From 8bb5ad6974c61aa9bacbadf206acd62fc922c728 Mon Sep 17 00:00:00 2001 From: Dan Scott Date: Fri, 7 Apr 2017 09:01:06 -0400 Subject: [PATCH] Snapshot of Sitka docs in AsciiDoc format At the DIG meeting this morning, interest was expressed in having an AsciiDoc version of the Sitka docs available to more easily integrate content into the official docs. Via the magic of pandoc, here is something that might be useful as a start (along with documentation on how to reproduce this process, if someone wants to try a cleaner approach). Signed-off-by: Dan Scott --- docs/sitka/one_big_sitka.adoc | 15042 ++++++++++++++++++++++++++ docs/sitka/sitka_documentation.adoc | 55 + 2 files changed, 15097 insertions(+) create mode 100644 docs/sitka/one_big_sitka.adoc create mode 100644 docs/sitka/sitka_documentation.adoc diff --git a/docs/sitka/one_big_sitka.adoc b/docs/sitka/one_big_sitka.adoc new file mode 100644 index 0000000000..ab78723251 --- /dev/null +++ b/docs/sitka/one_big_sitka.adoc @@ -0,0 +1,15042 @@ +Staff Account Permissions +========================= + +[[whats-new]] +New in Evergreen Version 2.10 +----------------------------- + +[[new-features-video]] +New Features on Video +~~~~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=bCyXo6vq2qs[*Sitka's Evergreen New +Features in release 2.10 (5:55)*] + +[[new-features-circ]] +Circulation +~~~~~~~~~~~ + +* Conditional Negative Balance: Libraries can now decide whether or not +to use a negative balance to refund lost charges or overdue payments +after a selected period of time. This is optional. Libraries need to set +up the related settings to use this feature. See +link:#conditional-negative-balances[Conditional Negative Balances] for +details. +* New reasons for billing/payment voiding/adjustment. Under some +circumstances, Evergreen does not void bills but adds adjustment +billing/payment to maintain/adjust the bill balance. +* New function on Bills: Adjust to Zero, which sets the selected bill's +balance to zero by adding billing or payment. +* Restricted function on Bills: Void All/Selected Billings. This +function is now available to Local System Administrators (LSA) only. Due +to the new settings described above, there is now less need to void +bills. LSA may grant the permission to selected staff accounts as +required via the User Permission Editor. +* Holds Count option in the Column Picker on some item display screens. +You can choose to view number of holds that may be, but not necessarily, +filled by the highlighted copy, or, for title level holds, the number of +holds that may be filled by other copies, if available. Note that +newly-added items and items in a non-holdable status will not display +accurate hold counts until 24 hours after they have been added to the +system or moved to a holdable status using Retarget Local Holds and +Retarget All Statuses check in modifiers. +* New images on Transit and Hold pop-ups: Farewell to Frog and Turtle. +Welcome Truck and Bookshelf! +* Duplicate patron check on Patron Registration screen now includes +inactive patrons. To view inactive patrons, make sure Include Inactive +Patrons? checkbox is selected on patron search screen. + +[[new-feature-selfcheck]] +Evergreen Self Check +~~~~~~~~~~~~~~~~~~~~ + +* The patron information area no longer displays unless a patron is +logged in. +* A pop up will appear on the Evergreen self check 20 seconds before +logging out a patron due to inactivity. + +[[new-features-cat]] +Cataloguing +~~~~~~~~~~~ + +* Quickly export non-imported records on MARC Batch Import/Export. This +allows staff to download to a MARC file any records in their import +queue that were not imported into the catalogue. Cataloguers can then +work with the records using an external tool, then attempt to import +them into Evergreen again. + +[[new-features-opac]] +OPAC/Catalogue +~~~~~~~~~~~~~~ + +* Exclude electronic results ++ +A new checkbox to exclude electronic resources from search results is +now available on the advanced search screen and from the search results +page. +* Availability Details ++ +On the results screen the availability details now show X of X copies +available rather than just a count of the currently available items. +* Sort in Holds and Checkout screens in My Account ++ +Column sorting is now available in patron's Items Checked Out, Check Out +History, and Holds screens in My Account. +* Account Expiration Date in My Account ++ +The Account Expiration Date has been added to the Account Preferences +page. +* Check Out History - delete specific titles ++ +Patrons can now delete titles that they do not wish to appear in their +Check Out History. +* Warning when turning off check out and/or hold history ++ +When disabling checkout and/or holds history in the My Account's Search +and History Preferences tab, patrons will be warned that existing data +will be permanently deleted. + +[[new-features-server-administration]] +Administration +~~~~~~~~~~~~~~ + +* Library Settings: ++ +Negative Balance Interval (Default) ++ +Negative Balance Interval for Lost ++ +Negative Balance Interval for Overdues ++ +Prohibit negative balance on bills (Default) ++ +Prohibit negative balance on bills for lost materials ++ +Prohibit negative balance on bills for overdue materials +* Email Courtesy Notice on Expiring Patron Accounts: Libraries may +choose to send an email reminder when a patron account will become +expired in a number of days. Contact Co-op support to set it up. +* Welcome Email to Newly Registered Patrons: Libraries may choose to +send an email to the patron when a new patron record is created. Contact +Co-op support to set it up. + +[[new-features-report]] +Reports +~~~~~~~ + +* Sortable columns in HTML output when results are under 10,000 rows. + +[[new-features-video-links]] +Snippet and Training Videos +~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Links to the Sitka Snippet and training videos created by Support can +now be found throughout the manual. + +Visit the https://www.youtube.com/channel/UCiMYBCQG4QJVT-B3Ruk0Ncg[BC +Libraries Cooperative YouTube channel] for a complete list of our +videos. + +Have a topic you'd like to see a video for? Email +https://bc.libraries.coop/support/[Support] and let us know. + +________________________________________________________________________________________________________________________ +*Note* + +We continue to use videos created in previous versions of Evergreen that +demonstrate functionality that has not changed. +________________________________________________________________________________________________________________________ + +[[new-behaviour]] +New Behaviour in Evergreen 2.10 +------------------------------- + +[[conditional-negative-balances]] +Conditional Negative Balances +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +https://goo.gl/ZjHvQV[*Sitka Snippet Video - Conditional Negative +Balances (2:11)*] + +Through a series of link:admin-lsa-library-settings.xml[Library +Settings], a site can prohibit negative balances on bills or can allow +those negative balances to be applied for a specific period of time +after a lost or overdue bill is charged to the patron. This is optional. +Libraries need to set up the related settings to use this feature. + +link:#cnb-do-not-void[Libraries that *Do NOT Void* Lost Charges when an +Item is returned should follow these instructions] + +link:#cnb-do-void[Libraries that *Do Void* Lost Charges when an Item is +returned should follow these instructions] + +[[cnb-do-not-void]] +Libraries that Do NOT Void Lost Charges when an Item is returned +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +On returning/claiming returned a lost item, if a library does not want +to void lost charges, set the following four settings to FALSE, and +ignore other settings mentioned in the next section. + +[width="100%",cols="72%,28%",options="header",] +|========================================================= +|Setting |Value +|Void lost item processing fee when claims returned |FALSE +|Void processing fee on lost item return |FALSE +|Void lost item billing when returned |FALSE +|Void lost item billing when claims returned |FALSE +|========================================================= + +[[cnb-do-void]] +Libraries that Do Void Lost Charges when an Item is returned +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +Settings should be set following one of the four configuration options +list below. Pick the applicable scenario based on your libraries +policies regarding returned lost and paid items. +________________________________________________________________________________________________________________________________________________________________________________________ + +* link:#cnb-scenario3[ALWAYS Refund Lost Item Billing]. +* link:#cnb-scenario2[NEVER Refund Lost Item Billing] +* link:#cnb-scenario4[ALWAYS accept lost Item return. Refund Lost Item +Billing within Time Frame] +* link:#cnb-scenario1[Accept Lost Item return within Time Frame. Refund +Lost Item Billing within Time Frame] + +A library will take back a lost item if returned within a year and will +always refund regardless the payment has been made. + +[width="100%",cols="72%,28%",options="header",] +|============================================================ +|Setting |Value +|Void lost max interval |1 year +|Prohibit negative balance on bills for lost materials |FALSE +|Negative Balance Interval for Lost |Do Not Set-up +|============================================================ + +A library will take back a lost item if returned within a year (since it +became overdue) and never refund once the payment has been made. + +[width="100%",cols="72%,28%",options="header",] +|=========================================================== +|Setting |Value +|Void lost max interval |1 year +|Prohibit negative balance on bills for lost materials |TRUE +|Negative Balance Interval for Lost |Do Not Set-up +|=========================================================== + +A library will always take a lost item regardless when it is returned, +but refund only within two months after the payment has been paid + +[width="100%",cols="72%,28%",options="header",] +|=========================================================== +|Setting |Value +|Void lost max interval |99 years +|Prohibit negative balance on bills for lost materials |TRUE +|Negative Balance Interval for Lost |2 months +|=========================================================== + +A library will take back a lost item if returned within a year (since it +became overdue), and refund paid charges only when the item is returned +within two months after the payment was made: + +[width="100%",cols="72%,28%",options="header",] +|=========================================================== +|Setting |Value +|Void lost max interval |1 year +|Prohibit negative balance on bills for lost materials |TRUE +|Negative Balance Interval for Lost |2 months +|=========================================================== + +_______________________________________________________ +*Note* + +Interval durations can be customized per library policy +_______________________________________________________ + +[[permissions_changes]] +Changes to all Staff Permission Groups +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +To truly remove the ability to produce negative balances on a +transaction, we have made the following changes to all staff permission +groups. + +* VOID_BILLING : permission revoked from all staff, granted to Local +System Administrator (LSA may grant to selected staff memebers, if +needed) +* ADJUST_BILLS : permission granted to all staff. This permission allows +staff to use the new Adjust to Zero function to resolve bills. + +__________________________________________________________ +*Caution* + +Manual voiding will continue to produce negative balances. +__________________________________________________________ + +[[cnb-adjusttozero]] +Adjust Bill Balance to Zero +~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +https://goo.gl/Sa0iba[*Sitka Snippet Video - Adjust to Zero on Bills +(1:45)*] + +An Adjust to Zero option has been added to the bills interface of the +patron record. This option will always adjust the selected bill to a +zero balance. It can also be used to easily clear a negative balance +from the patron’s record. + +_______________________________________________________________________________________________________________________________________________________________ +*Tip* + +This feature is used instead of void a bill in almost all procedures. +Local System Administrators are able to void bills on the rare occasions +it is necessary. +_______________________________________________________________________________________________________________________________________________________________ + +Retrieve patron using F1 (retrieve patron by barcode) or F4 (patron +search). + +Click on Bills button. + +screenshot of patron menu + +All bills under one transaction are grouped under one bill line. Select +the bill line and click Actions for Selected Transactions > Adjust to +Zero and click Yes when asked to confirm. + +screenshot of bills interface + +_________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +If partial bill should be cleared, staff may collect the partial payment +first, then Adjust to Zero to resolve the bill. Ask a supervisor to help +when partial bill should be cleared but no payment can be made. +_________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[revisions]] +Revisions to Version 2.10 and Attributions to Contributors. +----------------------------------------------------------- + +Version 2.10 of this manual was published May 24, 2016. Below are +subsequent content changes in reverse chronological order. Minor changes +including spelling corrections, formatting changes, and cosmetic +screenshot updates are excluded. + +BC Libraries Cooperative acknowledges the Documentation Interest Group +(DIG) Copyright © 2008-2015 GPLS and others, for their contribution to +this manual. + +[width="100%",cols="20%,20%,60%",options="header",] +|===================================== +|Revision date |Editor(s) |Description +| | | +|===================================== + +[[resources]] +Sitka and Evergreen Resources +----------------------------- + +* The _Sitka Evergreen Policy Manual_ contains policy and best-practice +documents supporting Sitka's consortial installation of the Evergreen +ILS. See http://docs.sitka.bclibraries.ca/Policy/current/html/ for html +and pdf versions. + +* The http://bc.libraries.coop//[BC Libraries Cooperative website] +(http://bc.libraries.coop/) provides information about the +implementation of Evergreen in BC and MB, including Evergreen staff +client downloads, Sitka documentation, and Sitka policy and governance +documents. +* See the http://evergreen-ils.org/[Evergreen site] +(http://evergreen-ils.org/) for information about Evergreen for all +audiences, not specific to Sitka. Includes links to the Evergreen blog, +the software development roadmap, and general documentation. + +* Join the https://bc.libraries.coop/groups/sitka/[Sitka Group] on the +BC Libraries Cooperative website where current member libraries discuss +Sitka's implementation of Evergreen. ++ +Any library specific questions including patron information should be +directed to Co-op Support. +* http://evergreen-ils.org/communicate/mailing-lists/: multiple lists +for discussions of Evergreen. Messages sent to the General, Developer, +and DIG Evergreen lists are searchable at +http://georgialibraries.markmail.org/search/ + +[[community-documentation]] +Sitka Community Documentation +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +We encourage Sitka sites to share locally produced Evergreen +documentation with the wider Sitka community. If you have any guides, +tutorials, or tip sheets to share please contact Sitka support and we'll +link to them in the table below. + +[width="100%",cols="24%,38%,38%",options="header",] +|======================================= +|Contributing Library |Description |Link +| | | +|======================================= + +[[support]] +Sitka Evergreen Support +----------------------- + +The Co-op Support team strives to respond to new requests within 24 +hours, excluding weekends. To manage requests (also referred to as +__tickets__) the Support team uses ticket tracking software called +Request Tracker (RT). + +[[support-contact]] +How to Contact Support +~~~~~~~~~~~~~~~~~~~~~~ + +There are four ways to contact Co-op Support for Evergreen support: + +1. *Request Tracker Interface.* ++ +Submit and track requests with link:#support-rt[RT Self Service]. After +logging in you may use the form to create new tickets, track the +progress of open tickets, or review issues that have been resolved. +2. *Email.* ++ +Send questions to the support email address. Requests submitted by email +generate RT tickets and can also be link:#support-rt-view[viewed online] +by logging in to RT Self Service. +3. *Online Contact Form.* ++ +Send questions to Co-op Support through the +https://bc.libraries.coop/support/[contact form] on the BC Libraries +Cooperative website. Requests submitted through the contact form +generate RT tickets and can also be link:#support-rt-view[viewed online] +by logging in to RT Self Service. +4. *Phone.* ++ +Telephone support is available 9:00 AM to 4:00 PM Pacific Time, Monday +to Friday, with emergency after hours support 7 days a week. Call our +toll free number during regular hours to speak with support staff, or +after hours to leave a message or request emergency server support. To +protect our staff we do not accept anonymous calls so please ensure your +caller ID is not blocked. + +The Co-op Support toll free number and email address can be found on the +Splash page in the Sitka Evergreen Staff Client. The toll free number +can also be found on the https://bc.libraries.coop/support/sitka/[Sitka +Support] page. This information is also given to libraries during +migration. + +You can check on the status of Co-op supported services at: +http://status.libraries.coop/ + +[[support-request-guidelines]] +Guidelines for Support Requests +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Thorough and consistent reporting makes it easier for Co-op Support to +respond to your requests. + +* *Report problems as they occur.* ++ +Prompt reporting may help us catch a problem before it affects other +patrons, respond quickly to issues that impact multiple libraries, or +save you time if there is an easy solution. Please report issues as soon +as is convenient. +* *One issue per request..* ++ +Please submit one issue at a time. Emails generate tickets in RT which +are assigned to support team members. Reporting each question separately +helps us assign, classify, and prioritize tickets more efficiently. +* *Contact information.* ++ +We strive to offer friendly, personalized service. Please include your +name and use an email address where we can reach you directly. +* *Descriptive subject.* ++ +To make tickets easier to identify in RT please provide as descriptive a +subject as possible. +** Example of a descriptive subject line: _Circ+Full Cat login unable to +edit item record_ +** Example of a non-descriptive subject line: _Editing question_ +* *What, where, when, how?.* ++ +Be specific about what you were doing in Evergreen, what results you +obtained versus what you expected, and the steps required to reproduce +the problem. If you cannot reproduce the problem exactly please describe +the circumstances in which it occurred and the symptoms observed, +including relevant patron and item barcodes. +* *Include error messages.* ++ +If the problem caused any OPAC or staff client error messages please +copy and paste error text or attach screenshots when possible. See +link:#rt-screenshots[simplesect_title] for guidelines. +* *Include example barcods and IDs.* ++ +A problem in circulation? Make sure you include the patron and/or item +barcodes that were in use when the problem occurred. Cataloguing issues? +Make sure you include the item barcode and/or the record ISBN/ISSN or +record ID where the problem occured. +* *Trouble-shooting.* ++ +Spare yourself a boring or obvious email from the Support Team: tell us +what steps you have already taken to try and resolve the problem. + +When submitting images to Co-op Support please follow the guidelines +below: + +* *Save as a .jpg or .png.* ++ +The best file formats in which to save screenshots are .png and .jpg. +These files are easily accessed by Sitka Support and are unlikely to +contain viruses. +* *Do not submit .doc or .docx unless absolutely necessary..* ++ +Files saved as .doc or.docx require additional software to open them and +have a higher potential for carrying viruses. + +[[support-rt]] +RT Self Service +~~~~~~~~~~~~~~~ + +Each library has a single account with which to access RT. Under this +account staff are able to see all the tickets associated with their +library. Not sure what the username and password are for your library's +account? link:#support-contact[Contact Co-op Support] to find out. + +link:#support-rt-access[Access RT Self Service] + +link:#support-rt-create[Create New Tickets] + +link:#support-rt-view[View and Add to Existing Tickets] + +link:#support-rt-closed[Review Closed Tickets] + +link:#support-rt-status[Ticket Status] + +Co-op Support uses RT software to receive, discuss, and respond to +questions from libraries in the BC Libraries Cooperative. Requests are +numbered and referred to as __tickets__, and assigned to team members +according to availability and expertise. + +Through the RT website +https://support.libraries.coop/rt/[https://support. libraries.coop/rt/] + +The Self Service home page displays current tickets submitted by email +or in RT. + +image:../media/1.png[image] Click the number or subject of any listed +ticket to view past correspondence or add new information. + +image:../media/2.png[image] Status usually progresses from new to open +to resolved as a ticket is addressed. See also +link:#support-rt-status[Ticket Status]. + +image:../media/3.png[image] Tickets are assigned to individual Co-op +Support members depending on availability and expertise. A ticket may be +owned by Nobody while the Support Team gathers more information about +the problem. + +image:../media/4.png[image] Access any of your tickets by number with +the Goto ticket field. Tickets submitted by other libraries are not +visible. + +image:../media/5.png[image] When finished please Logout. + +Login to RT Self Service as shown link:#support-rt-access[above]. + +Click New ticket. + +Complete the form and click Create ticket. + +image:../media/1.png[image] By default the Requestors field contains the +email address associated with your RT login. Any replies to this ticket +will also be sent to this address. + +image:../media/2.png[image] The Subject should be descriptive to make +the ticket easier to identify, assign, and classify. This will also be +the subject line for emailed replies. + +image:../media/3.png[image] Screenshots or other files that help +describe the problem may be attached here. + +image:../media/4.png[image] For guidelines on the kind of information +that may help the Sitka Team respond to your request please see +link:#support-request-guidelines[section_title]. + +Login to RT Self Service as shown link:#support-rt-access[above]. + +Click a ticket number or subject to view details or reply. + +Additional information about the selected ticket appears, including when +it was created and last updated. Also displayed is correspondence +between the requestor and Co-op Support, either of whom may add to the +ticket by clicking Reply. + +Enter your reply in the form and click Submit. + +The new message is added to the correspondence history. + +___________________________________________________________________________________________ +*Note* + +It is not possible to edit past correspondence. To make corrections +please add a new reply. +___________________________________________________________________________________________ + +Resolved tickets do not appear on the RT Self Service welcome page but +can be viewed and re-opened if a problem recurs. + +Login to RT Self Service as shown link:#support-rt-access[above]. + +Click Closed tickets. + +Closed tickets are listed with status resolved. Click on a number or +subject link to review a ticket. + +_______________________________________________________________________________________________________________________________________________ +*Tip* + +To re-open a closed ticket simply add a new reply. This will change the +status to open and alert Co-op Support that more attention is required. +_______________________________________________________________________________________________________________________________________________ + +Ticket status provides general information about a support request and +affects display in RT Self Service. Most status changes are made by +Co-op Support but resolved tickets change back to open with any new +correspondence. + +[width="100%",cols="25%,50%,25%",options="header",] +|======================================================================= +|Status |Description |Displayed with +|*new* |Recent ticket, awaiting reply from Support Team. |Open Tickets + +|*open* |Support Team has replied but the issue is not yet resolved. +|Open Tickets + +|*resolved* |Issue resolved, question answered, or a satisfactory +work-around identified. |Closed Tickets + +|*stalled* |No immediate solution available but future development, +configuration, or policy changes may provide a fix. |Open Tickets +|======================================================================= + +[[start]] +Getting Started +--------------- + +[[install_staff_client]] +Installing the Evergreen Staff Client +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=CJb2ByBjfak[Using the the Staff Client +Auto-Update (1:43)] + +On the login screen of the staff client click on Help > Check for +upgrades. + +image:media/auto-update-1.png[screenshot of staff client login] + +A new screen will appear indicating that there is an update available. +Click Update Evergreen. + +image:media/auto-update-2.png[screenshot of staff client login] + +Click Restart Evergreen + +image:media/auto-update-3.png[screenshot of staff client login] + +The partial update failing is normal. Click OK to download the complete +update. + +image:media/auto-update-4.png[screenshot of staff client login] + +Click Restart Evergreen + +image:media/auto-update-3.png[screenshot of staff client login] + +Evergreen should restart and now indicate 200 : OK for both Status and +Version. + +If auto-update does not work try downloading and installing a new staff +client. + +image:media/auto-update-5.png[screenshot of staff client login] + +To use Evergreen you must first download and install the Evergreen 2.10 +staff client. The customized Sitka staff client is available for +download from the BC Libraries Cooperative website here: +http://bc.libraries.coop/support/staff-client-executables/ + +Due to Sitka specific customizations on our servers the Evergreen +Community 2.10 staff client will not work with the Sitka servers. + +For a video tutorial on downloading, installing, and registering the +staff client see: https://www.youtube.com/watch?v=D6J4rkNt0Dg[Installing +the Staff Client - 4:28] + +[[register_staff_client]] +Registering a Workstation +~~~~~~~~~~~~~~~~~~~~~~~~~ + +Each Evergreen staff client must have a workstation registered with +every server it is used with. The workstation identifies your physical +computer location and may help Co-op Support when troubleshooting. + +Registration takes place when a staff client is installed for the very +first time, when it connects to a new server, or if the hostname is +changed. + +Open the Evergreen staff client + +From the Locale drop down menu select en-CA : English (Canada or fr-CA : +French (Canada). This sets the language preferences for the staff +client. + +Click Apply Locale. + +In the Server section, enter the hostname in the Hostname field. + +Click Re-Test Server. Status and Version should both display as 200 : +OK. + +In the Authentication section, enter a Local System Administrator +Username and Password into the appropriate fields. + +________________________________________________________________________________________________ +*Note* + +Only a Local System Administrator account has the required permission to +register a workstation. +________________________________________________________________________________________________ + +Click Login. + +In the Workstation section, enter a name for your workstation in the WS +Name field. + +__________________________________________________________________________________________________________________________ +*Tip* + +Co-op Support recommends that a unique, meaningful name is used for each +workstation, such as checkout or reference. + +Do not use slash ("/") or backslash ("\") in your workstation's name as +it may interfere with offline transaction uploads. +__________________________________________________________________________________________________________________________ + +Select the correct organizational unit from the Organization drop down +menu. + +_____________________________________________________________________ +*Note* + +Multi-branch libraries need to ensure the correct branch is selected. +_____________________________________________________________________ + +Click Register. + +A pop-up will appear to indicate successful registration. Click OK. + +Re-enter the Local System Administrator account password or login using +a different staff account. + +[[profile-manager]] +Adding the Profile Manager +~~~~~~~~~~~~~~~~~~~~~~~~~~ + +The profile manager makes it possible to create multiple profiles that +can be used to login to Evergreen. To use the profile manager you will +need to edit the desktop shortcut once the Evergreen staff client is +installed. + +_____________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +The screenshots provided here are for the Windows version of the staff +client but should be similar in the Linux staff client. The profile +manager is not currently available for the Macintosh staff client. +_____________________________________________________________________________________________________________________________________________________________________________________________________________ + +Access Properties for the Evergreen staff client. + +Add "-P" or "-ProfileManager" to the desktop shortcut + +In Windows this is done by adding -profilemanager to the end of the +Target field. + +profile manager + +Click OK. + +Click on the Evergreen staff client shortcut. The Profile Manager will +appear. + +Click Create Profile. + +profile manager + +Click Next. + +profile manager + +Enter the new profile name and click Finish. + +The profile manager will not let you use the same name twice. + +profile manager + +Select the profile you wish to use and click Start Evergreen. + +profile manager + +[[login-staff-client]] +Logging in to Evergreen +~~~~~~~~~~~~~~~~~~~~~~~ + +An account with library staff permissions is required to log in to the +Evergreen staff client. Each staff member can have their own username +and password, or generic logins can be used. For more information about +staff profiles and permissions see link:#profiles[???]. + +Open the Evergreen staff client. + +The hostname should display in the Server section. Status and Version +should both display as 200 : OK. + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +If Status displays as There was an error testing this hostname. check +that the hostname has been entered correctly and that your internet +connection is working. + +If Version displays as 404 : Not Found check that your staff client +version matches the version on server you are attempting to connect to. +You can check the staff client version by clicking on Help and selecting +About this client. The version appears as Target Server ID. +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +In the Authentication section, enter a library staff account Username +and Password into the appropriate fields. + +Click Login. + +During a network outage staff can login to the Offline Module, also +known as the Standalone Interface. + +See link:#offline[Offline Transactions] for instructions on using the +Offline Module. + +Open the Evergreen staff client. + +Click Standalone Interface. + +The Evergreen Standalone Interface, also referred to as the Offline +Module, will open. + +__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +If your connection to Evergreen is lost during open hours, click +Standalone Interface to continue with check out and patron registration +functions until the connection is restored. When there are offline +transactions to be uploaded in a workstation, Offline Transactions +Pending will show up on top of Standalone Interface in red. +__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +For regular uploading and processing offline transactions, use Offline +Transaction Management on the Admin menu. Export Transactions and Import +Transactions on the login screen are used to copy offline transaction +files out of or into a workstation. They are designed for extreme cases +when a workstation will not be able to connect to the network anymore. +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[change-operator]] +Change Operator +~~~~~~~~~~~~~~~ + +The login account of a workstation can be changed to another one without +logging out first. Go to Admin > Change Operator:New in Evergreen main +window. + +In the popup window, type in the new staff username and password. Read +the instruction carefully and choose a New Login Type from the dropdown +list. Click Authorization. The menu bar's background colour will be +changed to red. screenshot of staff client login + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +Temporary logins expire in a few minutes of inactivity. Choose it if you +need the new account for some specific task, which can be finished very +quickly. Remember to switch back to the old login once you finish it, or +else staff may see the session expired prompt. The old session may NOT +be restored if the timeout occurs at some screens. Log out and re-log in +if it happens. +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +_________________________________________________________________________________________________ +*Tip* + +Staff logins are the same as the old login, but you can switch back to +the old login at any time. + +Permanent logins discard the old login and replace it. You can not +switch back. +_________________________________________________________________________________________________ + +To switch back to the old account, Go to Admin > Change Operator: +NewUsername. + +[[navigate-eg]] +Navigation +~~~~~~~~~~ + +Evergreen uses tabs to display functions. Tabs allow all software +functionality to be open in one window. You can have multiple tabs open +at once and you can have more than one tab of a single function open at +the same time. You simply move through the tabs to perform your work. + +You can operate on Windows and Tabs using the dropdown menu under File . +You can also use the plus sign beside the last tab title and the cross +sign at the end of the tab title line to open a new or close the active +tab. You can also use the following keyborard shortcuts/hotkeys, too. +Some functions will automatically open records in new tabs. + +* +Ctrl+ +T+ new tab +* +Ctrl+ +W+   close tab +* +Ctrl+ +Shift+ +W+   close all tabs +* +Ctrl+ +Tab+   tabs forward through open tabs +* +Ctrl+ +Shift+ +Tab+   tabs backward through open tabs + +In the example below, the MARC Template tab is active. Click on any open +tab to bring that screen to the front. You can also use +Ctrl+ +Tab+ to +move to the required tab + +staff client tabs + +Now the Check Out tab is the active screen. + +staff client tabs + +Once you are in the selected tab, you can use the drop down menus or +keyboard shortcuts to perform required functions. Menu functions and +corresponding keyboard shortcuts will be demonstrated throughout this +manual. + +Most menu items have keyboard shorcuts that can greatly increase +efficiency. Below is a selected list of commonly used shortcut keys (AKA +HotKeys). All or partial hotkeys can be turned off. See +link:#intro-start-workstation-admin-select-hotkey[Workstation +Administration section] for details. + +[width="100%",cols="25%,75%",options="header",] +|================================================== +|Key |Function +|F1 |Checkout, or retrieve patron record by barcode +|F2 |Checkin +|F3 |Catalogue search +|F4 |Patron search +|F5 |Retrieve copy by barcode +|F6 |Record in house use +|F8 |Retrieve last patron +|F9 |Re-print the last receipt +| +Shift+ +F1+ |Register new patron +| +Shift+ +F2+ |Capture holds +| +Shift+ +F3+ |Retrieve record by TCN +| +Shift+ +F8+ |Retrieve last patron +| +Ctrl+ +T+ |Open new tab +| +Ctrl+ +W+ |Close current tab +| +Ctrl+ +Tab+ |Move forward through tabs +| +Ctrl+ +Shift+ +Tab+ |Move back through tabs +| +Ctrl+ +C+ |Copy +| +Ctrl+ +V+ |Paste +|================================================== + +Most staff client check-boxes are "sticky" -- if you select or deselect +them, that status persists. For example, Auto-print, which will print +the relevant receipts automatically in certain functions, is sticky. If +you select it on one login, it will persist for future logins until you +uncheck the box. + +staff client tabs + +Fast Item Add is another "sticky" check box that makes it possible to +add volume and item records from the MARC editor. + +staff client tabs + +Double click a line on patron search result list opens the selected +record in a new tab. Double click an item line on Holdings Maintenance +opens the record with Copy Editor in a new tab. + +There are several methods of copying and pasting text in Evergreen, +depending on where you are in the staff client and the type of +information you are copying + +1. *Underlined blue text.* ++ +Clicking on any of the blue links in the Evergreen client copies the +data to the computer clipboard (left and right click work the same way +for these links). To paste into another location, use +Ctrl+ +V+ . ++ +copy/paste methods +2. *Text displayed in tables.* ++ +To copy information from a staff client table, first select the desired +row then right-click and choose Copy to Clipboard; alternatively select +Actions for Selected Items > Copy to Clipboard. ++ +copy/paste methods ++ +image:media/intro-start-6b.png[copy/paste methods] ++ +Next click the desired information in the popup to copy it to the +clipboard ++ +copy/paste methods +3. *Text from catalogue search results.* ++ +There is no right-click menu for copying data from staff client search +results. To copy the ISBN in the example below, highlight it and click ++Ctrl+ +C+ . To paste into another location use +Ctrl+ +V+ . ++ +copy/paste methods + +From many screens and lists, you can click on the _column picker_ icon +to change which columns are displayed. + +screenshot of staff client column picker + +When data is displayed in columns, you can click and drag them, add new +ones, or remove them. You can also sort data in a column by clicking on +the column header. After customizing the display you may save your +changes for future sessions under that login by right-clicking anywhere +in the display area and choosing Save Columns from the drop-down menu. +Some libraries use generic accounts and for those who do, staff need to +be aware of the implications to other staff members of any changes made +to the display. + +You can sort a list by ascending or descending order on any screen with +grid display. Clicking the label of a column sorts display by the +column. One more click reverses the order. + +You may sort by multiple columns. Click the column label of your first +sorting column. Move the cursor to the second sorting column. Right +click your mouse to choose an option from the list. + +sorting column + +You may sort by a third column by repeating the above step. + +[[intro_start_workstation_admin]] +Workstation Administration +~~~~~~~~~~~~~~~~~~~~~~~~~~ + +link:#intro-start-workstation-admin-copy-location-name-first[Copy +Editor: Copy Location Name First] + +link:#intro-start-workstation-admin-font-sound[Font and Sound Settings] + +link:#intro-start-workstation-admin-select-hotkey[Select Hotkeys] + +link:#intro-start-workstation-admin-configure-printer[Configure +Printers] + +link:#intro-start-workstation-admin-search-preference[Set Search +Preferences] + +link:#intro-start-workstation-admin-button-bar[Button Bar/Toolbar] + +By default, when editing item records, library code is displayed in +front of shelving location in Shelving Location field. You may reverse +the order by going to Admin > Workstation Administration > Copy Editor: +Copy Location Name First. Simply click it to make copy location name +displayed first. The setting is saved on the workstation. + +You may change the size of displayed text or turn staff client sounds on +and off. These settings are specific to each workstation and stored on +local hard disk. They do not affect OPAC font sizes. + +Select Admin > Workstation Administration > Global Font and Sound +Settings. + +To turn off the system sounds, like the noise that happens when a patron +with a block is retrieved, check the disable sound box and click Save to +Disk.   + +screenshot of staff client + +To change the size of the font, pick the desired option and click Save +to Disk.   + +screenshot of staff client + +All or partial hotkeys can be turned on or off. It can be done for all +workstations at a particular library (see +link:#lsa-library-settings[Library Settings] for details) or for a +particular workstation by going to Admin > Workstation Administration > +Hotkeys > Current. Select from Default, Minimal, and None. hotkeys +Default: inlcuding all hotkeys Minimal: including those hotkeys using +CTRL key None: excluding all hotkeys Go back to the above menu. Click +Set Workstation Default to Current. To clear the existing default click +Clear Workstation Default. + +You can use the Toggle Hotkeys button, included in some toolbars, on top +right corner, to switch your selected Hotkeys for the current login +session on or off. It has the same effect as when you click Disable +Hotkeys on the Hotkeys menu. + +Use the Printer Settings Editor to configure printer output for each +workstation. If left unconfigured Evergreen will use the default printer +set in the workstation's operating system (Windows, OSX, Ubuntu, etc). + +Evergreen printing works best if you are using recent, hardware-specific +printer drivers. + +Select Admin > Workstation Administration > Printer Settings Editor. + +Select the Printer Context. At a minimum set the Default and Offline +context on each Evergreen workstation. Repeat the procedure for other +contexts if they differ from the default (e.g. if spine labels should +output to a different printer). + +________________________________________________________________________________________ +*Note* + +If the Offline context is not set receipts will not print when using the +Offline Module. +________________________________________________________________________________________ + +screenshot of staff client + +[width="100%",cols="25%,75%",options="header",] +|======================================================================= +|Printer Context |Description +|Default |Default settings for staff client print functions (set for +each workstation). + +|Receipt |Settings for printing receipts + +|Label |Printer settings for spine and pocket labels + +|Mail |Settings for printing mailed notices (not yet active) + +|Offline |Applies to all printing from the link:#offline[Offline +Interface] +|======================================================================= + +After choosing Printer Context click Set Default Printer and Print Test +Page and follow the prompts. If successful, test output will print to +your chosen printer.  + +screenshot of staff client + +*Optional:* to further format or customize printed output click Page +Settings and adjust settings. When finished click OK and print another +test page to view changes. + +screenshot of staff client + +________________________________________________________________________________ +*Tip* + +Generally you need to set all the margins to 0 and headers and footers +to Blank. +________________________________________________________________________________ + +$Id: 5a97668b87500e2230c191b7bfeb7cd81944fe26 $ + +If you followed the steps above and still cannot print there are two +alternate print strategies: + +* DOS LPTI Print (sends unformatted text directly to the parallel port) +* Custom/External Print (configuration required) + +In most cases changing the Advanced Settings is a last resort if the +Default print stragety (Mozilla Print) does not work. Please contact +Sitka support if you need help with these settings. + +______________________________________________________________________________________________________________________________________________________________ +*Note* + +Evergreen cannot print using the Windows Generic/Text Only driver. If +this driver is the only one available try one of the alternate print +strategies instead. +______________________________________________________________________________________________________________________________________________________________ + +You may set up a default search library and preferred library for a +workstation. These settings will override the same settings in the login +account. You may also select a default search method for Advanced +Search. + +Go to Admin > Workstation Administration > Set Search Preferences. + +Read the description carefully. Use the down-pointed arrow to list the +options. Click your choice and Save. + +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Search Library can be easily overridden on search screens by using the +dropdown list in Search Library box. Preferred Library can only be +chosen in either Workstation Administration or Account Preference. +Settings in Workstation Administration take precedence. +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[lsa-receipt]] +Configure Receipt Templates +^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +There are many default receipt templates included with the Evergreen +staff client. These templates are saved on individual workstations. +Customization can be done workstation by workstation or by exporting the +templates to import to other workstations. + +The follwing example will walk you through how to customize the receipt +that is printed on Checkout. + +Select Admin > Workstation Administration > Receipt Template Editor. + +Select the checkout template from the dropdown menu. + +screenshot of staff client + +This is what the default checkout template looks like.  The template +preview is on the left hand side.  You can edit the Header, Line Item or +Footer on the right hand side.   + +screenshot of staff client + +In the upper right hand corner you can see the available macros by +clicking on the Macros button.  A macro prints a real value from the +database. In this example, the macro %LIBRARY% prints “Prince Rupert +Library”.  The macros that are available vary slightly between types of +receipt templates (i.e. bills, holds, items). + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Receipt templates are marked up with HTML tags. You may use most HTML +tags. See http://www.w3schools.com/html/ for more information on HTML +tags.   + +You may insert a link to an image, e.g. your library's logo, that exists +on the web. For example, to inlcude Sitka's logo, enter tag ``. +in the receipt template. The URL is where Sitka's logo is kept on the +Web. + +There are several macros that can carry pre-built contents specific to +individual libraries. The contents can be set up in local +administration. For details see link:#lsa-library-settings[Library +Settings]. Though text can be hard-coded in receipt templates, the +pre-built contents will be automatically applied to receipts printed +from all workstations without editing each template. + +* %INCLUDE(notice_text)% +* %INCLUDE(alert_text)% +* %INCLUDE(event_text)% +* %INCLUDE(footer_text)%% +* %INCLUDE(header_text)% +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Below are some example edits: + +screenshot of staff client + +The above is the default Line Item in Checkout template. The macro +%barcode% prints the item barcodes of the books that were checked out. + The macro %due_date% prints the due date for each item that was checked +out. You may add a line break between them: Barcode: %barcode%
+Due: %due_date% + +The receipt preview will look like this: + +screenshot of staff client + +__________________________________________________________ +*Note* + +The due date can only be printed in the YYYY-MM-DD format. +__________________________________________________________ + +This is what the default Footer looks like: + +screenshot of staff client + +Remove the “You were helped by %STAFF_FIRSTNAME%
