report on additional information that
13777 doesn’t fit elsewhere in Evergreen's default records. It is possible to
13778 have stat cats for copies or patrons.
13780 Select Admin > Local Administration > Statistical Categories Editor.
13782 To create a new stat cat, enter the name of the stat cat and select Copy
13783 or Patron in the dropdown menu. Check the respective On or Off radio
13784 buttons beside each option. And then click Create new statistical
13787 * OPAC Visiblity: If On, the stat cat and its value are displayed in
13788 Copy Details on OPAC.
13789 * Required: If On, the stat cat becomes mandatory.
13790 * Archive with Circs: If On, the stat cat and its value are kept in aged
13791 circulation records.
13793 screenshot of staff client
13795 To add stat cat values, click Add in the line of the stat cat. Type in
13796 the value, then click Create new entry button. Confirm on the prompt.
13797 Repeat these steps if you need add more values.
13799 screenshot of staff client
13801 Clicking Edit on the above screen allows you to change the stat cat name
13802 and/or its properties.
13806 The image above shows some examples of copy stat cats. You would see
13807 these when editing items in the Copy Editor, also known as the Edit Item
13808 Attributes screen. You might use copy stat cats to track books you have
13809 bought from a specific vendor, or donations.
13811 This is what the copy stat cat looks like in the Copy Editor.
13813 screenshot of staff client
13815 *Patron stat cats.*
13817 Below are some examples of patron stat cats. Patron stat cats can be
13818 used to keep track of information like the high school a patron attends,
13819 or the home library for a consortium patron, e.g. InterLink. You would
13820 see these in the lower part of registration/edit patron screen.
13822 screenshot of staff client
13824 There are two more options when creating a patron stat cat: Allow Free
13825 Text allows staff to type in the values when on patron registration/edit
13826 screen; Show in Summary displays the stat cat, if there is a value, in
13829 This is what the patron stat cat looks like in the patron registration
13832 screenshot of staff client
13838 This section illustrates how to create a survey, shows where the survey
13839 responses are saved in the patron record, and explains how to report on
13842 Surveys questions can be optional or required. Surveys come up when a
13843 patron is first registered and edited subsequently. Required survey
13844 questions have to be answered whenever the patron record is edited. Some
13845 examples of survey questions might include: _Would you use the library
13846 if it were open on a Sunday?_ _Would you like to be contacted by the
13847 library to learn about new services?_ _Do you attend library programs?_
13849 To find out the survey result you need to run reports on survey
13850 questions. For example, you could find out how many people say they
13851 would use the library if it were open on a Sunday, or you could get a
13852 list of patrons who say they would like to receive marketing material
13853 from the library. There is a shared template for reporting on patron
13854 surveys under SITKA_templates > Patrons > Patron Surveys. See
13855 link:#shared-template[???] for more about shared templates and contact
13856 Sitka support if you need help tweaking this template.
13858 From the Admin menu, select Local Administration > Surveys.
13860 The Survey List will open. In this example the table is empty because no
13861 surveys have been created. Click Add New Survey.
13865 Fill out the New Survey form, then click Save Changes.
13869 A few tips when creating a new survey:
13871 * Start Date must always be in the future. It is not possible to add
13872 questions to a survey after the start date.
13873 * Dates should be in YYYY-MM-DD format
13874 * OPAC Survey? and Poll Style? are not yet implemented - leave unchecked
13875 * Check Is Required if the survey should be mandatory for all patron
13876 registration and update
13877 * Check Display in User Summary to make survey answers visible in patron
13878 records in Other Surveys.
13879 * Surveys can not only start from a future date.
13881 A summary of your new survey will appear. Type the first survey question
13882 in the Question field, then click Save Question & Add Answer. Survey
13883 questions are multiple choice.
13887 Enter possible multiple choice answers and click Add Answer. Each
13888 question may have as many answers as you like.
13892 Repeat the steps above to add as many questions and answers as you wish.
13893 When finished click Save, then Go Back to return to the survey list.
13897 Your new survey will appear in the Survey List table. To make further
13898 changes click the survey name to open the detailed view.
13902 This is what the survey looks like in the patron registration/edit
13903 screen. Note that in this example this survey question appears in red
13904 and is required as the Is Required box was checked when creating the
13909 To see a patron’s response to a survey, retrieve the patron record.
13910 Click Other > Surveys to see the response.
13912 surveys interface surveys interface
13914 There is a shared template for reporting on patron surveys in the
13915 reporting interface, under SITKA_templates > Patrons > Patron Surveys.
13916 For more information see link:#shared-template[???]. If you need help
13917 tweaking this template please contact Sitka support.
13923 Go to Admin > Local Adminstration > Work Log
13925 There are two lists of records. The uppper list contains the recent
13926 staff actions, while the lower list includes the patrons affected by
13927 recent staff actions.
13929 screenshot of staff client
13931 A default number of actions/patrons are displayed. You can increase or
13932 decrease the number by using the up or down arrow and clicking Refresh
13935 If you highlight an entry, you can retrieve the item and/or patron
13936 record by clicking Retrieve Item or Retrieve Patron button.