”.  As many +libraries use a generic circulation login on the circulation desk, the +“You were helped by…” note isn’t meaningful.   + +Add “Renew your items online at http://terrace.catalogue.bclibrary.ca or +phone the library at (250) 638-8177” to inform your patrons how to renew +their items. + +screenshot of staff client + +Once you have the checkout template how you want it, click Save Locally +to save the template to your computer.   + +screenshot of staff client + +As you can only save a template on to the computer you are working on +you will need to export the template if you have more than one computer +that prints out receipts (e.g. more than one computers on the +circulation desk, or another computer in the workroom that you use to +checkin items or capture holds with). + +Click on Export.   + +screenshot of staff client + +Select the location to save the template to, name the template, and +click Save. + +screenshot of staff client + +Click OK to confirm. + +Send the exported templates file to the workstation to which you want to +import the templates. You may do it using memory stick or email, etc. + +On Receipt Template Editor, Click Import. + +screenshot of staff client + +Navigate to and select the template file that you want to import.  Click +Open. + +screenshot of staff client + +Click OK to confirm on the prompt. + +Click Save Locally. + +screenshot of staff client + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +By default all libraries use shared and hard-coded templates for Hold +Slip and Transit Slip. Libraries can switch to using their own templates +by setting up a library setting: Use legacy hardcoded receipts/slips. +Details see link:#lsa-library-settings[Library Settings]. +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +There is an optional toolbar with buttons providing quick access to +commonly used staff client functions. When activated the toolbar appears +below the menu bar. + +staff client button bar + +The look of the buttons can be customized. Use Mode, Label Position and +Icon Size on the Toolbar menu shown on the screen below to select your +preference. + +A group of buttons can be selected or activated by default for all +workstations at a particular library (see +link:#lsa-library-settings[Library Settings] for details). A different +default group can be set up on individual workstations by the following +steps. + +Go to Admin > Workstation Administration > Toolbars > Current. staff +client button bar + +Choose a group from the list. + +Go back to the above menu. Select Set Workstation Default to Current. +The above selected toolbar group is set as default for this workstation. + +To clear an existing setting click Clear Workstation Default. + +Circulation and Cataloguing are the default toolbar groups. Local system +administrators can create new groups for individual accounts, +workstations or all in a particular library. + +Go to Admin > Workstation Administration > Toolbars > Configure +Toolbars. + +Click New Toolbar staff client button bar + +In the prompt window type in a name for the new group, and then click +OK. + +Choose the function buttons you want to add to the new group. Click +-->(A) to add. You may select one in the Selected pane, and then click +<--(R) to remove it. + +Check one of the radio buttons: Owning Org Unit, Owning Workstation, or +Owning User to specify that the new group should be available to every +workstation in your library, or this workstation, or yourself only. + +If you chose Owning Workstation in the above step, click the +down-pointed arrow at the end of the Permission Context box to select +your library in the organizational unit tree. + +Click Save Toolbar. + +The new toolbar group will be displayed together with Circulation and +Cataloguing groups when you choose a toolbar group next time. + +[[patron]] +Patron Records +-------------- + +https://www.youtube.com/watch?v=pY6AdD1OAmsU[*Sitka Training Video - +Patron Record (5:12)*] + +[[searching-patrons]] +Searching Patrons +~~~~~~~~~~~~~~~~~ + +There are two ways to retrieve patron records in Evergreen: + +* *Search > Search for Patrons (F4).* ++ +Search by patron name, email address, phone number, OPAC login, +identification (primary and parent/guardian), etc. You can also filter +by patron permission profile. Searches can be scoped to your library, +federation, or to all of Sitka, but patrons from other Sitka libraries +are only listed if they have used their card at your library and have +agreed to share their personal information. +* *Search > Search for patron by Barcode (F1).* ++ +This is the recommended method if you have the patron's barcode: it is +faster and can retrieve accounts from any Sitka library. Patrons from +other Sitka libraries visiting your library for the first time must +consent to sharing their personal information before the account can be +used. + +The following example demonstrates how to retrieve a patron account if +you do not have the barcode. + +To find patrons, press F4 in an active tab or on the top menubar select +Search > Search for Patrons, or simply click Patron Search button on the +button bar. You must have the Circulation Toolbar activated for the +Patron Search button to be present. + +screenshot of staff client + +Enter search criteria, such as last name, first name, phone number, +etc., and select Filter by Permission Profile from drop down menu if +desired, and click Search or press Enter on your keyboard. + +screenshot of staff client + +Search results will be listed on the right column of the screen. You can +select a record to view record summary on the left (or top) of the +screen. Double click on the selected patron, or click the Retrieve +Patron button on the right top corner to load the patron record. + +image:media/patron-3.png[image,scaledwidth=100.0%] + +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +You can use only one search field or combine as many as all search +fields. + +You can truncate search terms for more results.  + +Selecting Include inactive patrons checkbox searches both active and +inactive patrons. (Being active/inactive is controlled by the Active +checkbox in the patron record). + +Patrons from other Sitka libraries (not a branch of your library system) +have to present their Sitka library card for their first visit. Their +records can only be found by Search > Search for patron by barcode F1. +They need to give consent to your library to access their records. You +will be prompted to "opt-in" the patron after scanning such a card. +After opting-in, these patron records are searchable on the Patron +Search F4 screen. + +opt-in confirmation pop-up + +The default search scope on Search > Search for patron by barcode F1 is +the whole Sitka database. On Search > Search for patron F4 it is your +library's patrons and the patrons who have opted in to your library. The +_Limit results to patrons in_ function takes effect on your library's +patrons and opted-in patrons only. Non-opted-in patrons are not +searchable on F4, even by barcode. +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[patron-register]] +Registering New Patrons +~~~~~~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=1V134gwe8LU[*Sitka Snippet Video - +Patron Registration (4:13)*] + +Before registering a new patron, you need to do a thorough search to +make sure he/she does not already have a record in Sitka Evergreen. It +is good practice to ask the patron if they have a library card from +another library in BC or MB and scan that card. Patrons may be unaware +that they are part of a consortium and their current library card will +work at your library. If modification is required, you should modify the +existing patron's record instead of creating a new one. See Sitka policy +about how to manage new and existing patron BC or MB library cards in +Evergreen. + +__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +Always use Search > Search for patron by Barcode for the thorough search +if the patron has a library card. Using barcode as a search term on the +patron search screen F4 is different from using Search > Search for +patron by barcode F1. It does not search those patrons who have not +opted-in to your library. +__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Press +Shift+ +F1+ or select Circulation > Register Patron or click +Patron Registration button on circulation toolbar. + +screenshot of staff client + +Fill in required information. This screen can look different depending +on your library's choices regarding required and suggested fields and +whether or not you are displaying all fields, required fields, or +suggested fields. + +screenshot of staff client + +When complete click Save at the right top corner of the screen. + +It is good practice to give patrons a piece of paper providing your +OPAC’s URL, the patron's username, which by default is their barcode +number, and the system generated password or the last four-digit of +his/her phone number depending on your library's policy. Patrons can +login to their account on the OPAC with their user name and password. +They are encouraged to change their password. The new password must be +in a format with more security features (at least 7-digit long combining +numbers and letters). Both username and password are case-sensitive. +Patrons can also change their username to something easier to remember +(case-sensitive) in the My Account option in the OPAC. + +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +All fields with a yellow backgroud and exclamation mark are mandatory. + +Duplicate patron check now includes inactive patrons. To view inactive +patrons, make sure Include Inactive Patrons?checkbox is selected on +patron search screen + +Show Only Required Fields button limits the display to the above +mandatory fields and fields with a default value. If your library policy +specifies other required fields, this button will not retain them. You +are recommended not to use this button when registering a patron. + +Blank mandatory fields and fields with a value in the wrong format may +result in a "Form is invalid" error when saving the record. + +For libraries using phone number as patron's password, once the Day +Phone field is filled, the last 4 digits of the phone number will be +automatically copied over to password fields to replace the random +number. + +Enter the patron’s middle name into the record if you can. This will +help distinguish among patrons as the database grows.   + +Juvenile flag: Each library can determine an age threshold of juvenile +patrons. If the date of birth in a patron's record falls in the juvenile +category, the Juvenile checkbox is automatically selected. If your +library does not record patron's date of birth, you may manually select +Juvenile checkbox. It is optional. + +Email Address: If required, mulitple email addresses can be put in, +separated with comma or semicolon. + +OPAC/Staff Client Holds Alias is used to replace the patron's name on +the hold slip. + +The Receive Overdue and Courtesy Emails checkbox allows patrons to +opt-out of receiving courtesy and overdue email notifications. If this +box is un-checked patrons will not be emailed courtesy and overdue +notifications. Patrons are able to set this themselves as well through +My Account. + +The Hold is behind Circ Desk checkbox is used to identify those patrons +who request to pick up holds at the circulation desk when your library's +holds are kept in a public area. It works together with the library +setting: Hold: Behind Desk Pickup, which can be set up by local system +administrators. See link:#lsa[???]. + +If a valid postal code is given, the city, province and country +information will be automatically retrieved. + +Based on your library's policy, patron address may not be mandatory. If +you do not want to record the address, you need to delete the field by +clicking the red cross sign beside Address. A Blank Address field will +result in an error when attempting to save the record. + +The consortium decides the shared list of profile groups (patron +profiles), but individual libraries can choose to use only a subset of +the available options. + +There is no link between patron profile group and the Juvenile checkbox. +If your library uses the Juvenile checkbox, you need to deselect it when +moving a patron from the juvenile profile group to the adult profile +group. + +There is a default Account expiration dateof 3 years for all profile +groups except PL New User which has an expiration of 3 months. It shows +up once a profile group is selected. You can always change it using the +calendar widget or typing a date. + +If your library does not control Internet access via patron accounts, +you need not change the default value in Internet Access Level. + +Always keep Is Group Lead Account unchecked. + +Statistical categories are usually used to further group patrons by +categories not in the profile groups. Individual libraries can create +their own patron statistical categories. There are also consortium-wide +and federation-specific categories. See link:#lsa[???] for more +information about creating statistical categories. + +Clicking the Save and Clone button will save the patron record and open +a new patron record. Phone numbers from the previous record will be +copied into the new record. Depending on your library's setting (See +link:#lsa[???] addresses may be copied over from or linked to the +previous record. If your library chooses to link the addresses, the +addresses shown in the new record is greyed out and they can only be +edited in the original record. However, the linked addresses can be +replaced by new ones. Using the New Address button you can create a new +address and mark it as both the Mailing and Billing address. Once the +record is saved, the linked addresses will be replaced. The address' +owning account can not be deleted or merged when other accounts are stil +using the address. Records created by cloning are automatically grouped +together. + +Staff accounts can be used as patron accounts, in terms of circulation. +Only Local System Administrators can edit staff accounts. +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[patron-status-colour]] +Account Status by Colour Code +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Patron accounts are displayed with a coloured frame around the patron's +name. The frame colour conveys information about the current status of +the patron account. Patrons who have no outstanding fines, overdue +items, or alert messages appear with a green frame: + +image:media/patron-record-status-1.png[image] + +Here are the possible background colours: + +1. image:media/patron-record-status-green.png[image] - everything in +order (no overdues, no fines, not expired, etc.) +2. image:media/patron-record-status-orange.png[image] - fines or +overdue items, but not exceeding maximum limits +3. image:media/patron-record-status-purple.png[image] - patron exceeds +one or more of maximum fines, check out, or overdue limits defined in +link:#lsa-group-penalty[Group Penalty Thresholds] +4. image:media/patron-record-status-lightblue.png[image] - there is an +link:#patron-alert[alert message under Message button] on the account +5. image:media/patron-record-status-darkorange.png[image] - there are +multiplelink:#patron-alert[alert messages under Message button] on the +account +6. image:media/patron-record-status-yellow.png[image] - there is an +link:#patron-alert[alert in body of patron record] on the account +7. image:media/patron-record-status-dark-grey.png[image] - account is +inactive +8. image:media/patron-record-status-light-grey.png[image] - account is +expired +9. image:media/patron-record-status-red.png[image] - patron is barred + +In the above list the colours with higher numbers take precedence. For +example, a patron with a single overdue item would be orange, unless +they also had an alert message which would make them yellow. A barred +patron with overdue items and an expired account would be red. + +[[circ-update-patron-record]] +Updating Patron Records +~~~~~~~~~~~~~~~~~~~~~~~ + +link:#circ-update-patron[Updating Patron Information] + +link:#circ-renew-card[Renewing Library Cards] + +link:#patron-lost-card[Marking Library Cards Lost] + +link:#resetting-patron-password[Resetting a Patron's Password] + +link:#circ-bar-patron[Barring a Patron] + +There are some tasks you need to do in your daily operation with the +patron records, e.g. updating patron's contact information, renewing an +expired library card, marking a library card lost, resetting patron's +password, barring a patron, inserting a note or alert message, etc. + +[[circ-update-patron]] +Updating Patron Information +^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Retrieve a patron record. Here we use Search > Search for patron by +barcode or F1. + +screenshot of staff client + +Scan the barcode, or type barcode and click Submit. + +screenshot of staff client + +Once the patron record is loaded, Check Out is the default screen. Your +library may choose to display the Bills screen first if the patron has +bills. See link:#lsa[???]. Click Edit to retrieve patron information. + +screenshot of staff client + +Edit required fields. + +Once editing is done, click the Save button at the right top corner. + +________________________________________________________________________________________________ +*Caution* + +Required Survey questions, if any, need to be answered every time when +saving the patron record. +________________________________________________________________________________________________ + +_______________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Patrons may edit their address on OPAC if your library allows it in the +Library Settings Editor. Such addresses will be displayed on top of the +existing address in patron record for staff to approve. + +To approve it, click Approve Address. It will replace the existing +address. +_______________________________________________________________________________________________________________________________________________________________________________________________________ + +[[circ-renew-card]] +Renewing Library Cards +^^^^^^^^^^^^^^^^^^^^^^ + +Follow the steps above to retrieve the patron record and update the +expiration date in the patron’s record. You can use the calendar widget, +which shows up automatically once clicking in the field, or simply click +the Update Expire Date button. Clicking the Update Expire Date button +will re-calculate the user's expire date to 3 years from today's date. +Once done, click Save button at the right top corner. + +screenshot of staff client + +[[patron-lost-card]] +Marking Library Cards Lost +^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Follow the steps above to retrieve the patron record. Click Replace +Barcode beside Barcode. + +screenshot of staff client + +Scan or type a new barcode in the blank field. + +screenshot of staff client + +Save the changes by clicking Save button at the top right corner. + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +If the username is still the original barcode, it should be replaced +with the new barcode number. + +Once a library card is marked lost, Evergreen marks the card inactive +and keeps it in the database. + +If the patron has lost a library card before, the See All button shows +up beside the Replace Barcode. Click it. All barcodes that the patron +has had are displayed in a pop-up window. Staff can now reactivate an +inactive card, by de-selecting Active for current card, and selecting +Active for card they wish to activate. Staff can also assign the active +barcode as the primary card, and these two edits should be done in +tandem; the Active card has to be the Primary Card. Click Apply, and +Save. +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[resetting-patron-password]] +Resetting a Patron's Password +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Follow the steps above to retrieve the patron record. Click Reset +Password button or type in a new password in Password and Verify +Password fields. Save the record. + +__________________________________________________________________________ +*Tip* + +Existing password is not displayed in patron records for security +reasons. +__________________________________________________________________________ + +__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +If your library uses the last 4 digits of phone number as the default +password (Patron: Password from phone # is set to _True_ on +link:#lsa-library-settings[Library Settings Editor]), please do not use +Reset Password button. Instead type in the phone number, then save the +record. Clicking the Reset Password button will generate a random +number. +__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +You can only reset passwords for accounts with less permissions than +your account. For example, if your account is PL Circ + Full Cat you can +reset a password for PL Circulator but you cannot reset a password for +PL Local System Administrator. +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[invalidate-email-phone]] +Invalidate Email Address or Phone Number +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Invalidating patron emails ensures that Evergreen does not continue to +attempt to send emails to an invalid email address. Accumulated bounced +back emails may result in emails from Evergreen (such as overdue and +pre-due notices) being blocked by some email service providers (Gmail, +Hotmail, etc). This may affect all Sitka Evergreen users. + +Invalidating patron phone numbers ensures that staff do not continue to +attempt to call patrons at numbers that are no longer in service or +assigned to the patrons. + +______________________________________________________________________________________________________________________________________________________________ +*Note* + +Libraries should regularly check the bounced-back emails and invalidate +the email addresses accordingly to ensure smooth notification services +from Evergreen. +______________________________________________________________________________________________________________________________________________________________ + +Open the patron's record. + +Click Edit. + +Beside the patron's email address click the Invalidate button.  (This +button will only appear if the email field is filled.) + +The patron's email will be cleared from the email field + +Click Save. + +Click Refresh. + +The patron's account will have an alert regarding the invalid email. + +A message will also appear at the top of the patron's record saying +Invalid Email. Clicking on this message will take you to the Messages +screen. + +In the alert and on the Messages screen you can see the invalid email. +This enables you to compare it with what the patron says their email +should be. You can delete the the message when it is resolved. + +_________________________________________________________________________ +*Tip* + +The same procedure can be followed to invalidate a patron's phone +number. +_________________________________________________________________________ + +[[patron-update-address]] +Update Patron Address +^^^^^^^^^^^^^^^^^^^^^ + +After retrieving the patron record, go to Edit tab. Scroll down to +Address to edit it, then click Save. + +If you want to delete an address, you may click the red coloured cross, +then save the record. + +If you want to add a new address, you may click the New Address button +at the bottom of Address section. A new form is displayed for you to +enter a new address. Select the Mailing or Billing radio button +accordingly. Save the record. + +If the address is greyed out, which means the patron shares the address +belonging to another patron, you need to edit the address in the address +owner's account. Click the blue coloured link of the address owner's +name. The address owner's account will be opened in a new tab. You may +edit the address there. + +If the patron does not share the address anymore, you may add a new +address and remove the link by the following procedure. + +Click New Address button. + +Type in the new address in the new address form. + +Select the Mailing and Billing radio buttons in the new Address. You +will notice that the two radio buttons in the old address are +automatically deselected. + +Save the record. + +____________________________________________________________________________________________________________________________________________________ +*Caution* + +Please do not click the red cross in the greyed out address. Attempting +to delete the greyed out address will cause an error when saving the +record. +____________________________________________________________________________________________________________________________________________________ + +[[circ-bar-patron]] +Barring a Patron +^^^^^^^^^^^^^^^^ + +Follow the steps above to retrieve the patron record. Select Barred +checkbox. It is good practice to put a note in the Alert Message field +to explain why the patron is barred. Save the record. + +_________________________________________________________________________________________ +*Tip* + + Barring a patron from one library bars that patron from all consortium +member libraries. + +To unbar a patron, uncheck the Barred checkbox and remove the alert +message. +_________________________________________________________________________________________ + +[[patron-alert]] +Patron Alerts, Notes, Messages and Notifications +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +link:#alerts-patron-record[Alerts] + +link:#notes-patron-record[Notes] + +link:#messages-patron-record[Messages] + +link:#notifications-patron-record[Notifications] + +[[alerts-patron-record]] +Alerts +^^^^^^ + +If a patron’s record has an alert, a red _Stop_ sign is displayed when +the record is retrieved. + +screenshot of staff client + +There are three types of alerts in Evergreen: staff-generated, +system-generated and standing penalties. + +Staff-generated alerts are created and should subsequently be removed +manually by staff. + +To insert/remove an alert message, retrieve the patron record. +Type/delete required message in the Alert Message field. Then save the +record. + +System-generated alerts are automatically inserted on some conditions, +such as the patron account is expired, patron has a ready-for-pickup +hold, etc. Once the cause is resolved, e.g. patron's account has been +renewed or patron has checked out the on-hold item, these messages will +disappear automatically. + +Standing penalties are inserted when a patron's circulation condition +meets certain criteria set up by your library, e.g. the maximum fine +threshhold, the maximum number of items allowed to be checked out, or +the maximum number of overdue items allowed. Standing penalties block +some of the patron's circulation activities. For example, if a patron +has a standing penalty of exceeding maximum number of overdue items, the +patron can not check out more items before returning/renewing the +overdue items. If a patron has an exceeding maximum fines penalty, +he/she can not check out or renew any item before he/she clears the +fines or lowers the amount to below the maximum fines threshold. +Standing penalties automatically disappear once the cause is resolved. + +Standing penalties can be overriden on an item by item basis. +Alternatively, you can remove the standing penalties temporarily to +carry out the circulation actions that need to be overriden. If the +conditions persist, once you refresh or re-access the patron record the +penalties will be re-applied immediately. + +To remove standing penalties, go to Messages. Highlight the penalties. +Click Actions for these penalties > Remove Penalty/Message. + +screenshot of staff client + +Besides the alert screen, alerts can be viewed by going to the dropdown +menu Other > Display Alerts and Messages + +[[notes-patron-record]] +Notes +^^^^^ + +If there is a note in a patron’s record, a See Notes message appears +underneath the patron's name when the record is retrieved. Notes are +strictly communicative and in the Evergreen Staff Client are only +visible from within the Notes field. Notes can be made visible to the +patron, via their account on the OPAC. + +screenshot of staff client + +To insert/remove a note, retrieve patron account and click Other > +Notes. + +screenshot of staff client + +Click Add New Note. + +screenshot of staff client + +Enter note information and click Add Note. In this example, Patron +Visible is selected. Click OK at confirmation prompt. + +screenshot of staff client + +To delete a note, go to Other > Notes, use the Delete This Note button +under each note. + +screenshot of staff client + +[[messages-patron-record]] +Messages +^^^^^^^^ + +Staff can also add Note, Alert and Block on Messages screen. + +Retrieve patron record. Click Messages. + +Click Apply Standing Penalty/Messages. + +screenshot of staff client + +In the pop-up window, select Note, Alert or Block. Then type the message +in the box below. + +screenshot of staff client + +Click Apply button. + +To remove Note/Alert/Block, highlight it and click Actions for these +Penalties/Messages > Remove Penalty/Message screenshot of staff client + +Note/Alert/Block can be modified or archived by using Modify +Penalty/Message or Archive Penalty/Message on the above dropdown menu. + +An archived penalty/message can be retrieved in the Archived +Penalties/Messages panel below. + +Specify the time frame then click Retrieve Archived Penalties. +screenshot of staff client + +____________________________________________________________________________________________________________________________ +*Tip* + +See Notes note in patron summary is not displayed for a note created on +the Messages screen. + +Alerts and blocks created on the Messages screen are displayed on the +Alert screen. + +Blocks created on the Messages screen blocks some circulation +activities. Staff with appropriate permission may override it. + +System-generated standing penalties are displayed on the Messages +screen. + +Based on your library's setting, staff initials may be required when +creating a Note/Alert/Block. See link:#lsa[???] +____________________________________________________________________________________________________________________________ + +[[notifications-patron-record]] +Notifications +^^^^^^^^^^^^^ + +https://goo.gl/5Oo9n5[*Sitka Snippet Video - Triggered Events for +Patrons (2:41)*] + +https://goo.gl/IJv1Yo[*Sitka Snippet Video - Triggered Events for Items +(2:52)*] + +Evergreen may send email and SMS (text) messages to patrons via Action +Triggers. Currently, Sitka Evergreen can email pre-due and overdue +notices, and patron welcome and expiry notices, and can email or text +hold-ready-for-pickup notices, depending on patron's choice. An event is +created when circulation or hold records meet the conditions set up in +the event definition. When the event is processed, a notice may be +generated and passed to the email server to be delivered to patrons. +Triggered events are viewable on the staff client via patron or item +records. They may help libraries find out whether notices have been +generated for a particular patron or item. + +To view triggered events for a patron. + +Find the patron record and go to Other > Triggered Events + +By default, events with complete status for pre-due and overdue notices +are displayed. + +screenshot of staff client + +Use the filter on the right to view hold notification events. Click the +arrow beside Circulation and choose Hold in the dropdown list. Click +Apply. + +To view all events with any status, you may remove the Event State +filter by clicking the red X beside it. screenshot of staff client + +You may add more filters by clicking Add Row. + +You may reset events with complete status to generate a new notice by +selecting the checkbox in front of the events, then clicking Reset +Selected Events. + +You may cancel events with pending status to stop the notice generation +by selecting the events, then clicking Cancel Selected Events. + +____________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Action Triggers are used for, but not limited to, pre-due, overdue and +hold notification generation. You may see other triggered events in a +patron or item record. + +Some triggered events do not generate notices, e.g. most events +generated by marking-long-overdue-items-lost triggers do not generate +notices. + +Complete status means that the event has been successfully processed. +Usually this means the notice has been generated, unless the notice +generation process encunters an error, which is very rare. + +Events with status of Invalid or Error encountered problems during the +process. No notices were generated for such events. + +Pending and some statuses other than complete, error, or invalid may +last for a short period of time while the event is being processed. +____________________________________________________________________________________________________________________________________________________________________________________________________ + +[[patron-merging]] +Merging Patron Records +~~~~~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=PmsYX-33lHw[*Sitka Snippet Video - Merge +Patron Records (6:17)*] + +______________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Patron accounts can only be merged together if both accounts have the +same home library. Staff may need to update the home library in one of +the accounts before performing the merge. +______________________________________________________________________________________________________________________________________________________________________________________ + +Go to the patron search screen by the dropdown menu Search > Search for +Patrons. + +To load the two records on the same search results screen, search by the +terms shared by the two records, such as names, phone numbers, etc. Hit +Enter or click Search. + +Select the two records you want to merge by pressing down the CTRL key +and clicking each record. Click Merge Patrons on the top right of the +screen. + +Select the record you want to keep by checking the radio button Lead +Record?# on top of the record. Click Merge button. + +____________________________________________________________________________________________________ +*Caution* + +If you want to choose the barcode to keep, you need to choose the record +with it as the lead record. +____________________________________________________________________________________________________ + +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Once two records have been merged, the notes, bills, holds, and +outstanding items under the non-lead record are brought to the lead +record. Staff-inserted alert messages are not. + +Local System Administration permission is required to merge patron +records. Sitka support recommends discarding the non-lead card and +deleting it as described in link:#delete-patron-card[section_title] Your +library can also choose to automatically delete inactive card by +configuring the Library Setting Patron Merge Barcode Delete to True + +An inactive card will retrieve the active account when used on Check Out +screen. The system alerts staff to the situation with an informative +message. +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[circ-delete-patron]] +Deleting Patron Records +~~~~~~~~~~~~~~~~~~~~~~~ + +_______________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Sitka's in-house Patron Deletion Tool is available on the Welcome page. +See link:#delete-patron[Patron Deletion Tool]. Local System +Administrator's permissions are required to delete a patron record. +_______________________________________________________________________________________________________________________________________________________________________________________________________ + +[[circulation]] +Circulation +----------- + +Besides the regular items in the catalogue, Sitka Evergreen can +circulate pre-catalogued, and non-catalogued items, too. + +* Regular circulation: circulation of regular items in your catalogue +with a barcode. + +* Pre-catalogued (aka _pre-cat_ ) circulation: circulation of items that +have a barcode but have not been catalogued yet. You may check them out +and send for cataloguing after they are returned. Many Sitka sites use +this functionality to circulate interlibrary loan items from other +libraries. There is no need to route to cataloguing when using pre-cat +for ILL, you can simply ignore the alert. + +* Non-catalogued (aka __non-cat__) circulation: circulation of items +that are not in your catalogue and without a barcode. These items are +usually identified by categories, such as magazines, paperbacks, etc. + +[[circulation-check-out]] +Check Out (F1) +~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=2XdWZK12PD0[*Sitka Training Video - +Check Out (2:04)*] + +link:#circ-checkout-regular[simplesect_title] + +link:#circ-checkout-precat[simplesect_title] + +link:#circ-checkout-non-cat[simplesect_title] + +link:#circ-checkout-due-dates[simplesect_title] + +To check out an item press F1 or select Circulation > Check Out Items. + +screenshot of staff client + +Scan or enter patron’s barcode and click Submit if entering barcode +manually. If scanning, number is submitted automatically. + +screenshot of staff client + +Scan or enter item barcode manually, clicking Submit if needed. + +screenshot of staff client + + Due date is now displayed. + +screenshot of staff client + +When all items are scanned, click Doneat bottom right of screen to +generate slip receipt or to exit patron record if not printing slip +receipts. + +screenshot of staff client + +https://www.youtube.com/watch?v=GjJiRQeXIIk[*Sitka Snippet Video - +Pre-catalogued Items Checkout (2:31)*] + +Go to patron's Check Out screen by Circulation > Check Out Items. + + Scan the item barcode. + + At prompt, click Pre-catalogued. + +screenshot of staff client + +Enter required information and click Checkout. + +screenshot of staff client + +_____________________________________________________________________________ +*Tip* + +On check-in, Evergreen will prompt staff to re-route the item to +cataloguing. +_____________________________________________________________________________ + +You can use this function for items such as paperbacks or magazines that +you may not care if the patron doesn't return. Items are checked out +with a due date but when the due date expires, the items disappear from +the patron's record and no fines accrue. Circulation statistics are +collected. + +____________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Non-cat circulation statistics are kept separately from regular and +pre-cat circulation statistics. Use Sitka's non-cat circulation reports +to generate the numbers. +____________________________________________________________________________________________________________________________________________________________________ + +Go to the patron's Check Out screen by selecting Circulation > Check Out +Items. + +Click on the drop-down list in Barcode and choose the type of +non-catalogued items. + +screenshot of staff client + +Enter the number of items being circulated and click OK. + +screenshot of staff client + +When items are checked out, due dates are automatically calculated and +inserted into circulation records using the library's circulation +policies. The Specific Due Date checkbox allows you to set a different +due date to override the pre-set loan period. + +Before you scan the item, select the Specific Due Date checkbox. Use the +calendar widget to select a date. Or click in day, month or year, then +use the up or down arrows to make the change or simply delete the data, +then enter again. Time is used for hourly loan only. This date applies +to all items until you change the date, de-select Specific Due Date +checkbox, or quit the patron record. + +screenshot of staff client + +screenshot of staff client + +[[circ-check-in]] +Check In (F2) +~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=-ZBhZuWSjjc[*Sitka Training Video - +Check In (3:13)*] + +link:#circ-checkin-regular[Regular Check In] + +link:#circ-checkin-backdated[Backdated Check In] + +link:#circ-circulation-backdate-postcheckin[Backdate Post-Checkin] + +link:#circ-circulation-mark-item-missing-pieces[Mark Item as Missing +Pieces] + +To check in an item, select Circulation > Check In Items, or press F2. + +screenshot of staff client + +Scan item barcode or enter manually and click Submit. + +screenshot of staff client + +This is useful for clearing a book drop. + +To change effective check-in date, select Circulation > Check In Items, +or press F2. Use the calendar widget to choose the effective date. + +screenshot of staff client + +The top green bar changes to red. The new effective date is now +displayed in the header. + +screenshot of staff client + +Move the cursor to the Barcode field. Scan the items. When finishing +backdated check-in, change the Effective Date back to today's date. + +After an item has been checked in, you may use the Backdate Post-Checkin +function to backdate the check-in date. + +Select the item on the Check In screen, click Actions for Selected Items +> Backdate Post-Checkin. + +screenshot of staff client + +Use the calendar widget to select an effective check-in date. Click +Apply. Overdue fines, if any, will be adjusted according to the new +effective check-in date. + +screenshot of staff client + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +At the right bottom corner there is a Checkin Modifiers pop-up list. The +options are: + +* Ignore Pre-cat Items: no prompt when checking in a pre-cat item. Item +will be routed to Cataloguing with Cataloguing status. +* Supress Holds and Transit: item will not be used to fill holds or sent +in transit. Item has Reshelving status. +* Amnesty Mode/Forgive Fines: overdue fines will be voided if already +created or not be inserted if not yet created (e.g. hourly loans). +* Auto-Print Hold and Transit Slips: slips will be automatically printed +without prompt for confirmation. +* Clear Holds Shelf. Checking in hold-shelf-expired items will clear the +items from the hold shelf (holds to be cancelled). +* Retarget Local Holds. When checking in in process items that are owned +by the library, attempt to find a local hold to retarget. This is +intended to help with proper targeting of newly-catalogued items. +* Retarget All Statuses. Similar to Retarget Local Holds, this modifier +will attempt to find a local hold to retarget, regardless of the status +of the item being checked in. This modifier must be used in conjunction +with the Retarget Local Holds modifier. +* Capture Local Holds as Transits. With this checkin modifier, any local +holds will be given an in transit status instead of on holds shelf. The +intent is to stop the system from sending holds notifications before the +item is ready to be placed on the holds shelf and item will have a +status of in-transit until checked in again. If you wish to simply delay +notification and allow time for staff to process item to holds shelf, +you may wish to use the Hold Shelf Status Delay setting in Library +Settings Editor instead. See Local Administration section for more +information. +* Manual Floating Active. This check in modifier works in conjunction +with floating groups, as configured for your library by Sitka support. +See link:#serveramdin-floating-group[Floating Groups.] + +These options may be selected simultaneously. The selected option is +displayed in the header area. +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +If an item is returned with missing pieces, you may mark the item as +missing pieces. You will be prompted to print a slip, which can be +inserted in the item, insert a copy and a patron alert message into the +respective records, and print a letter or note to inform the patron. The +item's status is set to Damaged. When the missing pieces are returned, +you need to check in the item, which sets the status to Reshelving. You +also need to manually remove the patron and copy alert messages. + +Select the item on the Check In screen, click Actions for Selected Items +> Marking Items as Missing Pieces. Click OK on the prompt. screenshot of +staff client + +Choose the printer and click OK to print a slip to be inserted into the +item. + +The Copy Editor will be opened. Fill in the alert message. Click Apply +and then Modify Copies at the bottom screenshot of staff client + +The prompt for a patron alert or note shows up. Click Alert, if you wish +to add an alert. Type in the content and your initial. Click Apply. +screenshot of staff client + +Notepad will open for you to edit and print a letter/note for the +patron. + +__________________________________________________________________________________ +*Caution* + +Windows Command Prompt window will open. It will be closed once Notepad +is closed. +__________________________________________________________________________________ + +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +The item's status is set to Damaged once it is marked as missing pieces. +The item remains in the patron's account. + +When the missing piece is returned, check in the item. You will be +prompted of the item's status and the copy alert message. You need go to +the patron and item record to remove the alert messages. screenshot of +staff client + +Pre-catalogued items can not be marked as missing pieces. + +Currently you need to send In Transit items back to the owning library +to mark it as missing pieces. +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[circ-renewal-edit-date]] +Renewal and Editing the Item's Due Date +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Checked-out items can be renewed if your library's policy allows it. The +new due date is calculated from the renewal date. Existing loans can +also be extended to a specific date by editing the due date or renewing +with a specific due date. + +Retrieve the patron record and go to the Items Out screen. + +Select the item you want to renew. Click on Actions for Selected Items > +Renew. If you want to renew all items in the account, click Renew All +instead. + +If you want to specify the due date, click Renew with Specific Due Date, +you will be prompted to select a due date. Once done, click Apply. + +__________________________________________________________________________________________________________________________ +*Tip* + +Renewal can also be done on the Item Status screen. See +link:#circulation-item-status[section_title] for more informaiton. +__________________________________________________________________________________________________________________________ + +Retrieve the patron record and go to the Items Out screen. + +Select the item you want to renew. Click on Actions for Selected Items > +Edit Due Date. + +screenshot of staff client + +Select a new due date in the pop-up window, then click Apply. + +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +You can select multiple items by pressing down the CTRL key on your +keyboard and clicking each item you want to edit. + +Edit Due Date changes the due date in the existing circulation record +without reducing the remaining renewal count or creating a new +circulation record. It does not generate new circulation statistics. +Outstanding issues on the circulation, such as overdue fines, may be +affected by future actions, such as backdated checkin. Since one +circulation may receive only one pre-due/overdue (for each overdue +period) notice, no new notice(s) will be generated, if aleady sent out. +For example, editing the due date on the day when an item is due will +not generate a new pre-due notice near the new due date. +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +____________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +Sitka support team strongly recommends libraries use this function only +when staff forgot to set Specific Due Date on Checkout. Use Renew with +Specific Due Date in other circumstances to avoid undesirable result. +____________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[circ-lost-claimed]] +Marking Items Lost, Claimed Returned, and Claimed Never Checked Out +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +link:#circulation-lost-items[Lost Items] + +link:#circulation-claimed-returned-items[Claimed Returned Items] + +link:#circulation-claimed-never-checked-out[Claimed Never Checked Out] + +To mark items Lost, retrieve patron record and click Items Out. + +Select the item. Click on Actions for Selected Items > Mark Lost (by +Patron). + +screenshot of staff client + +By default, the lost item now displays in the Other/Special Circulations +pane. + +screenshot of staff client + +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Marking an item Lost will automatically bill the patron the replacement +cost of the item as recorded in the price field in the item record or +the price limits set up by the library, and a processing fee as +determined by your local policy. If the price field is blank, a default +replacement cost as determined by the library is used. Based on the +library's settings, if the price is 0.00, the replacement cost charge +may be 0.00 or the default amount. If there is no default cost, you may +manually add the replacement cost portion to the bill. See +link:#bills-add-new-grocery-bills[section_title] for more information. + +If the lost item has overdue charges, based on your library’s settings, +the overdue charges may be voided or retained. + +When a lost item is found and returned, your library may choose to: + +* Always void lost charges. +* Void lost charges if the item is returned within a specified time +period, e.g. within 6 months since the due date. +* To generate or not to generate a refund if payment has been made. +* To generate a refund only if the item is returned within a specified +time period since the payment date. +* Restore existing overdue fines. +* Generate new overdue fines based on the checkin date. + +Only when all bills linked to this particular circulation have been +resolved will a lost-then-returned item disappear from the Items Out +screen. Bills include replacement charges, overdue charges, and manual +charges added to the existing bills. + +The following are some common scenarios you may encounter: + +1. No payment has been made yet. When the item is returned, the lost +bills are voided and there is no restored overdue charge. The bill and +circulation record will be closed and the item will disappear from the +Items Out screen. +2. No payment has been made yet. When the item is returned, the lost +bills are voided, but there are restored overdue charges. The overdue +bill will be open. The item will be displayed on the Items Out screen +due to the unpaid bill. The item will disappear once the overdue charges +are cleared. +3. The lost bills have been paid already. When the item is returned, +the lost bills are voided and there is no overdue charge or the restored +overdue charges are less than the replacement cost. There will be a +negative balance in the bill. A refund (see +link:#bills-refund[section_title] for more details) needs to be made to +close the bill and the circulation record. Once the outstanding amount +has been refunded, the bill and circulation record will be closed and +the item will disappear from the Items Out screen. +4. The lost bills have been paid already. When the item is returned, +the lost bills should be voided and there is no overdue charge or the +restored overdue charges are less than the replacement cost. But the +library chooses not to generate refund (bills with negative balance) via +library settings. Adjustment bills/payments will be automatically added +to offset the negative balance. Item will not show up on Items Out +screen. + +If your library chooses not to automatically void a lost item billing +when it is returned, staff need to deal with the bills manually, as per +your local policy. + +From version 2.6, libraries have the option to set up whether/where to +display Lost items on Items Out screen. + +For all the above mentioned settings, See link:#lsa[???] for more +information. +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +To mark an item Claimed Returned, retrieve patron record and go to the +Items Out screen. + +Select the item, then Actions for Selected Items > Claimed Returned from +the dropdown menu. + +screenshot of staff client + +Select a date and click Apply. + +screenshot of staff client + +The Claimed Returned item, by default, displays in the Other/Special +Circulations pane. + +screenshot of staff client + +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +The date entered for a Claimed Returned establishes the fine. If the +date given is past, bills will be adjusted accordingly. + +When a Claimed Returned item is returned, if there is an outstanding +bill associated with it, by default, the item will not disappear from +the Items Outscreen. It will disappear when the outstanding bills are +resolved. + +If a patron pays the fine, but staff don't find the item and check it +in, there is a known bug in Evergreen that makes the Claimed Return item +disappear from patron's account, which is not correct behaviour. Sitka +support recommends the following workaround until bug is resolved +programmatically. You may check the item in, and, if wanting to pursue +with original patron, check it back out to that patron and mark it +Claimed Returned. Alternatively, you can change the item's status to +Missing, or simply delete the item, based on library policy and facts of +the case. Please contact Sitka support if you encounter this scenario +and are uncertain how best to proceed. + +When an item is marked Claimed Returned, the value in Claims-returned +Count field in patron record is automatically increased. But it will not +be adjusted when the item is found and checked in. You may manually edit +it according to your local policy. + +When an item is marked Claimed Returned, the item's status is +automatically set to the Sitka wide default status of Claimed Returned. + +From version 2.6, libraries have the option to set up whether/where to +display ClaimedReturned items on Items Out screen. +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +To mark an item Claimed Never Checked Out, retrieve patron record and go +to the Items Out screen. + +Select the item, then Actions for Selected Items > Mark Claimed Never +Checked Out from the dropdown menu. + +_______________________________________________________________________________________________________________________________________________________________ +*Tip* + +Once an item is marked Claimed Never Checked Out, it disappears from the +patron's account. The circulation record is marked checked in as on the +checkout date. + +An item marked Claimed Never Checked Out has its status changed to +Missing by a Sitka default. +_______________________________________________________________________________________________________________________________________________________________ + +[[circ-in-house]] +In-house Use (F6) +~~~~~~~~~~~~~~~~~ + +You can record in-house use for both catalogued and non-catalogued +items. + +To record in-house use, select Circulation > Record-In House Use or +press F6. + +screenshot of staff client + +To record in-house use for catalogued items, enter number of uses, scan +barcode or type barcode and click Submit. + +screenshot of staff client + +To record In-house Use of non-catalogued items, choose appropriate item +from the dropdown menu in Barcode box and click Submit. + +screenshot of staff client + +___________________________________________________________________________________________________________________________________________________________________ +*Tip* + +The statistics of in-house use are separated from circulation +statistics. The in-house use count of catalogued items is not included +in the items' total use count. +___________________________________________________________________________________________________________________________________________________________________ + +[[circulation-item-status]] +Item Status (F5) +~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=Zy6UcenoLdU[*Sitka Training Video - Item +Status (7:16)*] + +The Item Status screen is very useful. Many actions can be taken by +either circulation staff or cataloguers on this screen. Here we will +cover some circulation-related functions, namely checking item status, +viewing past circulations, inserting item alert messages, marking items +missing or damaged, etc. + +To check the status of an item, select Search > Search for copies by +Barcode or Circulation > Show Item Status by Barcode , click on the Item +Status button on circulation tool bar,or press F5. You can also click on +barcode in copy summary view in catalogue to go directly to Item Status +from the catalogue. + +screenshot of staff client + +Scan the barcode or type it and click Submit. The current status of the +item is displayed with selected other fields. You can use the column +picker to select more fields to view. + +screenshot of staff client + +Click the Alternate View button, and the item summary and circulation +history will be displayed. + +screenshot of staff client + +Click List View to go back. + +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +If the item's status is "Available", the displayed due date refers to +the previous circulation's due date. + +Upload From File allows you to load multiple items saved in a file on +your local computer. The file contains a list of the barcodes in text +format. To ensure smooth uploading and further processing on the items, +it is recommended that the list contain no more than 100 items. +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Sitka has a pre-defined list of copy statuses available. +link:#serveradmin-copy-statuses[Please +consult]link:#serveradmin-copy-statuses[section_title] for the +definition, as well as if the status makes the copy holdable or OPAC +visible. Additional statuses will be added only after broader +consultation with the Sitka community. +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +To view past circulations, retrieve the item on the Item Status screen +as described above. + +Select Actions for Selected Items > Show Last Few Circulations. + +screenshot of staff client + +The item’s recent circulation history is displayed. + +screenshot of staff client + +To retrieve the patron(s) of the last circulations, click the Retrieve +Last Patron or the Retrieve All These Patrons button at the bottom of +the above screen. Patron record(s) will be displayed in new tab(s). + +_______________________________________________________________________________________________________________________ +*Tip* + +Each libary can determine its own number of past circulations to be +displayed. See link:#lsa[???] for more information. + +You can retrieve the past circulations on the patron's Items Out screen, +too. +_______________________________________________________________________________________________________________________ + +To mark items damaged or missing, retrieve the item on the Item Status +screen. + +Select the item. Click on the Actions for Selected Items dropdown list +and Mark Item Damaged or Mark Item Missing. + +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Depending on the library's policy, when marking an item damaged, bills +(cost and/or processing fee) may be inserted into the last borrower's +account. Overdue fines, if any, may be voided at the same time. See +link:#lsa[???] for more information. +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Following the above procedure, you can check in and renew items by using +the Check in Items and Renew Items on the dropdown menu. + +The Edit Item Attributes function on the Actions for Selected Items +dropdown list allows you to edit item records. Here we will show you how +to insert item alert messages by this function. See +link:#cat[part_title] for more information on item editing. + +Retrieve record on Item Status screen. + +Once item is displayed, highlight it and select Actions for Selected +Items > Edit Item Attributes. + +screenshot of staff client + +The item record is displayed in the Copy Editor. + +screenshot of staff client + +Click Alert Message in the Miscellaneous column. The background colour +of the box changes. Type in the message then click Apply. + +screenshot of staff client + +Click Modify Copies, then confirm the action. + +[[circulation-barcode-completion]] +Barcode Completion +~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=anJA2K-Vgt0[*Sitka Snippet Video - +Barcode Completion (1:35)*] + +Barcode completion is used to add prefixes, suffixes, and/or padding to +a barcode when scanned. This is used when the physical barcode does not +match the barcode saved in Evergreen. For example, all barcodes at a +library may be prefixed in Evergreen with their Library and Archives +Canada code MPL12345 but the physical barcode on the item is 12345. When +barcode completion is in use Evergreen will add MPL to ever barcode +scanned. + +Barcode completion is generally used in Sitka to handle duplicate item +or patron barcodes. + +link:#barcode-completion-matches[Multiple Matches] + +link:#barcode-completion-patron[Patron Barcodes] + +link:#barcode-completion-item[Item Barcodes] + +When a barcode is entered if multiple matches are found a pop-up will +appear listing the possible barcodes. + +Select the barcode/title or barcode/name combination that matches the +item in your hand or the patron. + +screenshot of barcode completion pop-up + +_____________________________________________________________________________________________________________________________________________________________________________ +*Note* + +If the barcode is not a 14 digit codebar barcode you may wish to +re-barcode the item or issue the patron a new library card to prevent +future pop-ups caused by that barcode. +_____________________________________________________________________________________________________________________________________________________________________________ + +The barcode completion pop up will appear when a patron barcode is +scanned in the following places: + +* the Barcode field in the Retrieve Patron Check Out interface ( +Circulation > Check Out Items) +* the Barcode field in the Check Out section of the patron account. ++ +The library setting Load patron from Checkout must be set to True. +* the Place hold for patron by barcode field in the staff client +catalogue. + +_____________________________________________________________________________________________________________________________________ +*Note* + +The Barcode Completion pop up will not appear when a patron barcode is +scanned into the Barcode field in the Patron Search interface. +_____________________________________________________________________________________________________________________________________ + +The barcode completion pop up will appear when an item barcode is +scanned in the following places: + +* the Barcode field in the Check Out section of the patron account. +* the Enter Barcode field in the Check In interface. +* the Barcode field in the Item Status interface. + +[[bills]] +Bills and Payments +------------------ + +[[bills-circ-grocery]] +Circulation vs. Grocery Bills +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +There are two types of bills in Sitka Evergreen: Circulation bills and +Grocery bills. Circulation bills are system-generated, including overdue +fines, lost item cost and processing fees, etc. Overdue fines are added +daily once an item is overdue. The fine rates are determined by each +library. When an item is marked as lost, bills may be automatically +generated to cover the item's cost (price in the item record) and the +processing fee. Each library can determine its own processing fee. See +link:#lsa[???] for more information. + +Grocery bills are manually created by staff. Grocery bill types can be +shared by all Sitka libraries or created by an individual library. +Default price can be attached to each bill type. + +[[bills-payments]] +Making Payments +~~~~~~~~~~~~~~~ + +Bills can be paid by cash, check or credit in the patron account. Bills +can also be resolved by forgiveness, work or goods, e.g. replacement +copy. The following procedure shows how to collect payments. + +Retrieve patron and click on Bills button. + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +Based on your library's setting, Bills may be the default screen when +retrieving a patron with bills. You can configure this screen by use of +the Column Pickerto display required data, and by selecting List +ActionsSave Column Configuration. +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +The bill screen opens. + +screenshot of staff client + +Select the payment type from the drop down menu. + +screenshot of staff client + +Enter the amount of payment in the Payment Received field and click +Apply Payment. + +screenshot of staff client + +Change, if any, is displayed at the bottom of the screen as Change Due +Upon Payment. It can be converted to patron credit by selecting the +Convert to Patron Credit checkbox. + +screenshot of staff client + +When partial payment is made, the money applied starts at the top of +the list of checked bills.  