13939 Server Administration
13940 ---------------------
13942 Most options under the Admin > Server Administration menu are global
13943 Sitka settings that cannot be changed locally. The single exception is
13944 the Organizational Units submenu, which allows Local System
13945 Administrators to edit library contact information, hours of operation,
13948 There is some view-only information that is useful under Server
13949 Administration, in particular the list of Copy Statuses.
13951 [[serveradmin-org-unit]]
13952 Organizational Units
13953 ~~~~~~~~~~~~~~~~~~~~
13955 Anyone with access to the staff client may view these settings but a
13956 Local System Administrator login is required to make changes.
13958 Go to Admin > Server Administration > Organizational Units.
13960 server administration menu
13962 Find your library from the tree on the left side of the page and click
13963 it to open settings. Multi-branch library systems will see an entry for
13966 organizational units interface
13968 The Main Settings tab opens displaying settings for your library. Only
13969 Main Email Address and Main Phone Number should be edited, please leave
13970 all other settings at their default values.
13972 organizational units, main settings
13974 Click Save to record changes.
13976 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
13979 The Organizational Units screen flashes green when saving changes to any
13980 tab (see screencast below, only available in the
13981 http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html[online
13982 version] of the manual). If there is no flash or flash in red, please
13983 ensure you are using an LSA login and click Save again. Contact Sitka
13984 Support if you still cannot save the changes.
13985 ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
13988 Library Hours of Operation
13989 ^^^^^^^^^^^^^^^^^^^^^^^^^^
13991 Local System Administrators can use the Organizational Units interface
13992 to set the library's hours of operation. These are regular weekly hours;
13993 holiday and other closures are recorded in the link:#lsa-closed[Closed
13996 Hours of operation and closed dates affect due dates and overdue fines.
14000 Due dates that would fall on closed days are automatically pushed
14001 forward to the next open day. Likewise, if an item is checked out at
14002 8pm, for example, and would normally be due on a day when the library
14003 closes before 8pm, Evergreen pushes the due date forward to the next
14007 Overdue fines are not charged on days when the library is closed.
14009 To review or edit your library's hours of operation:
14011 Open the Organizational Units interface as described in the steps
14012 link:#server-main[above].
14014 Click the Hours of Operation tab.
14016 organizational units, main settings
14018 Review your library's weekly hours, editing as necessary. To set a
14019 closed day click the corresponding Closed button. Closed days (Monday
14020 and Sunday in the example below) have open and close times of 12:00 AM.
14022 hours of operation interface
14024 Click Save to record any changes
14026 _______________________________________________________________________________________________________________________________________
14029 Operation hours do not contain time zone information. Please do not
14030 adjust them, even though your library is outside Pacific Time Zone.
14031 _______________________________________________________________________________________________________________________________________
14033 [[server-addresses]]
14037 Addresses set in Admin (-) > Server Administrations > Organizational
14038 Units appear in patron email notifications, hold slips, and transit
14039 slips. Local System Adminstrators should ensure that the Mailing, Holds,
14040 and Physical addresses are set correctly.
14042 Open the Organizational Units interface as described in the
14043 link:#server-main[previous section].
14045 Click the Addresses tab.
14047 organizational units, main settings
14049 There are four address tabs: Mailing, Holds, Physical, and ILL. Sitka
14050 Support recommends setting the first three at a minimum. The Holds
14051 Address appears on transit slips when items are sent to fulfill holds at
14052 another branch. The Mailing address is used in notices.
14054 addresses interface
14056 Click Save to record changes for each tab.
14058 ____________________________________________________________________________________________________________________________________________________________________________________________________________________
14061 The value in State (Province) field in Mailing address is used to
14062 generate the URLs to My Account link in email notices. To ensure correct
14063 URLs, please always use BC for BC libraries or MB for Manitoba
14065 ____________________________________________________________________________________________________________________________________________________________________________________________________________________
14067 ________________________________________________________________________________________________________________________________________________________________________
14070 The Valid checkbox is an optional setting that does not affect current
14071 Evergreen functions, but the Sitka Support team recommends checking it
14072 for all correct addresses.
14073 ________________________________________________________________________________________________________________________________________________________________________
14075 [[serveradmin-prefix-suffix]]
14076 Call Number Prefix and Call Number Suffix
14077 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
14079 If you library uses prefixes and/or suffixes in call numbers, you can
14080 build a standard list, which will be displayed as dropdown lists when
14081 creating/editing call number record.
14083 This is how it looks on the call number creating/editing screen.call
14086 To create a call number prefix/suffix, go to Admin > Server
14087 Administration > Call Number Prefix (Suffix)
14089 Click New Prefix (Suffix). Type in the label. Choose your library as the
14090 Owning Library, and then Save. call number prefix
14092 To delete a prefix/suffix, check the record, and then click Delete
14095 ____________________________________________________________________________________________________________________________________________________________________________________________________________________
14098 Call Number Prefix/Suffix created here are different from Label
14099 Prefix/Suffix created on Copy Location Editor. The former are displayed
14100 as part of call number in OPAC, while the latter are on printed labels
14102 ____________________________________________________________________________________________________________________________________________________________________________________________________________________
14104 [[serveradmin-copy-statuses]]
14108 This table describes the copy statuses in use by Sitka, updated as of
14111 _____________________________________________________________________________________________________________________________________________________________________________________________________________________
14114 If the Sets copy active is set to NO, an item created with this status
14115 will not have the Active Date field filled. The date will be filled
14116 later when the item achieves a status with Sets copy active is set to
14118 _____________________________________________________________________________________________________________________________________________________________________________________________________________________
14120 [width="100%",cols="27%,37%,12%,12%,12%",options="header",]
14121 |=======================================================================
14122 |Item Status |Definition |Holdable |OPAC Visible |Sets copy active
14123 |Available |Item is on the shelf |Yes |Yes |Yes
14125 |Bindery |Sent to be rebound |No |Yes |No
14127 |Cataloguing |Item is being catalogued or in cataloguing department |Yes
14130 |Checked out |Item is on loan |Yes |Yes |Yes
14132 |Claimed Returned |Patron reports item has been returned. (Libraries
14133 develop own procedure for deciding when to make an item Claimed Return)
14136 |Cleaning |Item is being cleaned (ie. DVDs and CDs) |Yes |Yes |Yes
14138 |Damaged |Damaged and may not circulate again |No |Yes |Yes
14140 |Discard/Weed |Item is no longer in collection, it has been weeded or
14141 discarded |No |No |Yes
14143 |ILL |Not currently used in Sitka. |No |No |Yes
14145 |In process |Item is being processed and will soon be available |Yes
14148 |In transit |Item is travelling between libraries and remains in the In
14149 Transit status until checked in |Yes |Yes |Yes
14151 |Long Overdue |Not currently used in Sitka. |No |No |No
14153 |Lost |Declared lost by patron or library (either manually or
14154 automatically) |No |Yes |Yes
14156 |Lost and Paid |Item was declared lost by patron or staff and has now
14157 been paid for. |No |Yes |Yes
14159 |Mending |Item is being repaired |Yes |Yes |Yes
14161 |Missing |Item cannot be found |No |Yes |Yes
14163 |On display |Item is on display and is not in its usual shelving
14164 location |Yes |Yes |Yes
14166 |On holds shelf |Item is awaiting pick-up by patron. Item is usually on
14167 a "holds shelf" within the library |Yes |Yes |Yes
14169 |On order |Item has been ordered but not yet received from a vendor |Yes
14172 |On reservation shelf |Used with room/booking module. When an item has
14173 been booked/reserved, it is placed in a unique location, ready for
14174 pick-up |No |Yes |Yes
14176 |Onsite consultation |Item is available for use on-site and possibly
14177 needs to be requested through staff. This is not intended for normal
14178 reference materials. |No |Yes |Yes
14180 |Reserves |In reserves collection |No |Yes |Yes
14182 |Reshelving |Item has been returned but not yet shelved. Status
14183 automatically changes to Available after 24 hours |Yes |Yes |Yes
14185 |Storage |On-site or off-site storage |Yes |Yes |Yes
14187 |Temporarily Unavailable |Not available for patrons to borrow but will
14188 become available at a later date |No |No |Yes
14189 |=======================================================================
14191 [[serveramdin-hard-due-date]]
14195 One or more hard due date(s) can be set up for a library to force the
14196 circulation due on selected date(s). The hard due date is used in the
14197 circulation policy based on patron profile and/or item circulation
14198 modifier. It may be used to extend or shortern the regular loan
14199 duration. For example, it may be used to grant faculty members term loan
14200 by an Always Use? TRUE hard due date, or to force all students to return
14201 their items by the end of the term by an Always Use? FALSE hard due
14202 date, which takes effect when the regular due date falls after the hard
14203 due date. Please contact Sitka Support if you wish to use hard due date.
14205 [[serveramdin-floating-group]]
14209 Evergreen 2.6 supports floating collections. Floating items stay at the
14210 checkin library, instead of being sent back to the item's original
14211 circulating library. Floating Groups are used to limit the range of
14212 libraries that an item can float within. Please contact Sitka Support if
14213 you wish make all or partial of your items float within selected
14214 libraries/branches.
14216 [[admin-self-check]]
14217 Evegreen Self Check Administrative Set-Up
14218 -----------------------------------------
14220 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________
14223 The information in this section is specific to the native Evergreen Self
14224 Check which is available to all libraries. For information regarding a
14225 third party self check please contact the vendor for that third party
14227 _________________________________________________________________________________________________________________________________________________________________________________________________________________________________
14229 [[self-check-setup]]
14233 Library sets up a computer specifically for self check with the
14237 * a barcode scanner
14238 * library security system _(RFID pad, demagnetizing equipment, etc.)_
14240 * a receipt printer
14243 _The self check is known to be compatible with Chrome, Firefox and
14244 Internet Explorer._
14245 * a method for locking down access so patrons cannot use the computer
14246 for other functions
14248 Sitka Support recommends that you consult with your local IT support on
14249 the best method to lock down your computer.
14251 Library contacts Sitka Support to get a self check interface set up with
14252 the library's logo and colours.
14254 Sitka Support supplies library with URL for self check and a self check
14255 specific Local System Administrator account.
14257 Library saves URL as a favourite in browser or as a shortcut on the
14258 computer's desktop for easy access.
14260 Library sets needed self check library settings. See
14261 link:#lsa-library-settings-self-check[table_title].
14263 Library teaches patrons to use self check.
14265 For instructions on using the native Evergreen Self Check see
14266 link:#circ-selfcheck[???].
14269 Deleting Inactive Cards and Patron Accounts by Sitka's In-house Patron
14271 ------------------------------------------------------------------------------------
14273 The patron deletion tool developed by the Sitka Support team allows
14274 Local System Administrators to delete inactive cards and patron
14275 accounts. This is done outside patron's records and a small batch of
14276 barcodes/records can be deleted at once. The table below describes a few
14277 scenarios where this tool may be used.