Click the See Distribution button, and the +payment distribution will be displayed in thePayment Pending column. To +pay selected bill(s), uncheck the other bills. Note the presence of the +Uncheck All and Check All options as shortcuts. + +screenshot of staff client + +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Items marked with red are still checked out.  It is possible for a +patron to pay a bill while the item is still out and accruing fines. + +You may choose to annotate the payment and fill in the resulting text +box as required. + +screenshot of staff client + +Using the Receipt Options button at the right bottom corner, you may +request Evergreen to print or not print receipts. You can also specify +the number of copies of receipts. + +Void vs. Forgive: Void clears all history of the bill, while forgive +retains the history. Use void when the bill should not be generated, +e.g. a bill for a lost book that has been found. Forgive payments are +displayed in the Cash Report. +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[bills-patron-credit]] +Patron Credit +~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=-l0RjDNIb7A[*Sitka Snippet Video - +Patron Credit (2:47)*] + +A credit can be kept in a patron account and later used to pay bills. + +To create or add a credit, on the Bills screen, select the payment +method, type in the amount, select Convert Change to Patron Credit box +at the bottom, then click Apply Payment. + +screenshot of staff client + +Change from payment can also be converted to credit. + +screenshot of staff client + +To use patron credit to pay bills, select Patron Credit as the payment +type. + +If your library chooses not to use Patron Credit, you may turn it off +through a library setting. See link:#lsa[???] for more information. + +[[bills-adjusttozero]] +Adjust Bill Balance to Zero +~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +https://goo.gl/Sa0iba[*Sitka Snippet Video - Adjust to Zero on Bills +(1:45)*] + +An Adjust to Zero option has been added to the bills interface of the +patron record. This option will always adjust the selected bill to a +zero balance. It can also be used to easily clear a negative balance +from the patron’s record. + +_______________________________________________________________________________________________________________________________________________________________ +*Tip* + +This feature is used instead of void a bill in almost all procedures. +Local System Administrators are able to void bills on the rare occasions +it is necessary. +_______________________________________________________________________________________________________________________________________________________________ + +Retrieve patron using F1 (retrieve patron by barcode) or F4 (patron +search). + +Click on Bills button. + +screenshot of patron menu + +All bills under one transaction are grouped under one bill line. Select +the bill line and click Actions for Selected Transactions > Adjust to +Zero and click Yes when asked to confirm. + +screenshot of bills interface + +_________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +If partial bill should be cleared, staff may collect the partial payment +first, then Adjust to Zero to resolve the bill. Ask a supervisor to help +when partial bill should be cleared but no payment can be made. +_________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[bills-void]] +Voiding Bills +~~~~~~~~~~~~~ + +_____________________________________________________________________ +*Note* + +Only users with Local System Administrator permissions can Void Bills +_____________________________________________________________________ + +All bills under one transaction are grouped under one bill line. You can +void the whole amount or partial amount only. To void the whole amount, +select the bill line and click Actions for Selected Transactions > Void +All Billings and click Yes when asked to confirm. + +screenshot of staff client + +To void a partial amount, select the bill, click Actions for Selected +Transactions > Full Details. On bill details screen, select the bill you +want to void, and click Void Selected Billings. Confirm your action. + +_______________________________________________________________________________________________________________ +*Tip* + +You cannot partially void one billing line on the bill details screen. A +billing line is the minimum bill unit. + +Edit Note allows you to edit/create a note. For system-generated bills, +we recommend you append your message. +_______________________________________________________________________________________________________________ + +[[bills-add-new-grocery-bills]] +Adding New "Grocery" Bills +~~~~~~~~~~~~~~~~~~~~~~~~~~ + +A grocery bill can be added as a new bill or to an existing bill. + +To add a grocery bill as a new bill: + +Retrieve the patron record and select Bills. + +Select Bill Patron. + +screenshot of staff client + +Grocery is the only available transaction type. Choose appropriate +billing type from the drop down menu. + +screenshot of staff client + +Enter amount in Amount field and any required note in Note field. Click +Submit this Bill, and then confirm it. + +screenshot of staff client + +___________________________________________ +*Note* + +Local bill types may have a pre-set amount. +___________________________________________ + +To add a grocery bill to an existing bill line: + +Retrieve the patron record and go to the Bills screen. + +Select the bill to which you want to add, and click Actions for Selected +Transactions > Add Billing. Click Yes on the confirmation prompt. + +screenshot of staff client + +Follow steps 3 - 5 in link:#bills-add-new-grocery-bills[section_title] +to select billing type, fill in amount and note, if required, then +submit the bill. + +[[bills-history]] +Bill History +~~~~~~~~~~~~ + +To view a patron’s bill history, retrieve the patron record and go to +the Bills screen, and then click History. + +screenshot of staff client + +On Bill History, you can view all bills or bills incurred in a specified +time frame. You can use the calendar widgets to specify the Start Date +and End Date, and then click Retrieve Transactions. + +       screenshot of staff client + +For more information about a particular bill, you can select the bill on +the list and click Full Details at the bottom of the above screen and +the bill details are displayed in a pop-up window. + +You may add a bill entry to an existing bill. Highlight the bill, then +click Add Billing button at the bottom of the above screen. + +On the Bill History screen, you can also view payments by selecting the +Payments tab. You can view all payments or payments made within a time +frame. + +To view the details of a particular payment, highlight the line and +click the Full Details button at the bottom. + +        screenshot of staff client + +___________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Items can be deleted from the catalogue even if a charge for that item +is still attached to the patron's record. The charge will remain on the +patron's account after the deletion. +___________________________________________________________________________________________________________________________________________________________________________________ + +[[bills-refund]] +Refund +~~~~~~ + +Sometimes paid bills need to be voided, such as when lost and paid items +are returned. A negative balance may be created once such bills are +voided. To close such bills, staff may refund the balance amount or add +a bill entry. + +To refund, select the bill on the Bills screen. Click Actions for +Selected Transactions > Refund. + +        screenshot of staff client + +Read the instructions and confirm. + +image:media/bills-20.png[screenshot of staff client] + +Select payment type and click Apply Payment. + +image:media/bills-21.png[screenshot of staff client] + +Refund can be converted to patron credit by selecting Patron Credit as +payment type. + +_________________________________________ +*Tip* + +Refunds are reflected in the Cash Report. + +Non-cash payment can not be refunded. +_________________________________________ + +[[hold]] +Holds +----- + +[[hold-placing-holds]] +Placing Holds +~~~~~~~~~~~~~ + +Holds can be placed by staff on the Staff Client and by patrons on the +OPAC. In this chapter we demonstrate placing holds on the Staff Client. +See link:#opac[part_title] for placing holds on the OPAC. + +Evergreen has four different levels of holds. Library staff can place +holds at all four levels, while patrons can only place +Meta-record,Title-level, and Volume-level holds. + +The chart below summarizes the four levels of holds. + +[cols=",,,,,",options="header",] +|======================================================================= +|Hold level |Abbreviation |When to use |How to use |Who can use |Hold +tied to +|Meta-record |M |Patron wants first available copy of multiple titles of +the same/different format |Click on place hold to the right of the +record. From holds confirmation screen, click Advanced hold options and +select other applicable formats. |Patron or staff |Holdings attached to +multiple MARC (title) records sharing the same title and author of +selected format(s)(book, video, audiobook, etc.) + +|Title |T |Patron wants first available copy of a title |Staff or patron +click on place hold to the right of a record on search result list or +record summary screen. |Patron or staff |Holdings attached to a single +MARC (title) record + +|Volume |V |Patrons want the first available copy of a specific volume +(call number) of a title |Staff or patron click Volume in HOLDABLE? +column on the holdings grid on record summary screen. |Patron or staff +|Call number specific volume record (local call number resides in volume +record) + +|Copy |C |Patron or staff want a specific copy of a title |Staff click +details to view barcode then place hold next to that barcode. |Staff +|Item barcode +|======================================================================= + +To place a title level hold, retrieve the title record on the catalogue +and click the Place Hold button to the right of the record on the search +result list, or record summary screen. + +screenshot of staff client + +screenshot of staff client + +Scan or type patron’s barcode into Place hold for patron by barcode, and +then tab or move the cursor out of the box. + +screenshot of staff client + +Edit patron hold notification methods and pickup location, if necessary, +and click Submit. + +screenshot of staff client + +Click Continue, or Cancel if the hold failed, to go back to search +result. + +__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +In step 2, checking the Place this hold for me radio button will set the +login staff as the hold requester. If this is your personal account, you +can use this button to place holds for yourself. + +A default hold expiration date will be recorded if the libary has set up +a default holds expiration period in their library settings. See +link:#lsa[???]. Uncaptured holds will not be targeted after expiration +date. To view and edit the expiration date, go to Holds under My +Account. +__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +There are two ways of placing meta-record holds: + +Using Advanced Holds Options button + +To place a Meta-record level hold, do a regular search for the title. +Click Place Hold link on either the result list or record details +screen, shown as step 1 in +link:#hold-title-level-hold[simplesect_title]. + +Click Advanced Holds Options under the title. + +Scan patron's barcode. Select the acceptable format(s) and language(s). +Edit patron hold notification methods and/or pickup location, if +required. Click Submit button. + +Using Group by Formats and Editions Search + +Search for the meta-record on which you want to place a hold. On the +Advanced Search screen, select the Group by Formats and Editions +checkbox. Select the search type and type in search terms. Click Search. + +Click Place Hold beside the the meta-record on the result list. + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +The icons indicate the available formats at the search location. + +The number in the parenthsis beside the title indicates the number of +records with physical items. Click the title to view these records. + +Meta-record holds do not cover E-resources. But E-resource icons may be +displayed if the search location owns matched E-resources. The link(s) +will show up only when the search location and/or the preferred library +of the login account is a library or branch and owns the E-resource. +Click the link(s) in the summary to access these E-resource records. +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Type in or scan the patron barcode at the prompt. + +Select the acceptable formats. Use the CTRL key together with a mouse +click to select multiple entries. Click Submit once done. + +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +If no format is selected. All available formats are targeting +candadites. + +Format information is from the MARC record leader and fixed fields. +Requested formats are listed in the Holdable Formats column in hold +records. Use the Column Picker to display it. Once a new +Web-browser-based staff client is used, format icons would be displayed +in this column. Right now you will see a string. Look for the +language/format codes, such as "eng", "fre", "book", "dvd", "blue-ray", +etc. All the selected formats in any of the selected language(s) are +targeting candidates. + +After a meta-record hold is placed, if a new MARC record is added and it +meets the grouping criteria (title, author and format), items under this +new record will be used to fulfill the existing holds. +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +To place a volume level hold, retrieve and display the record. + +On the holdings grid, click Volume in HOLDABLE? column in the row of +your chosen volume. + +screenshot of staff client + +Scan or type patron’s barcode into Place hold for patron by barcode. + +Edit patron hold notification fields as required and click Submit. Note +the hold is identified as a __Volume Hold__. + +Retrieve and display the record. + +On the holdings grid, click Copy in HOLDABLE? column in the row of your +chosen copy. + +screenshot of staff client + +Scan or type patron’s barcode into Place hold for patron by barcode. + +Edit patron hold notification fields as required and click Submit. Note +the hold is identified as a __Copy Hold__. + +Holds can be placed from patron records too. In the patron record Holds +screen, click the Place Hold button on the left top corner. + +The catalogue is displayed in the Holds screen. + +Search for the title and place holds using the same procedure as placing +holds directly in the catalogue. + +You may continue to search for more titles. Once you are done, click the +Holds button on top to go back to the Holds screen. Click the Refresh +button to reflect your newly placed holds. + +[[hold-manage-holds]] +Managing Holds +~~~~~~~~~~~~~~ + +Holds can be cancelled at any time by staff or patrons. Before holds are +captured, staff or patrons can suspend them or set them as inactive for +a period of time without losing the hold queue position, activate +suspended holds, change notification method, phone number, pick-up +location (for multi-branch libraries only), expiration date, activation +date for inactive holds, etc. Once a hold is captured, staff can change +the pickup location and extend the hold shelf time if required. + +Staff can edit holds in either patron's records or the title records. +Patrons can edit their holds in their account on the OPAC. + +Retrieve the patron record and go to the Holds screen. + +Highlight the hold record, then select Actions for Selected Holds. + +screenshot of staff client + +Manage the hold by choosing an action on the list. + +1. If you want to cancel the hold, click Cancel Hold on the above +screen. You are prompted to select a reason and put in a note if +required. Once done, click YES. ++ +screenshot of staff client ++ +___________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +A captured hold with a status of "On Hold Shelf" or "Ready for Pickup" +can be cancelled by either staff or patrons. But the status of the item +will not be changed until staff check it in. +___________________________________________________________________________________________________________________________________________________________________________________________ +2. If you want to suspend a hold or activate a suspended hold, click +the appropriate action on the list. You will be prompted to confirm your +action. Suspended holds have a "No" value in the Active? column. ++ +screenshot of staff client ++ +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Suspended holds will not be filled but its hold position will be kept. +They will automatically become active on the activation day if there is +an activation date in the record. Without an activation date, the holds +will remain inactive until staff or a patron activate them manually. +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +3. You may edit the Activation Date and Expiration Date by using the +corresponding action entry on the Action for Selected Holds dropdown +menu. You will be prompted to enter the new date. Use the calendar +widget to choose a date, then click Apply. Use the Remove button to +unset the date. +4. Your library may set up a hold shelf time. Hold shelf expire time is +automatically recorded in the hold record when a hold is filled. You may +edit this time by using the Edit Shelf Expire Time on the Action for +Selected Holds dropdown menu. You will be prompted to enter the new +date. Use the calendar widget to choose a date, then click Apply. +5. If you want to enable or disable phone notification or change the +phone number, click Edit Phone Notification. You will be prompted to +enter the new phone number. You must follow the format of XXX-XXX-XXXX. +The phone number is used for this hold only and can be different from +the one in the patron account. It has no impact on the patron account. +If you leave it blank, no phone number will be printed on the hold slip. +6. If you want to enable or disable email notification for the hold, +click Set Email Notification. Click Email or No Email on the prompt +screen. +7. Pickup location can be changed by clicking Edit Pickup Library. +Click the dropdown list of all libraries and choose the new pickup +location. Click Done. ++ +_______________________________________________________________________________________________________________________________________________ +*Tip* + +Staff can change the pickup location for holds with in-transit or +ready-for-pickup status. Item will be sent in transit to the new +destination. +_______________________________________________________________________________________________________________________________________________ ++ +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +Sitka Evergreen allows staff to select any library on the list as a +pickup location. Staff should observe local policy and service agreement +with other libraries. + +For libraries sharing resources with other libraries in the federation, +Sitka support strongly recommends you not edit pickup location, instead +cancel and replace the hold with the new pickup location. This is due to +the fact that the eligible copies that may be used to fill the hold may +be different with different pickup location. Editing the pickup location +in the existing hold will not force Evergreen to re-target the eligible +copies. The hold may be filled by a wrong copy. +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +8. You may move a hold to the top of the queue by using the Set Top of +Queueoption in Actions for Selected Holds. Click Top of Queue to move +the selected hold to the top of the hold queue. Click No Top of Queue to +remove it from the top of the queue. You will be prompted to confirm +your action. ++ +____________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +If an item has been assigned to the hold on top of the queue before you +move another one to the top, you need to suspend the old top hold, Find +Another Target for the new top hold, then activate the old top hold. +____________________________________________________________________________________________________________________________________________________________________________________________________________________ +9. You can also manipulate hold position by adjusting Hold Request +Time. Use Edit Request Time on Actions for Selected Holds. Use the +calendar widget to select a date. ++ +_____________________________________________________________________________________________________________________________________ +*Tip* + +For most libraries, holds are filled based on request time sequence. +Changing request time will change the holds fufillment sequence. +_____________________________________________________________________________________________________________________________________ +10. The item's physical condition is recorded in the copy record as Good +or Mediocre in the Quality field. You may request that your holds be +filled with copies of good quality only. Click Set Desired Copy Quality +on the Actions for Selected Holds list. Make your choice in the pop-up +window. + +Cancelled holds can be displayed. Click Show Cancelled Holds button on +the Holds screen. + +You may un-cancel it. + +_________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Based on your library's setting, hold request time can be reset when a +hold is un-cancelled. + +Cancelled holds displayed on the Cancelled Holds screen can be limited +by hold age (amount of time) or count (a number). Individual libraries +can set this up in the Library Settings Editor. See link:#lsa[???]. +_________________________________________________________________________________________________________________________________________________________________________________________________________________ + +You can view details of a hold by selecting a hold then clicking the +Detail View button on the Holds screen. + +You may add a note to a hold in the Detail View. + +Notes can be printed on the hold slip if the Print on slip? checkbox is +selected. Key in the message then click Add Note. + +_____________________________________________________________________________________________________________ +*Tip* + +Using the Column Picker, you can display Queue Position and Total number +of Holds. screenshot of staff client +_____________________________________________________________________________________________________________ + +Retrieve and display the title record in the catalogue. + +Click Actions for this Record > View Holds. + +All holds on this title to be picked up at your library are displayed. +Use Filter checkbox and Pickup Library to view holds to be picked up at +other branches of your libary system. + +Highlight the hold you want to edit. Click Actions for Selected Holds +and the appropriate action you want to take as described in step 3 of +link:#hold-managing-hold-in-patron-records[simplesect_title]. + +You can retrieve the hold requestor's account by selecting Retrieve +Patron on the above dropdown menu. + +[[hold-pull-list]] +Holds Pull List +~~~~~~~~~~~~~~~ + +There are five types of status a hold may have: Waiting for Copy, +Waiting for Capture, In Transit, Ready for Pickup, and the optional +Reserved/Pending. + +_____________________________________________________________________________________________________________________________ +*Note* + +If your library chooses to delay hold shelf status (see link:#lsa[???]), +then a hold may have the status of Reserved/Pending. +_____________________________________________________________________________________________________________________________ + +1. Waiting-for-copy holds: all holdable copies are checked out or not +available. +2. Waiting-for-capture holds: an available copy is assigned to the +hold. The item shows up on the Holds Pull List waiting for staff to +search the shelf and capture the hold. +3. In Transit holds: holds are captured at a non-pickup branch and on +the way to the pick-up location. +4. Ready-for-pick-up holds: holds are captured and items are on the +Hold Shelf waiting for patrons to pick up. +5. Reserved/Pending holds: holds are captured and items are in process +and to be put on the Hold Shelf. The status will be automatically +changed to Ready-for-pick-up once the delay time period specified in +Library Settings Editor expires. + +Besides capturing holds when checking in items, Evergreen matches holds +with available items in your library at regular intervals. Once a +matching copy is found, the item's barcode number is assigned to the +hold and the item is put on the Holds Pull List. Staff can print the +Holds Pull List and search for the items on shelves. + +To retrieve your Holds Pull List select Circulation > Pull List for Hold +Requests. + +screenshot of staff client + +The Holds Pull List is displayed. By default the items on the list are +grouped first by Copy Location, then by Call Number. You may re-sort it +by clicking the column labels, e.g. Title. + +_______________________________________________________________________________________________________________________________ +*Tip* + +The order of Copy Location can be adjusted on Admin > Local +Administration > link:#lsa-copy-location-order[Copy Location Order] +_______________________________________________________________________________________________________________________________ + +screenshot of staff client + +_____________________________________________________________________________________________________________________________ +*Tip* + +The maximum number of holds initially displayed on the pull list is +about 100. Use Fetch More Holds to retrieve more records. +_____________________________________________________________________________________________________________________________ + +To print the pull list you may use Print Full Pull List, Print Full Pull +List (Alternate Strategy) or go to Simplified Pull List Interface. The +full list prints Title, Author, Shelving Location, Call Number and Item +Barcode, while the alternative stragegy also prints patron barcode. +Print button prints title only. + +__________________________________________________________________________________________________________________________________________________________ +*Tip* + +You may export holds pull list to a CSV file, then import it into MS +Excel to re-format it for printing. Use List Actions button on bottom +left of screen. +__________________________________________________________________________________________________________________________________________________________ + +Click Simplified Pull List Interface. The pull list will be displayed in +a new tab. + +screenshot of staff client + +You may sort the list by clicking the column label or you may go to the +column picker to choose the displayed fields and sort order. Move the +cursor to any column in the label row as shown in the above screen and +right click your mouse. The column picker will be displayed. + +screenshot of staff client + +You may select/deselect the checkboxes in the Display column to choose +the fields that you want to display/hide. Select Auto Width checkbox if +you wish Evergreen to automatically adjust the width of each column. Set +the values for Sort Priority for all the fields that you want to sort +by. The example list in the above screen will be sorted by Shelving +Location, Call Number, and then Author. + +Scroll to the bottom of the list and click Save. + +Click Print Full List. The list will be printed with the selected +displayed fields and in the selected sort order. + +_______________________________________________________________________________________________________________________________________________ +*Caution* + +The current version of Evergreen may not display a whole list of holds +on the screen in Simplified Pull List, but the printed list is complete. +_______________________________________________________________________________________________________________________________________________ + +You may perform hold management tasks by using the Actions for Select +Holds dropdown list. + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +The Holds Pull List is updated constantly. Once an item on the list is +no longer available or a hold on the list is captured, the items will +disappear from the list. The Holds Pull List should be printed at least +once a day. +________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[hold-title-transfer]] +Transferring Title Holds +~~~~~~~~~~~~~~~~~~~~~~~~ + +Holds on one title can be transferred to another with the hold request +time preserved. + +Retrieve the bibliographic record you would like the holds to be +transferred to. + +Click Actions for this Record > Mark as Title Hold Transfer Destination. + +Click OK to acknowledge the pop up. + +Retrieve the bibliographic record that currently has the hold(s) +attached to it. + +Click Actions for this Record > View Holds. + +Select the hold(s) you would like to transfer. + +Click Actions for Selected Holds > Transfer to Marked Title. + +Click OK to acknowledge the pop up. + +The holds have now been transferred. + +Any holds that were placed at the copy or volume level will remain. + +[[hold-find-another-target]] +Find Another Target for Holds +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +For an item on the Holds Pull Listbut not found on the shelves or the +item is not in proper condition for circulation, staff may mark it +missing or damaged and find another item for the hold, if it is not the +only copy. + +Finding another target for holds, or retargeting the holds, can be done +at several places: + +* View Holds in title record: selecting Actions for this Record > View +Holds +* Holds in patron record +* Holds Pull List + +You need to select the hold and click Actions for Selected Holds > Find +Another Target. Evergreen immediately searches for an available copy for +the hold and puts it on the Holds Pull List. If there is no available +copy, the hold's status will be set to "Wait for copy". + +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Newly created items, or items of which the status was just changed from +a non-holdable to a holdable status, such as from Missing to Reshelving, +may not trigger holds on regular checkin, because these copies were not +identified as potential hold targets due to their status. Using the +checkin modifiers Retarget Local Holds and Retarget All Statuses will +force Evergreen to check whether there is pending hold on the item +picked up at the checkin library. These checkin modifiers are sticky, +and Co-op support recommends they be turned on unless your library is +part of a multi-branch library system. In such cases, staff may +re-target the hold on top of the holds queue on the Catalogue > View +Holds screen. +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[hold-capture-holds]] +Capturing Holds +~~~~~~~~~~~~~~~ + +Holds can be captured when a checked-out item is returned (checked in) +or an item on the Holds Pull List is retrieved and captured. When a hold +is captured, the hold slip will be printed and if the patron has chosen +to be notified by email, the email notification will be sent out. The +item should be put on the hold shelf. + +To capture a hold, Select Circulation > Capture Holds. + +screenshot of staff client + +Scan or type barcode and click Submit. + +screenshot of staff client + +The following hold slip is automatically printed. + +screenshot of staff client + +If the item should be sent to another location, a hold transit slip will +be printed. + +image:media/hold-27a.png[image] + +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +If your library chooses to keep on-hold items behind the desk for some +patrons (Hold is behind Circ Desk checkbox is selected in the patron +record), you will be prompted to route the item to Private Hold Shelf. +See link:#lsa[???] for how to set up Behind Desk Pickup. + +If a patron has a OPAC/Staff Client Holds Alias in his/her account, it +will be used on the hold slip instead of the patron name. + +Holds can also be captured on the Circulation > Check In Items screen. +If you have selected the Auto-Print Hold and Transit Slipscheckbox, the +hold slip will be printed automatically without confirmation prompt. +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[hold-shelf-list]] +Holds Shelf List and Clearing Shelf-Expired Holds +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Items with Ready-for-pickup status are on the Holds Shelf List. The +Holds Shelf List can help you manage items on the holds shelf. To see +the holds shelf list, select Circulation > Browse Holds Shelf + +screenshot of staff client + +The Holds Shelf List is displayed. Note the Actions for Selected Holds +are available, as in the patron record. You can cancel stale holds here. + +Select View Clearable Holds checkbox to list expired or cancelled holds +only. The Clear These Holds button is then lit up. Click it and the +expired holds will be cancelled. + +screenshot of staff client + +Print the list, bring the items down from the hold shelf and check them +in. + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +If you cancel a ready-for-pickup hold, you must check in the item to +make it available for circulation or trigger the next hold in line. + +Hold shelf expire time is inserted when a hold achieves on-hold-shelf +status. It is calculated according to the individual library's default +hold shelf time expire interval in the Library Settings Editor. See +link:#lsa[???]. +________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[hold_holds_filling_explained]] +Holds Filling Explained +~~~~~~~~~~~~~~~~~~~~~~~ + +When a hold is attempted on the catalogue, Evergreen checks all related +library settings, hold policies and holdings under the title to decide +whether it is allowed. If it is allowed, Evergreen will create a hold +request record. Besides the basic information, such as pickup library, +request time, etc., it also records the range of libraries' copies that +may be used to fill the hold. The range is decided based on the +availability of holdable copies and library's policies. It is recorded +in the hold request record in a field called Selection Depth, which is +viewable when viewing holds in either patron's account or under a title +record. + +Based on current Sitka settings, you will see either 1 or 2 in Selection +Depth. 2 means all holdable copies of a library or all branches of a +multi-branch library system may be used to fill the hold. 1 means all +holdable copies within a library federation, such as BC_ILC or Spruce, +are the hold's potential targets. + +Selection Depth is not editable on the staff client. Evergreen does not +re-assess or update Selection Depth when holdings situation under a +title is changed. If Selection Depth needs to be changed, staff have to +manually cancel, then replace the hold. + +The potential target copies of a hold are also recorded in separate +records in another table, which are not viewable on the staff client. +When an item is checked in, Evergreen will quickly go through this +eligible copy table to check whether it is requested. + +After a hold is placed, Evergreen will look for potential targets at a +shorter interval (about 15 minutes) within the first 24 hours. After the +24 hours period, Evergreen will check the hold once a day at roughly the +time of the day when the hold was placed. The time is recorded in the +hold request record in a field called Previous Check Time, which is also +viewable when viewing holds. + +If a potential target is found, it will be added to the eligible copy +table. If an eligible copy is availble, it will be put on to the +library's Hold Pull List. The copy will be on the Pull List until the +hold is captured, filled, cancelled, or re-targeted. Evergreen does not +target unavailable copies, such as those checked out. But it will check +the eligible copy table when items are checked in. + +Though there may be multiple eligible copies available, only one copy +may be put on to a Pull List at a time. But checking in another copy +before the Pull List is done may capture the hold. The item will +disappear from the Pull List, unless the Pull List was printed before +the hold is captured. + +When there are multiple eligible copies available, Evergreen will first +choose the pickup library's copy, if available. Among other libraries' +copies, it will randomly pick up a copy, unless the pickup library +imposes special rules prioritizing preferred hold target source. + +When Evergreen re-targets holds (at least once a day, but at different +time for individual holds), it removes the current target, then picks up +one. Situation wise, it may or may not target the original copy. A copy +that has been on a Pull List for a day may likely disappear when the +hold is retargeted. + +The eligible copy table is also updated when a hold is re-targeted. That +staff manually re-target holds via Find Another Target will update the +eligible copy table, too. Under regular circumstances, without using the +Checkin Modifiers, Evergreen will check holds for items in the eligible +copy table only. Newly catalogued items and items that became holdable +recently may not be in the eligilbe copy table yet, thus not triggering +holds, if any. + +Holds are queued based on request time. Separate holds queues are formed +based on the potential target copy range. For example, there is a hold +queue for copy level holds and another for title level holds. Other +libraries' holds are not counted in in the queue of holds picked up at +your library, if your holds target your own copy. + +Copy level holds have a simple queue, which includes all holds targeting +the copy. Title level holds queue counts in all holds targeting any of +the copies that the title hold may target, including the copy level +holds. A title level hold takes a position in each copy level holds +queue of all copies it may target. You may notice missing queue numbers +in copy level holds queues. They are taken by the title level holds. + +For resource-sharing libraries, you may see selection depth 1 and 2 +holds. Selection depth 2 holds have a separate queue based on the picked +up library since they target a separate set of copies. This means each +library/system has its own queue if it has holdable copies. + +Selection depth 1 holds are queued together with all holds (selection +depth 1 and 2) targeting all copies that the selection depth 1 hold may +target. The queue number may be big when a few libraries have a few +selection depth 2 holds. Selection depth 1 holds take a position in each +selection depth 2 holds queue under the title. You may see missing queue +numbers in selection depth 2 holds queues, which are taken by selection +depth 1 holds. + +To view selection depth 2 holds queue, simply filter the holds by pickup +library, then follow the request time. A missing queue number means +there is a selection depth 1 hold placed between the surrounding two +holds' request time. + +[[circ-transit]] +Items in Transit +---------------- + +Evergreen’s _In Transit_ feature is used to keep track of items +transferring among branches within a library system or libraries. It +makes it easy for libraries to provide services such as allowing patrons +to return items at any branch or place holds on items belonging to +another branch. + +[[transit-item-in]] +When will an item go In Transit? +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +When an item is checked in at the non-owning branch the status will be +changed to In transit and a Transit Slip can be printed. Items in +transit should be set aside and sent to the destination branch according +to your library’s policy and workflow. + +screenshot of staff client + +When you capture a hold with a pickup branch other than your branch, the +item’s status will be changed to In transit. If you capture the hold on +the Check In screen you will be prompted to print the Transit/Hold slip +shown below. If you capture the hold on the Capture Holds screen, a +Transit/Hold slip will be printed automatically if you have a printer +attached. + +screenshot of staff client + +[[transit-receive]] +How to receive In transit items? +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +At the receiving branch, all items received should be checked in so that +items' status will be changed from In transit to Reshelving. If an item +has a hold on it, a Hold Slip will be printed. If the pickup branch for +the hold is not your branch, the item will be sent In transit again to +the pickup branch. A Transit/Hold Slip will be printed. + +[[transit-details]] +Transit Details +~~~~~~~~~~~~~~~ + +You may find out the source and destination library of a transit on the +Item Status F5 screen. + +Retrieve the item by barcode. + +Select the item and go to Alternate View. Select Holds/Transit tab. +Transit information is displayed in In Transit on the lower part of the +screen. + +screenshot of staff client + +[[transit-list]] +Transit List +~~~~~~~~~~~~ + +The Transit List report can be used as a tool to help manage your +incoming and outgoing transits. + +To access the Transit List report, select Admin > Local Administration > +Transit List. + +screenshot of staff client + +Specify Transit to or Transit from library from the dropdown menu to +retrieve transits coming to or sending from your library. + +screenshot of staff client + +Pick a date range in Transit Date falls between fields. + +screenshot of staff client + +Click Retrieve Transits. + +screenshot of staff client + +Those items, which were sent In Transit within the date range, and with +an In Transit status, are listed. + +screenshot of staff client + +_______________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +        It is good practice to pull Transit Lists when sending or +receiving items to and from other branches. Reconciling the list against +the physical items helps ensure your shipments are complete. +_______________________________________________________________________________________________________________________________________________________________________________________________________ + +[[transit-abort]] +Aborting Transits +~~~~~~~~~~~~~~~~~ + +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +Under certain circumstances aborting transit may be required. But +aborting transit may affect data integrity or affect the accuracy of +statistics. Sitka Support strongly suggests libraries be cautious with +this function. The general guideline is that the sending libraries may +abort a transit before sending out items, while receiving libraries +never abort a transit but check them in instead. +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +From the Transit List screen select the transit(s) you wish to cancel + +Select Actions for Selected Transits > Abort Transits. + +screenshot of staff client + +The transit is cancelled. It will still display in the list, but if you +re-click Retrieve Transits the screen will be refreshed and the item +will no longer display as a transit, and the item will have a status of +Reshelving. + +If an item with status of In transit is to be checked out, you can +override the block by clicking Abort Transit then Checkout. + +screenshot of staff client + +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Sometimes mis-scanning happens when you check in an item. Occasionally +the mis-captured barcode number happens to be a valid item of another +library. This sends the item in transit wrongly. To correct these +mistakes libraries need to regularly access their Transit List and abort +the invalid transits. + +It is good practice for libraries to inform the owning library if an +item with special status, e.g. checked out, missing, lost etc., is sent +in transit by mis-scanning. +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +____________________________________________________________________________________________________________________________________________________ +*Caution* + +Some transits can not be cancelled/aborted, such as items with a +previous status of Missing. Such items have to be checked in at the +owning library. +____________________________________________________________________________________________________________________________________________________ + +[[circ-selfcheck]] +Self Check +---------- + +_________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +These instructions are specific to the native Evergreen Self Check. For +instructions on using third party self check outs libraries should refer +to the instructions provided by the third party vendors. +_________________________________________________________________________________________________________________________________________________________________________________________________________ + +For information on how your library can set up and use the native +Evergreen Self Check see link:#admin-self-check[???]