14279 [cols=",",options="header",]
14280 |=======================================================================
14282 |An active patron lost a card and was issued a new one (using Replace
14283 Barcode) |link:#delete-patron-card[Delete the lost card] (optional)
14285 |A patron is no longer active and their account should be removed
14286 completely |link:#delete-patron-account[Delete patron account]
14288 |An active patron has more than one account |Merge the accounts. Choose
14289 the card number that you want to keep as the lead record. See
14290 link:#patron-merging[section_title].
14291 |=======================================================================
14293 [[delete-patron-card]]
14294 Deleting Inactive Cards
14295 ~~~~~~~~~~~~~~~~~~~~~~~
14297 https://www.youtube.com/watch?v=VkxNnjHNsLc[*Sitka Snippet Video -
14298 Delete Lost Cards (2:17)*]
14300 When a patron's card is marked lost and a new barcode is assigned, the
14301 old barcode remains in the Evergreen database as an inactive card.
14302 Deleting lost or inactive cards is optional. Patrons cannot check out
14303 items or log into the OPAC with an inactive card, but the lost cards can
14304 be used to retrieve active patron data in the staff client. Whether a
14305 library routinely deletes inactive cards is a matter of local policy.
14307 _____________________________________________________________________________________________________
14310 Staff can only delete cards for patrons whose home library is their
14311 library or one of their branches.
14313 Staff can edit the patron's account and update the home library in order
14314 to delete the card.
14315 _____________________________________________________________________________________________________
14317 To delete inactive cards, start a new tab by File > New Tab or CTRL T.
14318 Click Delete Patron Account under Admin.
14320 screenshot of staff client
14322 Login with a Local System Administrator username and password.
14324 screenshot of patron deletion tool
14326 Enter one or more inactive cards to delete (one barcode per line).
14327 Ensure the Delete cards only box is checked, then click Submit.
14329 screenshot of patron deletion tool
14331 After a few seconds the confirmation screen appears (for multiple cards
14332 it may take longer). It is not possible to delete a patron's primary
14333 card. Review patron data, select the card(s) you wish delete, then click
14334 Delete Checked Cards.
14336 screenshot of patron deletion tool
14338 The deletion report lists successfully deleted cards.
14340 screenshot of patron deletion tool
14342 [[delete-patron-account]]
14343 Deleting Patron Accounts
14344 ~~~~~~~~~~~~~~~~~~~~~~~~
14346 https://www.youtube.com/watch?v=p7vZ4BB8O4Q[*Sitka Snippet Video -
14347 Delete Patron Acounts (2:06)*]
14349 Deleted accounts remain in the Evergreen database for reporting purposes
14350 but are no longer accessible from the staff client. The deletion tool
14351 checks the following before deleting any account:
14353 * *Open circulations.*
14355 Accounts with items checked out cannot be deleted
14358 Accounts with active holds cannot be deleted
14361 Accounts with unpaid bills are flagged but may still be deleted; if
14362 deleted the bills are voided
14364 __________________________________________________________________________________________________
14367 If deleting a duplicate record for an active patron please see
14368 link:#patron-merging[section_title]
14369 __________________________________________________________________________________________________
14371 ______________________________________________________________________________________________
14374 Staff can only delete patrons whose home library is their library or one
14377 Staff can edit the patron's account and update the home library in order
14378 to delete the patron.
14379 ______________________________________________________________________________________________
14381 To delete patron accounts, start a new tab by File > New Tab or CTRL T.
14382 Click Delete Patron Account under Admin.
14384 screenshot of staff client
14386 Login with a Local System Administrator username and password.
14388 screenshot of patron deletion tool
14390 Enter one or more accounts to delete, one per line, then click Submit.
14392 screenshot of patron deletion tool
14394 The confirmation screen appears (if deleting multiple accounts this may
14395 take longer). Accounts that cannot be deleted because of active holds or
14396 circulations are flagged and the check-boxes greyed out. Accounts with
14397 outstanding bills are un-checked by default but can be selected to void
14398 the fines and proceed with deletion. Click Delete Checked Patrons to
14401 screenshot of patron deletion tool
14403 The deletion report lists successfully deleted accounts.
14405 screenshot of patron deletion tool
14408 Circulation, Hold, and Patron Account Notices
14409 ---------------------------------------------
14411 Patrons with email addresses in Evergreen receive pre-due email
14412 reminders three days before items are due. Evergreen also generates
14413 email notices for overdues and holds. Optional customized print overdue
14414 letters are also available.
14416 Two optional patron account notices are also available
14418 There are three email addresses on the notices besides the recipient’s
14419 email: __From__, _Reply-To_ and __Errors-To__. The _From_ address has to
14420 be the BC Libraries Cooperative's email address. The _Reply-To_ and
14421 _Errors-To_ addresses are from the Sending email addresses for patron
14422 notices setting in the link:#lsa-library-settings[Library Settings
14423 Editor]. You must specify a address in this setting. This ensures patron
14424 replies are directed to the email of your choice. Bounced emails are
14425 also directed to this email address so staff can alert patrons when
14426 there is a problem with their email.