. + +[[self-check-staff]] +Staff Functions in the Evergreen Self Check +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Open the Evergreen Self Check interface in an internet browser. + +Enter your self check login credentials and click Login. + +_Each library is given a self check specific Local System Administrator +account during set up._ + +Close the browser. + +Turn off the computer + +Sitka Support recommends turning off all computers running the Evergreen +Self Check at closing every night to avoid any conflicts with overnight +processes. + +[[self-check-check-out]] +Basic Check Out +~~~~~~~~~~~~~~~ + +Patron scans their barcode. + +_Optional_ Patron enters their account password. + +Patron scans the barcodes for their items. + +*OR* + +Patron places items, one at a time, on the RFID pad. + +Items will be listed below with a check out confirmation message. + +If a check out fails a message will advise patrons to see staff. + +Patron clicks Receipt to print a checkout receipt and logout. + +*OR* + +Patron clicks Logout to logout with no receipt. + +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +If the patron forgets to logout the system will automatically log out +after the time period specified in the library setting Patron Login +Timeout (in seconds). An inactvity pop-up will appear to warn patrons 20 +seconds before the logout. +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[self-check-out-renew]] +Renewing Items +~~~~~~~~~~~~~~ + +Patrons can renew items via the self check if they physically have the +item. + +Patron scans the barcode of the item they wish to renew. + +*OR* + +Patron places the item on the RFID pad. + +A renewal confirmation message will display and the item will display +below. Type displays as Renewal rather than Checkout. + +If the renewal fails a message will advise patrons to see staff. + +[[self-check-items-out]] +View Items Out +~~~~~~~~~~~~~~ + +Patrons are able to view the items they currently have checked out by +clicking View Items Out. + +The items currently checked out will display with their due dates. + +Using the Print button patrons can print out a receipt listing all of +the items they currently have checked out. + +[[self-check-holds]] +View Holds +~~~~~~~~~~ + +Patrons are able to view their current holds by clicking View Holds. + +Items currently on hold display. Patrons can also see which, if any, +items are ready for pickup. + +Using the Print button patrons can print out a receipt listing all of +the items they currently have on hold. + +[[self-check-fines]] +View Fines +~~~~~~~~~~ + +Patrons are able to view the fines they currently owe by clicking View +Details. + +Current fines owed by the patron display. Fines cannot be paid through +the self check at this time. + +[[offline]] +Offline Transactions +-------------------- + +Evergreen's Standalone Interface/Offline Interface is designed to log +transactions during network outage, which can be uploaded and processed +once network operations are restored. + +https://www.youtube.com/watch?v=1IQoZFyl3zs[*Offline Module in Evergreen +(7:50)*] + +The terms “Offline Interface” and “Standalone Interface” mean the same +thing - a separate program to handle simple circulation tasks while the +network is down. + +To access Offline Interface, go to Staff Client login screen. Click +Standalone Interface button. + +Evergreen Standalone Interface will open. + +[[offline-setup]] +Offline Module Setup +~~~~~~~~~~~~~~~~~~~~ + +A default offline printer must be set up on each workstation in order to +print receipts from Offline Module. See +link:#intro-start-workstation-admin-configure-printer[Configure +Printers] for details. + +________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +The offline default printer can only be set up when Evergreen is online. +But attempting to print a receipt from the Offline Module when Evergreen +is online will cause an error. +________________________________________________________________________________________________________________________________________________________________________________ + +It is best practice to download the offline patron list every morning on +any computers that would in the event that the library goes to offline +checkout. + +This list contains blocked, barred, and expired patrons as well as lost +cards and enables the Offline Module to respond with an error message +indicating the patron status at check-out time. + +Select Admin > Download Offline Patron List. + +screenshot of staff client + +[[offline-patron-registration]] +Patron Registration +~~~~~~~~~~~~~~~~~~~ + +Patron registration on Evergreen Offline Interface records the minimum +patron information necessary to register a new patron. + +__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +All fields, except Line 2 of Billing Address, on Patron Registration +screen are required. If your library does not record information for any +field, you need to work out a standard fake value for it, e.g. +1900-01-01 for Date of Birth. + +The account password will be automatically generated. Patrons can access +their account with the password after the offline transactions are +uploaded and processed. +__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Click Register Patron on the top menu bar. + +Patron Registration screen is displayed. + +Fill in the form with patron information. Use the drop down list if +available. Click Save patron registration button. Click OK on the +confirmation pop-up window. + +[[offline-check-out]] +Check Out +~~~~~~~~~ + +Click Check Out button to access check out screen. + +The Standalone Check Out screen will open. + +Make sure the date (on the left end of the menu bar) is correct. + +Scan the patron's library card barcode in Enter the patron's barcode +box. + +Check that the due date is correct. You may delete then type in a due +date in Enter the item due date box. You may also click choose one of +these dropdown list to select a relative due date based on the loan +period. + +Scan the items' bacode in Enter the item barcode box. It will appear on +the right side of the screen. + +For non-catalogued items, you may also clickchoose a non-barcode option +dropdown list to select a non-catalogued category. + +Enter the number of items you want to check out, then click OK on the +prompt window. + +Scan all the items, changing the due date if necessary. + +If you want to print a receipt, make sure the Print receipt? checkbox is +selected. + +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +Receipts will only print if you have previously set a default offline +printer in the staff client. See +link:#intro-start-workstation-admin-configure-printer[Configure +Printers] for instructions on setting the default offline printer. +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Click Save these transactions. + +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +The default dates are based on your computer settings. + +Pre-catalogued item circulation is not available on Offline Interface. +If an existing pre-cat barcode happens to be used, it will be checked +out with the previous author and title. If a new pre-cat barcode is +attempted, an error of ASSET NOT FOUND (item not found) will be returned +upon processing offline transactions. +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +____________________________________________________________________________________________________________________________________________________ +*Caution* + +The Delete selected transaction function does not currently work. +Misscans need to be resolved as link:#offline-exceptions[exceptions] at +this time. +____________________________________________________________________________________________________________________________________________________ + +[[offline-renew]] +Renew +~~~~~ + +To renew, you must know items barcode number. Patron's barcode is +optional. + +To access renew function, click Renew button on the top menu bar. + +Renew screen looks very similar to Check Out screen. The differences are +patron's barcode is optional on Renew screen, and non-barcoded option is +not available as non-barcoded items can not be renewed. + +Follow the same procedure as checking out described above. Skip patron +barcode if you do not have it. + +[[offline-in-house-use]] +In House Use +~~~~~~~~~~~~ + +To access In House Use, click In House Use button on the top menu bar. + +Make sure the date is correct. + +Type in the number in Enter the number of uses of the item box. + +Scan or type in the item barcode number in Enter the item barcode box. + +Repeat the above 2 steps until all items have been scanned. + +Click Save these transactions. Make sure Print receipt? checkbox is +selected if you want to print a receipt. + +[[offline-check-in]] +Check In +~~~~~~~~ + +Click Check In button on the top menu bar. + +Check In screen will open. + +Make sure the date is correct. + +Scan the items barcode in Enter item barcode box. The number will be +displayed on the right side fo the screen. + +Scan all items you want to check in. + +Click Save these transactions. If you need to print a receipt, make sure +Print receipt? checkbox is selected before you save the transactions. + +________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +Without access to Evergreen database, items on holds or with special +status will not be captured in offline mode. Sitka Support Team +recommends libraries not use check in function on Standalone Interface +if possible. +________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[offline-upload-transactions]] +Uploading offline transactions +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Once you are able to connect to the server, you need to upload the +offline transactions.  It is good practice to do this as soon as +possible, but if the local system administrator isn’t on site for a day +or two do not panic. + +The terms Offline Interface and Standalone Interface mean the same thing +- a separate program to handle simple circulation tasks while the +network is down. + +Once you can connect to the server, there are 3 steps to uploading +offline transactions: + +1. link:#offline-create[Create a session:] to be done by local system +administrators at an administration workstation. +2. link:#offline-upload[Upload transactions to a session:] to be done +by circulation staff at circulation workstations. +3. link:#offline-process[Process the uploaded transactions:]to be done +by local system administrators at an administration workstation. + +Once the network has come back up, a local system administrator must +first create a session before uploading transactions. Then, staff can +upload transactions from each of the workstations used in offline circ +to that session.  Once all of the branch workstations have uploaded +their transactions to the session, the local system administrator will +process all the transactions in the session at once. + +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +Circulation Staff uploading transactions to the session does not put the +transactions into the Evergreen database. It just copies over the +offline transaction file saved in individual local workstations to the +Evergreen server. The transactions will not be sent to the Evergreen +database until the local system adminsitrator processes the session. +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Log into Evergreen with a local system administrator username and +password. + +From the menu bar, select Admin (-) > Offline Transaction Management. + +screenshot of staff client + +The Offline Transactions screen will open. Previously created sessions +will be listed in the Offline Sessions section. Otherwise, the Offline +Sessions section will be blank. + +In the upper Offline Sessions section, click on the Create button to +create a new session. + +screenshot of staff client + +Enter a name for the session, like “Internet Down 2009-12-02”.  Click +OK. + +screenshot of staff client + +In the Offline Sessions section, highlight the session you just created. +An Uploaded Transactions section will appear in the bottom of the +screen. Initially, this section will be empty.   + +screenshot of staff client + +Inform library staff that the session has been created and what the +session name is. + +Wait until the local system administrator has created a session and told +you that it's ready for your upload. There may be several sessions shown +on the Offline Transaction Management screen, so you will need the name +of the correct session from your local system administrator. + +Log into Evergreen with your regular username and password. + +From the menu bar, select Admin (-) > Offline Transaction Management. + +The Offline Transactions screen will open. You should see at least one +session in the Offline Sessions section. You may see old sessions listed +there, as well. + +In the upper Offline Sessions section, highlight the correct session, +then click Upload.   + +screenshot of staff client + +When the uploading is finished,select the session in Offline Sessions +section. Now the value in the Upload Count column should have been +increased by 1. Your workstation should be listed in Uploaded +Transactions section now. + +screenshot of staff client + +Inform your local system administrator that your transaction has been +uploaded to the session. + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +You will need to do this for each workstation you have used for offline +circulation.  If your library has more than one workstations that have +been used for offline transactions you will see the other workstation +sessions that have already been uploaded.   +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Wait until all the appropriate staff workstations have uploaded their +transactions to your session. You should see the workstations listed in +the Uploaded Transactions section. You'll need to be logged into +Evergreen as a local system administrator to do the processing step. + +Log into Evergreen with a local system administrator's username and +password. + +From the menu bar, select Admin (-) > Offline Transaction Management. + +Highlight the correct session and, if necessary, Refresh to verify all +the appropriate workstations have uploaded their transactions to your +session. + +screenshot of staff client + +Click on the Process button. + +screenshot of staff client + +The processing may take a while, depending on how many transactions you +have done. Click the Refresh button to check the status. The processing +is complete when the Processing? column shows Completed. + +screenshot of staff client + +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +The number in the Transactions Processed column is equal to the number +of items checked out or checked in.  For example, if there are 5 +transactions processed this could be 5 items checked out, or 3 items +checked in and 2 items checked out, or 5 items checked in.   +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Exceptions are problems that were encountered during processing.  For +example, a mis-scanned patron barcode, an open circulation, or an item +that wasn’t checked in before it was checked out to another patron, +would be listed as an exception. Those transactions causing exceptions +may not be loaded into Evergreen database. Staff should examine the +exceptions and take necessary action. + +The example below shows several exceptions: + +screenshot of staff client + +These are a few notes about possible exceptions. It is not an +all-inclusive list. + +1. Checking out a DVD with the wrong date (leaving due date set at +2 +weeks instead of +1 week) doesn't cause an exception. +2. Overdue books are not flagged as exceptions. +3. Checking out a reference book doesn't cause an exception. +4. Checking out an item belonging to another library doesn't cause an +exception. +5. The Standalone Interface doesn't recognize books on hold, no +exceptions will be generated for that. +6. The Standalone Interface will recognize blocked, barred, and expired +patrons as well as lost cards, IF you have recently done an Admin (-) > +Download Offline Patron List on the workstation on which you're using +the Standalone Interface. You will get an error message indicating the +patron status from within the Standalone Interface at check-out time. +7. *ROUTE-ITEM.* ++ +Indicates the book should be routed to another branch or library system. +You'll need to find the book and re-check it in (online) to get the +Transit Slip to print. +8. *COPY_STATUS_LOST.* ++ +Indicates a book previously marked as lost was found and checked in. +9. *CIRC_CLAIMS_RETURNED.* ++ +Indicates a book previously marked as claimed-returned was found and +checked in. +10. *ASSET_COPY_NOT_FOUND.* ++ +Indicates the item barcode was mis-scanned/mis-typed. +11. *ACTOR_CARD_NOT_FOUND.* ++ +Indicates the patron's library barcode was mis-scanned/mis-typed. +12. *OPEN_CIRCULATION_EXISTS.* ++ +Indicates a book was checked out that had never been checked in. +13. *MAX_RENEWALS_REACHED.* ++ +Indicates the item has already been renewed the maximum times allowed +(or it’s a video/DVD). + +[[search]] +Searching the Database for Cataloguing Purposes +----------------------------------------------- + +https://www.youtube.com/watch?v=lIEPR47y06E[*Sitka Training Video - +Search the Catalogue (5:16)*] + +It is critical to search the database before adding titles, volumes, or +copies. Good practice is to assume the item you are adding already +exists, and to do an exhaustive search for the item before cataloguing +it. By doing so, you will discover whether you need to add your item to +an existing title record, or if you need to import or create a new title +record. It is very important that you scope your cataloguing searches to +the entire Sitka database, either at the time of each search or via +Workstation or My Account preferences. + +You can set workstation +link:#intro-start-workstation-admin-search-preference[search +preferences] to configure default search location and preferred search +library and you can choose to have Numeric Search or MARC Expert search +be the default advanced search view. These workstation preferences +override account login preferences set in My Account. For cataloguing +workstations it is recommended that the Default Search Library be set to +Sitka. This will ensure staff using those workstations are always +searching all of Sitka. + +[[cat-search-advanced]] +Advanced/Numeric Search +~~~~~~~~~~~~~~~~~~~~~~~ + +To search the catalogue for holdings select Cataloguing > Search the +Catalogue, or Search > the Catalogue, or press F3. + +screenshot of staff client + +The advanced search screen is displayed. In this example the search +screen defaults to the Numeric Searchpage You can customize the look of +this screen via Workstation Administration. In this example note the +search library is set to Sitka. A cataloguer must ensure they are +searching the entire Sitka database. + +screenshot of staff client + +Enter your search criteria and click Search. + +screenshot of staff client + +In this example, the item in hand has 3 copies in Sitka. + +screenshot of staff client + +To access the record, click on the title link. + +screenshot of staff client + +Confirm bibliographic data as displayed in the brief record. If +satisfied that the record matches the item in hand, you can proceed to +add holdings as described in link:#add[???]. + +screenshot of staff client + +You may also choose to view MARC record from this screen by clicking on +MARC Record button below record summary, or selecting Actions for this +Record > MARC Viewor MARC Edit at top right of record. + +screenshot of staff client + +This presents detailed bibliographic data to help you determine whether +the record matches the item in hand. + +screenshot of staff client + +___________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +It is possible to search ISBNs by keyword, but results may not be +exhaustive. We recommend using Numeric Search as described in this +lesson. + +If an OCLC number is nine digits then Evergreen uses “ocn” as a prefix. +For example:  ocn123456789. + +If an OCLC number is less than 8 digits then Evergreen uses “ocm” as a +prefix.  In addition Evergreen will automatically prefix the number with +zeros so that it is nine digits.  For example:  ocm01234567, or +ocm00123456 + +If searching a LCCN do not use a hyphen,  add a “0” in place of a +hyphen, e.g. 2001001234 +___________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[cat-search-marc]] +MARC Expert Search +~~~~~~~~~~~~~~~~~~ + +To search the catalogue for holdings select Cataloguing > Search the +Catalogue, or Search > the Catalogue, or press F3 and click on Expert +Search tab. + +Enter tag definitions and search criteria and click Search. + +screenshot of staff client + +You may search multiple tags by clicking Add Search Row. + +screenshot of staff client + +You may now search multiple tags. + +screenshot of staff client + +Matching records are retrieved. This example is the MARC view of one +result. + +screenshot of staff client + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +You can manipulate the view during a session, and set a default view, by +clicking on Actions for this Recordon right of screen. Selecting Set +bottom interface as Default, as in this example, sets the current OPAC +View as the default. Next time when you click a title on the resut list, +the record will be displayed in this default view. + +screenshot of staff client +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[add]] +Adding Holdings to Existing Records in the Sitka Database +--------------------------------------------------------- + +[[add-holdings-title-records]] +Adding holdings to title records +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +Evergreen has a unified volume/copy creator that allows you to create +volumes and copies in a unified screen. This function consolidates the +process of creating volume and copy records. You must configure this, +and whether you want a horizontal or vertical layout, in Library +Settings. See link:#lsa[???] The examples here demonstrate use of the +unified volume/copy creator with a vertical layout. There is also the +ability to pre-configure call number prefixes and suffixes, via the +Admin menu. +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Search the catalogue for a record that matches the item in hand, as +described in link:#search[???]. If you do not find a match, refer to the +Sitka Cataloguing Policy at +http://sitka.bclibraries.ca/governance/sitka-policy/ for recommendations +on required procedures. If you do find a match, proceed to next step. + +When the record details are loaded, select Actions for this Record > +Holdings Maintenance. + +screenshot of staff client + +On Holdings Maintenance, select your library, or branch(es), from the +list and click Actions for Selected Rows > Add Volumes or click on Add +Volumes link at top left. + +screenshot of staff client + +In the Volume and Copy Creator section of the screen: + +* Enter a number in the # of volumes field. +* Type in a call number, or use the call number that is autofilled from +the MARC record. +* Use the drop down lists for prefix and suffix if your library uses +that functionality. +* Enter the appropriate number of copies and scan barcode(s). + +Use Tab, Enter or mouse to move through fields. + +screenshot of staff client + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +If you are creating place holders for on-order items see +http://docs.sitka.bclibraries.ca/Policy/current/html/policy-cat-faqs.html#id388392[What +is the best way to enter “on-order” records?] in the Sitka Evergreen +Policy and Best Practices Manual +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Make all necessary edits to copy record in the Copy Editor section of +the screen by moving through fields and clicking Apply on every edit. + +For information on the individual fields in the Copy Editor see +link:#cat-copy-editor[section_title] + +_____________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +Co-op support recommends creating and using copy templates with the Copy +Editor. For information on using and creating copy templates see +link:#cat-create-template[simplesect_title] +_____________________________________________________________________________________________________________________________________________________________________________________ + +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +There is a field in the Copy/Item Record called Floating? Leave this +field at its default blank, unless cataloguing special items using this +field. If interested in using Floating to manage a rotating or block +collection, contact Co-op support. +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Click Create Volumes/Items. + +You may need to click Refreshto view new items, and, depending on how +you retrieved the volume/copy editor, you may be in the OPAC view. + +screenshot of staff client + +__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +By default, a new item has a status of __In Process__. Item must be +checked in to become _Available_ or a cataloguer can choose to change +the status to _Available_ when creating the item record. Your library +may choose to alter this behaviour by contacting Co-op support who can +configure a desired default status for you. +__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[add-hold]] +New Copies and Holds +~~~~~~~~~~~~~~~~~~~~ + +Because of the way Evergreen targets holds, new copies are not +guaranteed to fulfill pre-existing holds correctly until 24 hours after +cataloguing. If your cataloguing turn-around time is shorter than 24 +hours you can ensure the new copy is captured correctly at check in by +using the checkin modifiers Retarget Local Holds and Retarget All +Statuses or by following the steps below. Co-op support recommends +single-branch libraries use the checkin modifiers, as once selected they +are "sticky" and it is a simpler workflow than that described below. We +recommend multi-branch libraries not use check-in modifiers to retarget +holds, as the check-in modifier will only re-target the top local hold, +which may not be the top system hold. For multi-branch libraries we +recommend using the following procedure. + +After adding the item select Actions for this Record > View Holds + +actions for this record menu + +If there are outstanding hold requests, select the hold that is next in +line then choose Actions for Selected Holds > Find Another Target. This +forces Evergreen to re-target the hold and recognize the newly +catalogued item. + +Check in the new item to capture it for the selected hold. + +[[add-hold-nonphysical]] +Adding holdings for non-physical resources +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +There are two ways to catalogue non-physical resources in Evergreen. +Recommended process is to use specially coded MARC records as described +in link:#cat-nonphysical[section_title]. Alternatively you may add dummy +holdings to a MARC record, using the same steps as adding physical +holdings as described above. Adding dummy holdings will scope your +non-physical resources to your catalogue. If you use dummy holdings it +is important to use item barcodes from within your designated barcode +range. + +[[edit-maintain]] +Editing and Maintaining Holdings +-------------------------------- + +[[cat-copy-editor]] +Copy Editor +~~~~~~~~~~~ + +https://www.youtube.com/watch?v=zIgen-2N4PI[*Sitka Training Video - Copy +Editor (6:17)*] + +The Copy Editor is where you fill in the values for item attributes. You +will use it to create or edit items. Below tables provide detailed +description of the fields in an item record. + +The Copy Editor will display during the process of cataloguing an item +and can be accessed through Holdings Maintenance or from the Item Status +screen by choosing Edit Item Attributes from the appropriate dropdown +menu. + +screenshot of copy editor + +.Identification +[width="99%",cols="30%,42%,28%",options="header",] +|======================================================================= +|Setting |Description |Notes +|Status |Current status of the item |By default a new copy record is +assigned a status of In Process. Item must be checked in to become +Available or cataloguer can choose to change status to Available when a +creating copy record. Some statuses, such as Checked Out and On Holds +Shelf, are not editable. They can only be used by circulation functions. + +|Barcode |Current barcode of the item |The barcode cannot be updated in +the Copy Editor. See link:#cat-replace[section_title] + +|Creation Date |Date on which the item was created |This field will be +automatically filled when the record is saved. + +|Active Date |Date on which the item goes into circulation |This field +is empty if an item is created with status of On Order or In Process. It +is filled when it is checked in or out, or its status is edited to +others. + +|Creator |Username of the user who created the item |This field will be +automatically filled when the record is saved. + +|Last Edit Date |Date on which the item was last edited |This field will +be filled/updated when the record is saved. + +|Last Editor |Username of the last user to edit the item |This field +will be filled/updated when the record is saved. +|======================================================================= + +.Location +[width="99%",cols="30%,42%,28%",options="header",] +|======================================================================= +|Setting |Description |Notes +|Location/Collection |Shelving/Copy Location for the item |Shelving +locations belonging to the circulating library/branch and the +organizations on a higher hierarchal level (library system, federation, +or Sitka) are displayed in the dropdown list. Multi-branch libraries may +create system level shelving locations for all branches to share. + +|Circulating Library |Library currently circulating the item. | + +|Owning Lib : Call Number |Owning library of Call Number and Call Number +label |Call Number, aka Volume, is a separate record. Call Number cannot +be updated in the Copy Editor. See +link:#add-holdings-title-records[section_title] + +|Copy Number |The copy number of the item |This is an optional field. +Libraries may use it to identify duplicate copies under one title. +|======================================================================= + +.Circulation +[width="99%",cols="30%,42%,28%",options="header",] +|======================================================================= +|Setting |Description |Notes +|Circulate? |Indicates whether the item can circulate or not |Leave it +as "YES", unless the item is with a circulating collection (shelving +location), but should not be circulated. If the shelving location's +Circulate? attribute is "NO", this field will have no effect. But the +"NO" value in this field will block circulating when the shelving +location's Circulate? is "YES". + +|Holdable? |Indicates whether the item is holdable or not |Leave it as +"YES", unless the item is with a holdable collection (shelving +location), but holds should not be allowed on this particular item. If +shelving location's Holdable? is "NO", this field will have no effect. +But the "NO" value in this field will block holds when shelving +location's Holdable? is "YES". + +|Age-based Hold Protection |Allows libraries to restrict holds to be +picked up at a range of libraries |Sitka provides two sets of rules: +x_month_within_single_branch and x_month_among_multi_branch. The former +allows holds to be picked up at the item's circulating library only for +x months, while the latter at libraries sharing the same parent with the +circulating library, e.g. all branches of a library system or all +single-branch libraries within a federation. In general, use the former +if you are a single_branch library and want to restrict holds to your +own library, or if you are a branch of a multi-branch library system and +want to keep the holds at your own branch. Use the latter if you are a +multi-branch library system and allow items to fill holds picked up at +all your branches, but not to go out of your system. + +|Floating? |This functionality must be configured by Sitka |If Sitka has +not configured floating groups for you, leave the field blank. + +|Loan Duration |Indicates whether an item uses the Short, Normal, or +Long loan duration attached to its circulation modifier or shelving +location set up in the circulation policy. |Each circulation +modifier/shelving location may have three loan durations, corresponding +to these three values. Use 'Normal' if only one loan period is used. +Please contact Co-op support if you need multiple loan durations for one +circulation modifier/shelving location. + +|Fine Level |Indicates whether an item uses the Low, Normal, or High +fine level attached to its circulation modifier or shelving location set +up in the circulation policy. |Each circulation modifier/shelving +location may have three fine levels, corresponding to these three +values. Use 'Normal' if only one fine level is used. Please contact +Co-op support if you need multiple fine levels for one circulation +modifier/shelving location. + +|Circulate as Type |Media type |When circulation policy is controlled by +the media type in MARC records, this field can be used to override the +MARC media type for individual items. It can also be used for statistics +purpose. + +|Circulation Modifier |An identifier used for applying circulation +policies and/or statistical purposes |A shared list of circulation +modifiers displays in the dropdown list for all libraries. Each library +selects circulation modifiers to use and for each selected circulation +modifier the library may define its own circulation policy. +|======================================================================= + +.Miscellaneous +[width="99%",cols="30%,42%,28%",options="header",] +|======================================================================= +|Setting |Description |Notes +|Alert Message |This message will show up when the item is retrieved or +checked in or out | + +|Deposit? |Indicates whether the checking out item requires a deposit or +not | + +|Deposit Amount |Amount required as a deposit for the item |When the +item is checked out a bill for this amount is automatically created in +the patron account. + +|Price |Price of the item |The price entered is used when the system +generates lost or damaged bills for the item. + +|OPAC Visible? |Indicates whether the item is visible in the OPAC or +not. |Leave it as 'YES', unless the item is with an OPAC visible +collection (shelving location), but should not be displayed on OPAC. If +OPAC Visible? is "NO" for the shelving location, this field will have no +effect. But the "NO" value in this field will hide the item, if OPAC +Visible? is "YES" for the shelving location. + +|Reference? |Indicates whether the item is reference or not |This flag +can be used for setting up circulation policies or statistics purpose. + +|Quality |Indicates the quality of the item |Quality is used to +determine whether an item can be used to fill a hold. By default, only +Good items will be used to fill holds. Co-op support strongly recommends +leaving the quality of the item as Good for all items, unless you want +to block holds on the item. +|======================================================================= + +The Statistics Column is filled with the copy statistical categories +created by your library or federation. For information on creating copy +statistical categories see link:#lsa-statcat[section_title] + +[[cat-edit-holding]] +Editing holdings +~~~~~~~~~~~~~~~~ + +In Evergreen, the call number is kept in a separate record, called +volume or call number record. (These two terms are used interchangably +in this document.) Call number can not be edited on Copy Editor. Items +under the same title with the same call number share the same call +number record. Copy records and volume records can be edited at several +places. + +You may edit items and call numbers on Item Status screen if you know +the item's barcode. Go to Search > Search for Copies by Barcode F5 OR +Circulation > Show Item Status by Barcode F5 OR Cataloguing > Display +Item F5. Scan or type in the barcode. Once the item is displayed, +highlight it. + +To edit the copy record, click Actions for Cataloguers > Edit Item +Attributes. The item will be loaded into Copy Editor. Edit the fields +that you want to and click Apply after each editing. Click Modifiy Copy +when all editing is done. + +To edit the call number, click Actions for Cataloguers > Edit Volumes. +The call number is loaded in a popup window. Edit, then click Modify to +save. + +screenshot of volume editor + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Evergreen does not allow two identical call numbers for one title, one +library. You will be prompted if an existing identical call number is +detected. You may select Auto-Merge on Volume Collision checkbox to +avoid the prompt. The copies will be put under one call number. + +Since copies and call numbers are separate records, their +owning/circulating library may be different. Item's circulating library +should match where it is usually located. +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +You may edit an item and/or its call number after finding it on the +catalogue. Simply click Edit beside the barcode on the record details +screen. + +screenshot of copy editor + +You may edit call number and barcode on this screen. If you do not wish +to edit any item attribute, click Re-barcode/Update Items,otherwise +click Edit then Re-barcode to load the item in Copy Editor for further +editing. + +screenshot of copy editor + +You may edit copy and call number records on Holdings Maintenance +screen. To edit a call number, highlight the line with call number and +click Actions for Selected Rows > Edit Volumes. + +screenshot of edit volume + +To edit the copy record, highlight the line with barcode and click +Actions for Selected Rows > Edit Items. + +screenshot of eidt copy + +____________________________________________________________________________________________________________________________________________________________ +*Tip* + +You may edit multiple records of the same type displayed on the same +screen at one time by highlighting all of them using Ctrl or Shift key +and mouse click. + +screenshot of edit mutilpe records +____________________________________________________________________________________________________________________________________________________________ + +[[cat-copy-templates]] +Copy Templates +~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=KWHbgTklduU[*Sitka Training Video - Copy +Templates (3:41)*] + +link:#cat-create-template[Creating Copy Templates] + +link:#cat-use-template[Using Copy Templates] + +link:#cat-export-template[Exporting Copy Templates] + +link:#cat-import-template[Importing Copy Templates] + +Copy templates allow you to set up default values for selected item +attributes. For example, all adult fiction items use the same shelving +location and circulation modifier. You may set up a copy template for +adult fiction with the appropriate shelving location and circulation +modifier values. When you apply this template, the two fields will be +automatically filled with the default values. Use of templates enhances +item creation and helps ensure consistency in records. + +You can create a copy template directly under Admin > Local +Administration > Item Attribute Editor OR you can create a copy template +when editing an existing item record. + +On Copy Editor, select/enter value for each required item attribute +sharing the same default value and click Apply for every edit. Once +done, click Save. + +screenshot of staff client + +Enter a template name at prompt and click OK. + +screenshot of staff client + +Template is saved. Click OK. + +screenshot of staff client + +Back on Copy Editor, you can now see your new template from the dropdown +menu. Click Close to exit the Copy Editor. + +screenshot of staff client + +To use a copy template when cataloguing/editing items, on Copy Editor, +choose the template from the dropdown list as shown on the above screen +and click Apply beside it. Those fields covered by the template will +display with green coloured background. + +Templates are saved on Evergreen server, but only viewable by the staff +account that created them.  To share templates with other staff, you +will need to export them and the other staff to load them into their +accounts. + +To export copy templates, go to Copy Editor. Click on Export in the +Template line on top of the screen.  This will export all of your +templates. + +screenshot of staff client + +Select where you will save the template on your computer, name the file +and click Save. + +screenshot of staff client + +Click OK on the confirmation prompt.   + +You could email the file to others, or save it to a flash drive and pass +it to them, so that they can import the file to their Evergreen +accounts. Alternatively, your colleagues may log into Evergreen with +their accounts on your computer to import the templates. + +Load Copy Editor. Click on Import.   + +screenshot of staff client + +Navigate to where the template file is located, select it and click +Open. + +screenshot of staff client + +Choose "Yes" on the prompt to import the file. + +screenshot of staff client + +________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +If you choose "No", you will see the following prompt. The templates are +not loaded, but may show up on the template dropdwn list. Re-load the +Copy Editor. They will disappear. + +screenshot of staff client +________________________________________________________________________________________________________________________________________________________________________________ + +Click OK on the confirmation prompt. + +_____________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +When importing copy templates, existing templates will be kept, new ones +will be added to them. If a duplicate template is detected, Evergreen +will prompt you to choose whether to replace the existing one. +_____________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[batch-update-item-status]] +Batch Updating via Item Status screen +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=Ahry7DaRWyI[*Sitka Snippet Video - Batch +Update Using Item Status (3:22 )*] + +As discussed in the Circulation chapter, the Item Status (F5) screen is +a very useful interface for all library staff. Cataloguers can perform +multiple tasks from this screen. The example below demonstrates updating +shelving location on multiple items. You can batch update any editable +field in item records following this procedure. See +link:#circulation-item-status[section_title] for more details. Press F5 +on your keyboard or use the dropdown menu to access Item Status screen. +Scan all barcodes into Barcode field or use Upload From File if your +barcodes are saved in a file. Select the barcodes you wish to edit using +the Shift or Ctrl on your keyboard. Select Actions for Cataloguers > +Edit Item Attributes.  The Copy Editor window opens. Note all the +barcodes, different call numbers and shelving locations are displayed. +Select required shelving location and click Apply, just as if editing +one record. Click Modify Copies at bottom right of screen. This will +modify all the shelving locations on your selected set of items. + +[[cat-replace]] +Replacing a barcode +~~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=6BHhcjFRRs4[*Sitka Snippet Video - +Replace Item Barcode (0:58)*] + +The simplest way to replace an item's barcode is to use Replace Barcode +function on the Circulation or Cataloguing dropdown menu. You will be +prompted to enter the old barcode and then the new barcode. Replace +Barcode function is also available on Holdings Maintenance screen. + +The Edit function (the link beside item's barcode) on Record Details +screen on the catalogue allows you to update barcode, too. + +You may also replace a barcode on the Item Status (F5) screen. + +Access the Item Status screen and scan or enter the existing barcode you +wish to edit. + +Highlight the item row and select Actions for Cataloguers or Actions for +Selected Items and chooseReplace Barcode. + +image:media/edit-7.png[screenshot of staff client] + +Scan or enter new barcode and click OK. + +image:media/edit-8.png[screenshot of staff client] + +Your item is displayed on Item Status screen with its new barcode, and +the old barcode will no longer retrieve the item. + +image:media/edit-9.png[screenshot of staff client] + +[[cat-spine-labels]] +Spine Labels +~~~~~~~~~~~~ + +link:#spine-label-roll[Spine Labels - Single Label Roll] + +link:#spine-label-sheet[Spine Labels - Label Sheet] + +Open the Item Status interface. + +Circulation > Show Item Status By Barcode + +Scan the barcode(s) of all the items you would like to print spine +labels for. + +Ensure the Trim List (20 rows) box is not checked or only 20 items will +listed. + +Highlight all the line items. + +screenshot of spine labels + +Click Actions for Cataloguers or Actions for Selected Items and +choosePrint Spine Label. + +screenshot of spine labels + +Use the Spine Label settings to adjust the label to match your physical +label's dimensions. Click Re-Generate to see your changes. + +These fields are sticky by workstation so the values you set should +appear by default. + +screenshot of spine labels + +Click Preview and Print. + +Click Print Page. + +screenshot of spine labels + +Depending on your printer settings the spine labels will automatically +print to your spine label print or you will get a pop up asking you to +select a printer. + +https://www.youtube.com/watch?v=CYVJ-TBuhlA[*Spine Labels - Label Sheet +(1:40)*] + +Open the Item Status interface. + +Circulation > Show Item Status By Barcode + +Scan the barcode(s) of all the items you would like to print spine +labels for. + +Ensure the Trim List (20 rows) box is not checked or only 20 items will +listed. + +Highlight all the line items. + +screenshot of spine labels + +Click Actions for Cataloguers or Actions for Selected Items and +choosePrint Spine Label. + +screenshot of spine labels + +Click Preview and Print. + +screenshot of spine labels + +Open your spine label template in a work processor. + +Contact https://bc.libraries.coop/request-support/[Co-op Support] if you +require assistance setting up a template. + +Click inside the document so the cursor appears in the middle of the +first "box". + +In Evergreen highlight the first label and copy ( +Ctrl+ +C+ ) the text. + +screenshot of spine labels + +Paste ( +Ctrl+ +P+ ) the label into the template. + +Repeat steps 8 and 9 until all the labels appear in the template. + +Adjust the formatting, fonts, etc. of the labels as desired. + +Print the page on your label stock. + +[[cat-transfer]] +Transferring holdings +~~~~~~~~~~~~~~~~~~~~~ + +There are times when you need to move copy records from one title record +to another, or move copies from one volume to another under the same or +another title record. This lesson will demonstrate the steps required to +achieve a transfer. The critical step is to ensure that you first mark +the destination record. In some cases you may also need to first create +a volume record. Co-op support recommends you read through the process +first before starting, as each scenario has different characteristics. + +When you want to transfer all items under one call number/volume to +another title or another branch under the same title, you may use +Transfer Volume. Evergreen will transfer both call number and all copies +under it to the new title or branch. + +Find the destination or target record and go to Holdings Maintenance. +Highlight your library or branch, right click and select Mark Library as +Volume Transfer Destination. Or you may click Actions for Selected Rows +> Mark Library as Volume Transfer Destination. + +image:media/edit-4.png[screenshot of staff client] + +Find the volume record you need to transfer on Holdings Maintenance. +Highlight it, right click and select Transfer Volumes to Previously +Marked Library. + +image:media/edit-4-1.png[screenshot of staff client] + +Confirm the transfer and click Transfer. + +image:media/edit-3.png[screenshot of staff client] + +Refresh the screen to see the change, if not automatically done. + +__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +To do the transfer step, you may also find the item(s) on Item Status +(F5) screeen. Click Actions for Catalogurs > Transfer Volumes to +Previously Marked Library. Both call number and copies will be +transferred to the previously marked destination. You may transfer +mulitple records at one time by highlighting all of them. + +If the destination title/branch has a volume with the same call number +label, the copies will be merged into that volume. + +Holds under the title, volume or copy will not be transferred with the +holdings. They need to be manually transferred to the destination +record. +__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Sometimes you may need to transfer copy records only from one volume to +another, e.g. transferring a copy from reference collection to +circulating collection using a different call number, or transferring +one copy from one branch to another that already has a voume and copy. + +To transfer a copy record to another volume, find your target record in +the catalogue, and go to Holdings Maintenance screen. + +Find your target volume on the record and right-click on it and select +Mark Volume as Item Transfer Destination. Or you may select Actions for +Selected Rows > Mark Volume as Item Transfer Destination. + +Go to the catalogue and find the record containing the copy you wish to +transfer and go to Holdings Maintenance. Highlight the record you wish +to transfer. Select Actions for Selected Rows > Transfer Items to +Previously Marked Volume. Alternatively, you may do this transfer step +by scanning the item barcode into Item Status (F5)screen and making the +same choice from Actions for Cataloguers menu. The screenshot below is +from Item Status screen. + +image:media/edit-2.png[screenshot of staff client] + +Confirm the transfer details and click Transfer. + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +You may transfer multiple copies to a previously marked volume on the +Item Status (F5) screen by scanning all copies into the screen, +selecting all to highlight, then choosing Actions for Cataloguers > +Transfer Items to Previously Marked Volume.  +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Sometimes you may need to transfer copies only to a title/branch that +does not yet have a volume record or you wish to use a different call +number label. For example, you want to transfer one of the two copies +from one branch to another that does not have a copy. In this scenario +you will need to first create a zero copy volume record (a volume record +without any copy record under it) on the destination library/branch. + +Find the destination record in the catalogue and go to Holdings +Maintenance. Highlight the library/branch and right click to select Add +Volumes or select Actions for Selected Rows > Add Volumes + +Add your call number without a barcode, then click either Create with +Defaults or Create then Edit to create the volume record. + +Back on Holdings Maintenance screen, highlight this volume record and +Mark as Item Transfer Destination as described above. + +Find the copy record to be transferred either via Holdings Maintenance +or Item Status screen as above described, and select Transfer Item to +Previously Marked Volume. + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Depending on your workflow, you can use the transfer function to +transfer Pre-Cat records to MARC records. You may need to first create a +volume record on the destination title record, or at minimum mark a +volume as Item Transfer Destination, then go to Item Status (F5) screen +to transfer your Pre-Cat item to the destination record. + +You may edit the Circulating Library field on Copy Editor to move a copy +to another branch. But the call number's owning library will remain +unchanged. On Holdings Maintenance screen, the item will be displayed +under the call number's owning library. +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[cat-del-holdings]] +Deleting holdings +~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=7fFNsdy1Ktg[*Sitka Snippet Video - +Delete Copies Via Item Status (3:35)*] + +https://www.youtube.com/watch?v=1GMSj74nCqU[*Sitka Snippet Video - +Delete Copies Via Copy Buckets (3:20)*] + +When adding items to the catalogue, you need to have a bibliographic +record first, then you create a volume and copy record. When you delete +holdings you need to follow the reverse order. You need to delete copy +records first. By design and Sitka's configuration, Evergreen will also +attempt to delete the volume and bibliographic record. These records +will be deleted if they are not used by other copies/volumes. If you +delete your library's last copy, the volume record will be deleted +together with the copy. If this is also the last copy for the title (no +other libraries have a copy), the bibliographic record will be deleted, +too. So for most cases, you just need to delete the copy records only. +If possible, Evergreen will delete the volume and bibligraphic records +automatically. Occasionally you may want to delete an "orphan" volume +(without any copy) or bibliographic (without any volume) record. + +If you have the item in hand, the quickest way to delete an item is to +scan the item into Item Status screen, accessible a couple of ways. + +Select Search > Search for copies by Barcode, or select Cataloguing > +Display Item (B), as shown here. Alternatively, press F5 on your +keyboard. + +screenshot of staff client + +Select the item (s) and choose Actions for Cataloguers > Delete Items. + +Click OK. + +screenshot of staff client + +In this example the alert for last copy is configured. Make appropriate +choice based on workflow. + +screenshot of staff client + +Click OK. Item, volume and MARC record are all deleted in this example, +because there was only one copy and volume record attached to this MARC +record. + +screenshot of staff client + +You may also delete copy records from the Holdings Maintenance view. + +Find the title on the catalogue and display it on record details screen +by clicking the title link on the result list. + +Select Actions for this Record > Holdings Maintenance + +Click on your item barcode row and select Actions for Selected Rows > +Delete Items. Note that in this example there are 11 consortial items +attached to this MARC record. + +screenshot of staff client + +Confirm deletion at prompt by clicking Delete. Item is deleted. In this +case your library’s volume record is also deleted, as Evergreen has been +configured to do so. This Sitka wide setting helps keep the consortial +database free of orphaned volume records. The MARC record, with other +consortial holdings, is left intact. + +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +If the item being deleted is the sole copy on this MARC record, the +volume and MARC record will be automatically deleted as explained above. +If you have Evergreen configured to alert on last copy, +link:#lsa-library-settings[Alert on empty bib records], the alert would +be presented. The alert and the effect of deleting the sole copy on a +MARC record are not affected by how you delete the last copy. + +You may also delete copy records by utilizing buckets. The advantage to +this method is that you can keep a record of items deleted by not +emptying or deleting the bucket. Please see +link:#working-copies-copybucket[section_title] for more information. + +It is Sitka best practice to review status and owning library of items +to be deleted. Co-op support recommends you do this by configuring the +column picker, see link:#start-column-picker[Column picker], to display +status field and owning library field. If an item is not in an ideal +state for deleting, for example checked out, you should not delete the +item until that status is resolved. Mis-scans can result in another +library's item presented on your screen. Confirming owning library is +correct will prevent errors. Careful review of your screen for duplicate +scans is also recommended. + +Transferring your last copy on a bibliographic record to another volume +record on a different bibliographic record will also automatically +delete your original volume record, due to the Sitka wide configuration +mentioned above. If your volume and copy were the last holdings attached +to the original bibliographic record, the bibliographic record is also +deleted upon item transferring. +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Occasionally you may want to delete a volume record without copies +attached to it. For example, you may have created a volume record, but +did not add a copy to it. To delete it, you need to find the title. Go +to Holdings Maintenance. Highlight the "orphan" volume record, select +Actions for Selected Rows > Delete Volumes. If this is the last volume, +the bibliographic record will be deleted, too. + +You may have created/imported a MARC record, but did not use it for your +copy. In such a scenario you may delete the record. Find the title on +the catalogue, select Actions for This Record > Delete Record. The +record will be deleted. + +If you do not see any copies under the record, but are prompted that the +record can not be deleted, very likely there are "orphan" volume records +still under the title. You need to go to Holdings Maintenance to locate +and delete the volume records. The MARC record will be deleted when you +delete the last volume. + +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Deleted MARC records can be retrieved and undeleted if you know the +record's database id. Go to the dropdown menu Cataloguing > Retrieve +Title via Database ID. Type in the record id. Once the record is +displayed (with red coloured background), select Actions for This Record +> Undelete Record to undelete it. + +Co-op support regularly cleans up volume records without copies and +bibliographic records without copies or volumes. +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[copy-alert]] +Copy Alerts +----------- + +This lesson explains when you might use a copy alert, how to create one +and how to remove one.  It also illustrates what copy alerts look like +in the Item Status screen, at checkin, and checkout.   + +Copy alerts are a useful type of alert for a physical copy of an item. + For example, you might create a copy alert when one piece of a +four-part kit is missing.  You might use a copy alert when you are +checking out an item to a patron and notice that the spine label needs +to be replaced.  