14428 Patrons can opt out of receiving overdue and courtesy notice emails in
14429 My Account under link:#opac-preferences-notification[Notification
14432 [[notice-pre-dues]]
14433 Library Pre-due Notices
14434 ~~~~~~~~~~~~~~~~~~~~~~~
14436 Library pre-due notices are generated and sent via email to patrons
14437 three days before an item is due. Only patrons with email addresses in
14438 Evergreen receive pre-due notices.
14440 These emails are not spam and should not be marked as spam by either
14443 The pre-due notice template can be customized at the federation or
14444 library level. Please contact Sitka Support for customization.
14446 Libraries can opt out of pre-due notices using the
14447 org.opt_out_email_predue setting in the Library Settings Editor.
14449 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
14452 One checkout will receive only one pre-due notice. If the due date is
14453 extended via Edit Due Date after the pre-due notice is sent out, no new
14454 notice will be generated. Staff is encouraged to use Renew or Renew with
14455 Specific Due Date function instead of Edit Due Date to make sure a
14456 second notice will be generated in the due course.
14457 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
14459 [[notices-overdues]]
14460 Library Overdue Notices
14461 ~~~~~~~~~~~~~~~~~~~~~~~
14463 There are three types of overdue notices according to the delivery
14466 * link:#overdue-email[Notices delivered by email]
14467 * link:#overdue-paper[Notices delivered by paper]
14468 * link:#overdue-phone[Notices delivered by phone]
14470 The server sends overdue emails to patrons once a day, after hours, when
14471 the fines generator runs. The emails are generated when an item is 7
14472 days, and then 14 days overdue (this is a global Sitka setting).
14474 These emails are not spam and should not be marked as spam by either
14477 The overdue email notice templates can be customized at the federation
14478 or library level. Please contact Sitka Support for customization.
14480 Evergreen generates a PDF file of overdue notices and emails the file to
14481 you to be printed and distributed to patrons. These notices are created
14484 An empty PDF file means that there is no notice for the day due to no
14485 item filling in the overdue category. You will still receive the empty
14486 file. If you are not receiving daily PDF files please contact Sitka
14489 To set up paper overdues you need to provide Sitka support with the
14490 following information:
14492 * the receiving email address for the PDF file to be sent to.
14494 Ensure you inform Sitka support if you need to change the receiving
14496 * the intervals at which you would like patrons to receive notices.
14498 The standard intervals to choose from are 1, 2, 3, 4, 5, 6, 7, 8, 9 or
14499 10 weeks after the item becomes due. The intervals define when a second,
14500 third, or fourth, and so on, letter is sent out.
14502 The 1 and 2 weeks overdue notices are sent to patrons without email
14503 address only. From the 3 weeks overdue notice onwards it is sent to all
14506 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________
14509 A final notice which includes billing information can be set to coincide
14510 with the system automatically marking long overdue items to lost. See
14511 link:#notices-final[Final Notices] for information on setting up this
14513 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________
14514 * the wording you would like to be used on each notice.
14516 This wording of the paper notices is customizable by library. PDF
14517 notices are set up through the Sitka support team and cannot be modified
14518 in the staff client. Please submit required revisions to Sitka support.
14520 You can set up a link:#recurring-report[recurring report] to generate a
14521 list of overdues for all patrons, or for those without an email address
14522 only. Then you can phone each person individually. You may specify an
14523 email address to receive an email reminder each time a list is
14524 generated. There are two shared templates for overdue reports in the
14525 SITKA_templates > Circulation folder. See link:#shared-template[???] for
14526 more about using shared templates. Sitka support staff will be very
14527 happy to assist if you need help in this process.
14533 The final paper overdue notice sent to patrons can be set as a billing
14534 notice which includes processing fees and replacement costs. The price
14535 is taken from the price entered in the price field of the copy editor
14536 for the item. If the price field is blank the price is taken from the
14537 Default Item Price setting in the Library Settings Editor. The
14538 processing fee comes from the Lost Materials Processing Fee setting
14539 found in the Library Settings Editor.
14541 Final notices are set up as part of the paper overdues. When setting up
14542 your paper overdues specify the interval at which you would like the
14543 final notice to be sent and provide Sitka support with the wording you
14544 would like to appear on the notice.
14546 Libraries have the option to have Evergreen automatically mark long
14547 overdue items as lost. Contact Sitka Support if you would like to set
14548 this up for your library. Please include the interval at which you would
14549 like long overdue items to be marked as lost. This interval can be set
14550 to coincide with your final notice so that patrons receive a bill for
14551 lost items. This does not apply to items that are manually marked lost
14555 Hold Slip and Holds Notifications
14556 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
14558 A hold slip is generated when a hold reaches ready-for-pickup status.
14559 The content of the slip can be from a shared template saved on the
14560 server (legacy slip) or a receipt template saved in individual
14561 workstations. Local hold slip template is used when the library setting
14562 called "Use legacy hardcoded receipts/slips" is set to FALSE.
14564 The ready-for-pickup hold notification templates can be customized at
14565 the federation or library level. Please contact Sitka Support for
14568 When a hold is ready for pickup, the requester can be notified via
14569 automatic email and/or SMS Text, and/or manual phone call by staff
14570 depending on the choice made when he/she placed the hold. The selected
14571 notfication method(s) may be indicated on the hold slip. For example, if
14572 email notification is selected, the email address will be printed on the
14573 hold slip. A blank email address indicates that email notification was
14576 1. For automatic email notice and SMS Text, it works the same way as
14577 the automatic overdue notices. The notification email/SMS Text is
14578 generated and sent to the patron 5 to 30 minutes after the item achieves
14579 on-hold-shelf status. In order to receive these notices the patron must
14580 have chosen these notification methods when placing the hold and the
14581 email address in his/her account and the given mobile number/carrier
14583 2. For phone notification, staff needs to phone patrons individually.
14584 Phone numbers are printed on the Hold Slips when holds are captured, if
14585 Phone Notification is chosen.
14587 This notification is optional for individual libraries. The notification
14588 templates can be customized on library level. Please contact Sitka
14589 Support if your library wishes to use this service.
14591 An email is sent to the requester when a hold is cancelled by staff on
14592 the Staff Client. The note put in by staff on cancellation will be
14593 included in the email explaining the cancellation reason.
14595 This notification is optional for individual libraries. The notification
14596 templates can be customized on library level. Please contact Sitka
14597 Support if your library wishes to use this service.
14599 The emails are sent to the requesters when staff view and clear
14600 hold-shelf expired holds (click _Clear These Holds_ on Browse Holds
14601 Shelf) on the Staff Client.
14603 [[notices-patronaccount]]
14604 Patron Account Notices
14605 ~~~~~~~~~~~~~~~~~~~~~~
14607 An email will be sent to new patrons the day after their account is
14608 created welcoming them to the library and confirming that the email
14609 address in their account is correct.
14611 An email will be sent to patrons 30 days before their account is set to
14612 expire. This is intended to give users time to renew their account
14613 before they lose access to library services.
14615 These emails are not spam and should not be marked as spam by either
14618 The two Patron Account notices are optional and libraries must opt in.
14619 Libraries can choose to opt in to only one or both of these notices. The
14620 Patron Account notice templates can be customized at the federation or
14621 library level. Please contact Co-op Support for set up and
14625 Managing Internet OPAC Stations
14626 -------------------------------
14628 This chapter contains some suggestions on how to manage public access to
14629 your Internet enabled online catalogue search stations in your library.
14630 They are meant as guidelines only, and their efficacy in your library
14631 will depend on many factors. Some possible factors that will affect how
14632 you manage your search stations are: do you want only Internet browser
14633 access to your catalogue, or do you want Internet access limited to a
14634 few sites, or do you want access to other applications such as printing,
14635 and so on. How you interpret and use these guidelines will be specific
14636 to your library’s needs. Finally, depending on how your library network
14637 is configured you may need assistance from a system technician or
14640 There are numerous plugins for Firefox, which could be combined to
14641 create a kiosk-like effect. Clever patrons can still use CTRL-ALT-DEL
14642 to cancel the program.
14644 https://addons.mozilla.org/en-US/firefox/addon/1659
14646 If you need to restrict the workstation to specific websites, we
14647 recommend looking into plugins that advertise "parental controls"
14649 https://addons.mozilla.org/en-US/firefox/addon/4351
14651 Internet Explore is very prone to security problems, however there are
14652 various ways to get a kiosk in IE:
14654 http://support.microsoft.com/kb/154780
14656 http://technet.microsoft.com/en-us/ie/bb219517.aspx
14658 This is possible, but it requires extensive editing of the registry. If
14659 you want to lock something specific, and you do not have a system
14660 technician available, it's possible to search the Internet for advice
14661 and follow the instructions you find, i.e.: "disable control panel".
14662 There are also numerous commercial software packages that do this.
14664 Implementing Linux on your search stations is also an option. There are
14665 various ways that you could do this. If you use a LiveCD, it still
14666 could be possible for the patron to eject the CD and reboot the
14667 computer. A better solution is to install Linux to the hard drive.
14668 This solution provides the maximum lock-down, but is the most difficult
14669 to implement. Here are some of the easier ways to get at this solution:
14671 http://webconverger.org/
14674 Evergreen System Requirements
14675 -----------------------------
14677 Evergreen runs smoothly on most modern computers with a good internet
14678 connection. To ensure your system is ready for migration here are a few
14679 tips and minimum requirements.
14681 The Evergreen staff client requires persistent connectivity to the
14682 Evergreen servers to function. Most internet traffic uses moments of
14683 brief connectivity rather than a persistent connection so it is not
14684 unusual when experiencing connectivity issues to notice it in the
14685 Evergreen staff client first.
14687 Evergreen will work down to a 3Mbps connection, but the performance will
14688 get progressively worse the lower the connection speed gets. While
14689 Evergreen will be functionally usable at 3Mbps it may of limited use at
14692 .Recommended Internet Connection Speeds
14693 [width="99%",cols="30%,42%,14%,14%",options="header",]
14694 |=========================================================
14695 |Category |Downstream |Upstream |Latency (to Sitka)
14696 |Bare Minimum To Function |3Mbps |786Kbps |less than 200ms
14697 |Adequate |6Mbps |1Mbps |less than 125ms
14698 |Ideal |12Mbps |2Mbpbs |less than 75ms
14699 |=========================================================
14701 ________________________________________________________________________
14704 Mbps stands for megabit per second and can also be represented as Mbits.
14706 Kbps stands for kilobit per second and can also be represented as Kbits.
14708 ms stands for milliseconds.
14709 ________________________________________________________________________
14711 Most of the bandwidth usage in a library is not from Evergreen, but from
14712 other usage of the Internet by both staff and patrons. When staff
14713 workstations share an ISP connection with public workstations libraries
14714 ideally should have at least 1.5-2x more down/upstream capacity than
14715 what is recommended in the table above.