You might create a copy alert when you notice that an +item has been damaged. When the item is checked in or out, the alert +will pop up on the screen. + +Select Search > for copies by Barcode, or use the keyboard shortcut F5. + +screenshot of staff client + +Scan in the item barcode. + +screenshot of staff client + +Select the row, and under Actions for Selected Items, select Edit Item +Attributes. + +screenshot of staff client + +The item will be loaded into Copy Editor. Add an Alert Message, click +Apply and Modify Copies. + +screenshot of staff client + +________________________________________________________________________________________ +*Tip* + +Copy alerts must be manually removed.  Follow the same process to remove +a copy alert.   +________________________________________________________________________________________ + +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +It is possible to add or remove copy alerts to multiple items by +scanning them into the Item Status screen.  At Step 3, instead of +selecting one item, you can select all of the items you wish to change +by highlighting the first item in the list, holding down the Shift key +and clicking on the last item.  To select several, non-sequential items, +hold down the Ctrl key and click on the items you wish to select.   +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +If you scan this item in the Item Status screen, you will see the copy +alert. + +screenshot of staff client + +When this item is checked out, the copy alert will look like this: + +screenshot of staff client + +When this item is checked in, the copy alert will look like this: + +screenshot of staff client + +[[copybucket]] +Copy Buckets +------------ + +https://www.youtube.com/watch?v=4W-zw-jieos[*Sitka Snippet Video - Copy +Buckets (3:48)*] + +Buckets is the name for a batch change functionality in Evergreen, or +for a function that groups records in one place.  Batch changes allow +you to group together many records and enact changes on them all at +once, instead of individually editing them. Buckets can also be used to +create pull lists. Buckets allow you to track and work with your +materials in arbitrary ways and more easily collaborate with others. + +This chapter will demonstrate a variety of ways in which you can manage +your copies with Buckets. + +Currently there are copy and title record buckets. You may work on copy +records with Copy Buckets and MARC records with Record Buckets. + +Some possible uses for buckets are batch editing items, deleting items, +and grouping like items temporarily to change their status or to create +bibliographies and pull lists. While you can batch edit records a +variety of ways in Evergreen, using common Windows functions such as +select all and edit, buckets are useful for keeping records together +over a period of time. For example, if you scan 20 items into the Item +Status screen you can batch edit or delete from there by selecting all, +but you have to enact those changes right then while records are all +together on the screen. By utilizing Evergreen’s bucket functionality, +you can create a bucket and add records to that bucket, and they stay +there until you are ready to work with them, whether that be immediately +or days later. Adding items to a bucket is like creating and saving a +query. The record being in a bucket does not affect normal library +functions such as circulation, as being in a bucket is not a status. + +Buckets can be shared or private, and are associated with a login. + +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Deleted records are not automatically removed from buckets. It is +recommended that you always display Deleted? field in Bucket View. + +When a bucket is retrieved, all information about the records in it is +transferred to the workstation. It consumes the computer's resources. It +is recommended that a copy bucket contain no more than a few hundred +records. +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[bucket-add-copy]] +Adding Copy Records to Copy Buckets +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +You may create a copy bucket by going to the dropdown menu Edit > Copy +Buckets. Click New Bucket. You may also create a new bucket when +attempting to add an item to a bucket. + +image:media/bucket-27.png[screenshot of staff client] + +To add items to a bucket, select or create a bucket in the Bucket View +first. Scan item barcodes into the box in the Pending Copies pane shown +on the above screen. Select Add All or Add Select to move pending items +to the selected bucket in the lower pane. Use Ctrl or Shift with mouse +clicking to select multiple items. + +Copy record is now in the selected bucket. + +screenshot of staff client + +You may also add copy records to a bucket when they are displayed on +some other screens, such as Holdings Maintenance, Item Status, Check In +and Items Out in patron accounts. Add Items to Buckets is included in +the actions list on these screens. + +To add a copy record to a copy bucket from the Holdings Maintenance +screen, highlight the item and choose Actions for Selected Rows > Add +Items to Buckets. + +screenshot of staff client + +You can either add to an existing bucket, or a new bucket. + +screenshot of staff client + +To add copy records to a copy bucket on the Item Status (F5) screen. +From the Item Status screen select required record(s) and choose Actions +for Cataloguers > Add to Item Bucket, as shown below, or choose Actions +for Selected Items > Add to Item Bucket. + +screenshot of staff client + +__________________________________________________________________________________ +*Tip* + +You may highlight multiple items and add all of them to a copy bucket at +one time. +__________________________________________________________________________________ + +[[working-copies-copybucket]] +Working with Copies in a bucket +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Once you have your records in a bucket there are a variety of functions +you can do from within that bucket. + +One of the most common functions is to batch edit records. This example +demonstrates batch editing the shelving location of a handful of copy +records. + +Access your Copy Bucket view by choosing Edit > Copy Buckets, or +Cataloguing > Manage Copy Buckets. + +Select appropriate bucket from drop down menu. + +screenshot of staff client + +When bucket is displayed, click Edit Item Attributes. + +screenshot of staff client + +The Copy Editor window opens. Note all the barcodes, different call +numbers and shelving locations are displayed. + +screenshot of staff client + +Select required shelving location and click Apply, just as if editing +one record. + +screenshot of staff client + +Click Modify Copies at bottom right of screen. + +screenshot of staff client + +All your items’ shelving locations have been changed. + +screenshot of staff client + +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +This screenshot shows some of the other functions you can do from within +a Copy Bucket. If you are deleting items it is good practice to display +Item Status field from the link:#start-column-picker[Column picker,] and +confirm suitable status of items to be deleted. + +screenshot of staff client +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[copybucket-remove-record]] +Removing a Copy from a Bucket +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +To remove a record from a bucket, on Bucket View, select the item and +click Remove Selected from Bucket. + +screenshot of staff client + +You may move some items to the pending area by selecting them and +clicking Add Selected beside Remove Selected from Bucket. You may +temporarily remove these items from the bucket to apply changes to the +remaining items, then move these items back to the bucket once the +editing is done. Or you may retrieve another copy bucket and add the +items to it. + +[[copybucket-retrieve-shared]] +Retrieving Shared Buckets +~~~~~~~~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=KX3EmaiY4Og[*Sitka Snippet Video - +Shared Buckets (2:00)*] + +Access copy bucket management screen by going to Edit > Copy Bucket. + +In drop down menu beside Choose a bucket… select Retrieve shared bucket. + +screenshot of staff client + +Enter bucket number as told to you by the bucket creator and click OK. + +screenshot of staff client + +The requested bucket is displayed. Note bucket number and owning library +is displayed. + +screenshot of staff client + +You are now able to work with the records in the bucket. + +_______________________________________________________________________________________________________________ +*Tip* + +Bucket numbers are assigned by Evergreen. Bucket number and owner are +displayed whenever a bucket is retrieved. +_______________________________________________________________________________________________________________ + +[[import]] +Adding Bibliographic Records to the Database +-------------------------------------------- + +When there is no matching MARC record for your item, you may import one +from the Z39.50 sources or the files supplied by your vendors. Or you +may create a new MARC record if you can not find one from other sources. + +[[MARC_Z39.50]] +MARC Records via Z39.50 Interface +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=nkjOfMfUyFc[*Sitka Training Video - +Z39.50 (5:20)*] + +It is good practice and Sitka policy to check the Evergreen database for +existing records before importing a record. You may search the catalogue +first. Or you can configure the Z39.50 screen to search the Evergreen +database as well as multiple Z39.50 targets at once. If searching +Evergreen via the Z39.50 screen and you find a record, it is best +practice and Sitka policy to then find that record in the catalogue and +attach your holdings to it. If you have confirmed that there is no +record in Evergreen that matches the item in your hand, but have found a +record in another database, simply import the new record into Evergreen +and then attach holdings. + +[[Import_Z39.50]] +Importing Records via Z39.50 Interface +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +To access Z39.50 interface, select Cataloguing > Import Record from +Z39.50 + +screenshot of staff client + +Select single or multiple pre-configured Z39.50 targets from the list. +Note that most free targets do not have a User name or Password field. +Some free targets and the subscription services held by some Sitka +libraries require login. Once you have made your choices, click Save as +Default to save the services you usually search and any user names and +passwords you have entered. They will be automatically selected the next +time you open the Z39.50 screen. + +screenshot of staff client + +Fill in preferred search criteria and click Search. Note that the active +search fields will change depending on the targets you select. Different +targets may support different search types. For instance, Keyword and +Subject will only be active if the local catalogue is selected. When you +select multiple targets to search, an active box may apply to only one +target. + +screenshot of staff client + +Search results are displayed in the lower pane. You may click on Hide +Top Pane to make more space for the result list. You may Fetch More +Results, if applicable. Information about each retrieved record appears +on a separate summary line, with various columns of information. If a +cover image is available, it will display as well. The Service column +indicates where the record was found. If “native-evergreen-catalog” is +listed in this column, the record is in Evergreen. You may view MARC +records, choose to import or overlay MARC records. This example +demonstrates importing a record. + +To import a record, choose the record from the results list that you +would like to import. You should view the record first by choosing MARC +View. When you are sure you have chosen the correct record to import, +click Import. + +screenshot of staff client + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Sitka has profiled certain fields, primarily 9xx fields, to be +automatically stripped when records are imported through Z39.50. The +default fields that are stripped are 906, 923, 925, 936, 948, 955, 959, +963. Please contact Co-op support if you would like to see additional +fields automatically stripped. +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +The record opens in the MARC Editor. From here you can edit fixed and +bibliographic fields. Note that you may also select Fast Item Add and +input call number and barcode data from this screen. Once your edits are +complete, click Import Record. + +screenshot of staff client + +Copy Editor will be loaded for you to edit the item record. + +Once the item record is saved, the imported MARC record and the newly +created item record will be displayed on Record Details screen. + +If you did not utilize Fast Item Add as described above, the Copy Editor +will not be loaded. Instead, the newly imported record will be displayed +in a new tab. You may now attach holdings as described in +link:#add[???]. + +[[Overlay_Z39.50]] +Overlaying Records via Z39.50 Interface +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +There are times when it is necessary to overlay an existing MARC record +in Evergreen with a better MARC record from a Z39.50 target. This lesson +will demonstrate the steps required to achieve an overlay. Overlaying a +MARC record replaces an existing MARC record and leaves all holdings, +and corresponding holds, active circulations, bills, and fines intact. +As overlay affects all libraries sharing a MARC record it is critical +that this procedure be done judiciously and correctly. Please refer to +Sitka’s cataloguing policy, Co-op support, or your library’s cataloguing +mentor, if in place, for more information about this process and its +effect on the shared database. + +You must first identify the MARC record in Evergreen, which you wish to +be overlaid. You do this by “marking” it for overlay. The +marked-for-overlay effect is temporary for a login session, and only one +record at a time can be marked. When you mark another record, the +previous record is unmarked. Once a record is marked, it stays marked +until it is overlaid, or another record is marked, or you log out of +Evergreen. Therefore, you can mark and overlay one record at a time, +following through the entire process to completion before moving on to +another record. + +Select Cataloguing > Search the Catalogue, Search > Search the Catalogue +or press F3 to search Evergreen for the record that needs to be +overlaid. It is best practice to start with a fresh search screen so +that all prior searches are cancelled. This ensures the correct title +record is opened and marked. + +Click on title link to display the record details. It is important that +you ensure the record is fully loaded on screen and displaying title +information for the correct record in the top Record Summary area. + +Select Actions for this Record > Mark for Overlay. Record is now +“marked”. You will see "Record with TCN xxxxxxxx Marked for Overlay" +displayed at the bottom of the screen. + +staff client screenshot + +https://goo.gl/kMu9iX[*Sitka Snippet Video - Overlay via Z39.50 (4:23)*] + +Go to Import Record from Z39.50 to find a target record as described in +link:#Import_Z39.50[section_title]. This record should be a fuller and +better catalogued record than the one you are overlaying. You may select +potential records on the list based on the summary. Click on MARC View +to see the full MARC record. Go back to Result View to highlight your +selected target, then click Overlay. You are then given the opportunity +to edit the record before overlaying. + +screenshot of staff client + +The record opens in the MARC Editor. From here you can edit fixed and +bibliographic fields. Note that you may also select Fast Item Add and +input call number and barcode data from this screen. Once your edits are +complete, click Overlay Record. Below screen shows the MARC record in +Flat Text Editor. + +screenshot of staff client + +Next, you are asked to confirm that the marked record is the one you +want to overlay. You can view the record at this time. Confirm that this +is the correct record by clicking Overlay. + +screenshot of staff client + +You have successfully overlaid the record. The Copy Editor will be +loaded if you have chosen to Fast Add Item, or you will see the +bibliographic record displayed in a new tab. + +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +You may search the Evergreen database by searching Local Catalogue on +the Z39.50 interface. On the result list, you may highlight a record and +mark it as the overlay target by using the Mark Local Result as Overlay +Target button. Before you do so, you need to view the full record to +make sure this is the correct record to be overlaid. If you wish to +check holdings, you may use the Show in Catalgoue button to display the +record in the catalogue in a new tab. +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +If the record that you wish to overlay contains local information, e.g. +tag 590 or 690, you need to manually add these tags to the record you +intend to import. You may add the tags before overlaying. Or, you may +import the record first, then merge the two records. When merging the +records, the two records will be displayed side-by-side on screen, which +makes it easier to copy over the local tags from the non-lead record. +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[marc_batch_import]] +MARC Batch Import +~~~~~~~~~~~~~~~~~ + +[[upload-marc-import]] +Import MARC Records +^^^^^^^^^^^^^^^^^^^ + +If the title records you need are not already in the Evergreen database +it is possible to upload vendor-supplied MARC files into Evergreen. Each +file may contain one or more MARC records. During the uploading process, +Evergreen matches each record in the file with existing records in +Evergreen based on pre-defined match points called Record Match Sets. +Records without matches may be imported directly into the catalogue. +Records with matches must be examined by cataloguers. Due to the nature +of Sitka's shared database, the Co-op suppport strongly advises against +allowing Evergreen to select a merge target and cautions you to adhere +to instructions for selecting a match as outlined in this chapter. + +During the importing process, all records in the file are first uploaded +to the server and kept outside the catalogue as a queue, which is +viewable on the MARC Batch Import/Export > Inspect Queue screen. +Cataloguers can view both the incoming and existing matching records to +decide which one to use. You may merge the records with either the +incoming or existing record as the lead while keeping some MARC tags in +both records. Overlay/Merge Profile decides how two records are merged. + +_______________________________________________________________________________________________________________________________________________________________ +*Caution* + +Do not load a MARC file of more than 1000 records, as the importing +process can time out. If you have more than 1000 records, please break +into multiple files. +_______________________________________________________________________________________________________________________________________________________________ + +Holding records can be created if the incoming MARC records contain +holding information in pre-defined format. Contact Co-op support about +the acceptable format if you want to load holding records. + +All records in a queue can be exported to a CSV file or printed in +non-MARC format (emailing is not available yet). All records imported +from a single queue can be added to a Record Bucket. + +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +There are some settings, namely Record Display Attributes,Record Match +Sets, Merge/Overlay Profiles and Import Item Attributes on this screen +that are reserved for Sitka server administration. You should not +attempt to edit them as they affect all bibliographic records. + +Record Display Attributes set what fields will display on Inspect Queue +screen, once a file of records have been loaded. Important descriptive +MARC tags and control numbers are selected to display. + +Record Match Sets are profiles set up by Sitka to allow for different +match points to be used when loading records. The default profile is +SitkaMatch. It matches on the 901c (record id), 010a (LC Control +Number), 020a (ISBN), 022a (ISSN), or 035a (System Control Number). It +is used in the majority of record loads. The other profiles are only +used to load special records. Please contact Co-op support for which +profile to use if your records require a set of different match points +to load. + +Merge/Overlay Profiles control how the incoming and existing MARC +records are merged. Two profiles have been created for all Sitka +libraries to use: Merge Using INCOMING Record and Merge Using EXISTING +Record. + +* Merge Using INCOMING Record: all tags in the INCOMING record will be +brought into the final record. Tags: 092, 590, 595, 690, 852 and 856 in +the ORIGINAL record will be preserved in the final record. The rest will +be removed. +* Merge Using EXISTING Record: all tags in the ORIGINAL record will be +kept. Tags: 092, 590, 595, 690, 852 and 856 in the INCOMING record will +be brought into the final record. The rest will be removed upon merge. + +These profiles ensure local data in these six fields in a merged MARC +record is never overwritten, and holding records (in tag 852) can be +loaded to either the existing MARC record or with the incoming record. + +Import Item Attributes are profiles set up by Sitka to allow importing +of item records with vendor supplied MARC records. The vendor will need +to send item level information in a local MARC tag and subfields (eg. +9xx or 852), and this information can be mapped into item records when +the bibliographic records are loaded. Please contact Co-op support if +you are interested in loading item records with your bibliographic +records. +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[importing_upload]] +Uploading MARC Record Files +^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Select Cataloguing > MARC Batch Import/Export + +MARC batch import interface + +The MARC File Upload screen opens. + +You may create a new queue for the file you are to upload or append the +file's records to an existing queue. To create a new queue, type in a +name for your file in the box beside Create a New Upload Queue. To +append records to an existing queue, choose a queue from the dropdown +list beside Add to an Existing Queue. + +________________________________________________________________ +*Caution* + +Do not use "/" or "\" (slash or backslash) in import queue name. +________________________________________________________________ + +MARC upload interface + +Leave SitkaMatch in Record Match Set box. + +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +The NoMatch profile matches records on tag 901$c only, and should only +be used after a false match is detected using SitkaMatch as described +below. Sitka cataloguing policy strives to avoid record duplication so +Sitka policy requires batch imports use SitkaMatch first. +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Choose a Holdings Import Profile from the dropdown list if your MARC +records include holdings information and you wish to load it. + +______________________________________________________________________________________________________________________________ +*Caution* + +You need to contact Co-op support for holding information format before +asking your vendors to include it in the MARC records. +______________________________________________________________________________________________________________________________ + +Select a Record Source from the dropdown. The default is oclc, but +choose the one that best matches your file (eg. ULS, Whitehots etc.) +Contact Co-op support if you need to load records for non-physical +items, such as an e-record collection like ebrary. + +You do not need to choose a Merge Profile now. + +Check Import Non-Matching Records box to automatically import records +without matches into the catalogue. + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +Co-op support strongly advises that you do not select other import +options. These options allow Evergreen to automatically merge records +before you inspect them. It is best practice to inspect the potentially +merged records first. +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +If you want to view your incoming records first without importing any, +you may leave Import Non-Matching Records box unchecked. You will be +able to view all records in the file on Inspect Queue and import +all/selected records with/without matching records there. +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +You do not need to select any of the checkboxes in Copy Import Actions +now. + +Click Browse... to choose the source MARC file on your computer, then +click Upload. Depending on the size of the file, it may take a while for +the uploading to finish. Once it is finished, records will be displayed +in Inspect Queue view. You may continue to examine and import records in +the queue as described below. Or you may come back later to find the +queue to examine and import the records. + +______________________________________________________________________________________________________________________________ +*Tip* + +Records in a queue are saved on the server, but outside the catalogue. +By importing, you bring the records into the catalogue. +______________________________________________________________________________________________________________________________ + +[[importing_merge]] +Importing and Merging Records from Queues +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +If you want to import records from MARC files already uploaded, go to +Cataloguing > MARC Batch Export/Import, then click Inspect Queue. Click +the queue that you wish to examine and import records from. The Queue +Summary screen will open. + +If you continue to import records right after uploading the MARC file, +the Queue Summary screen is loaded after you upload the file. + +The Queue Summary shows the total number of MARC records in the queue, +and items contained in these records, if any, how many of them have been +imported, and how many of them encountered an error when Evergreen +attempted to import them. + +Queue Filter allows you to display only the selected type of records in +the table below. + +A selected number of records (10, 20, 50, 100) are displayed per page. +Use the dropdown list beside Records per Page to select your preferred +number. Use Previous and Next to flip over the page. + +The records in the queue can be exported in non-MARC format via the +method selected from the Export Queue As dropdown list. (Exporting via +email is not currently functional.) + +If you imported items with the MARC records, you may view them by View +Import Items. + +You may export non-imported records to a MARC file by clicking Export +Non-Imported Records. You may work on these records and load them later. + +You may add all imported MARC records in the queue to a Record Bucket by +using Copy to Bucket. + +MARC upload interface + +You can view both incoming and existing match records, if any, to +determine which record to use. The links in View MARC column lead you to +the incoming records, while records in the Matches column link to +existing records. A blank in the Matches column means no match record +has been found. + +Click the blue coloured View MARC link to view the incoming record. You +may edit it before importing by clicking Edit. Once editing is complete, +click Save Changes. Click Return to go back to the Record Queue screen. +MARC upload interface + +On Record Queue screen click the blue coloured Matches link to view the +match record. This takes you to the following Import Matchesscreen. + +On the Import Matches screen, you will see the match record's ID number +and some non-MARC information. Click View MARC. The existing MARC record +is displayed in view mode. You can not edit it. Once done, click Return +to go back to the Import Matches screen. MARC upload interface + +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +Match Score is the total score from all matched fields specified in the +Record Match Set. + +This list shows the matching points and the scores assigned to each +point of SitkaMatch. Match scores are used to indicate how well two +records are matched. For example, if two records contain the same value +in tag 901$c, highly likely they are matches. So tag 901$c is assigned a +very high score. If the incoming and existing records match on tag 010$a +and 020$a, the match score will be 600. + +image:media/upload-7.png[MARC upload interface] +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Upon inspecting both incoming and existing record(s), if the match +record is a true match but a brief record, you may mark the match MARC +record as a merge target by selecting the checkbox in front of the +record in the Merge Target column. Click Back to Import Queue once done. + +image:media/upload-7a.png[MARC upload interface,scaledwidth=80.0%] + +If the match record in Evergreen is a true match but a full record, +Sitka policy requires you to use the existing record instead of +importing another. Do not import the record. + +However, if the incoming record contains local information in tags 092, +590, 595, 690, 852 or 856 that you want to bring into the existing +record, such as loading holding records to existing MARC records, you +need to mark the match record as a merge target. In this scenario you +would use the Merge Using EXISTING Record merge profile as described in +next step. If you are interested in loading holdings/item information, +please contact Co-op support to set it up. + +If you have marked a merge target, the record is shown as selected once +you are back on the Record Queue screen. + +You may inspect other records on the list. Once finished inspecting the +list, click Import Selected Records under Queue Actions. + +image:media/upload-8.png[MARC upload interface] + +You are prompted to select import options. Make your choices and click +Import. + +MARC upload interface + +For Merge Profile, choose one of the following based on which record +should be the lead. + +* Merge Using INCOMING Record: uses the incoming record as the lead. +Information in existing record in tags 092, 590, 595, 690, 852 +(holdings) and 856 will be kept. +* Merge Using EXISTING Record: uses the existing record in the catalogue +as the lead. Information in the incoming record in tags 092, 590, 595, +690, 852 (holdings) and 856 will be kept. Use this profile when you +attach holdings in your MARC file to existing Evergreen MARC records. + +If you have marked a merge target, you do not need to select any further +import options. The marked target will be merged. If you have not +already imported non-matching records you can now select Import +Non-Matching Records. + +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Merge On Exact Match (901c), Merge On Single Match, and Merge On Best +Match are designed to allow Evergreen to programmatically select the +best match. Due to the nature of Sitka's shared database, Sitka support +strongly advises against allowing Evergreen to select a merge target and +cautions you to adhere to instructions for selecting a match as outlined +above. +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Do not use Best/Single Match Minimum Quality Ratio or Insufficient +Quality Fall-Through Profile at this time. + +If you have On Order brief item records and wish to overlay them with +full item records loaded via the MARC records, you need to select +checkbox Auto-overlay On-order Cataloguing Copies. Evergreen will +overlay the items having matching circulating library and On-order +status. + +If you load items for multiple branches or a branch other than your +working location, you need to select checkbox Use Org Unit Matching in +Copy to Determine Best Match, too. + +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +The option Auto-Overlay In-process Acquisitions Copies should only be +used if you are working with on-order line items created in the +Acquisitions module. For more details please see +http://docs.sitka.bclibraries.ca/Acq/current/html/copy_overlay.html[Auto-Overlay +In Process Acquisitions Copies] +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Once the records are imported, the display is back on Queue Summary +screen. You will see the Import Time column is filled in for the +selected records. The imported record id is displayed in Imported As +column. + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +A record can be imported only once. + +Sitka has profiled certain fields, primarily 9xx fields, to be +automatically stripped when records are imported through Batch Import. +The default fields that are stripped are 906, 923, 925, 936, 948, 955, +959, 963. Please contact Co-op support if you would like to see +additional fields automatically stripped. +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[inspect-queue]] +Managing Queues +^^^^^^^^^^^^^^^ + +Click Cataloguing > MARC Batch Import/Export. The default screen is +Import Records. Click Inspect Queue tab to manage and view existing +queues used in MARC Batch Import. + +Under Inspect Queue you can click on an existing queue to view and +import records that have already been queued for importing or simply +view records that have already been imported. + +To manage the queues, you can batch delete from the Inspect Queue +interface by checking the box in front of the queue name and then +choosing Delete Selected. + +Inspect Queue interface + +[[cat-minimum-MARC]] +Sitka’s Minimum MARC record +~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +As there is an approved minimum level for original MARC records, the +following may assist you when creating original MARC records in +Evergreen. For more detailed information on MARC standards, the Library +of Congress has the authoritative website at http://www.loc.gov/marc/ + +Here is an example of a MARC record that meets and exceeds minimum +cataloguing standards for a book in a series.   + +screenshot of staff client + +*Standard Numbers.* + +_010_ Library of Congress Control Number (LCCN) is the control number +for MARC records distributed by the Library of Congress. Can often be +found in the Cataloging in Publication (CIP) information on verso page +of a book. Can be useful searching number. + +_020_ International Standard Book Number (ISBN) is a unique number +assigned to items by publisher. Can be 10 or 13 digit number. Sitka +support and training team recommend searching Evergreen and Z39 targets, +by both numbers, if present on item, before proceeding to original +cataloguing. When cataloguing an item, if both numbers are present, +enter both in separate _020_ tags. + +_022_ International Standard Serial Number (ISSN) is a unique number +assigned to a serial title. + +_024_ Universal Product Code (UPC) is a twelve digit number often +assigned to sound recordings and videos. + +_028_ are Publisher Control Numbers, formatted numbers used for sound +recordings, printed music, and videorecordings. + +*Classification Numbers.* + +Evergreen does not display call numbers from the shared MARC record, but +the data is useful for searching, matching, and assessing quality of a +MARC record. Evergreen uses each library’s volume record for local call +number display, and will give you the option to auto-fill your number +from the MARC record if you want to use that call number as yours. + +_05X_ are standard classification (call) numbers that are, or can be, +present in a MARC record. The most common are the __050__, which is the +Library of Congress Classification Number (LCC), assigned by the Library +of Congress, and the __055__, which is the Canadian LCC. + +_082_ is the Dewey Decimal Classification number (DDC). + +_090_ and _092_ are tags reserved for a library’s local call number. +This data is not used by Evergreen for call number display, but you will +often see data there from a different library whose system may use the +MARC record for call number display. + +*Title.* + +_245_ tag contains all the important title information and General +Material Designations (GMD). _245_ subfields _a_ and _b_ are title and +sub-title respectively, _245c_ contains the statement of responsibility, +and _245h_ is for approved GMDs. Note, for RDA records, the GMD is no +longer used; instead the tags of 336, 337 and 338 are used (see below). + +*Edition Statement.* + +_25X_ tags contain important descriptive information about the item +being described. This information includes edition statement, imprint +and other publication source information. + +*Publication Information.* + +_260_ tag and subfields __a__, place of publication, __b__, name of +publisher, and __c__, year of publication, contain critical publication +information and should be as complete as possible. When assessing record +matching the _260_ tag should always be considered. Note, for RDA +records, the 264 tag (with a second indicator of 1) most often is used +instead of the 260. + +*Physical Description of Item.* + +_300_ tag is used to physically describe an item as completely as +possible. + +*Content, Media and Carrier type (RDA only).* + +_336, 337, 338_ tags are used for RDA records only. The fields of +content, media and carrier collectively replace the GMD (245$h). For +336, subfield $a is content term and $2 rdacontent. For subfield 337, $a +is media term and $2 is rdamedia. For 338, $a is carrier term and $2 is +rdacarrier. http://www.loc.gov/standards/valuelist/index.html[See here +for appropriate RDA terms.] + +*Series Information.* + +_440_ and _490_ are used to describe relevant series.  __440__ was +officially made obsolete in 2008, but you will still find it used in +records that predate 2008, but for correct, current  series cataloguing +use the _490_ tag. + +*Notes.* + +_5xx_ tags are useful, keyword searchable notes tags, which assist in +description and retrieval of items. Use the _500_ tag for a note that +cannot be placed in any other _5xx_ tag as per MARC standards. + +*Subjects.* + +_6xx_ contain subject headings that follow standards for personal, +topical, geographical, and genre terms. Use _690_ for local, +non-standard subject headings. + +Hovering your mouse over a MARC tag in MARC Edit view presents a short +description of the tag and its intended use. You can also hover over a +subfield and retrieve textual information about the subfield’s intended +use. + +screenshot of staff client + +[[cat-new-MARC]] +Creating New MARC Records +~~~~~~~~~~~~~~~~~~~~~~~~~ + +It is best practice, and Sitka policy, to search Evergreen, Z39.50 +sources, or, in some libraries, a vendor file of MARC records, before +using a MARC record template for original cataloguing. You can create +new MARC records in Evergreen by using MARC templates that exist in +Evergreen. Original cataloguing should be done in Evergreen only if +there is no record available in any of these previous sources. + +For information about working with MARC records see link:#marcedit[???]. + +To access MARC templates select Cataloguing > Create New Marc Record. + +screenshot of staff client + +The MARC Template screen opens. Click into drop down menu field to see +available templates. Note you can select a workstation default here. +Templates are available for book, music, audio, video and serial and are +in both the AACR2 and RDA standards. + +screenshot of staff client + +Select appropriate template and click Load. + +screenshot of staff client + +A blank MARC record will load. In this example we have chosen a book +template so MARC leader coding is for textual materials. + +screenshot of staff client + +Complete the MARC record as per Sitka policy. You can add and delete +tags and subfields as required. See link:#marcedit[???]. + +Click Create Record. + +The record is created and will open up in your tab in the current +default view. If you did not utilize Fast Item Add, you may now attach +holdings as described in link:#add[???]. + +[[cat-nonphysical]] +Cataloguing non-physical resources +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Ordinary bibliographic records are only visible in the OPAC when +holdings records are attached, but it is also possible to catalogue +non-physical resources such as websites, online journals, or +downloadable audiobooks. The steps below describe how to catalogue a +non-physical resource so it appears in OPAC searches. + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +These instructions are for adding individual records. To upload a batch +of records (e.g. from an e-book subscription) please contact Co-op +support. For libraries that subscribe to _OverDrive_ Co-op support +creates and updates bibliographic records automatically. +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Locate, import, or create a bibliographic record as described in the +preceding chapters. + +Open the record in MARC Edit view. Select Actions for this Record > MARC +Edit. + +Add an 856 tag to the MARC record. Place the cursor in the desired +location and press +CTRL+ +Enter+ to add an empty row. Enter the tag +number (856). You must set the first indicator to 4, and the second +indicator to 0 or 1. The indicators cannot be left blank. For +information about indicators see +http://www.loc.gov/marc/bibliographic/bd856.html. + +Add applicable subfields from the table below. Press +CTRL+ +D+ to add a +new subfield ( +CTRL+ +I+ on MAC OSX). + +[width="99%",cols="16%,42%,14%,28%",options="header",] +|======================================================================= +|Subfield code |Description |Example |OPAC display +|*$u* |Required; the URL or link to the resource +|_http://www.linktoresource.ca_ |Appears as a link in the OPAC display; +the link text is the URI unless subfield $y is specified + +|*$y* |Optional; a display label for the link |_Click for access_ +|Appears as the text of the link instead of the URL defined in $u + +|*$z* |Optional; a public note providing more information about the +resource |_library card and password required_ |Appears in parentheses +to the right of the link + +|*$9* |Required; your library code |BBI |Not displayed in the OPAC but +required for the record to be included in searches scoped to your +library +|======================================================================= + +After the tag 856 is added, the record will be displayed as search +result on OPAC for the library in $9. The image below shows a sample 856 +tag and the corresponding OPAC display. This record would appear in OPAC +searches of the Bowen Island Public Library catalogue (BBI). + +image:media/transcendent-1.png[Sample 856 tag] + +image:media/transcendent-2.png[Screenshot of OPAC display of +transcendent record] + +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +A separate 856 tag should be added for each library that catalogues the +resource. Multi-branch libraries may add a single 856 using the code for +the library system (e.g. SCRL, BCREK) if all branches are allowed to +access the resource. + +Evergreen creates an invisible call number for each tag 856 with +subfield 9 with the code in subfield 9 as the owning library. This call +number, like a copy record, is used for scoping the seach result to a +selected library. To remove a non-physical record from your library's +collection, you need to delete your library's tag 856. If your library's +tag 856 is the only one, you may delete the MARC record. See +link:#deleting-marc[Deleting MARC records] for more information. +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[marcedit]] +Editing and Maintaining MARC records +------------------------------------ + +The appropriate title information displayed on OPAC, such as format +icons for text, moving pictures and sound relies on correct MARC coding +in the leader, and 007 and 008 fields, as do OPAC search filters, such +as publication date, item type, or target audience. Bibliographic +records matching and de-duplicating also rely on correct MARC coding and +consistency in use and content in particular MARC tags, so the ability +to edit and manage MARC records is key to maintaining database +integrity. + +Evergreen allows you to edit MARC tags, sub-fields, and indicators, as +well as an easy entry box to edit parts of the leader and 008 fields on +a built-in form called __MARC Editor__. Besides, it also provides a text +based editor, which allows you to easily add or remove tags, and/or edit +the fields. But you need to pay close attention to the position of the +tags, indicators and the spacing required to preserve the record +structure. + +[[marcedit-editing-marc]] +Editing MARC Records +~~~~~~~~~~~~~~~~~~~~ + +To edit a MARC record, retrieve it on the catalogue. Once record is +displayed on Record Details screen, select Actions for this Record > +MARC Edit. screenshot of staff client + +________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +You can set MARC Edit as default view by clicking Actions for this +Record > Set bottom interface as Default. To revert to your default +display from a different display, choose Actions for this Record > Reset +Display. +________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +MARC record is displayed. Use scroll bar on right to move record up and +down on screen. + +screenshot of staff client + +Depending on your preference, you can select Stack subfields to change +the way subfields are displayed. + +screenshot of staff client + +Now the subfields are in separate rows. + +screenshot of staff client + +To add or remove rows, or replace tags, click the Help button to find +the keyboard shortcuts. Move the cursor to appropriate positon, then use +the keyboard shortcut. + +screenshot of staff client + +_________________________________________________________________________________________________________________________________________________ +*Caution* + +Ctrl + F6 and CTRL + F7 may erase the content in exisiting 006 or 007 +tag. It is strongly recommended you add these tags on the Flat-Text +Editor. +_________________________________________________________________________________________________________________________________________________ + +To work with the data in a tag simply click or Tab into required field. + +screenshot of staff client + +To call up the diacritic palette you can use keyboard shortcut: CTRL S. + +screenshot of staff client + +To edit indicators, click or Tab into required field and right click to +view correct indicators and enter appropriate data. + +screenshot of staff client + +Once your edits are complete, click Save Record. + +screenshot of staff client + +To access the Flat-Text Editor, select the checkbox in front of it. To +switch back to the form editor, de-select it. + +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +On Flat-Text Editor, each line stands for a tag. The tags, indicators +and their values are at fixed positions. If there is no value at a +position, you will see "\" as a spacing taker. For positionally defined +tags, such as 007 or 008, you will see "\" in the field content area, +too. You need to replace it with the content you want to put in, when +necessary. +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[cat-MARC-leader]] +MARC Record Leader and MARC fixed field 008 +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Parts of the leader and the 008 can be edited in the _MARC Editor_ via +the fixed field editor box displayed above the MARC record in default +MARC Edit view, and at top of record in Flat-Text Editor view. +Information about the leader and the 008 can be found on the Library of +Congress’s MARC Standards page at http://www.loc.gov/marc/ + +To edit the fixed fields, it is easiest to use default MARC Editor view +and click on the name of the field. In Flat-Text Editor view, you must +place the cursor at the correct position in the number to edit. When you +click on the field name , e.g. Date1, what you type will appear in the +box. When you click on the field box itself, you have to backspace your +cursor to the very beginning of the box in order to type, because there +are space takers in these positionally defined fields. Right-clicking in +certain fields such as Type, BLvl, Form, Audn, and Lang will show a +drop-down menu of possible choices. + +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Co-op support advises that Evergreen's fixed field editor requires 4 +spaces be input into ills box that corresponds to position 18-21 in the +008. Use your space bar to enter spaces required to meet this +convention, or your edit to the illustrated box will not be saved in the +008. Once the four spaces are filled, the value will automatically show +up in the 008 and will be saved. Contact Sitka support if you have any +questions. +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +The format filter (eg. Books, E-Books, Audiobooks, Videos etc.) and +format icons in the OPAC rely on accurate coding in the Leader, 008 and +007. Please see the format filter and icon specifications in +link:#marcedit-formatfilter-icons[section_title] +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Retrieve and display record in MARC Edit view as described in +link:#marcedit-editing-marc[section_title]. + +Click into any box displayed in the fixed field editor. In this example +we are editing the first position, the Type or Format box, to describe +the format of the resource, textual material, by use of an “__a__”. + +screenshot of staff client + +Right-clicking in the box will show a list of possible values (eg. BLvl, +Type, Form Audn, and Lang). Choose from this list to populate the box. + +screenshot of staff client + +You can press the Tab key or use the mouse to click through to each +field, and can delete and add text as required by backspacing or +highlighting existing text and over typing. Here the publication date is +being edited; OPAC searches filtered by date rely on correct coding in +the 008. + +screenshot of staff client + +Click Save Record. + +screenshot of staff client + +The OPAC icon for textual materials is displayed as in the example +below. + +screenshot of staff client + +A correctly coded moving image record for a video or DVD would look like +this in the MARC Edit view, with g entered in the Type field. + +screenshot of staff client + +The record would display in the catalogue with the movie icon and +searches filtered by Item type, video recordings, would retrieve this +record. + +screenshot of staff client + +[[marcedit-formatfilter-icons]] +Format Filters and Format Icons +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Format Filter Groups and Format Icons are configured at the Sitka level. + +* item_type (Type) is Leader position 06 +* bib_level (BLvl) is Leader position 07 +* item_form (Form) is 008 position 23 +* vr_format is 007 position 04 +* sr_format is 007 position 03 + +The format filter is used by the OPAC to allow staff and patrons to +limit their search by material format. The following table shows the +fixed fields associated with each format filter value. + +.Format Filters +[width="100%",cols="25%,75%",options="header",] +|======================================================================= +|Label |Fixed Fields +|*All Audiobooks* |item_type(i) + +|*All Books* |item_type(a,t) AND bib_level(a,c,d,m) but NOT +item_form(a,b,c,f) + +|*All Videos* |item_type(g) + +|*Audiobooks (electronic)* |item_type(i) AND item_form(o,q,s) + +|*Audiobooks (physical)* |item_type(i) AND sr_formt(l,f) + +|*Books (electronic)* |item_type(a,t) AND bib_level(a,c,d,m) AND +item_form (o,q,s) + +|*Books (large print)* |item_type(a,t) AND bib_level(a,c,d,m) AND +item_form(d) + +|*Books (physical)* |item_type(a,t) AND bib_level(a,c,d,m) and NOT +item_form (a,b,c,f,o,q,s) + +|*Kits and Mixed Materials* |item_type(o,p,k) + +|*Maps* |item_type(e,f) + +|*Music (CD, cassette)* |item_type(j) + +|*Music Scores* |item_type(c,d) + +|*Pictures* |item_type(k) + +|*Serials and Magazines* |bib_level(b,s) + +|*Serials and Magazines (electronic)* |bib_level(s) AND item_form(q,o,s) + +|*Software and Video Games* |item_type(m) + +|*Toys, Puzzles and Equipment* |item_type(r) + +|*Videos (electronic)* |item_type(g) AND item_form (o,q,s) + +|*Videos (physical)* |item_type(g) AND NOT item_form (o,q,s) +|======================================================================= + +The format icons show in the search results and record display in the +catalogue. The following table shows the fixed fields associated with +each format icon. + +.Format Icons +[width="100%",cols="25%,75%",options="header",] +|======================================================================= +|Label |Fixed Fields +|*Video (shown if format, eg. vhs, dvd, is unknown)* |item_type(g) and +NOT vr_format(v,s,b) + +|*E-video* |item_type(g) and item_form(o, s, q) + +|*DVD* |vr_format(v) + +|*VHS* |vr_format(b) + +|*Blu-ray* |vr_format(s) + +|*Audiobook (shown if format, eg. cassette, disc, is unknown)* +|item_type(i) and NOT item_form(o,q,s) and NOT sr_format(a,b,c,d,e,l,f) + +|*E-audiobook* |item_type(i) and item_form(o,q,s) + +|*CD Audiobook* |item_type(i) and sr_format(f) + +|*Cassette audiobook* |item_type(i) and sr_format(l) + +|*Phonograph audiobook* |item_type(i) and sr_format(a,b,c,d,e) + +|*Book* |item_type(a,t) AND bib_level(a,c,d,m) and NOT item_form +(a,b,c,d,f,o,q,r,s) + +|*E-Book* |item_type(a,t) AND bib_level(a,c,d,m) AND item_form (o,q,s) + +|*Large print book* |item_type(a,t) AND bib_level(a,c,d,m) AND +item_form(d) + +|*Braille* |item_type(a) AND item_form(f) + +|*Kit or mixed material* |item_type(o,p) + +|*Map* |item_type(e,f) + +|*Music (shown if format, eg. cassette, disc, is unknown)* |item_type(j) +and NOT sr_format(a,b,c,d,e,f,l) + +|*Phonograph music* |item_type(j) AND sr_format(a,b,c,d,e) + +|*CD music* |item_type(j) AND sr_format(f) + +|*Cassette music* |item_type(j) AND sr_format(l) + +|*E-music* |item_type(j) AND item_form(o, s, q) + +|*Music score* |item_type(c,d) + +|*Picture* |item_type(k) + +|*Serial or magazine* |bib_level(b,s) and NOT item_form (o, s, q) + +|*E-Serial or magazine* |bib_level(b,s) AND item_form (o, s, q) + +|*Software or video game* |item_type(m) + +|*Online* |bib_level(i) AND item_form (o, s, q) + +|*Toys, puzzles or equipment* |item_type(r) + +|*Picture* |item_type(k) + +|*Microform* |item_form(a,b,c) +|======================================================================= + +[[merging-marc]] +Merging