14717 Staff terminals connect to the central database using the Evergreen
14718 staff client, available for download from
14719 https://bc.libraries.coop/support/staff-client-executables/ . The
14720 Evergreen staff client must be installed on each staff workstation and
14721 requires at minimum:
14723 * Windows 10, 8, 7, or Vista operating system. Win 10 users may need to
14724 manage Win 10 privacy settings based on best practice in Windows
14725 community or on advice of your IT department or vendor.
14726 * Mac OS X operating system.
14727 * Linux operating system.
14728 * a reliable high speed internet connection
14731 There is no stand-alone OPAC client for Evergreen. Patrons search the
14732 catalogue using a web browser. Each OPAC terminal will require at
14735 * a reliable high speed internet connection
14736 * a web browser (e.g. Firefox, Chrome or Internet Explorer)
14738 ________________________________________________________________________________________________________________________________________________________________
14741 The OPAC will not work in Internet Explorer on computers running Windows
14742 XP. Co-op Support recommends you update your operating system or use
14744 ________________________________________________________________________________________________________________________________________________________________
14746 To limit your OPAC terminals to catalogue searches local configuration
14747 will be required. Please see link:#opac-lockdown[???] for more
14750 Evergreen will work with virtually any barcode scanner – if it worked
14751 with your legacy system it should work on Evergreen.
14753 Evergreen can use most desktop printers configured for your terminal to
14754 print receipts, check-out slips, holds lists, etc. The exception is
14755 spine label printing, which requires roll printers. Evergreen currently
14756 formats spine labels for output to a label roll printer. If you do not
14757 have a roll printer manual formatting may be required.
14759 ______________________________________________________________________________________________________________________________________________________________
14762 Evergreen might not print correctly to receipt printers using the
14763 Windows XP _Generic/Text Only_ printer driver. Please use a
14764 printer-specific driver instead.
14765 ______________________________________________________________________________________________________________________________________________________________
14771 Staff accounts are special patron accounts on Evergreen which have been
14772 granted more permissions to allow the owners to log into the Staff
14773 Client. Besides extra permissions each staff account has its own working
14774 location. The owner can log into the Staff Client at assigned working
14777 There are three ways staff accounts can be set up and used in the
14780 *Staff and Patron Accounts*
14782 Accounts are created for staff members and given the appropriate Library
14783 Staff permission group and working location. Staff use the account for
14784 borrowing as well as to login into the staff client and perform their
14787 *Staff Specific Accounts*
14789 Accounts are created for staff members and given the appropriate Library
14790 Staff permission group and working location. These accounts often have
14791 something like LOGIN or STAFF as part of the name and may use a barcode
14792 such as SITKASTAFF rather than an actual barcode. Staff use the accounts
14793 only for logging into the staff client for work. Staff have a separate
14794 patron account for borrowing.
14798 Accounts are created for functions, such as circulation, rather than for
14799 specific staff members and given the appropriate Library Staff
14800 permission group and working location. These accounts' barcodes and
14801 names are often related to their function. For example, an account for
14802 circulation may use circulation1 as the barcode and be named Dummy,
14803 Circulation. These accounts are shared by the appropriate staff. Sitka
14804 Staff strongly encourage libraries to ensure that shared usernames and
14805 passwords are kept secure and are changed as needed, especially when
14806 staff leave the library.
14808 Sitka encourages libraries to use the method or methods that work best
14811 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
14814 Generic accounts will not be granted permissions to create/run reports.
14815 Libraries are encouraged to have a dedicated account(s) for reporting
14816 purpose. The account must belong to an individual staff member and is
14817 for office use only. To avoid re-setting up reports, the owner of the
14818 account may be updated when the reporting task is passed on to another
14820 ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
14822 [[profiles-create]]
14823 Creating Staff Accounts
14824 ~~~~~~~~~~~~~~~~~~~~~~~
14826 https://www.youtube.com/watch?v=j9fUqY6YWhY[*Sitka Snippet Video -
14827 Create Staff Accounts (2:36)*]
14829 New staff accounts are created in much the same way as patron accounts,
14830 using Circulation > Register Patron or +Shift+ +F1+ . Select one of the
14831 staff profiles from the Profile Group drop-down menu.
14833 User permissions screenshot
14835 Open the patron registration form and fill in the relevant information.
14837 Choose a Library Staff permission group from the Main (Profile)
14838 Permission Group down down menu.
14842 Retrieve the account through a patron or barcode search.
14844 Assign a link:#profiles-working[Working Location] to the account.
14846 Open the patron registration form and fill in the relevant information.
14848 Choose any Library Staff permission group from the Main (Profile)
14849 Permission Group down down menu.
14853 Submit a ticket to Sitka Support asking for the account to be granted
14854 Local System Administrator permissions. Make sure you include the name
14855 and barcode for the account. If your library is multi-branch include the
14856 working locations to be assigned to the account.
14858 Sitka Support will grant the permission, assign the working locations
14859 and respond to your ticket when the account is ready to be used.
14861 [[profiles-working]]
14865 Each new staff account must be assigned a Working Location which
14866 determines its access level in staff client interfaces. Accounts
14867 migrated from legacy systems already have working locations assigned.