Bibliographic Records in Evergreen +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +https://goo.gl/91kp4e[*Sitka Training Video - Merge Duplicate +Bibliographic Records (7:31)*] + +This lesson will demonstrate merging bibliographic records in the +catalogue. A common application for this functionality is to replace +brief records with full records. You will only need to do this if you +are unable to locate a full record in a Z39 target and therefore cannot +overlay the brief record on import, or you need to preserve the local +information in the record to be overlaid and want to import the record +first and copy over the local information on the merging screen. The +full record may have been added to the database by another Sitka +cataloguer, or you may have created a MARC record in the database +yourself. + +Any volume and copy records or holds associated with the brief record +will be transferred to the full record upon merging. + +Create a bucket for the records you wish to merge (see +link:#bucket-create-record-buckets[section_title] for detailed +instructions). In the examples below the bucket is named __Horse +Books__. + +Identify records to be merged and add them to the bucket (see +link:#bucket-adding-records[section_title]. + +Retrieve the bucket by selecting Edit > Record Buckets or Cataloguing > +Manage Record Buckets. + +Click Merge All Records. + +screenshot of staff client + +Select one record as the Lead Record, which would be the better quality +full record, and click Merge. In this example record # 100879689 is the +Lead Record. Note that if you wish to edit the lead record, e.g. copying +over local information from the non-lead record, you may select the Edit +Bib radio button to do it before clicking Merge. + +screenshot of staff client + +The brief record has been subsumed by the full record, and all of the +volumes, copies and holds associated with the brief record are now +attached to the full record. + +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Note some of the options in the record merge screen. You can remove a +record from consideration here, view or edit the bibliographic record, +and view attached holdings. If the non-lead record has tags for local +information, such as 590 and 690, you need to add them to the lead +record before merging. +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[deleting-marc]] +Deleting MARC records (bibliographic or title records) +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Due to cascading record deletion on sole copies, you may find you do not +need to delete MARC records very often, as Evergreen does this for you. + +Remember that Sitka has Evergreen configured to always delete a MARC +record when the only copy attached to it is deleted and you can only +delete a MARC record if there are no holdings attached to it in the +database. This may happen if you have imported a new MARC record in +error, and have not attached any holdings to it, or some other error or +conversion circumstance that leaves a MARC record in the database with +no holdings attached. + +You can delete a MARC record directly from the catalogue view. + +Find the record in the catalogue and go to Record Details, and click on +Actions for this Record > Delete Record. + +screenshot of staff client + +Confirm the deletion by checking box as indicated then click Delete + +screenshot of staff client + +Click OK when prompted. Record is now deleted and inactive and only +retrievable by a TCN (title control number) search or bibliographic +record id (presented at deletion confirmation prompt). + +screenshot of staff client + +You may also delete MARC records from a Record Bucket. + +_______________________________________________________________________________________________________________________________________ +*Tip* + +If you delete a MARC record in error, you may immediately undelete it on +screen by selecting Actions for this Record > Undelete Record. + +screenshot of staff client +_______________________________________________________________________________________________________________________________________ + +[[upload-marc-export]] +Exporting MARC Records +~~~~~~~~~~~~~~~~~~~~~~ + +There are times when you may want to export MARC records from Evergreen. +Evergreen allows you to do so via the Record Bucket and the Batch MARC +Import/Export interface. When you use the latter, you may include the +holdings information in the MARC records. Based on Sitka's +configuration, the holdings information will be in tag 852, including +the copy's circulating library, shelving location, barcode, call number, +status, and others saved in the copy record. + +MARC records can be exported from Evergreen in selected MARC and +non-MARC format: MARC21, UNIMARC, MARCXML or Evergreen Record Entry. You +need to choose one from the dropdown list. The exported records can be +coded in either UTF-8 or MARC8. + +To export MARC records on Batch MARC Import/Export interface, click +Cataloguing > MARC Batch Import/Export. The default screen is Import +Records. Click Export Records tab to open the export interface. + +MARC upload interface + +If you want to export more than one record at a time, the records need +to be saved in a Record Bucket or their IDs saved in a CSV file. If the +CSV file contains other information than just record ids, specify which +column is the record id by filling it into the Use Field Number box. +Note that the field number starts from 0. If the second column in the +CSV file is record id, the field number is 1. + +If you export one record only, you may type in the record ID directly on +the Export interface. + +Once you have completed the above form, click the Retrieve Records +button at the bottom. You will be prompted to browse the records, and +then save them, or save them directly into a file. + +_____________________________________________________________________________________________________________________________________________ +*Caution* + +Holding records can be exported in tag 852, but this includes all item +records across the Sitka consortium, not just your library's holdings. +_____________________________________________________________________________________________________________________________________________ + +To export MARC records from Record Bucket, go to Edit > Record Bucket. +Retrieve the bucket containing the records that you wish to export. +Click Export All Records to select the exported record format. You will +be prompted to save the file. + +MARC upload interface + +[[bucket]] +Record Buckets +-------------- + +This part of the lesson will demonstrate how to create and manage +bibliographic record buckets. The steps used for copy buckets are +similar. It is very important when working with buckets to ensure you +are working with the correct type of record for the corresponding +bucket. You cannot add copy records to bibliographic record buckets and +vice versa. + +[[bucket-create-record-buckets]] +Creating Record Buckets +~~~~~~~~~~~~~~~~~~~~~~~ + +There are two ways to create a bucket. You can either create a bucket +first, without accessing any records, or you can access a record and +choose to create the bucket from that view. We will demonstrate both +methods here, beginning with creating a bucket independent of a record. + +Select Edit > Record Buckets or Cataloguing > Manage Record Buckets. + +image:media/bucket-1.png[screenshot of staff client] +image:media/bucket-2.png[screenshot of staff client] + +Select New Bucket. + +screenshot of staff client + +Name the bucket and click OK. + +screenshot of staff client + +Click OK on the resulting confirmation dialogue. + +screenshot of staff client + +The Bucket View has changed to display your new bucket as the active +bucket. Note the bucket is numbered, and creating owner identified. + +screenshot of staff client + +Note that all buckets created by this login are available in the drop +down menu. + +screenshot of staff client + +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +The last option under Bucket Actions is Locate Z39.50 Matches. This +feature allows you to search for replacement records via Z39.50 for all +records in a bucket. If you are interested in this feature, please +contact Co-op support. +_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +You can also create a bucket from within a record. Search for, retrieve, +and display any bibliographic record, then choose Actions for this +Record > Add to Bucket. + +screenshot of staff client + +Select Add to New Bucket. + +screenshot of staff client + +Name the bucket and click OK. The results are the same as creating a +bucket using the steps above, with the difference being the new bucket +created on the fly now has a record in it. + +screenshot of staff client + +[[bucket-adding-records]] +Adding Records to Buckets +~~~~~~~~~~~~~~~~~~~~~~~~~ + +Now that you have created a bucket, you can begin to add records. + +Search for, retrieve, and display any bibliographic record, then choose +Actions for this Record > Add to Bucket. + +Select the appropriate bucket and click Add to Selected Bucket. + +screenshot of staff client + +If required, go back to the Record Bucket tab to confirm the action. You +will see your bucket now contains the record. + +screenshot of staff client + +You can continue adding records as required. + +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +You may also add bibliographic records to a bucket via the F5 Item +Status screen. Scan item barcodes into the screen, select all, choose +Actions for Cataloguers or Actions for Selected Items and choose Add to +Record Bucket.This will place all the bibliobgraphic records associated +with the item records you scanned into a bucket. +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +_______________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Note the column picker allows you to manipulate data display within the +bucket. + +Clicking on List Actions > Save List CSV to File exports all column +headers and displayed data to your computer in a text file format. This +can be useful for creating bibliographies or similar lists. + +Clicking on List Actions > Print List CSV prints column headers and +displayed data. +_______________________________________________________________________________________________________________________________________________________________________________________________________ + +[[opac-catalogue]] +Search the catalogue +-------------------- + +https://www.youtube.com/watch?v=lIEPR47y06E[*Sitka Training Video - +Search the Catalogue (5:16)*] + +The Sitka catalogue can be accessed through the computers at your local +library or online from any location via the Internet. + +For online access, visit your library's website and follow the link to +their online catalogue, or go to + http://catalogue.libraries.coop/[http://catalogue.libraries.coop] for +the BC Libraries Cooperative portal to the catalogue. + +[[opac-catalogue-basic-search]] +Basic Search +~~~~~~~~~~~~ + +The homepage for the Sitka catalogue allows you to search for books and +other items at your library or libraries. + +The homepage contains a single search box for you to enter a search +term. + +image:media/opac-basic-search-1.png[screenshot of OPAC basic +search,scaledwidth=100.0%] + +You can select to search by: + +* **Keyword**—finds the terms you enter anywhere in the entire record +for an item, including title, author, subject, and other information. + +* **Title**—finds the terms you enter in the title of an item. + +* **Journal Title**—finds the terms you enter in the title of a serial +bibliographic record. + +* **Author**—finds the terms you enter in the author of an item. + +* **Subject**—finds the terms you enter in the subject of an item. +Subjects are categories assigned to items according to a system such as +the Library of Congress Subject Headings. + +* **Series**—finds the terms you enter in the title of a multi-part +series. + +You can limit your search by format. Some of the more popular formats in +the list are the following: + +* For **Books**, you can choose All Books, which includes regular print +books, large print books, and e-books, All Audiobooks, which includes +audiobooks on physical media and e-audiobooks, OR you can choose the +individual format. The individual choices are: Books (physical), Books +(large print), Books (electronic), Audiobooks (physical) or Audiobooks +(electronic). +* *Videos* will search all videos formats such as DVD, VHS, Blu-ray, and +E-video. +* *Videos (E-video)* will search for all E-videos including downloadable +and streaming. +* *Music* will search music on CD or other media. +* *Serials/Magazines* will search on magazine, serial, or journal titles +only. +* *Software/Video Games* will search on games, databases, and other +software. + +If you are using a catalogue in a library or accessing a library’s +online catalogue from its homepage, the search will return items for +your local library. If your library has multiple branches, the result +will display items available at your branch and all branches of your +library system separately. If your library participates in Interlibrary +Connect the results may display items available across your federation. + +If you access the catalogue from +http://catalogue.libraries.coop/[http://catalogue.libraries.coop], you +may scope your search result to Sitka, regional libraries, a library +system or a library branch by clicking into the In box on the catalogue +homepage and selecting the target library from the drop down list. You +will then be able to see how many copies of a title are available in all +Sitka member libraries across Sitka, or within the regional libraries, +or within the library system, or within the branch, depending on search +scope selected. + +[[opac-catalogue-advanced-search]] +Advanced Search +~~~~~~~~~~~~~~~ + +You can access the Advanced Search by clicking Advanced Search on the +catalogue homepage or search results screen. + +The available search options are the same as on the homepage, but you +may use one or more of them simultaneously. If you want to combine more +than three search options, use Add Search Row button to add more search +input rows. Clicking the X button will close the search input row. + +image:media/opac-advanced-search-1.png[screenshot of advanced search] + +The current search library is displayed in the Search Library box. If +you accessed the catalogue from your library's homepage or catalogue +URL, the default search library is your library or borrowing zone. If +your library system has multiple branches or a borrowing zone that +includes multiple libraries you can use the Search Library box to select +different branches or libraries. + +If you access the catalogue from +http://catalogue.libraries.coop/[http://catalogue.libraries.coop], your +default search library is Sitka or the library you have selected on the +homepage. You may use the Search Library box to select a different +library or regional libraries, or all libraries in Sitka to search. + +By default, the search results are in order of greatest to least +relevance. See +link:#opac-catalogue-search-methodology-order-of-results[OPAC Order of Results]. +In the Sort Results box you may select to order the search results by +relevance, title, author, or publication date. + +When the Limit to Available checkbox is checked search results are +limited based on an item’s current circulation status. Titles without +available items in the selected search library will not be displayed. + +When the Group Formats and Editions checkbox is checked all formats and +editions of the same title are grouped as one result. For example, the +DVD and the first and second print editions of __Harry Potter and the +Chamber of Secrets__will appear together. + +When the Exclude Electronic Resources checkbox is checked electronic +resources are not included in the search results. + +You can filter your search by: + +* *Format* +* *Language* +* *Audience* +* *Literary Form* +* *Publication Year* ++ +Publication year is inclusive. For example, if you set Publication Year +Between 2005 and 2007, your result items will be published in 2005, 2006 +and 2007. +* *Shelving Location* ++ +Shelving Locations that are not OPAC visible will not be displayed. + +[[opac-catalogue-numeric-search]] +Numeric Search +~~~~~~~~~~~~~~ + +You can access the Numeric Search by clicking on the Numeric Search tab +on the Advanced Search screen. + +Use the drop-down menu to select ISBN, ISSN, Call Number, LCCN, TCN, or +Item Barcode. Enter the information and click Search. + +image:media/opac-numeric-search-1.png[screenshot of numeric search] + +Searching by Call Number will take you to the Shelf Browser. + +image:media/opac-shelf-browser-1.png[screenshot of shelf browser] + +[[opac-catalogue-expert-search]] +MARC Expert Search +~~~~~~~~~~~~~~~~~~ + +You can access the Numeric Search by clicking on the Numeric Search tab +on the Advanced Search screen. + +If you are familiar with the MARC standard, you may search by tag in the +Expert Search. Enter the three-digit tag number, the subfield (if +relevant), and the value or text that corresponds to the tag. For +example, to search by publisher name, enter 260 b Random House. To +search several tags simultaneously, use the Add Rowoption. Click Search +to run the search. + +image:media/opac-expert-search-1.png[screenshot of expert search] + +[[opac-catalogue-browse]] +Browse the Catalogue +~~~~~~~~~~~~~~~~~~~~ + +You can access the browse search clicking Browse the Catalogue on the +catalogue homepage or search results screen. + +Patrons and staff can browse records in the OPAC. The following fields +are browsable: title, author, subject, and series. The browse is +constructed by the term starting with. To browse the catalogue, click +Browse the Catalogue, select a field to browse, and enter a keyword and +click Browse. A list of results will appear. Click on the bolded text to +view bibliographic records. You may move backward or forward through +your results by clicking on Back or Next. Note your results are +alphabetical, with results prior to your search term, and after, listed. + +image:media/browse-1.png[screenshot of advanced search] + +[[opac-catalogue-search-tips]] +Search Tips +~~~~~~~~~~~ + +You do not need to enter an author's last name first, nor do you need an +exact title or subject heading as all searches are keyword search. +Evergreen is also forgiving about plurals and alternate verb endings, so +if you enter __dogs__, Evergreen will also find items with __dog__. + +* Do not use an AND operator to join search terms. +** An AND operator is automatically used to join all search terms. So, a +search for __golden compass__will search for entries that contain both +__golden__**and**__compass__. +** Boolean operators such as __and, or, not__are not considered special +and are searched for like any other word. So, a search for __golden and +compass__will not return the title __golden compass__. Putting it +another way, there are no __stop__words that are automatically ignored +by the search engine. So, a title search for __the and or not__of (and +in any order) yields a list of titles with those words. + +* Don’t worry about white space, exact punctuation, or capitalization. +** White spaces before or after a word are ignored. So, search for +_golden compass_ gives the same results as a search for __golden +compass__. +** A double dash or a colon between words is reduced to a blank space. +So, a title search for _golden:compass_ or __golden--compass__is +equivalent to __golden compass__. However, space matters in this case. +No result for _golden : compass_ or __golden -- compass__. +** Punctuation marks occurring at the front or end of a word are +removed. +** Diacritical marks, &, or | located anywhere in the search term but +not within a word are removed. Words linked together by . (dot) are +separated into two words. So, a search for __|golden.compass&__is +equivalent to __golden compass__. +** Upper and lower case letters are equivalent. So, _Golden Compass_ is +the same as __golden compass__. + +* Enter your search words in any order. A search for _compass golden_ +gives the same results as a search for __golden compass__. Adding more +search words gives fewer and more specific results. +** This is also true for author searches. Both __David Suzuki__and +_Suzuki, David_ will return results for the same author. + +* Use specific search terms. Evergreen will search for the words you +specify, not the meanings, so choose search terms that are likely to +appear in an item description. For example, the search __luxury +hotels__will produce more relevant results than __nice places to stay__. + +* Search for an exact phrase using double-quotes. For example, __“golden +compass”__. +** The order of words is important for an exact phrase search. _“golden +compass”_ is different than __“compass golden”__. +** White space, punctuation and capitalization are removed from exact +phrases as described above. So a phrase retains its search terms and its +relative order, but not special characters and not case. +** Two phrases are joined by AND, so a search for __“golden compass” +“dark materials”__is equivalent to __“golden compass” *and* “dark +materials”__. +** To prevent +link:#opac-catalogue-search-methodology-stemming[stemming], use double +quotes around a single word or a phrase. So, a search for _parenting_ +will also return results for _parental_ but a search for _“parenting”_ +will not. + +* Use * (asterisk) as a wildcard to truncate search terms, e.g. _comp* +golden_ may return the same results for _compass golden_ and more. + +* Exclude a term from the search, using _-_ (minus) . For example, +_vacations –britain_ will search for materials on vacations that do not +make reference to Britain. +** Two excluded words are joined by __AND__. So, a search for _-harry +-potter_ is equivalent to _-harry_ *and* __-potter__. +** A + (plus) leading a term has no role and is removed. So, _+golden_ +_+compass_ is equivalent to __golden compass__. + +You can form more complex searches using the Advanced Search features. +You can also click the Advanced button under the search box to build +complex searches using Boolean operator OR to connect your terms. + +If no results were returned from your search, you will see Keyword +Search Tips for expanding or altering your search. + +[[opac-catalogue-search-methodology]] +Search Methodology +~~~~~~~~~~~~~~~~~~ + +A search for _dogs_ will also return hits with the word _dog_ and a +search for _parenting_ will return results with the words _parent_ +and__parental__. This is because the search uses stemming to help return +the most relevant results. That is, words are reduced to their stem (or +root word) before the search is performed. + +The stemming algorithm relies on common English language patterns - like +verbs ending in _ing_ - to find the stems. This is more efficient that +looking up each search term in a dictionary and usually produces +desirable results. However, it also means the search will sometimes +reduce a word to an incorrect stem and cause unexpected results. To +prevent a word or phrase from stemming, put it in double-quotes. + +Understanding how stemming works can help you to create more relevant +searches, but it is usually best not to anticipate how a search term +will be stemmed. For example, searching for _gold compass_ does not +return for _golden compass_ because the search does not recognize _gold_ +as a stem of __golden__. + +Use the wildcard * (asterisk) at the end of the word to truncate search +term. + +By default, the results in the Sitka catalogue are listed in order of +relevance, similar to a search engine like Google. The relevance is +determined using a number of factors, including how often and where the +search terms appear in the item description, and whether the search +terms are part of the title, subject, author, or series. The results +that best match your search are returned first rather than results +appearing in alphabetical or chronological order. + +In the Advanced Searchscreen, you may select to order the search results +by relevance, title, author, or publication date before you start the +search. You can also re-order your search results using the Sort by +dropdown list on the search result screen. + +[[opac-catalogue-search-results]] +Search Results +~~~~~~~~~~~~~~ + +The search results are a list of relevant works from the catalogue. If +there are many results, they are divided into several pages. At the top +of the list, you can see the total number of results and go back and +forth between the pages by clicking the double arrow on top or bottom of +the list or click the page number to go to that page directly. Here is +an example: + +Information about the title, such as author, edition, publication date, +call number, shelving location, status, etc., is displayed under each +title. The icons below the title link indicate formats such as books, +audio books, video recordings, and other formats. Hover your mouse over +the icon, and a text explanation will show up in a small pop-up box. + +Clicking a title goes to the title details. Clicking an author searches +all works by the author. If you want to place a hold on the title, click +Place Hold to the right of the title information. + +Above the results list there is a Limit to Available checkbox. Checking +this box will filter out those titles with no available copies in the +library or libraries at the moment. Usually you will see your search +results are re-displayed with fewer titles + +The Sort by dropdown list is beside the Limit to Available button. +Clicking an entry on the list will re-sort your search results +accordingly. + +If you have selected Group Formats and Editions with your search, your +search results are grouped by various formats and editions of the same +title. Multiple format icons may be lit up. + +You may refine your search results by Topic, Place, and Genre. Selecting +one of these links on the left side of search results page narrows down +the search results to that subject, author, or series.You may also +refine your search by clicking the hyperlink labelled Refine My Orignal +Search at top of search results. Refining a search this way allows you +to add search filters such as Publication Date, Format, Language, etc., +to your original search. + +The number of available copies and total copies are displayed below the +title details. If you are using a catalogue inside a library or +accessing a library’s online catalogue from its homepage, you will see +how many copies are available in that library. If the library belongs to +a multi-branch library system you can see how many copies are available +in all branches. If your library participates in a larger borrowing zone +you will see the available copies at the library and the larger zone. + +If you are searching multiple branches or libraries you will see the +libraries with copies listed. + +image:media/opac-search-results-5.png[image,scaledwidth=100.0%] + +Click on a title to view a detailed record of the title, including +descriptive information, location and availability, and options for +placing holds. + +The record shows details such as the cover image, title, author, +publication information, and an abstract or summary, if available. + +The Record Details view shows how many copies are at the library or +libraries you have selected, and whether they are available or checked +out. It also displays the Call number and Copy Location for locating the +item on the shelves. Clicking on Text beside the call number will allow +you to send the item's call number by text message, if desired. Clicking +the location library link will reveal information about owning library, +such as address and open hours. + +Below the local details you can open up various tabs to display more +information. You can select Reviews and More to see the book’s summaries +and reviews, if available. You can select Shelf Browserto view items +appearing near the current item on the library shelves. Often this is a +good way to browse for similar items. You can select MARC Record to +display the record in MARC format. If your library offers the service, +clicking on Awards, Reviews, and Suggested Reads will reveal that +additional information. + +You can search for additional items by an author, one of the subjects in +the record or other works in the same series. Clicking the author, +subject or series will start a new search in the catalogue. You can do +this from the results page, or from within the record details view, as +shown below. + +When you are viewing a specific record, you can always go back to your +title list by clicking the link Search Results on the left of the page. + +If you have selected Group Formats and Editions with your search, your +search results are grouped by various formats and editions of the same +title under My Search Results. You can always go back to this page by +selecting the link to Return to Grouped Search Results. + +You can start a new search at any time by entering new search terms in +the search box at the top of the page, or by selecting the Another +Search, Basic Search,or Advanced Search link at top of search results, +depending on what screen you are on when wanting to do another search. + +[[opac-holds]] +Placing Holds +------------- + +Holds can be placed on a particular title or specific volume. If the +item is available, it will be pulled from the shelf and held for you. If +all copies at your local library are checked out, you will be placed on +a waiting list and you will be notified when items become available. + +__________________________________________________________________ +*Note* + +Some libraries do not allow holds to be placed on available items. +__________________________________________________________________ + +[[opac-placing-holds]] +Title and Volume Holds +~~~~~~~~~~~~~~~~~~~~~~ + +Holds can be placed using the Place Hold link in the search results view +or on the title details page. Using either of these links means that any +copy attached to the record will fill your hold. This is generally the +best method when requesting a book, as your hold will be filled by any +copy of the title record you are viewing. + +If you want a specific issue of a magazine or a specific DVD in a set, +you can select to place a Volume hold in the item details view just +below. + +If you are not already logged into your account you will be prompted to +login. + +If your library is multi-branch or participates in reciprocal borrowing +you can chose your pickup location. + +You may choose to be notified by phone, text message, or email. The +phone number set up and email in your account will automatically show +up. If you select the Yes, by phone or Yes, by textcheckbox, you can +supply a different phone number for this hold only. The notification +method will be selected automatically if you have set it up in your +account preferences. However, you may choose your method on this screen, +overriding any default set up in your account. + +Once you have clicked Submit a message will appear confirming your hold +was sucessfully placed or indicating that your hold could not be placed. + +You can view and cancel a hold at anytime. Before your hold is captured, +which means an item has been held waiting for you to pick it up, you can +edit, suspend or activate it. You need to log into your account to do +this. + +[[opac-catalogue-search-results-metahold]] +Placing Holds on Multiple Records of the Same Title +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +If you've selected Group by Formats and Edition when doing a search, you +may place a hold on multiple records of the title but of different +formats or editions by clicking Place Hold to the right of the meta +record. + +You may select the acceptable formats on the placing hold screen. + +[[opac-account]] +My Account +---------- + +You can access information about your account from any page in the +Evergreen catalogue by selecting the My Account link at the top right of +the page. Your account information includes contact information, items +you have checked out or on hold, fines, account preferences, note left +by the library (if any) and lists, a place for you to keep reading lists +or other lists of items. Each of the sections in the My Accountarea is +described in this chapter. + +[[opac-account-logging-into-your-account]] +Logging into Your Account +~~~~~~~~~~~~~~~~~~~~~~~~~ + +Click on the My Accountlink on any search page. + +Enter your username or your library barcode. + +If this is your first time logging in, your username will be your +library card number. You have the option to change your username on the +Account Preferences screen. + +Enter your password. + +You should have been given a password when you received your library +card. + +________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +If you do not have or cannot recall your password please contact your +local library to have the password reset or use the +link:#opac-forgot-password[Forgot Your Password] link. +________________________________________________________________________________________________________________________________________________________________________________ + +Click on the Login button. + +[[opac-forgot-password]] +Resetting Your Password +~~~~~~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=L03pBsN5u0c[*Sitka Snippet Video - +Password Reset (1:20)*] + +If you have an email address recorded in your library account you can +use the Forgot Your Password? link in the event that you forget your +password. + +Click on the Forgot Your Password? link. + +Enter your username or barcode into the appropriate field. Note you must +enter only one value, this is an either or choice, as some people only +use their barcode to access their account, while others only ever use a +user name. + +Click Submit. + +Check your email account for the Library Account Password Reset Request +email. + +________________________________________ +*Note* + +Reset emails are sent every two minutes. +________________________________________ + +Open the link provided in the Library Account Password Reset Request +email. + +Enter your new password in the password reset form in the browser. + +You must enter the password twice to ensure that you do not make a +mistake. If the passwords match, you will then be able to log in to your +library account with the new password. + +__________________________________________________________________________________________________________________________________________________________________ +*Note* + +Please contact your local library if you do not receive the Library +Account Password Reset Request email or if you continue to be unable to +login to your account. +__________________________________________________________________________________________________________________________________________________________________ + +[[opac-account-summary]] +Account Summary +~~~~~~~~~~~~~~~ + +The default view when you login to your account is the Account Summary +page. This view gives you an overview of items checked out, items on +hold and any fines you may have. You can access any of these screens by +clicking on relevant tab. + +image:media/opac-account-1.png[image,scaledwidth=100.0%] + +If your library subscribes to Overdrive addtional information will +display. + +image:media/opac-account-2.png[image,scaledwidth=100.0%] + +[[opac-account-preferences]] +Account Preferences +~~~~~~~~~~~~~~~~~~~ + +Select the Account Preferences tab at the top of the My Account area to +access your preferences. + +You can change the username and password that you use to log in to your +library account as well as the email address the library uses to contact +you in the Personal Information tab by clicking the Change link next to +the item. + +image:media/opac-account-preferences-1.png[image,scaledwidth=100.0%] + +Depending on your library's policy, you may request a change to your +address by submitting a new address in your account. Library staff will +verify it and update your account. + +If you need to make a change to other information, such as your phone +number, please see the library staff. + +The Notification Preferences tab is where you set your preferences for +holds notification. You can choose to be contacted by email, phone or +text message. + +This is also where you can opt-out of receiving courtesy and overdue +email notices using the Receive Overdue and Courtesy Emails setting. + +____________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +Un-checking this box means your library will not send you any emails for +items coming due or overdue. You are still responsible for returning +items on time and paying any applicable fines. +____________________________________________________________________________________________________________________________________________________________________________________________ + +image:media/opac-account-preferences-2.png[image,scaledwidth=100.0%] + +The Search and History Preferences tab allows you to configure how many +search results are displayed per page on your catalogue searches, your +preferred pick up location if a member of a multi branch library, +whether you want to keep a history of your check outs and holds, and who +you allow to use your library account on your behalf. The check out and +holds history is not retroactive, it takes effect once you choose to +retain your history. You may also choose to disable a warning about +adding items to a temporary list. + +[[opac-message-center]] +Messages +~~~~~~~~ + +https://www.youtube.com/watch?v=4BBH95Xppgs[*Sitka Snippet Video - +Patron Message Center (1:35)*] + +Select the Messages tab at the top of the My Account area to display any +messages library staff have added to your account. + +image:media/opac-messages-1.png[image,scaledwidth=100.0%] + +An indicator will also appear in the upper right corner when you have +new messages. + +image:media/opac-messages-2.png[image,scaledwidth=100.0%] + +You can set messages to read or unread, or delete them by selecting the +message(s) and then choosing the desired action from the Action for +selected messages menu and clicking Go. + +Unread messages appear with the subject bolded. Click on the subject to +read the message. + +image:media/opac-messages-3.png[image,scaledwidth=100.0%] + +[[opac-account-items-checked-out]] +Items Checked Out +~~~~~~~~~~~~~~~~~ + +Select the Items Checked Outtab at the top of the My Account area to +display all of the items you currently have checked out. + +You can sort the list by Title, Author, Renewals Left, Due Date, +Barcode, or Call number by clicking on the blue text. The first click +sorts the list ascending, a second click sorts the list descending, and +a third click returns the list to its orginal order. + +If you wish to renew items select the items you wish to renew and click +Go beside Renew Selected Titles. + +Select the Check Out History tab to display a list of items that you +have previously checked out. + +_________________________________________________________________________________________________ +*Note* + +Check out history will only display if it has been enabled in your +Search and History Preferences +_________________________________________________________________________________________________ + +You can sort the list by Title, Author, Checkout Date, Due Date, Date +Returned, Barcode, or Call number by clicking on the blue text. The +first click sorts the list ascending, a second click sorts the list +descending, and a third click returns the list to its orginal order. + +If you wish to delete individual titles from the list select the items +you wish to delete and click Go beside Delete Selected Titles. + +[[opac-account-holds]] +Holds +~~~~~ + +Select the Holdstab to display a list of items you have holds (reserves) +on. + +You can sort the list by Title, Author, and Format by clicking on the +blue text. The first click sorts the list ascending, a second click +sorts the list descending, and a third click returns the list to its +orginal order. + +You can use the checkbox beside each hold to select the hold and the +Action for selected holds dropdown list to suspend, activate, or cancel +the selected holds. You may set an activation date when you suspend your +hold or leave the date blank and manually activate it later. A suspended +hold will not lose its hold queue position. + +The Active column shows whether your hold is currently active. + +The Status column shows whether or not your hold is currently available +for pickup. + +_____________________________________________________________________________________________________________________________________________________________________________ +*Note* + +Your position in the hold queue is indicated by the first number in the +status column. For example "3 holds on 1 circulating copy" indicates you +are third in the hold queue. +_____________________________________________________________________________________________________________________________________________________________________________ + +Clicking the Edit link will bring you to the hold editing screen, where +you may suspend the hold, if not already captured, or change the +activation date or cancellation date. If your library has multiple +branches you may also change the pick up location. + +Select the Holds History tab to display a list of items that you have +previously had on hold. + +______________________________________________________________________________________________ +*Note* + +Holds history will only display if it has been enabled in your Search +and History Preferences. +______________________________________________________________________________________________ + +[[opac-account-fines]] +Fines and Payments +~~~~~~~~~~~~~~~~~~ + +The Fines and Payments tab, at bottom of the Account Summary screen, +displays any fines or fees that you have accrued and the payments you +have made. You can pay your fines at the library. + +[[opac-account-my-lists]] +My Lists +~~~~~~~~ + +The My Lists section allows you to create, edit, share, and remove lists +of items. + +Lists are lists of items that can be used for a number of purposes. For +example, you can use lists to keep track of what books you have read, if +you have not chosen to retain your checkout history, books you would +like to read, to maintain a class reading list, to maintain a reading +list for a book club, to keep a list of books you would like for your +birthday, etc. There are an unlimited number of uses. + +You can see the lists you have created in the My Lists section of the My +Account area. + +Best practice is to log in to your account and create a list. Select the +My Lists tab at the top of the My Account area. In the My Account area, +click on My Lists. In the Create New List section, enter a name for your +list into the text box. You may also enter an optional description. +Decide if you would like to share the contents of the list with other +users, and click the Submit button. + +You can also create a temporary list from search results. + +If you are logged into your account, hover over Add to my list and +select Temporary List. + +If you are not logged into your account click on Add to my list. + +A warning will appear indicating that you are adding to a temporary +list. + +A number of actions can be performed on saved lists from within the My +Lists section. + +*Lists can be shared:* + +By default, all lists are private, and you must explicitly instruct the +system to allow others to view the contents of a list by clicking Share +beside the list name. + +You can give the address (URL) of your list to anyone you want to share +it with. In the My Listssection there is a HTML View link for every +shared list. Click on that link and bookmark the resulting web page page +in your browser or copy and paste the address (URL) to share your list +as required. + +You can un-share a list by clicking Hide. + +*Lists can be deleted:* + +If you no longer need a list you can delete it by clicking Delete List. + +*Lists can be downloaded:* + +You can export your list to a comma delimited file by selecting Download +CSV and following your computer's prompts to save the file on your +computer. + +Log in to the online catalogue by clicking the My Account button. Search +the catalogue for the item you would like to add to your list. Hover +over Add to my list and select the list you would like to add the item +to. + +_____________________________________________________________________________________________________ +*Note* + +If you select a default list in the My List section that list will +appear first in the list of lists. +_____________________________________________________________________________________________________ + +You can also move items from a temporary list to a permanent list by +selecting the titles in the temporary list and then clicking on the +drop-down menu labeled Actions for these items and making the +appropriate choice. + +In your account, select the My Lists tab. Click on the name of the list +you would like to remove the item from. The items in the list will +appear. Select the item you would like to remove from the list, click on +Actions for these items, select Remove from list and click Go. + +You can place a hold on an item from your list by selecting the item, +and choosing Place hold in the Actions for these items menu. + +You can annotate your lists by using the Notes feature. Click on one of +your lists to open it and display the contents. A Notes column will +appear, with an Edit hyperlink beside it. Click Edit, enter your note +and click Save Notes. Your note will display in your view of your list. +If the list is shared, the note will also display in title record on the +webpage used to access your shared list. + +image:media/opac-my-lists-10.png[image,scaledwidth=100.0%] + +[[opac-eresource]] +Integrated Electronic Resources +------------------------------- + +Electronic resources are usually hosted by separate suppliers outside +the library. Most of these resources have records in the library +catalogue. Links leading to the suppliers' website are provided in these +records. Some electronic resources can be integrated into the library +catalogue, which allows users not only to view the records, but also to +borrow and place holds on the resources on the library catalogue +directly. Currently e-books and e-audio books from OverDrive are +integrated. Users can borrow or place holds on these e-resources, and +view their borrowed or on-hold items in their library account. + +When your search result includes an integrated e-book or e-audiobook +from OverDrive, you may see the record is marked as electronic resource +with a link going to the supplier's website.You will see two columns for +Available Formats and Status. You may also see Place Hold on +E-book/E-audiobook, or Check Out E-book/E-audiobook, depending on +whether there is an available copy, instead of the Place Hold option on +the right hand side of the results list. + +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +If you have already logged into your account when you do a search, you +may see Go to E-items on Hold in a title on which you have placed a hold +or Go to E-items Checked Out in a title already checked out to you. +Clicking those links takes you to your account to view those items. +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[opac-check-out-eresource]] +Checking Out E-resources +~~~~~~~~~~~~~~~~~~~~~~~~ + +If there is an available copy under a title, you can click on Check Out +E-book/E-audiobook on the search result list or record details screen. + +You will be prompted to log in with your library account, if you have +not already done so. + +After logging in, click on the E-Items Checked Out tab in My Account. +Click the Check Out button. + +Choose a format type and click Check out on the prompt. A successful +message will be displayed which will be closed automatically. Click the +Download button in the Formats column to download it. + +image:media/eresource-3.png[image,scaledwidth=100.0%] + +The current E-items Checked Out screen is displayed with the due +date/time. + +image:media/eresource-4.png[image,scaledwidth=100.0%] + +[[opac-eresource-hold]] +Placing Holds on E-resources +~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +If all copies under a title are checked out, you will see a Place Hold +on E-book/E-audiobook link on the result list or record details screen. + +image:media/eresource-5a.png[image,scaledwidth=100.0%] + +You will be prompted to log in with your library account, if you have +not already done so. + +After logging in, you will be directed to the following screen. + +Click Place Hold and enter your email address. This address will be kept +in the hold record at OverDrive separate from your library account. If +you wish to use another email account to receive notification after +holds have been placed, you need to update it in every pending hold. +Click Place Hold again. Once the hold is placed you will receive a +confirmation message and the E-items on hold screen will be displayed. + +[[opac-eresource-myacct]] +Checked out and On Hold E-resources in My Account +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +You may view e-resources currently checked out to or on hold for you +after you log into your account. The summary is displayed at top right +of your screen. + +Click the E-items Checked Out tab to view the titles you have checked +out and download a copy from there. + +Click the E-items on Hold tab to cancel an unwanted hold, check out a +ready-for-pickup hold or suspend a pending hold. Just click the +respective buttons and follow the on screen prompts. + +When suspending a hold, you have the option to suspend it for a limited +period or indefinitely until you activate it again. + +If you wish to update the email address for hold notifications, you need +to do it on OverDrive's website. Click Link to OverDrive Account to +Change Preferences to access those settings. + +_______________________________________________________________________________________________________________________________________________________________ +*Tip* + +OverDrive allows users to keep some preference settings, such as +preferred loan period. These preferences can be set up or updated on +OverDrive's website only. +_______________________________________________________________________________________________________________________________________________________________ + +[[opac-mobileaccount]] +Mobile PAC +---------- + +The Mobile PAC is designed for users with mobile or smaller screen +devices (eg. smart phones, tablets) as well as for users with dial-up or +slower connections. You can search the catalogue using the Mobile PAC as +well as log into Your Account to manage items checked out, items on +hold, and fines. You can also place holds using the Mobile Catalogue. A +link called Mobile Catalogue at the bottom of the catalogue provides +access to the Mobile PAC. + +[[opac-searching-the-mobile-pac]] +Searching the Mobile PAC +~~~~~~~~~~~~~~~~~~~~~~~~ + +Click on the Mobile Cataloguelink at the bottom of the OPAC. + +The Mobile PAC provides a search box with a drop down to choose the +desired index to search: keyword, title, author, subject or series. + +Enter your search term. You can also set your search parameters such as +library or branch, availability, format, and sorting. Click on +Searchafter you have entered your search term(s). + +The search result screen shows the search results including +availability, location, call number and cover images when available. + +Click on the title for more detailed information and to place a hold on +the item. + +[[opac-mobilepac-account-information]] +Mobile PAC Account Information +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Choose Log in to see account details at top of the page to log into your +account. + +Login in with username (or barcode) and password. + +You can work in 4 views: fines owing, items checked out including a +summary of overdue items, holds placed, and search the catalogue. +Clicking on any of the tabs will expand the view. In the expanded view +of items checked out you can renew items, and in the expanded view of +holds you can cancel or suspend holds. + +[[report-introduction]] +Reports overview +---------------- + +Only users with reporting permissions (granted by Sitka Support on +libraries' request) can access the Reports interface, but the output can +be visible to all staff accounts. Any staff requesting reporting +permissions must sign and submit the Reporter Privacy Agreement see +https://bc.libraries.coop/support/sitka/reporter-privacy-waiver/ + +The Reports interface is accessed from the Admin menu, under Local +Administration > Reports. + +Screenshot of Admin menu + +Reports are owned by the account used to create them, though the owner +can allow other people to view and copy (template only) them if he/she +shares them with other staff in the library, other libraries in the +federation, or the whole Sitka Consortium. + +Evergreen has very powerful reporting functionalities. It is possible to +report on almost every field in every table in the database. Connections +between tables are pre-made on the Reports interface. Some views are +also provided to group together records meeting certain conditions. For +details refer to link:#report-database[Commonly used tables and views in +Evergreen Database]. + +The ultimate goal of reporting is finding the records in the database +which meet the requirements. Sometimes the result records are processed +to some extent before they are included in the output, such as counting +and displaying the count of the records found instead of showing the +records themselves. The requirements include two parts: the conditions +used to extract the records and the information to be displayed in the +result file. + +Evergreen is designed to achieve the above goal by creating a template +first. The template specifies the fields to be displayed in the result +file (Displayed Fields) and the fields on which conditions can be +applied (Filter Fields). For example, in an overdue template, Due Date +in the circulation record should be a filter field so that a date can be +given in order for the reporting program to compare and decide whether a +checkout is overdue; while patron's names may be displayed fields so +that staff may know who has the overdue item. In short, a template +simply contains a list of displayed fields and a list of filter fields. +The template can be used for multiple times. For example, the +afore-mentioned overdue template can be used to run a report to capture +circulation records with Due Date before 2012-01-01. It can also be used +to capture circulations with Due Date before 2012-02-15. + +Once a template is ready, the next step is assigning values to the +filter fields, for example, giving 2012-01-01 to the Due Date field. +This process is commonly known as defining a report, or running a report +or setting up a report. The process also schedules the report's run-time +and frequency (one time only or on regularly basis), selects the result +file format(s) and designates output file receivers, if preferred. The +information provided during this step is saved in a file called "Report" +on Evergreen. This file contains the template information and the value +for each filter. Unfortunately, most of these contents are neither +viewable nor editable after the file is saved. + +When a report starts to run, the program goes through the database and +gathers the records that meet the conditions into a file in the selected +format(s). This is the Output file that contains the result records. + +The three types of files created during the above procedure need to be +kept separately in different folders on the Reports interface. Before +anything, you must create at least one Template, Report, and Output +folder as described in link:#folder[???]