14869 To assign a working location open the newly created staff account using
14870 F1 (retrieve patron) or F4 (patron search).
14872 Select Other > User Permission Editor
14874 User permissions screenshot
14876 Place a check in the box next to the desired working location, then
14877 scroll to the bottom of the display and click Save.
14879 _________________________________________________________________________________
14882 In multi-branch libraries it is possible to assign more than one working
14884 _________________________________________________________________________________
14887 Editing Staff Accounts
14888 ~~~~~~~~~~~~~~~~~~~~~~
14890 Staff accounts can be edited in the staff client by a staff member with
14891 a higher level of permission. For example, a local system administrator
14892 can edit all other staff accounts except their own and that of other
14893 local system administrators. Contact
14894 https://bc.libraries.coop/request-support/[Co-op Support] to request
14895 edits to a local system administrator account.
14897 Through link:#opac-account-preferences[My Account] staff can update
14898 their username, password, and email addresses
14900 Staff can also reset their password using the
14901 link:#opac-forgot-password[Forgot Your Password?] link for My Account.
14902 This requires having an email entered in the staff account.
14904 [[profiles-password-reset]]
14905 Resetting Your Password
14906 ~~~~~~~~~~~~~~~~~~~~~~~
14908 Staff passwords can be reset in four ways:
14910 1. Edit your account in the staff client while signed in as yourself.
14911 2. Use the link:#opac-forgot-password[Forgot Your Password?] link in
14914 You must have an email recorded in your account for this to method to
14916 3. Have a staff member with Local System Administrator permissions
14917 assign a temporary password and then use method 1 or 2 to reset it to a
14920 This method only works if your account is not a Local System
14921 Administrator account.
14922 4. Send in a request to
14923 https://bc.libraries.coop/request-support/[Co-op Support] to have a
14924 temporary password assigned and then use method 1 or 2 to reset it to a
14927 [[staff_account_permissions]]
14928 Staff Account Permissions
14929 ~~~~~~~~~~~~~~~~~~~~~~~~~
14931 Below is a general outline of staff account permission levels. To view a
14932 detailed list of permissions for a particular Evergreen account go to
14933 Admin (-) > User permission editor in the staff client.
14935 [cols=",,,,,,",options="header",]
14936 |=======================================================================
14937 |Action |General Staff |Circulators |Circ + Copy Edit |Circ + Full Cat
14938 |Catalogers |Local System Administrator (LSA)
14939 |Basic circulation functions |* |* |* |* |* |*
14941 |CheckIn bad status overrides |* |* |* |* |* |*
14943 |CheckIn Missing/Lost/ClaimedReturned overrides | |* |* |* | |*
14945 |CheckOut overrides | |* |* |* | |*
14947 |MaxRenewalReached override | |* |* |* |* |*
14949 |Basic patron record |* |* |* |* |* |*
14951 |Bar patrons |* |* |* |* | |*
14953 |Unbar patrons | |* |* |* | |*
14955 |Merge/delete patrons | | | | | |*
14957 |Patron restriction overrides | |* |* |* | |*
14959 |Bills and payments |* |* |* |* | |*
14961 |Holds |* |* |* |* |* |*
14963 |Copy/volume records | | |* |* |* |*
14965 |Bib records | | | |* |* |*
14967 |Buckets |* |* |* |* |* |*
14969 |View report output |* |* |* |* |* |*
14971 |Create/upload offline transactions |* |* |* |* |* |*
14973 |Process offline transactions | | | | | |*
14975 |Transit |* |* |* |* |* |*
14977 |Abort remote transit | | |* |* |* |*
14978 |=======================================================================
14980 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
14983 Only users with reporting permissions (granted by Sitka Support on
14984 libraries' request) can access the Reports interface, but the output can
14985 be visible to all staff accounts. Any staff requesting reporting
14986 permissions must sign and submit the Reporter Privacy Agreement see
14987 https://bc.libraries.coop/support/sitka/reporter-privacy-waiver/[*Reporter
14989 ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
14991 [[profiles-grant-permissions]]
14992 Granting Additional Permissions
14993 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
14995 A Local System Administrator (LSA) may selectively grant LSA permissions
14996 to other staff accounts. In the example below a _Circ +Full Cat_ account
14997 is granted permission to process offline transactions, a function which
14998 otherwise requires an LSA login.
15000 Log in as a Local System Administrator.
15002 Select Admin (-) > User Permission Editor and enter the staff account
15003 barcode when prompted
15005 User permissions screenshot
15009 Retrieve the staff account first, then select Other > User Permission
15012 User permissions screenshot
15014 The User Permission Editor will load (this may take a few seconds).
15015 Greyed-out permissions cannot be edited because they are either a)
15016 already granted to the account, or b) not available to any staff
15017 account, including LSAs.
15019 User permissions screenshot
15021 image:../media/1.png[image] List of permission names. For help
15022 correlating permissions to specific Evergreen functions please contact
15025 image:../media/2.png[image] If checked the permission is granted to this
15028 image:../media/3.png[image] Depth limits application to the staff
15029 member's library and should be left at the default. Evergreen blocks
15030 attempts to set Federation- or Sitka-wide privileges.
15032 image:../media/4.png[image] If checked this staff account will be able
15033 to grant the new privilege to other accounts (not recommended).
15035 To allow processing of offline transactions check the _Applied_ column
15036 next to OFFLINE_EXECUTE.
15038 User permissions screenshot
15040 Scroll down and click Save to apply the changes.
15042 User permissions screenshot