. + +This chapter focuses on the movements on the Reports interface while +demonstrating how to create reports in Evergreen. Once you understand +how to navigate around the Reports interface, you can create your own +reports from scratch or take advantage of Sitka's pre-packaged report +templates. Some background knowledge of Evergreen database and database +terminology are at the end of this chapter. + +[[folder]] +Folders +------- + +There are three main components used on the Reports inferface: +Templates, Reports, and Output. Each of these components must be stored +in a folder. Folders can be private (accessible to your login only) or +shared with other staff at your library, other libraries in your +federation, or with the whole Sitka Consortium. It is also possible to +selectively share only certain folders and/or subfolders. + +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +A shared subfolder must be created in a shared folder. The sharing scope +of the subfolder should be within the sharing scope of the parent +folder. For example, a subfolder shared with Sitka Consortium should +only be in a parent folder shared with Sitka. It should not be in a +folder shared with your library only. Though creating shared subfolders +in unshared folders or a subfolder with the sharing scope exceeding its +parent's is not blocked by Evergreen, serious consequences will be +caused by such folders. You must be cautious when creating shared +subfolders. +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +There are two parts in the folders pane. The My Folders section contains +folders created with your Evergreen account. Folders that other users +have shared with you appear in the Shared Folders section under the +username of the sharing account. You can only view the contents or clone +the templates in the shared folders, but not make any change in the +shared folders. The cloned template can only be saved into your own +folder. + +Screenshot of reports interface + +[[report-folder-creating]] +Creating Folders +~~~~~~~~~~~~~~~~ + +Whether you are creating a report from scratch or working from a shared +template you must first create at least one folder. + +The steps for creating folders are similar for each reporting function. +It is easier to create folders for templates, reports, and output all at +once at the beginning, though it is possible to do it before each step. +This example demonstrates creating a folder for a template. + +Click on Templates in the My Folders section. + +Screenshot of staff client report interface + +Name the folder. Select Share or Do not share from the dropdown menu. + +Screenshot of staff client report interface + +If you want to share your folder, select who you want to share this +folder with from the dropdown menu. + +Screenshot of staff client report interface + +Click Create Sub Folder, and then OK on the confirmation prompt. + +Screenshot of staff client report interface + +Next, create a folder for the report definition to be saved to. Click on +Reports. + +Screenshot of staff client report interface + +Repeat steps 2-5 to create a Reports folder also called Circulation. + +Finally, you need to create a folder for the report’s output to be saved +in. Click on Output. + +Screenshot of staff client report interface + +Repeat steps 2-5 to create an Output folder named Circulation. + +__________________________________________________________________________________________________________________________________ +*Tip* + +Using a parallel naming scheme for folders in Templates, Reports, and +Output helps keep your reports organized and easier to find. +__________________________________________________________________________________________________________________________________ + +The folders you have just created, will now be visible by clicking the +arrows in My Folders. Bracketed after the folder name, is the name of +with whom the folder is shared. For example, Circulation (BNCLF) is +shared with the North Coast Library Federation. If it is not a shared +folder, there will be nothing after the folder name. You may create as +many folders and sub-folders as you like. + +Screenshot of staff client report interface + +[[report-managing-folder]] +Managing Folders +~~~~~~~~~~~~~~~~ + +Once a folder has been created, you can change the name, delete it, +create a new subfolder, or change the sharing settings. This example +demonstrates changing a folder name; the other choices follow similar +steps. + +Click on the folder that you wish to rename. + +Screenshot of staff client report interface + +Click Manage Folder. + +Screenshot of staff client report interface + +Select Change folder name from the dropdown menu and click Go. + +Screenshot of staff client report interface + +Enter the new name and click Submit + +Screenshot of staff client report interface + +Click OK. + +Screenshot of staff client report interface + +You will get a confirmation box that the Action Succeeded. Click OK. + +Screenshot of staff client report interface + +[[create-template]] +Creating Templates +------------------ + +Once the folders are ready, you can create or clone a template. +Templates allow you to run a report more than once, without building it +anew every time by changing definitions (such as values for the filters) +to suit current requirements. For example, a template counting patrons +with a registration date within a time frame can be used to find out the +number of patrons registered within the last month or the last ten days. +Another example is a shared template that reports on circulation +statistics at a given library. This can be used by other libraries by +selecting their own library as the circulating library when they run the +report. + +Creating a template is complex. It requires some understanding of the +Evergreen database and how Evergreen handles various records when +performing tasks on the staff client. You may refer to the last section +of this chapter for some background knowledge. Bear in mind, that a +template includes a list of displayed fields, the information you will +see in the result, and a list of filter fields which enables you to set +up the conditions for your target records. Generally you do not record +your conditions in the template. For example, in an overdue template, +you do not record 2012-01-01 as the due date. Instead, you just make the +Due Date field in the circulation record as a filter field. When setting +up the report with this template, you will be given the chance to put in +2012-01-01 as the due date. + +It can be useful to plan out your report on paper before getting started +with the reporting tool. The first thing to decide is the source table. +You can choose only one starting source table for each template. If you +need information from other tables, follow the link in the source table +to those tables. Grouping together related fields and identifying the +key fields will help you select the correct __source__. + +We will take a report on circulation statistics as an example to show +you how to create the template. In circulation statistic reports, +libraries usually want to know how many circulations were done within a +selected time period. When an item is checked out on the staff client, a +record is created in the circulation table. You want a count of the +number of circulation records created within the time period. So, the +Circulation table is likely the source with which you want to start. + +You may wish to break down the number of circulations by items' shelving +locations to see the circulations by different types of materials (or +the patrons' profile groups). In this case, the count of circulation +records and the shelving location (or patron profile) are the potential +displayed fields. For the filter fields, you need to limit the +circulations done within a time period, so checkout date should be a +filter. You probably want to count the circulations done at your library +only as you are part of a consortium, or for all the branches of your +library system. (In such a case, you may want to see the checkout +library in the result, too.) So, the circulating library will be another +filter. + +With the above analysis, we will build the template from scratch in the +following section to demonstrate the procedure on the template creating +screen. + +[[create-template-choosing]] +Choosing Displayed Fields +~~~~~~~~~~~~~~~~~~~~~~~~~ + +Click on the My Folder template folder where you want the template to be +saved. + +Screenshot of staff client report interface + +Click on Create a new Template for this folder. + +Screenshot of staff client report interface + +You can now see the template creating interface. The upper half of the +screen is the Database Source Browser, where you view the available +tables in the database, the fields in each table, and the available +transforms for the selected field. You select fields for your template +here. The lower half is the Template Configuration, which displays your +selected Displayed Fields and Base Filters and/or Aggregate Filters in +the template. + +We will select the displayed fields for our template first. So make sure +Displayed Fields is selected. + +The top left hand pane contains the database Sources drop-down list. +This is the list of tables available as a starting point for your +template. Commonly used sources are Circulation (contains circulation +records that may be used for circulation statistics and overdue +reports), ILS User (contains patron records that may be used for patron +reports), and Item (contains copy records that may be used for reports +on collection or items with special status). + +Screenshot of staff client report interface + +The Enable source nullability checkbox below the sources list is for +specifying the join type between linked source tables. In most cases, it +should be left unchecked by default. See +link:#report-evergreen-database-nullability[for how to use Enable source +nullability checkbox.] + +The relationship between tables can be found by displaying Relationship +field (using the Column Picker) in the low Source Specifier pane. + +Select Circulation in the Sources dropdown menu. Note that the Core +Sources for reporting are listed first, however it is possible to access +all available sources at the bottom of this dropdown menu. + +Screenshot of staff client report interface + +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +One template can have only one starting source table. If you need +information from other tables you should follow the links made by the +Reports interface to those tables. The reporting program can not put two +pieces of isolated information together into one record in the result. +When you change a starting table all your existing selected fields will +be removed. +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Click on Circulation to retrieve all the fields and links, which will be +displayed in the middle pane. The Field Name column contains the label +of each field. The Data Type column shows what type of data is in the +field. For details of data type see link:#template-terminology[Template +Terminology]. Note that the Source Specifier (above the middle and right +panes) shows the path that you took to get to the specific field. + +Screenshot of staff client report interface + +When you select a field in the middle pane, the available data +transforms of the selected field are displayed in the right pane. +Transforms specify how data should be processed before they are +displayed/compared. Refer to link:#template-terminology[Template +Terminology] for details of Transforms for each data type. + +For our example template, select Circ ID in the middle Field Name pane, +and Count Distinct from the right Field Transform pane. You are counting +the number of circulation records. + +Screenshot of staff client report interface + +Click Add Selected Fields underneath the Field Transform pane to add +this field to your report output. Note that Circ ID now shows up in the +bottom left hand pane under the Displayed Fields tab. + +Screenshot of staff client report interface + +Circ ID will be the column header in the report output. You can rename +default display names to something more meaningful. To do so in this +example, select the Circ ID row and click Alter Display Header. + +Screenshot of staff client report interface + +Double-clicking on the displayed field name is a shortcut to altering +the display header. + +Type in the new column header name, for example _Circ count_ and click +OK. + +Screenshot of staff client report interface + +Add other data to your report by going back to the Sources pane and +selecting the desired fields. In this example, we are going to add +Circulating Item > Shelving Location to further refine the circulation +report. + +In the top left hand Sources pane, expand Circulation. Depending on your +computer you will either click on the + sign or on an arrow to expand +the tree. + +Screenshot of staff client report interface + +Click on the + or arrow to expand Circulating Item. Select Shelving +Location. + +Screenshot of staff client report interface + +In the Field Name pane select Name. + +Screenshot of staff client report interface + +In the upper right Field Transform pane, select Raw Data and click Add +Selected Fields. Use Raw Data when you do not wish to transform field +data in any manner. + +Screenshot of staff client report interface + +Name will appear in the bottom left pane. Select the Name row and click +Alter Display Header. + +Screenshot of staff client report interface + +Enter a new, more descriptive column header, for example, __Shelving +location__. Click OK. + +Screenshot of staff client report interface + +Note that the order of rows (top to bottom) will correspond to the order +of columns (left to right) on the final report. The results will be +sorted by the columns in this order, too. Select Shelving location and +click on Move Up to move Shelving location before Circ count. The result +will be sorted by Shelving Location first. + +Screenshot of staff client report interface + +Return to the Sources pane to add more fields to your template. Under +Sources click Circulation, then select Check Out Date/Time from the +middle Field Name pane. + +Screenshot of staff client report interface + +Select Year + Month in the right hand Field Transform pane and click Add +Selected Fields + +Screenshot of staff client report interface + +Check Out Date/Time will appear in the Displayed Fields pane. In the +report it will appear as a year and month (YYYY-MM) corresponding to the +selected tranform. + +Select the Check Out Date/Time row. Click Alter Display Header and +change the column header to __Check out month__. + +Screenshot of staff client report interface + +Move Check out month to the top of the list using the Move Up button, so +that it will be the first column in an MS Excel spreadsheet. Now, the +report output will sort by the checkout month first, then by shelving +locations. + +Screenshot of staff client report interface + +________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Note the Change Transform button in the bottom left hand pane. It has +the same function as the upper right Field Transform pane for fields +that have already been added. + +Screenshot of staff client report interface +________________________________________________________________________________________________________________________________________________________________________ + +[[create-template-filters]] +Applying Filters +~~~~~~~~~~~~~~~~ + +Without filters, all records in the database will be in the result, +which is seldom desired, especially in Sitka's context where libraries +share the same database. So some filters should be applied to keep out +the unwanted records. + +The following procedure shows how to add filters to the example +template: + +Select the Base Filters tab in the bottom Template Configuration pane. + +For this circulation statistics example, select Circulation > Check Out +Date/Time > Year + Month and click on Add Selected Fields. You are going +to filter on the checkout month. + +Screenshot of staff client report interface + +Select Check Out Date/Time. Click on Change Operator and select In list +from the dropdown menu. This operator allows you to count circulations +done within each month for several months by just one report. + +Screenshot of staff client report interface + +To filter on the location of the circulation select Circulation > +Circulating library > Raw Data and click on Add Selected Fields. + +Screenshot of staff client report interface + +Select Circulating Library and click on Change Operator and select +Equals. Note that this is a template, so the value for _Equals_ will be +filled out when you run the report. + +Screenshot of staff client report interface + +For multi-branch libraries, you would select _Circulating Library_ with +_In list_ as the operator, so you could specify multiple branch(es) when +you run the report. + +Refer to link:#template-terminology[Template Terminology] for details of +Transforms and Operators, and Aggregate and Non-aggregate filters. + +You may add a hint to the filter, e.g. explaining the function of the +filter, what value is expected when setting up the report, etc. Select +the filter and click Change Field Hint. + +Screenshot of staff client report interface + +In the above example, we added some instruction on how to fill up the +filter when setting up the report. The hint will show up on the report +creation screen. Below is how it looks like on the report creation +screen. + +Screenshot of staff client report interface + +Once you have configured your template, you must name and save it. Name +this template __Circulations by month for one library__. You can also +add a description. In this example, the title is descriptive enough, so +a description is not necessary. Click Save. + +Screenshot of staff client report interface + +Click OK. + +Screenshot of staff client report interface + +You will get a confirmation dialogue box that the template was +successfully saved. Click OK. + +Screenshot of staff client report interface + +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +The bottom right hand pane is also a source specifier. By selecting one +of these rows you will limit the fields that are visible to the sources +you have specified. This may help to find out the source of the fields, +e.g. a circulating library is from the circulation table or item table. +Use +Ctrl+ +Click+ to select or deselect items. +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Once a template is saved, it can not be edited anymore. To make changes +you will need to clone it and edit the clone. This will ensure that the +work you have done will not be lost. As mentioned before, creating a +template is complex. The first try seldom gets the perfect result. Your +subsequent changes may not always improve the result. You may need to +refer back to your old version. Make changes step-by-step. Check the +correctness of the result on each step. This may help you to find out +the exact cause of the issue. After you have the desired template, you +may delete all the interim ones. + +The above paragaphs described how to create a template from scratch with +a very simple example. You may choose instead to use one of the generic +templates created by the Sitka team to meet common reporting needs (see +link:#shared-template[???]). However, knowing how a template is created +will help you understand the report structure and is recommended as an +introduction to editing template fields and filters. + +[[generate-report]] +Generating Reports from Templates +--------------------------------- + +Now you are ready to run a report from the template you have created. + +Find the template you just created in the Template folder. In the My +Folders section, click the arrow next to Templatesto expand this folder +and select circulation. + +Select the box beside Circulations by month for one library. Select +Create a new report from selected templatefrom the dropdown menu. Click +Submit. + +Complete the first part of report settings. Only Report Name +image:../media/1.png[image] and Choose a folder... +image:../media/6.png[image] are required fields. + +image:../media/1.png[image] Template Name, Template Creator, and +Template Description are for informational purposes only. They are hard +coded when the template is created. At the report definition stage it is +not possible to change them. + +image:../media/2.png[image] Report Name is required. Reports stored in +the same folder must have unique names. + +image:../media/3.png[image] Report Description is optional but may help +distinguish among similar reports. + +image:../media/4.png[image] Report Columns lists the columns that will +appear in the output. This is derived from the template and cannot be +changed during the report definition. + +image:../media/5.png[image] Pivot Label Column and Pivot Data Column are +optional. Pivot tables are a different way to view data. If you +currently use pivot tables in MS Excel it is better to select an Excel +output and continue using pivot tables in Excel. Please note that Pivot +tables are suitable to some result data only. + +image:../media/6.png[image] You must choose a report folder to store +this report definition. Only report folders under My Folders are +available. Click on the desired folder to select it. + +Select values for the Circulation > Check Out Date/Time. Use the +calendar widget or manually enter the desired dates (always in YYYY-MM +or YYYY-MM-DD format), then click Add to include the date on the list. +You may add multiple dates with an InList operator by repeating the +above step. + +The Transform for this field is Year + Month, so even if you choose a +specific date (2009-10-20) it will appear as the corresponding month +only (2009-10). + +Select a value for the Circulating Library. + +Complete the bottom portion of the report definition interface, then +click Save. + +image:../media/1.png[image] Select one or more output formats. In this +example the report output will be available as an Excel spreadsheet, an +HTML table (for display in the staff client or browser), and as a bar +chart. Please note that charts are suitable to some result data only. + +image:../media/2.png[image] If you want the report to be recurring, +check the box and select the Recurrence Interval as described in +link:#recurring-report[Recurring Reports].  In this example, as this is +a report that will only be run once, the Recurring Report box is not +checked. + +image:../media/3.png[image] Select Run as soon as possible for immediate +output. It is also possible to set up reports that run automatically in +the future. + +image:../media/4.png[image] It is optional to fill out an email address +where a completion notice can be sent. The email will contain a link to +a password-protected report output (staff login required). If you have +an email address in your Local System Administrator account, it will +automatically appear in the email notification box.  However, you can +enter a different email address or multiple addresses separated by +commas. + +image:../media/5.png[image] Select a folder for the report's output. + +You will get a confirmation dialogue box that the Action Succeeded. +Click OK. + +Once saved, reports stay there forever unless you delete them. When a +report is deleted all the linked output files will be deleted, too. + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +With version 2.8, report files are viewable and editable. You may view +the contents of a report. You can generate a new report based on the +past report file or re-schedule a recurring report. See +link:#edit-report[Viewing/Editing/Rescheduling Reports] for details. +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +The required value for filters should be in a format corresponding to +the data transform. For example, for a call number field transformed to +First Continuous Non-space string, you need to put in the call number +prefix; for a field transformed to Count you need to give an integer. +See link:#create-template-transforms[Template Terminolgoy] section for +more on Data Transforms. + +Action corresponds to Operator used for filter fields. It specifies how +the given value will be compared with the field value. See +link:#create-template-operators[Template Terminolgoy] section for more +on Operators. + +When creating a report, you may disable an unwanted filter in the +template by choosing an appropriate value for it. For example, if a +template lists items created within a time frame, specify a time frame +between "1900-01-01" and "today" to cover the whole collection; select +all copy statuses on the list to bypass the filter on item status. + +If the calendar widget is not provided for a date filter, key in the +date in format yyyy-mm-dd. +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[view-output]] +Viewing Report Output +--------------------- + +Once a report is finished, the output is stored in the specified Output +folder and will remain there until manually deleted. Evergreen sends an +email with a link to the output if an email address(s) is supplied when +the report was set up. + +To view the report output in the staff client, open the reports +interface from Admin (-) > Local Administration > Reports + +Click on Output to expand the folder. Select Circulation (where you just +saved the __circulation report output__). + +View report output is the default selection in the dropdown menu. Select +Recurring Monthly Circ by Location by clicking the checkbox and click +Submit. + +Click on the report name in blue colour, you will see the template name +and report description field. + +A new tab will open for the report output. Select either Tabular Output +or Excel Output. If Bar Charts was selected during report definition the +chart will also appear. + +Tabular output looks like this: + +If you want to manipulate, filter or graph this data, Excel output would +be more useful. Excel output looks like this in Excel: + +[[recurring-report]] +Running Recurring Reports +------------------------- + +Recurring reports are a useful way to save time by scheduling reports +that you run on a regular basis, such as monthly circulation and monthly +patron registration statistics. When you have set up a report to run on +a monthly basis, you may request an email informing you that the report +has successfully run. You can click on the link in the email that will +take you directly to the report output. You can also access the output +through the Reports interface as described in link:#view-output[???]. + +To set up a monthly recurring report, follow the procedure in +link:#generate-report[Generating Reports from Templates] but make the +changes described below. + +Select the Recurring Report check-box and set the recurrence interval to +1 month. + +Do not select Run ASAP. Instead schedule the report to run early on the +first day of the next month. Enter the date in YYYY-MM-DD format. + +Ensure there is an email address to receive completion emails. You will +receive an email completion notice each month when the output is ready. + +Select a folder for the report’s output. + +Click Save Report. . + +You will get a confirmation dialogue box that the Action Succeeded. +Click OK. + +With the above settings, you will get an email on the first day of each +month with a link to the report output. By clicking this link it will +open the output in a web browser. It is still possible to login to the +staff client and access the output in Output folder. + +*Always use 'relative date' for recurring reports.* + +Date is a filter on nearly every template. When setting up a recurring +report, always choose Relative Date, instead of Real Date for any date +filter on the report creating screen. When using relative date the +actual date will be calculated when the report runs. Unlike a real date, +the actual value of relative date is adjusted according to the run time. +For example, if the report runs at 2012-10-10 23:00, a relative date +transformed to YYYY-MM of "1 month ago" will be Sept, 2012; while a +relative date transformed to YYYY-MM-DD of '1 day ago" will be +2012-10-09. When it runs at 2012-11-10 23:00 "1 month ago", it will be +Oct, 2012, while "1 day ago" will be 2012-11-09. The date goes by +calendar day or month. + +*How to stop an existing recurring report?.* + +To stop a recurring report, you may delete the pending output from +Pending area in Output folder. You may also delete the report from +Report folder. But deleting the report will delete all the output files +generated by it, too. + +*How to make changes to an existing recurring report?.* + +Sometimes you may wish to make changes to a recurring report, e.g. the +recurrence interval, generation date, email address to receive +completion email, output format/folder or even filter values (such as +the number of days overdue). You may do it by editing the report. See +link:#edit-report[Viewing/Editing/Rescheduling Reports] for details. + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Report running interval should correspond to the date filter. For +example, if the template filters on a date instead of month, a recurring +report running with a monthly interval may miss a day or capture an +extra day's data. So it works better if the filter can be transformed to +month. + +Schedule your monthly report to run early next month, but not at the end +of the current month. + +Once you have been on Evergreen for a year, you can set up your +recurring monthly reports to show comparative data from one year ago. To +do this select relative dates of 1 month ago and 13 months ago. +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[edit-report]] +Viewing/Editing/Rescheduling Reports +------------------------------------ + +You may view or edit an existing report to change the values for +filters, run-time, email reminder recipient, recurring interval, etc. +With this function, you may generate a new report by editing and saving +the report with a new name; change the condition or email reminder +recipient of a recurring report; reschedule the run-time or +run-frequency of a recurring report. For example, you may reschedule a +recurring report to run on Mondays, instead of Thursdays. + +You may edit a report in Reports or Output folder. + +To view or edit a report in Reports folder, go to Reports folder to find +the report that you wish to view/edit. Click View or Edit in the Edit +column. We choose Edit in this example. + +To edit a report in Output folder, go to Output to find the report. +Click the report name. The details of the report show up in the line +below. Click Edit. + +The report is loaded on the report creation screen, where you make the +required changes. + +To create a new report, you need to enter a new report name. Click Save +As New at the bottom after finishing the editing. You can choose to +create a one time or a recurring report. + +To modify an existing recurring report, click Save Report after +finishing the editing. Note that Evergreen will update the pending +output only. The existing output will remain as is. + +It is not possible to modify a completed one-time report. You need to +enter a new report name and save it as a new report. + +When choosing View a report on the above two screens, the report will be +displayed in non-editable mode. + +[[shared-template]] +Shared Templates in SITKA_templates +----------------------------------- + +The Sitka support team has created generic templates for commonly +requested reports and shared them under the SITKA_templates folder. This +chapter describes how to make local copies of these templates for +routine reports or as a starting point for customization. When creating +a new template it is a good idea to review the shared templates first: +even if the exact template you need does not exist, it is often faster +to modify an existing template than to build a brand new one. Reporter +permissions are required to clone templates from the Shared Folders +section and save them to My Folders. + +[[shared-SITKA-templates]] +What's in SITKA_templates +~~~~~~~~~~~~~~~~~~~~~~~~~ + +The Sitka support team uses a dedicated staff account, SITKA_templates, +to share ready-to-use templates. Below is what a Local System +Administrator can see after going to the Reports interface, then follow +the path to Shared Folders, click the arrow (or + sign) in front of +Templates, and then SITKA_templates. + +From Acquisitions to Typical Week Stats are the subfolders containing +various templates. Templates using the same source table are usually +grouped together under one subfolder. These templates are created based +on the anticipation that most libraries may need such reports. The +Support Team tends to make these templates generic, which means they +contain more information. Individual libraries may have slightly +different requirements. You can remove the unwanted information when +cloning the templates or choose appropriate values for some filters to +disable them. These templates are usually referred to as Sitka standard +templates. + +The following is a guideline of the templates for various kinds of +reports. Please note that the Support Team regularly maintains the +templates. The list below may not be the latest. + +*Overdue reports.* + +Find overdue reports in Circulation folder. There are templates +capturing checkouts with due date within a selected time frame for all +patrons or those without email address (phone list) or the due date is +before a selected date. You may use these templates to set up your +overdue reports capturing items which are at a certain number of days +overdue. + +*Circulation statistics reports.* + +These templates are in Circulation folder. The regular circulation +statistics can be grouped by various criteria: patron's home library, +profile and/or stat cat; items' owning library and/or shelving location. +There are two sets of templates: one set limit the circulation period by +selected dates; the other selected month(s). The latter are for monthly +recurring reports. + +Other circulation statistics related templates are: + +* non-catalogued circulation count +* pre-catalogued circulation count +* pre-catalogued circulation count for items with dummy title prefix of +"ILL:" (ILL statistics via pre-catalogued circulation) +* checkin count +* in-house use count for non-catalouged items +* in-house use count for catalogued items +* in-house use count per title + +Other circulation related templates are: + +* lost and paid item list +* lost with outstanding bills item list +* claimed returned item list + +*Reports on collection.* + +These templates are in Holdings folder. You will find templates counting +items or titles of your whole collection or catalogued within the +selected time period (new title/items statistics). The numbers are +grouped by shelving location and/or circulation modidfier. + +Another group of templates in Holdings folder are item/title lists for +items meeting various criteria: having selected shelving location(s) +and/or circulation modifier(s), copy stat cat, barcode prefix, call +number prefix or within a call number range; or being catalogued (new +title/item list), marked missing, lost or deleted within selected time +period. + +In this folder, you will also find templates listing pre-catalogued +items and items with certain circulation history (items with fewer +circulation count for weeding report or more circulation count for +popular title/item report). + +*Patron reports.* + +All patron reports are in Patrons folder. You may find templates +counting patrons by profile group and/or patron stat cat, registered or +expired/expring within a selected time period, or with circulation +history within a selected time period. + +Another group of templates list selected information for patrons meeting +some conditions such as: email list for all or those patrons having +certain stat cat; names and barcode for patrons without circulation +history within selected time frame; patrons born before a selected date +(seniors list); patrons exceeding maximum fine limit. + +Besides, there is a template that counts patron's OPAC logins and +another that summarizes the answers to patron survey question(s). + +*Reports on bibliographic information.* + +It is not easy to generate reports based on bibliographic information +due to the bibliographic record structure. But a simple report that +lists the values in a selected MARC tag and subfield for the whole +collection is possible. And the bibliographic records can be limited by +a selected value of a MARC tag and subfield. These templates are in +Bibliographic Records folder. + +*Bills and payments.* + +You can find the templates listing the details of various kinds of +payments made in a selected time period, and a template listing bills +with negative balance. + +*Hold reports.* + +Holds related reports are in this folder, including reports for holds +that have been long time outstanding (requested some time ago but not +filled yet), cancelled, or have no eligible copies to be filled. There +are other templates that count the total number of holds placed or +fulfilled within a time span, and the hold count per title for popular +titles. + +*Inventory.* + +The two templates in Inventory folder list items based on whether the +item showed up (being scanned on shelves or returned) in the library +while the inventory was taken. The result of the Inventory - un-scanned +items are the potential missing items. + +*Library setting and policy related reports.* + +Find them in Library Configuration folder. + +*Other folders.* + +If your library uses the Acquisitions Module or the Booking Module, you +may find related templates in the relevant folders. + +*Custom Templates folder.* + +If you open this folder, you will see a subfolder for your library +federation with sub-subfolders for your library and other libraries +within your library federation. + +These folders are created when the Support Team creates or customizes +templates for individual libraries. The templates go to these folders +when there are similar templates in the standard folders already, or the +Support Team does not anticipate wide use of the templates. The Support +Team tries to limit the number of templates in each standard folder so +that staff may find the target template easily. + +[[shared-clone-template]] +Clone a template from SITKA_templates +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +The steps below assume you have already created at least one Templates +folder.  If you have not done so, please see link:#folder[???]. + +Access the Reports interface from the Admin menu under Local +Administration > Reports + +Under Shared Folders expand the Templates folder and the SITKA_templates +subfolder.  To expand the folders click on the grey arrow or folder +icon.  Do not click on the blue underlined hyperlink. + +Click on the Circulation (SITKA) subfolder. + +Select the template you wish to clone. In this example, we are cloning +the _Monthly Circulation by Shelving Location_ template.  From the +dropdown menu choose Clone selected templates, then click Submit.   + +By default Evergreen only displays the first 10 items in any folder. To +view all content, change the Limit output setting from 10 to All. + +Choose the folder where you want to save the cloned template, then click +Select Folder. Only template folders created with your account will be +visible. If there are no folders to choose from please see +link:#folder[???]. + +The cloned template opens in the template editor. From here you may +modify the template by adding, removing, or editing fields and filters +as described in link:#create-template[???]. Template Name and +Description can also be edited. When satisfied with your changes, click +Save. + +Click OK in the resulting confirmation window. + +[[shared-modify-template]] +Modify a template +~~~~~~~~~~~~~~~~~ + +Once saved it is not possible to edit a template. To make changes, clone +the template and change the clone. + +To modify a template, repeat the above steps 1-6. You will see the +template open on Template Creating screen. Click Displayed Fields you +will see all the displayed fields. To remove one, highlight it and click +Remove Selected Field. You may move a field up or down the list, which +will affect the sorting of the result records. You may also change the +column label or the transform of the field by using respective buttons. +See link:#create-template-transforms[Field Transforms] section for more +information. + +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Removing displayed fields usually does not affect the result set. But +sometimes it does, esp. when the report displays the count of records by +each group. Sometimes some fields may contain important information. +Removing them may cause misunderstanding the results. Usually such +fields are explained in the template Description. Be cautious when you +delete such fields. + +If you are not clear where a displayed field is from, you may use the +Source Browser to the right to display fields from the selected table +only. +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +To add a displayed field, go to the Sources to open the source table to +find the field or follow the links to the appropriate table which +contains the field you want to display. Click the text in the Sources to +display fields in the table in Field Name pane. Click the arrow in front +of the text to display the linked tables in the Sources pane. + +Once find the field, select it in Field Name pane and the appropriate +transform in Field Transform pane. Click Add Selected Fields. + +The below screenshot shows how to add Precat Dummy Title field. Find +Circulating Item table, which is linked from Circulation. Click it +(text) to display its fields in Field Name. Select Precat Dummy Title, +and then Raw Data in Field Transform. + +____________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +You can not change the starting source table, but have to follow the +links to tables in the Sources pane. Changing the starting table will +remove all existing fields, meaning building a new template from +scratch. +____________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Select Base Filters or Aggregate Filters to add or remove filters. The +steps are the same as adding or removing displayed fields. Be careful +with filters as usually changing filter makes a difference in the result +set. + +[[shared-example-report-create]] +Examples of using Sitka's templates +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +Please clone templates in SITKA_templates. and set up your reports from +your own copy. This is to avoid any potential impact that may be +resulted from changing the orignal templates. The Support Team regularly +maintains these templates. Deletion may happen. Deleting a template will +delete all linked reports and output files. +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Below are a few screenshots showing you how to set up the reports based +on some templates in SITKA_templates. Some explanation is added in the +boxes with light coloured background. + +1. Setting up a monthly recurring report by using template: Monthly +Circulation by Shelving Location (updated to include item's owning +library) in Circulation folder: +2. Setting up a weekly recurring report by using template: Overdues +Within Time Span - for Patrons without Email in Circulation folder: +3. Setting up a one-time report by using template: Circulation +Statistics by One Patron Stat Cat within timespan in Circulation folder: +4. Setting up a report by using template: Items List by Shelving +Location in Holdings folder: +5. Setting up a report by using template: Weeding - Items with few +circulations since a selected month in Holdings folder: + +[[evergreen-database]] +Commonly used tables and views in Evergreen database +---------------------------------------------------- + +You are creating/updating records when you work on Evergreen. Reporting +means you extract some of these records from the database that meet your +requirements. Understanding the Evergreen database and how records are +created/updated when tasks are performed on the staff client, will help +you when you create templates and set up reports on the Reports +interface. + +There are various kinds of data used by Evergreen, such as patron's +names, address, barcode, item's barcode, shelving location, status, +price; checkout date, returned date, fines and bills and so on. This +data must be organized in an efficient and effective way to make sure +they can be stored and retrieved easily. + +Evergreen uses various tables to keep each type of records. You can +visualize a table as an MS Excel Worksheet: a specified number of +columns with unlimited number of rows. Each column is called a field in +the database terminology and each row is a record. There are many tables +in Evergreen database. Each contains a certain type of records. The +fields in a record you see on the Staff Client may be from more than one +tables. For example, in a patron record, you can find patron's names, +address, phone number, barcode, profile, etc. all in one record. But in +the database, patron's address, barcode, and profile are in separate +tables. You do not need to know where these fields are from when editing +a patron record on the Staff Client, but you have to know it when +creating a template on the Reports interface. + +Since various information about one patron is saved in separate tables, +there must be a mechanism of matching the information about one patron +correctly to make sure all information is about the same patron. This is +done via recording the patron id (a unique number in the main patron +record) in every related table. So via recording the id of a record in +another table, two tables are connected. The connections among many +tables are pre-made by the Reports interface. You just need to follow +the link to find the data saved in the related table. Below is a +simplified diagram showing the connections among some commonly used +tables/views on the Reports interface, which can be a guide for you to +find various fields in different tables. Some explanation of these +tables is after the diagram. + +image:media/database-1.png[Screenshot of reports interface] + +*ILS User (aka Patron or User):.* + +contains patron records. A patron's name, phone number, email address, +and registration date can all be found in this table. Follow the links +to the table Current Library Card to find a patron's current barcode, +Circulation to find the circulation history, Home Library, Mailing +Address, Physical Address, and Main Profile Group, etc. to find more +information about the patron. + +*Item (aka Circulating Item):.* + +contains copy records. Item's barcode, creation date, active date, last +edited date, last copy status change date and price are in this table. +For related information like call number, circulating library, circ +modifier, status, shelving location, etc., you need to follow the links +to the respective table to find them. For title information you need to +follow the Call Number table to the Bibliographic Record table to find +it. Follow the link to the Circulation table to find an item's +circulation history. + +Pre-catalogued item information such as dummy ISBN, title and author are +also in this table. When a pre-catalogued item is checked out, an item +record is created. If the barcode is already in the table and the item +is not marked deleted, the item record will be updated with the new +title, author, etc. + +*Bibliographic Record.* + +Contains title information. To find the basic bibliographic information +such as title, author, ISBN, etc., follow the link to Simple Records +Extract. + +*Circulation.* + +Contains circulation records, including pre-catalogued item +circulations. When an item is checked out, a circulation record is +created. When an item is renewed, the existing circulation record is +closed and another record is created. Below are some important +timestamps in this table. + +Checkout Date/Time: the time when an item is checked out + +CheckIn Date/Time: the effective date when the item is treated as +checked-in + +CheckIn Scan Date/Time: the time when the check in action is taken + +Due Date/Time: For all daily loans the due time is 23:59:59 of the day +in Pacific Time. Hourly loans have specific time with time zone +information. + +Fine Stops Date/Time: the date when the Maximum Fine limit has been +reached, or the item is returned, marked lost or claimed returned. After +this date, the fine generator will not create new overdue fines for this +circulation. + +Record Creation Date/Time: the date and time when the circulation record +is created. For online checkout it is the same as Checkout Date/Time. +For offline checkout, this date is the offline transaction processing +date. + +Transaction Finish Date/Time: the date when the bills linked to this +checkout have been resolved. For a regular checkout without bills this +field is filled with the checkin time when the item is returned. + +___________________________________________________________________________________________________________________________________________________________ +*Tip* + +The circulating_library field in this table refers to the checkout +location. The circulating_library in the Item table refers to the item's +owning library. +___________________________________________________________________________________________________________________________________________________________ + +*Non-catalogued Circulation.* + +When a non-catalogued checkout is recorded, a record is created in this +table. Non-catalogued item category can be found in the linked Non-Cat +Item Type table. + +*In-house Use.* + +Contains the catalogued item in-house use records. + +*Non-catalogued In-house Use.* + +Contains the non-catalogued item in-house use records. Follow the link +to Item Typeto find the non-catalogued item category. + +*Copy Transit.* + +When a copy is sent in transit, regardless of whether it is going back +to its circulating library or going to fill a hold, a copy transit +record is created in this table. Follow the link to Transit Copyto find +the item information. + +*Hold Transit.* + +When a copy is sent in transit to fill a hold, a hold transit record is +created in this table and the Copy Transit table. So this table contains +a subset of records of the Copy Transit table. You may find hold +information following the link to Hold Requiring Transit. Follow the +link to Transit Copy to find the item information. + +*Hold Request.* + +When a hold is placed, a hold record is created in this table. You may +find the hold receiver's information in Hold User. Requesting User is +the person who takes the placing hold action. It can be the hold +receiver or a staff member. Generally if the Hold User is different from +the Requesting User, this is a staff-placed hold. Hold Copy Map equals +Eligible Copies. Copies that can be used to fill the hold are in this +table. + +____________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +Target Object ID is shown as a link. But there is no linked table in the +Source pane. The value in this field could be a bibilographic record id, +a volume record id or a copy record id depending on the hold type. +____________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Timestamps in this table: + +Capture Date/Time: The time when the hold achieves hold shelf or +hold-in-transit status. + +Fulfillment Date/Time: the time when the on-hold item is checked out. + +Hold Cancel Date/Time: the time when the hold is cancelled. + +Hold Expire Date/Time: This could be the date calculated based on your +library's default Hold Expire Interval or a selected date when placing +the hold. + +Last Targeting Date/Time: The last time the hold targeting program +checked for a target copy for the hold. It usually has the same time as +the Hold Request Time. It is usually not useful for reporting, But it +may serve as an indicator of whether the request time has been edited. + +Notify Time: when the email notice is sent out. + +Request Date/Time: Usually this is when the hold is placed. But it is +editable on the staff client. So sometimes this may be the request time +chosen by the staff. + +Shelf Expire Time: the date is calculated based on the Shelf Time and +your library's Default Hold Shelf Expire Interval. + +Shelf Time: when the hold achieves On Hold Shelf status. + +Thaw Date: the activation date for a suspended hold. + +*Bills tables and views.* + +Scroll down to the bottom of the Source list. Hover your mouse over All +Available Sources. A new list will pop up to the right. Move your cursor +to the list and scroll down to Billing Line Item. This table contains +all the billing line items such as each day's overdue fines and the +grocery bills created manually. The records in this table are viewable +on the Full Details screen on Bills in the staff client. + +Billable Transaction with Billing Location: this table contains the +summary records of billings and payments. Most information in these +records is displayed on Bills or Bills History screen. The records are +updated when either the related billings or payments are updated. +Transaction ID is the bill ID. It is also the circulation record ID for +circulation bills. Transaction Start Time is the grocery bill creation +time or circulation checkout time. Transaction Finish Time is when the +bill is resolved. + +*Payments tables and views.* + +Payments: ALL contains all payment records. When a lump sum of payment +is made on the staff client, one or more payment records are created +depending on the number of bills it resolved or partially resolved. One +bill may be resolved by multiple payments. + +Payments: Brick-and-mortar contains all payments made at the circulation +desk. + +Payments: Desk: Cash/Check/Credit Card payment. + +Payments: Non-drawer Staff: Forgive/Work/Goods/Patron Credit payments. + +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +A view is a virtual table which contains records meeting defined +requirements. The fields in a view can be from one or more tables. +Before you use a view for your report, you need to make sure the view +contains the type of records that you want to report on. For example, +Overdue Circulation is a view which contains circulation records without +checkin date and the due date past "today". It does not work for a +report on last month's circulation statistics, but it makes an overdue +report easier. + +By default, tables are often, but not always, joined by left join. Other +join types may be available. Select the Enable nullability checkbox +under the source list on Template Creation screen (before linked tables +are displayed) to list all available join types. You may see None, +Child, Parent, Default in Nullable column beside the table names. None +means a inner join; Parent is a right outer join; Child left outer join. +Default is unknown, but likely left outer join. +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[template-terminology]] +Template Terminology: Data Types, Transforms, and Operators +----------------------------------------------------------- + +The central column of the Database Source Browser lists Field Name and +Data Type for the selected database table. + +Data Type is associated with each field. It tells what kind of +information is stored in the field. The system handles the information +differently based on the data type. Each data type has its own +characteristics and uses: + +[width="100%",cols="25%,25%,50%",options="header",] +|======================================================================= +|Data Type |Description |Notes +|Boolean |Contains either “true” or “false”. |Examples in Evergreen: +“deleted” in item/patron record, “circulate?” in item record. + +|ID |Unique number assigned by the database to identify a record |IDs +look like numbers, but the id data type is treated specially by the +software for determining how tables are linked. Id is a good candidate +field for counting records. + +|Integer |A number like 1, 2, 3. |Examples in Evergreen: "remaining +renewal count" in circulation record, "claimed returned count" in patron +record. + +|Interval |Time intervals, such as “2 weeks” and “6 months” |Examples in +Evergreen: “loan duration” and "grace period" in circulation record, + +|Link |It is similar to the id data type. It is the id of a record in +another table. |Examples in Evergreen: "user id" and "item id" in a +circulation record. Link outputs a number that is a meaningful reference +for the database but not of much use to a human user. You will usually +want to drill further down the tree in the Sources pane and select +fields from the linked table. However, in some instances you might want +to use a link field. For example, to count the number of patrons who +borrowed items you could do a count on the "user id" in the circulation +record. + +|Money |Monetary amount |Examples in Evergreen: "price" in item record, +"billing amount" in billing record. + +|Org_unit |Organizational unit. It is a number. It acts like link data +type. |In Evergreen, libraries are organizational units. In Sitka +context they are organized into a tree structure with consortium, +library federations, libraries/library systems and branches for library +systems. To filter on a library, make sure you choose the field having +org_unit data type. To display a library, it is a better option to drill +down to the org unit record to display the "name" of it. + +|Text |Text field. Usually it takes whatever is typed into the field. +|Examples: "call number label" in call number record, "patron’s names". + +|Timestamp |A very detailed time such as 2007-11-25 17:54:26-07 +|Example: checkout time in circulation record, last status date in item +record. +|======================================================================= + +Transforms determine how data is processed when it is retrieved from the +database. Different data types can be transformed differently. Not all +transforms are available to a certain data type. + +*Raw Data.* + +To display the data exactly as it is stored in the database. It is +available to all data types. + +*Date.* + +This transform presents a timestamp as a human-readable date in +yyyy-mm-dd format. For example, timestamp 2007-11-25 17:54:26-07 will be +displayed as 2007-11-25. Date is available to timestamp field. + +*Year + Month.* + +Presents a timestamp as the year and month in yyyy-mm format. For +example, 2007-11-25 17:54:26-07 will be displayed as 2007-11. If +filtering on a timestamp transformed to Year + Month, all days in the +calendar month are included. It is available to timestamp field. + +*Upper Case/Lower Case.* + +Transforms text to all upper/lower case. They are only available for the +text data type. + +*Substring.* + +This transform can be applied to filters, not display fields. It matches +the given value with a continuous string of characters in the field. For +example, if a given value is “123’ and the match is with a call number +field, call numbers like ‘123.34’, ‘ANF 123.34’, ‘JNF 233.123’, etc. +will be in the result list. Substring is only available to text data +type. + +*First Continuous Non-space string.* + +The first word (or string of numbers and/or characters until the first +spacing) in a field is returned by this transform. For example, this +transform will return “E” from text “E DOR”, “E 123”, etc. This +transform is available to the text data type. + +*Count.* + +This transform counts the records found. Though you can count by any +field, very often id field is used. Count is available to text, integer, +id, money, and timestamp. + +*Count Distinct.* + +This transform counts the number of records with unique value in the +field. If two records have the same value in the field, they will be +counted once only. A typical example of using Count Distinct is counting +the number of active patrons who borrowed items at a library. Each +patron can be counted once only but he/she may borrow multiple items. +Transforming the patron id in circulation record with Count Distinct +will result in the required number. Since each patron has a unique id, +she/her will be counted once only. Count Distinct is available to text, +integer, id, money, and timestamp. + +*Max.* + +It compares the values in the field of all result records and then +returns the one record with the highest value. Max is available to text, +integer, money, and timestamp. For timestamp the highest value means the +latest date. For example, if a checkout date is transformed by Max, the +returned date is the last checkout date. + +*Min.* + +It works the same way as Max except that it returns the lowest value. +Min is available to text, integer, money, and timestamp. + +Note that each transform has either an Aggregate or Non-Aggregate output +type. + +Whether an output is Non-Aggregate or Aggregate depends on whether the +output value relies on a single record or several records. It is +Non-Aggregate if the result is strictly from a single record, while it +is Aggregate if it is from several records. For example, the value of +Count transform of circulation id will increase by 1 whenever a record +is found. So the output is Aggregate. The output of Max transform of +checkout date is technically not aggregated, but there may be several +records invovled before the highest value is deterrmined. + +When used as filters, non-aggregate and aggregate types correspond to +Base and Aggregate filters respectively. To see the difference between a +base filter and an aggregate filter, imagine that you are creating a +report to find out the popular items that were circulated more than 3 +times last month. This would require a base filter to specify the month +of interest and an aggregate filter on the count of circulation record +on each item. + +Operators describe how two pieces of data can be compared to each other. +They are used when creating filters in a template to determine which +records should be included in the result. The record is included when +the comparation returns "TRUE". The possible ways of comparing data are +related to data type and data transforms. Below are some commonly used +operators. + +*Equals.* + +Compares two operands and returns TRUE if they are exactly the same. + +*In List.* + +It is similar to Equals, except it allows you specify multiple +parameters and returns "TRUE" if the field is equal to any one of the +given values. + +*Not In List.* + +It is the opposite of In List. Multiple parameters can be specified. +TRUE will be returned only when none of the parameters is matched with +the value in the field. + +*Greater Than.* + +This operator returns TRUE if a field is greater than your parameter. +For text fields, the string is compared character by character in +accordance with the general rule that numerical characters are smaller +than alphabetical characters and upper case alphabeticals are smaller +than lower case alphabeticals; for timestamps “Greater Than” can be +thought of as “later than” or "after". + +*Less Than.* + +This operator returns TRUE if a field is less than, lower than, earlier +than or smaller than your parameter. + +*Between.* + +Two parameters are required by this operator. TRUE is returned when the +field value is Greater Than or Equal to the smaller given value and Less +Than or Equal to the bigger given value. The smaller parameter should +always comes first when filling in a filter with this operator. For +example: between 3 and 5 is correct. Between 5 and 3 will return FALSE +on the Reports interface. For timestamp earlier date always comes first. + +*Is NULL or Blank.* + +Returns TRUE for fields that contain no data or blank string. For most +intents and purposes this operator should be used when there is no +visible value in the field. + +*Contains Matching Substring.* + +This operator checks if any part of the field matches the given +parameter. It is case-sensitive. + +*Contains Matching Substring (Ignore Case).* + +This operator is identical to Contains Matching Substring, except it is +not case-sensitive. + +[[serials-start]] +Serials +------- + +*Adapted with permission from original material by the +http://docs.evergreen-ils.org/2.4/_serials_control_view.html[Evergreen +Community]* + +This documentation is intended for users who will be ordering +subscriptions, distributing issues, and receiving issues in Sitka +Evergreen. The described processes have been tested by Sitka support in +Sitka's shared environment and are the sole supported workflow for +serials in Sitka Evergreen. Sitka support strongly recommends adherence +to this prescribed workflow. + +[[serialsvideos]] +Serials Videos +~~~~~~~~~~~~~~ + +**Introduction to Serials**: This 2 minute video provides a brief +overview of the serials module + +http://videos.cooperative.bclibraries.ca/serials_intro.htm[Click here to +view the video] + +**Serials Tutorial in Sitka Evergreen**: This 10 minute video outlines +the basic procedure for creating a subscription and receiving Issues. + +http://videos.cooperative.bclibraries.ca/serials_tutorial.htm[Click here +to view the video] + +[[serialsadmin]] +Administration +~~~~~~~~~~~~~~ + +The following settings will need to be configured in the Library +Settings Editor before you start using the Serials module. + +Click Admin > Local Administration > Library Settings Editor. + +image:media/lse.png[image] + +Search or scroll to find Serials: Default display grouping for serials +distributions presented in the OPAC. + +image:media/enum.png[image,scaledwidth=100.0%] + +Click Edit. + +Edit the setting as follows. + +* Context: By default your library is selected. +* Value: Enter enum to display issues by enumeration. This value will +become your default setting for display issues in the OPAC. + +image:media/enum1.png[image] + +Click Update Setting. + +Search or scroll to find OPAC: Use fully compressed serials holdings.. + +image:media/opac.png[image,scaledwidth=100.0%] + +Click Edit. + +Edit the setting as follows. + +* Context: By default your library is selected. +* Value: Select True from the dropdown menu to view a compressed +holdings statement. + +image:media/opac1.png[image] + +Click Update Setting. + +Search or scroll to find OPAC: Specify how items are ordered. + +image:media/order.png[image,scaledwidth=100.0%] + +Click Edit. + +Edit the setting as follows. + +* Context: By default your library is selected. +* Value: Choose one of the following +** desc: To sort from newest to oldest by active date +** asc: To sort from oldest to newest by active date +** call: To sort by call number + +image:media/sortorder.png[image] + +Click Update Setting. + +[[serials-copy-template]] +Copy Template +------------- + +[[serials-create-copy-template]] +Create a Copy Template +~~~~~~~~~~~~~~~~~~~~~~ + +__________________________________________________________________ +*Caution* + +You must create at least one template in order to receive serials. +__________________________________________________________________ + +A copy template enables you to specify item attributes that should be +applied by default to all copies of serials. You can create one copy +template and apply it to multiple serials or you can create multiple +templates. For example, you may want to create one copy template for +Popular Magazines and one template for Juvenile Magazines. + +Select Admin > Local Administration > Copy Template Editor. + +Click on New Copy Template. + +Enter parameters for your new copy template. + +____________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +*Name* - Enter a Name for the template. + +*Owning Library* - Select an owning library from the Owning lib drop +down menu. This organization owns the copy template. A staff member with +permissions at that organization can modify the copy template. + +*Circulate* - Click the box adjacent to Circulate if you want the item +to circulate. + +*Holdable* - Check the box adjacent to Holdable if patrons can place +holds on the item. *Important* Must also check the box for Mint +Condition + +**OPAC Visible**- Check the box adjacent to OPAC Visible if you want +patrons to be able to see the item in the OPAC after you receive it. + +*Loan Duration* - Select a loan duration rule from the drop down menu if +all serial issues you will use this template for share the same Loan +Duration, otherwise leave it blank and fill it in after the item is +received.. + +*Fine Level* - Select a fine level for the item from the drop down menu +if all serial issues you will use this template for share the same fine +rule, otherwise leave it blank and fill it in after the item is +received. + +**Location**- Select a copy Location from the drop down menu. + +*Circulation Modifier* - Select a circ modifier from the drop down box. + +*Floating* - Do not select this as this must be left blank. + +*Deposit* - Check the box adjacent to Deposit if patrons must place a +deposit on the copy before they can use it. + +*Reference* - Check the box adjacent to Reference if the item is a +reference item. + +*Mint Condition* This box must be checked if serials are "holdable". If +this box is not checked the copies will not be used to fill holds. + +*Age Protection* - Leave this field blank for your template. You may +assign a Age Hold Protection rule after a serial issue is received if +required. + +*Alert Message* - Enter a message in the Alert Message field if +required. This message will appear every time the any serial item this +template is used for is checked out to a patron. + +*Circ as Type* - Leave this field blank for your template. + +*Deposit Amount* - Leave this field blank for your template.You may +assign a deposit price after a serial issue is received if required. + +*Price* -Leave this field blank for your template.You may assign a price +after a serial issue is received if required. + +*Status* - This is an optional field. +____________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Click Save. + +[[edit-copy-template]] +Edit a Copy Template +~~~~~~~~~~~~~~~~~~~~ + +You can make changes to an existing copy template. Changes that you make +to a copy template will apply to any items that you receive after you +edited the template. + +Select Admin > Local Administration > Copy Template Editor. Double-click +in the row of the template you want to edit. The copy template will +appear, and you can edit the fields. After making changes, click Save. + +[[serials-control]] +Creating Serial Records +----------------------- + +[[serial-control-view]] +Serial Control View +~~~~~~~~~~~~~~~~~~~ + +The Serial Control view enables you to manage serials in a single tabbed +interface. Serial Control view consists of five tabs. + +1. **Items: Used to receive issues.**. +2. Units: Not currently used. +3. Distributions: Can be used to create and manage distributions or +streams. We recommend that you access this information under the +Subscriptions tab. +4. **Subscriptions: Used to create and manage subscriptions.**. +5. Claims: Not currently used. + +[[managing-serials-records]] +Managing Serials Records +~~~~~~~~~~~~~~~~~~~~~~~~ + +link:#subscription[Create a Subscription] + +link:#distribution[Create a Distribution] + +link:#caption[Create Captions and Patterns] + +link:#pattern[Pattern Code Wizard] + +link:#issuance[Create an Issuance] + +link:#predictions[Generate Predictions] + +[[subscription]] +Create a Subscription +^^^^^^^^^^^^^^^^^^^^^ + +A subscription is designed to hold all information related to a single +serial title. Therefore, each library is likely to have only one +subscription per serial title. + +A subscription must be added to a catalogue record, so to start you must +locate the record in the catalogue. If the record is not already in the +catalogue, you can import it via any of your preferred methods (MARC +import, Z39.50 search, etc.) + +Search the catalogue. (F3) + +image:media/3721_1.png[image] + +Select the bibliographic record for the magazine or periodical. + +image:media/searchresults.png[image,scaledwidth=100.0%] + +Click on the title to open the Record Detailsscreen. + +Click on Actions for this Record and select Serial Control View. + +image:media/cat1.png[image,scaledwidth=100.0%] + +Click on the Subscriptions tab. + +image:media/submpl.png[image] + +Select the branch that will own the subscription. (Your Library). + +Click on Actions for Selected Row, and select Add Subscription. + +Complete the subscription information. + +* Owning Library: This field is automatically populated with the library +you selected in step 5. +* Start Date: Use the calendar to select the date that the subscription +begins, and click Apply. +* End Date: Enter the date that the subscription ends. (**This date is +required to generate renewal reports**) +* Bibliographic Record Entry: This field is automatically populated with +the record ID of the bibliographic record. +* Expected Date Offset: *(Optional)* Enter the difference between the +nominal publishing date of an issue and the date that you expect to +receive your copy. For example, if an issue is published the first day +of each month, but you receive the copy two days prior to the +publication date, then enter -2 days into this field. + +Click Save. + +[[distribution]] +Create a Distribution +^^^^^^^^^^^^^^^^^^^^^ + +You must create a distribution to indicate: + +* Which branches should receive copies of a serial. +* The number of copies that should be sent to each branch. + +To create a distribution: + +Click on the Distribution tab + +Click on New Distribution + +Complete the Distribution information. + +* Apply a new label to the distribution. Example: Magazine Title or +Branch Code MPL. Click Apply. ++ +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +If you are creating multiple distributions (multiple copies of each +issue) the name of the label becomes more important. Multi branch +libraries setting up a subscription at a system level will want to use +the branch code as the label to easily determine which copy is sent to +each branch. +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +* The holding library is filled in by default and is the library to +which you attached the subscription. +* Display Grouping should be set to Enumeration +* Receive Unit Template: This is the template that should be applied to +copies when they are received. Select a template from the drop down menu +and click Apply. ++ +___________________________________________________________________________________________________________________________________________________________________________ +*Note* + +If you have not yet created a serial copy template please refer to +http://docs.sitka.bclibraries.ca/Sitka/draft/html/create-copy-template.html[35.1 +Create a Copy Template] +___________________________________________________________________________________________________________________________________________________________________________ + +Click Save. + +_____________________________________________________________________________________________________________________________________________________ +*Note* + +Instruction on how to setup a Routing List can be found here +http://docs.sitka.bclibraries.ca/Sitka/current/html/serialsrouting.html[Serials +Routing] +_____________________________________________________________________________________________________________________________________________________ + +[[caption]] +Create Captions and Patterns +^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Caption and Pattern objects define the same material that would be +described in an 853, 854, or 855 MARC tag. Here you define how your +issues will be captioned and how often you get them. + +Click on the Captions and Patterns tab. + +Click the Add New button. + +Click Wizard. + +Alternatively you can copy and paste a Caption and Pattern string into +the empty Pattern Code box. See link:#serial_pattern[section_title] for +a list of pre-defined Caption/Pattern strings to choose from. + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +Sitka support has created pattern codes for many popular periodicals / +magazines. Whenever possible please use the pattern codes created by +Sitka support. If your periodical / magazine is not in the list, contact +Sitka support, or create a pattern using the Pattern Code Wizard. +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[editcaption]] +Edit Captions and Patterns +^^^^^^^^^^^^^^^^^^^^^^^^^^ + +If the publication pattern changes you will need to delete the current +caption/pattern information and enter a new caption/pattern as well as a +new "dummy issuance" + +Click the arrow beside the subscription + +Click the Captions/Patterns row beneath the subscription. + +Click the row with the Caption/Pattern # + +Click in the "Pattern Code" box and paste the new pattern code, or click +on the button for Pattern Code Wizard to create a new pattern string. + +Click on Modify Caption and Pattern + +Add an Issuance as per link:#issuance[section_title] + +Make predictions as per link:#predictions[section_title] + +[[pattern]] +Pattern Code Wizard +^^^^^^^^^^^^^^^^^^^ + +Click on the Pattern Code Wizard button. + +Enumerations: + +* To add an enumeration, check the box adjacent to Use enumerations? +* A field for the First level will appear. Enter the enumeration for the +first level. A common first level enumeration is volume,vol., or "v". +* Click Add Enumeration. +* A field for the second level will appear. Enter the enumeration for +the second level. A common second level enumeration is number, or “no.” +* Enter the number of bibliographic units per next higher level. +* Choose the enumeration scheme from the drop down menu. + +Calendar: + +* To use months, seasons, or dates in your caption, check the box +adjacent to Use calendar changes? +* Identify the point in the year at which the highest level enumeration +caption changes. +* In the Typedrop down menu, select the points during the year at which +you want the calendar to restart. +* In the Point drop down menu, select the specific time at which you +would like to change the calendar. +* To add another calendar change, click Add Calendar Change. There are +no limits on the number of calendar changes that you can add. +* When you have finished the calendar changes, click Next. + +Chronology: + +* To add chronological units to the captions, check the box adjacent to +Use chronology captions? +* Choose a chronology for the first level. If you want to display the +terms such as “year” and “month” next to the chronology caption in the +catalogue, then check the box beneath Display in holdingfield. +* To include additional levels of chronology, click Add Chronology +Caption. Each level that you add must be smaller than the previous +level. +* After you have completed the chronology caption, click Next. + +Compress and Expand Captions + +* Select the appropriate option for compressing or expanding your +captions in the catalogue from the Compressibility and Expandability +drop down menu. +* Choose the appropriate caption evaluation from the drop down menu. +* Choose the frequency of your publication from the drop down menu. For +irregular frequencies, you may wish to select Use number of issues per +year:, and enter the total number of issues that you receive each year. +* Click Next. + +Regularity Information + +* If needed, check box for Use specific regularity information. +* Choose the appropriate information for combined, omitted or published +issues. +* If you selected Use number of issues per year: in the previous step, +you will need to specify when the issues are published using the +specific regularity information. +* Choose the appropriate frequency and issue. Add additional rows as +required. +* Click Finish. + +Captions and Patterns + +* To complete the wizard, click Create Pattern Code. +* Click Create Caption and Pattern. + +[[issuance]] +Create an Issuance +^^^^^^^^^^^^^^^^^^ + +Issuance is a simple,uncompressed MFHD field 863. + +The Issuances function allows you to manually create an issue. Evergreen +will use the initial issue to predict future issues. You need to create +a “dummy” issuance that will be deleted after you have done your +predictions. This should be created for the issue BEFORE your first +issue. + +Click on the Issuances tab. + +Click on New Issuance. + +Complete the Issuance information + +* Label: Enter a name for this issuance. +* Date Published: Enter the date for the issue before the first one in +your subscription. For example, if your subscription starts in January +2014, enter a pub. date for the December 2013 issue. +* Click the Wizard button. Enter Holding code information [Enumeration +and Chronology]. +* Click on Compile. +* When finished, click Save. + +[[predictions]] +Generate Predictions +^^^^^^^^^^^^^^^^^^^^ + +Open the Subscriptions tab. + +Click on the subscription row. + +Click Actions for Selected Row and select Make Predictions. + +A pop up box will ask you how many items you want to predict. Enter the +number, and click OK. + +A confirmation message will appear. Click OK. + +Delete first Issuance + +* Click on the arrow beside the subscription +* Click on the arrow beside Issuances. +* Right Click on the “dummy” issuance you created and choose Delete +Issuance. + +[[serials-receive]] +Receiving Serials +----------------- + +[[serial_receive]] +Receive serials +~~~~~~~~~~~~~~~ + +Receiving serials is done through the Serials Control View. + +Go to the Items tab. + +image:media/38_1.png[image,scaledwidth=100.0%] + +Click on Refresh + +To receive items, click the Receive radio button. Items that have yet to +be received are displayed in the top half of the screen the. Recently +received items are displayed in the bottom half of the screen. + +Select the issue that you want to receive. + +Select the current working unit. Click Set Current Unit, located in the +lower right corner of the screen. A drop down menu will appear. Select +Auto per item. + +* Auto per item - Use this if you want to assign a barcode to each item +individually. +* New Unit - Use this if you want to assign the same barcode to each +item within a unit. (Binding Process) +* No Unit - Use this if you do not want to assign a barcode to the item. +Please note that this selection will not create a copy on the copy table +and is not recommended. + +Click Receive/Move Selected. + +Enter a barcode and call number. You can scan the item barcode into the +barcode field. Enter a rational call # for each item *(We recommend +enumeration and/or chronology captions (ex V.22 No.1 Jan 2013 / January +2013)* + +A message confirming receipt of the item appears. Click OK. + +* The screen refreshes. In the top half of the screen the item displays +a received date. In the bottom half of the screen the item that you have +just received is now at the top of the list of the received items. + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Serial Alerts at Receive Time - The new "Alerts" button on the Items tab +displays the number of alert notes that are available for the selected +items, and clicking this button opens a window which displays all +applicable alert notes, sorted by type . Notes can also be edited or +deleted from this window. +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[serial-batch_receive]] +Batch Receive Serials +~~~~~~~~~~~~~~~~~~~~~ + +It is also possible to receiving multiple copies of a serial using the +Serials Batch Receive interface. + +________________________________________________________________________ +*Caution* + +This procedure is for sites receiving multiple copies of the same issue. +________________________________________________________________________ + +Click on Actions for this record + +Select Serials Batch Receive + +Enter an identifier for a bibliographic record. ISSN or Database ID + +Click on Find Record + +Choose an Issuance + +Click Next + +Select Create Units for Receiving Items + +Enter Barcode,Call Number and Price. + +Click on Receive Selected Items. + +Click on Start Over to receive the next subscription, or close the tab. + +[[serials-opac]] +OPAC +---- + +[[serials-search]] +Searching for Serials in the OPAC +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Searching for serials is the same process as searching for other items +in the catalogue. Detailed search instructions can be found +http://docs.sitka.bclibraries.ca/Sitka/current/html/opac-catalogue.html[Chapter +27. Search the Catalogue] + +[[opac-display]] +OPAC Serials Display +~~~~~~~~~~~~~~~~~~~~ + +Bibliographic records that contain serials information will have a new +section in the OPAC called Issues Held. The Issues Held tab contains an +expandable holdings statement that details each issue in your +collection. + +image:media/issues.png[image,scaledwidth=100.0%] + +___________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +There are 3 settings in the Library Settings Editor that must be +configured for your serials OPAC to display in this manner. For more +information please refer to link:#serialsadmin[section_title] +___________________________________________________________________________________________________________________________________________________________________________________________________ + +[[serials-reports]] +Reports +------- + +[[serial_reporttemplates]] +Serials Report Templates +~~~~~~~~~~~~~~~~~~~~~~~~ + +An account with Reporter permissions is required to clone templates from +the Shared Folders section and save them to My Folders. + +______________________________________________________________________________________________________________________________________________________________________ +*Note* + +For more information regarding reports and creating reports from +templates please see +http://docs.sitka.bclibraries.ca/Sitka/current/html/report.html[Part V. +Reports] +______________________________________________________________________________________________________________________________________________________________________ + +*Subscription Titles by holding library for selected year:* provides a +list of all current subscriptions, used for reviewing subscriptions. + +*Subscription Titles with End Date within Time Frame:* provides a list +of subscriptions with an end date, used to generate titles for renewal + +___________________________________________________________________________________ +*Note* + +You must enter an end date in your subscriptions for this report to +generate titles +___________________________________________________________________________________ + +*Serial Circulation Report:* provides circulation statistics for +serials, used to generate circulation statistics for Serials. + +*Serials Claiming Items List:* provides a list of serials that have not +yet been received, used for claiming missing issues. + +[[serials-special]] +Special Issues +-------------- + +[[addissue]] +Add an Issuance +~~~~~~~~~~~~~~~ + +The following instructions are for adding additional Issuances to an +existing subscription. This process is used for unpredicted or special +Issues. + +From the Serial Record --> Click on the Actions for this record button + +Select Alternate Serial Control + +Click on the subscription ID + +Open on the Issuances tab + +Click on the New Issuance button + +Enter the Label and Date Published + +Click on the Wizard button + +Click on the Create Holding Code button + +Click on the Save button + +You must now add an item to the Issuance + +Click on the Issuance you just created + +Click on the New Items button + +Enter Date Expected and click Create + +The item is now ready to receive. If you complete the Date Received +field and change the status to received then it will receive the issue +but it won’t create the associated copy record whereas if you leave it +blank and receive the item through the Serials Control View or Batch +Receive function you can create the Copy Record at that time. + +[[editissue]] +Edit an Issuance +~~~~~~~~~~~~~~~~ + +The following instructions are for entering "Special Issues" or for +editing an existing Issuance + +From the Serial Control View --> Click on the Subscriptions tab + +Click on the arrow beside your library name + +Click on the arrow beside Issuances + +Click on the Issuance you would like to edit + +Edit the label / date published + +Click Modify Issuance + +[[deleteissuance]] +Delete an Issuance +~~~~~~~~~~~~~~~~~~ + +From the Subscriptions tab in Serials Control View + +Click on the arrow beside your library name + +Click on the arrow beside your subscription # + +Click on the arrow beside Issuances + +Right Click on the Issue you would like to delete, Select Delete +Issuance + +[[serials-binding]] +Binding Process +--------------- + +[[serialsbinding]] +Binding Template +~~~~~~~~~~~~~~~~ + +In order to "Bind" serials you must assign a **Bind Unit Template**. You +can use the same template as your *Receive Unit Template* or create a +new one. For more information about Copy Templates please see +http://docs.sitka.bclibraries.ca/Sitka/draft/html/create-copy-template.html[35.1 +Create a Copy Template] + +Search the catalogue. (F3) + +Select the bibliographic record for the magazine or periodical. + +Click on the title to open the Record Detailsscreen. + +Click on Actions for this Record and select Serial Control View. + +Click on the Subscriptions tab. + +image:media/submpl.png[image] + +Click on the arrow beside your Library + +Click on the arrow beside your Subscription + +Click on the arrow beside your Distribution + +image:media/arrow1.png[image,scaledwidth=100.0%] + +Click on the Distribution Label + +In the Distribution window on the right hand side of the screen, Click +on Bind Unit Template.Select your template from the list + +Click Apply + +Click Modify Distribution(s) + +Click Ok + +[[serialsbindunit]] +Binding Units +~~~~~~~~~~~~~ + +Search the catalogue. (F3) + +Select the bibliographic record for the magazine or periodical. + +Click on the title to open the Record Detailsscreen. + +Click on Actions for this Record and select Serial Control View. + +Click on the Items tab. + +Click in the radial button for Bind + +Click on Set Current Unit + +Select New Unit This is will allow you to use 1 barcode for all items +within the unit + +_________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +If you want the item to be bound into an existing unit, select Recent +and select the desired unit from the menu. To make a change in bound +items, receive or bind the items into an already existing unit +_________________________________________________________________________________________________________________________________________________________________________________________________________ + +Select the items to be bound + +Click on Receive/Move Selected + +Scan or Enter the barcode for the item + +Enter the callnumber for the item + +Click Ok + +[[serials-routing]] +Routing +------- + +[[serialsrouting]] +Serials Routing +~~~~~~~~~~~~~~~ + +A routing list is made up of “users,” who will receive a copy of a +serial before that copy hits its regular shelving location. . + +The following instructions assume that you have already setup a +distribution as per +http://docs.sitka.bclibraries.ca/Sitka/current/html/managing-serials-records.html#distribution[36.2.2 +Create a Distribution] + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +Depending on the status you have setup in the copy template editor, we +suggest creating a copy template for "Routed" serials. The status for +these items should be set to "In Process" or "Cataloguing". After the +item has been routed around, it will need to be checked in to display a +status of "Available" +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Search the catalogue. (F3) + +Select the bibliographic record for the magazine or periodical. + +Click on the title to open the Record Detailsscreen. + +Click on Actions for this Record and select Serial Control View. + +Click on the Subscriptions tab. + +image:media/431_1.png[image] + +Click on the arrow beside your Library + +Click on the row with the Subscription # + +Click on the Distribution tab on the right hand side of the screen + +Click on the Hyperlinked Label + +Select the target stream by checking the box + +Click on Routing List For Selected Stream + +Choose the radio button beside barcode or deparment + +* Barcode - enter the user barcode +* Department - free form text field + +Click on Add + +Repeat these steps for any additional Barcodes or Deparments + +You can re-arrange users in the list by dragging and dropping each +numbered row. + +When you've got the list you want, click on Save Changes + +[[receiverouting]] +Serials Batch Receive +~~~~~~~~~~~~~~~~~~~~~ + +___________________________________________________________________________________________________ +*Caution* + +In order to view and print the Routing Slip, you must receive your +serials by Serials Batch Receive +___________________________________________________________________________________________________ + +Click on Actions for this Record + +Select Serials Batch Receive + +Make sure Create Units for Received Items is checked. + +Choose an Issuance from the drop down menu + +Click on Next + +Fill in the required information. + +* *Barcode* - Enter or Scan the item barcode +* **Circ Modifier**- Select the appropriate Circ Modifier +* **Call Numbe**r - Enter a Call Number +* *Note* - Enter a Note (Optional) +* *Copy Location* - Select the Copy Location +* *Price* - Enter a Price (Optional) +* **Routing List**- Make sure this box is checked +* **Receive**- Make sure this box is checked + +Click on Receive Selected Items + +Print Routing List + +[[serials-caption]] +Caption and Pattern Codes +------------------------- + +[[serial_pattern]] +Caption and Pattern Codes +~~~~~~~~~~~~~~~~~~~~~~~~~ + +Sitka support has created Caption and Pattern Codes for popular +magazines and frequencies. Please copy and paste the whole string +(Including Square brackets "[ ]") in the "Pattern Code" box. + +.Popular Caption and Pattern Codes +[width="100%",cols="25%,25%,25%,25%",options="header",] +|======================================================================= +|Title |Database ID |Pattern Code |Notes +|BC Business |108282856 +|[“2”,”0”,”8”,”1”,”a”,”v.”,”b”,”no.”,”u”,”12”,”v”,”r”,"i","(year)","j","(month)",”w”,”m”,”x”,”01”] +|Monthly - 12 Issues/Year - With Enumeration captions + +|BC Home & Garden. |108225216 |["2","0","8","1","a","v. +","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"] +|Bi-Monthly - 6 Issues / Year + +|BC nature. |108527928 +|["2","0","8","1","a","V.","b","No.","u","4","v","r","i","(year)","j","(season)","w","q","x","01"] +|Seasonal - 4 Issues / Year Spring, Summer, Fall, Winter - with +enumeration captions (V. No.) + +|BC outdoors sport fishing and outdoor adventure. |108419744 +|["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"] +|9 Issues / Year - 7 Sport Fishing & 2 Hunting Editions - with +enumeration captions (v. no.) modify issuance label to add "hunting or +sports fishing" + +|Better homes and gardens. |108255191 +|[“2”,”0”,”8”,”1”,”a”,”v.”,”b”,”no.”,”u”,”12”,”v”,”r”,"i","(year)","j","(month)",”w”,”m”,”x”,”01”] +|Monthly - 12 Issues/Year - with Enumeration captions + +|British Columbia history : Journal of the British Columbia Historical +Federation. |108286944 +|["2","0","8","1","a","V.","b","No.","u","4","v","r","i","(year)","j","(season)","w","q","x","01"] +|Seasonal - 4 Issues / Year Spring, Summer, Fall, Winter - with +Enumeration captions (V. No.) + +|British Columbia magazine. |108304607 +|["2","0","8","1","a","V.","b","No.","u","4","v","r","i","(year)","j","(season)","w","q","x","01"] +|Seasonal - 4 Issues / Year Spring, Summer, Fall, Winter - with +enumeration captions (V. No.) + +|Canada's style at home. |108304570 +|["2","0","8","1","a","(year)","b","(month)","w","m"] |Monthly - 12 +Issues/Year - without enumeration captions + +|Canadian gardening. |108142330 +|["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"] +|6 Issues/Year - January, April, May, Summer, Autumn, Winter + +|Canadian geographic. |108304606 +|["2","0","8","1","a","(year)","b","(season)","w","q"] |Seasonal - 4 +Issues / Year Spring, Summer, Fall, Winter - without enumeration + +|Canadian home workshop. |108286953 +|["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"] +|6 Issues/Year - October, Winter, March, Apr/May, Summer, September + +|Canadian house and home. |108286955 +|["2","0","8","1","a","v.","b","no.","u","12","v","r","i","(year)","j","(month)","w","m","x","01"] +|Monthly - 12 Issues/Year - with enumeration captions (v. no.) + +|Canadian living. |108289179 +|["2","0","8","1","a","v.","b","no.","u","12","v","r","i","(year)","j","(month)","w","m","x","01"] +|Monthly - 12 Issues/Year - with enumeration captions (v. no.) + +|Cooking light. |108304605 +|["2","0","8","1","a","v.","b","no.","u","12","v","r","i","(year)","j","(month)","w","m","x","01"] +|Monthly - 12 Issues/Year - with enumeration captions (v. no.) + +|Cook's Illustrated. |108304588 +|["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"] +|Bi-Monthly - 6 Issues / Year - with enumeration caption (no.) + +|Country living. |108303839 +|["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"] +|10 Issues/Year - Dec/Jan, July/Aug combined - with enumeration captions +(v. no.) + +|Crafts 'n things. |108304801 +|["2","0","8","1","a","V.","b","No.","u","4","v","r","i","(year)","j","(season)","w","q","x","01"] +|Seasonal - 4 Issues / Year Spring, Summer, Fall, Winter - with +enumeration captions + +|Food network magazine. |108304833 +|["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"] +|10 Issues/Year - Jan/Feb, July/Aug combined - with enumeration captions +(v. no.) + +|Gardens west. |108219964 +|["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"] +|9 Issues/Year - Jan/Feb, July/Aug, Nov/Dec combined + +|Hello! Canada |108221772 +|["2","0","8","1","a","No.","i","(year)","j","(month)","k","(day)","w","w"] +|Weekly - 52 Issues/Year + +|Ladies' home journal. |108304836 +|["2","0","8","1","a","v.","b","no.","u","11","v","r","i","(year)","j","(month)","w","m","x","02","y","cm12/01"] +|11 Issues/Year - Dec/Jan combined + +|Maclean's : Canada's national magazine. |108220410 +|["2","0","8","1","a","v.","b","no.","u","var","v","r","i","(year)","j","(month)","k","(day)","w","w","x","01"] +|Weekly - 52 Issues/Year + +|Martha Stewart living. |108304837 +|["2","0","8","1","a","V.","b","No.","u","12","v","r","i","(year)","j","(month)","w","m","x","01"] +|Monthly - 12 Issues/Year - with enumeration captions + +|Natural health. |108420801 +|["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"] +|Bi-Monthly - 6 Issues / Year - with enumeration captions (v. no.) + +|O : the Oprah magazine. |108305645 +|["2","0","8","1","a","v.","b","no.","u","12","v","r","i","(year)","j","(month)","w","m","x","01"] +|Monthly - 12 Issues/Year - with enumeration captions (v. no.) + +|Organic gardening. |108220197 +|["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"] +|6 Issues/Year - D/J, F/M, A/M, J/J, A/S, O/N + +|Our Canada. |108528320 +|["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"] +|6 Issues/Year - D/J, F/M, A/M, J/J, A/S, O/N + +|PC Gamer |30251314 +|["2","0","8","1","a","no.","i","(year)","j","(month)","w","m"] |Monthly +- 12 Issues/Year - with enumeration captions (no.) + +|People weekly. |108142236 +|["2","0","8","1","a","v.","b","no.","u","var","v","r","i","(year)","j","(month)","k","(day)","w","w","x","01"] +|Weekly - 52 Issues/Year +|======================================================================= + +*Sample Sets of Serial Patterns* + +To use one of the following codes you must copy and paste all the text +inside and including the square brackets [ ]. + +*DAILY:* + +* Omitted Sunday. 6x a week, but not Sunday: ++ +|["2","0","8","1","a","no,","i","(year)","j","(month)","k","(day)","w","d","x","01","y","odsu"] + +*WEEKLY:* + +* Increments continuously without volume number: ++ +|["2","0","8","1","a","no.","i","(year)","j","(month)","k","(day)","w","w"] +* Increments continuously with volume number: ++ +|["2","0","8","1","a","Vol.","b","No.","u","52","v","c","i","(year)","j","(month)","k","(day)","w","w","x","01"] +* Restart with volume number: ++ +|["2","0","8","1","a","Vol.","b","no.","u","52","v","r","i","(year)","j","(month)","k","(day)","w","w","x","01"] + +*26 Times a year (and variations):* + +* 26 times a year. Increments continuously without volume: ++ +|["2","0","8","1","a","no.","i","(year)","j","(month)","k","(day)","w","e","x","01"] +* 26 times a year. Increments continuously with volume: ++ +|["2","0","8","1","a","Vol.","b","no.","u","26","v","c","w","e","x","01"] +* 26 times a year. Restart with volume: ++ +|["2","0","8","1","a","Vol.","b","no.","u","26","v","r","i","(year)","j","(month)","k","(day)","w","w","x","01","y"] +* 26 times a year. Restart, year used as volume: ++ +|["2","0","8","1","a","Vol.","b","no.","u","26","v","r","w","e","x","01"] +* 24 times a year. Restart, year used as volume: ++ +|["2","0","8","1","a","Vol.","b","no.","u","24","v","r","w","e","x","01"] + +*MONTHLY (and variations):* + +* Names of months without volume: ++ +|["2","0","8","1","i","(year)","j","month","w","m"] +* Increments continuously without volume number: ++ +|["2","0","8","1","a","No.","i","(year)","j","(month)","w","m","x","01"] +* Increments continuously with volume number: ++ +|["2","0","8","1","a","Vol.","b","no.","u","12","v","c","i","(year)","j","(month)","w","m","x","01"] +* Restart without volume number: ++ +|["2","0","8","1","a","Vol.","b","No.","u","12","v","r","w","m","x","01"] +* Restart with volume number: ++ +|["2","0","8","1","a","vol.","b","no.","u","12","v","r","i","(year)","j","(month)","w","m","x","01"] +* 11 times a year. Increments continuously without volume number: ++ +|["2","0","8","1","a","No.","u","11","v","c","i","(year)","j","(month)","w","m","x","01","y","om08"] +* 11 times a year. Increments continuously with volume number: ++ +|["2","0","8","1","a","Vol.","b","No.","u","11","v","c","i","(year)","j","(month)","w","m","x","01","y","om08"] +* 11 times a year. Restart without volume number: ++ +|["2","0","8","1","a","No.","u","11","v","c","i","(year)","j","(month)","w","m","x","01","y","om08"] +* 11 times a year. Restart with volume number: ++ +|["2","0","8","1","a","vol.","b","no.","u","11","v","r","i","(year)","j","(month)","w","m","x","01","y","om08"] +* 10 times a year with volume number. Increments continuously and no +issues in August and September: ++ +|["2","0","8","1","a","Vol.","b","no.","u","10","v","c","i","(year)","j","(month)","w","m","x","01","y","om08","y","om09"] +* 10 times a year, without volume number. Increments continuously, no +issues in August and September: ++ +|["2","0","8","1","a","no.","u","10","v","c","i","(year)","j","(month)","w","m","x","01","y","om08","y","om09"] +* 10 times a year. Restart, year used as volume number (no issues in +January and August): ++ +|["2","0","8","1","a","Vol.","b","No.","u","10","v","r","w","m","x","01","y","om01","y","om08"] +* 9 times a year. Restart and year used as volume number: ++ +|["2","0","8","1","a","Vol.","b","No.","u","9","v","r","w","m","x","01","y","om06","y","om07","y","om08"] +* 8 times a year. Restart and year used as volume number: ++ +|["2","0","8","1","a","Vol.","b","No.","u","8","v","r","w","m","x","01","y","om01","y","om03","y","om06","y","om08"] +* 8 times a year. Increments continuously and year used as volume +number: ++ +|["2","0","8","1","a","Vol.","b","No.","u","8","v","c","w","m","x","01","y","om01","y","om03","y","om06","y","om08"] +* 7 times a year. Restart and year used as volume number: ++ +|["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"] +* 5 times a year. Restart on volume: ++ +|["2","0","8","1","a","vol.","b","no.","u","5","v","r","i","(year)","j","(month)","w","b","x","01","y","om09","y","om12"] +* 5 times a year. Increments continuously on volume: ++ +|["2","0","8","1","a","vol.","b","no.","u","5","v","c","i","(year)","j","(month)","w","b","x","01","y","om09","y","om12"] +* 5 times a year. Increments continuously on volume: ++ +|["2","0","8","1","a","no.","u","5","v","c","i","(year)","j","(month)","w","b","x","01","y","om09","y","om12"] + +*Bimonthly:* + +* Bimonthly. Restart with volume: ++ +|["2","0","8","1","a","vol.","b","no.","u","6","v","r","i","(year)","j","(month)","w","b","x","01"] +* Bimonthly. Restart without volume: ++ +|["2","0","8","1","a","Vol.","b","No.","u","6","v","r","w","b","x","01"] +* Bimonthly. Increments continuously without volume: ++ +|["2","0","8","1","a","no.","u","6","v","c","i","(year)","j","(month)","w","b","x","01"] +* Bimonthly. Increments continuously with volume: ++ +|["2","0","8","1","a","vol.","b","no.","u","6","v","c","i","(year)","j","(month)","w","b","x","01"] + +*Three times a year:* + +* Three times a year without volume and increments continuously: ++ +|["2","0","8","1","a","No.","u","3","v","c","i","(year)","j","(month)","w","t","x","01"] +* Three times a year with volume and increments continuously: ++ +|["2","0","8","1","a","Vol.","b","No.","u","3","v","c","i","(year)","j","(month)","w","t","x","01"] +* Three times a year with volume and restart: ++ +|["2","0","8","1","a","Vol.","b","No.","u","3","v","r","i","(year)","j","(month)","w","t","x","01"] +* Three times a year with volume and restart, starting in July: ++ +|["2","0","8","1","a","Vol.","b","no.","u","3","v","r","i","(year)","j","(month)","w","t","x","07"] +* Three times a year with volume and restart, starting in August: ++ +|["2","0","8","1","a","Vol.","b","no.","u","3","v","r","i","(year)","j","(month)","w","t","x","08"] +* Three times a year without volume with restart: ++ +|["2","0","8","1","a","Vol.","b","No.","u","3","v","r","w","t"] + +*Quarterly:* + +* Quarterly. Increments continuously and volume: ++ +|["2","0","8","1","a","vol.","b","no.","i","(year)","j","(month)","w","q","x","01"] +* Quarterly. Increments continuously and volume, starting in July: ++ +|["2","0","8","1","a","vol.","b","no.","i","(year)","j","(month)","w","q","x","06"] +* Quarterly. Increments continuously without volume: ++ +|["2","0","8","1","a","no.","i","(year)","j","(month)","w","q","x","01"] +* Quarterly. Restart and volume number: ++ +|["2","0","8","1","a","Vol.","b","no.","u","4","v","r","i","(year)","j","(month)","w","q","x","01"] +* Quarterly. Restart and year used as volume number: ++ +|["2","0","8","1","a","Vol.","b","No.","u","4","v","r","w","q","x","01"] +* Quarterly. Restart and volume, starting in March: ++ +|["2","0","8","1","a","Vol.","b","no.","u","4","v","r","i","(year)","j","(month)","w","q","x","03"] +* Quarterly. Restart and volume, starting in July: ++ +|["2","0","8","1","a","Vol.","b","No.","u","4","v","r","i","(year)","j","(month)","w","q","x","07"] +* Quarterly. Restart and volume, starting in October: ++ +|["2","0","8","1","a","Vol.","b","No.","u","4","v","r","i","(year)","j","(month)","w","q","x","10"] + +*Half-yearly:* + +* Half-yearly. Increments continuously without volume number: ++ +|["2","0","8","1","a","no.","i","(year)","j","(month)","w","f","x","01"] +* Half-yearly. Increments continuously with volume number: ++ +|["2","0","8","1","a","Vol.","b","no.","i","(year)","j","(month)","w","f","x","01"] +* Half-yearly. Restart with volume number: ++ +|["2","0","8","1","a","Vol.","b","No.","u","2","v","r","w","f","x","01"] +* Half-yearly. Restart without volume number: ++ +|["2","0","8","1","a","Vol.","b","No.","u","2","v","r","w","f","x","01"] + +*Annually:* + +* Annual report: ++ +|["2","0","8","1","i","(year)","w","a"] +* Annual report. Increments continuously: ++ +|["2","0","8","1","a","no.","i","(year)","w","a","x","01"] +* Annual report. Increments continuously with volume number: ++ +|["2","0","8","1","a","Vol.","b","No.","u","1","v","c","i","(year)","w","a","x","01"] + +[[booking]] +Using the Booking Module +------------------------ + +With the Evergreen Booking Module you can reserve catalogued +(bibliographic) or non-catalogued (non-bibliographic) items for a +particular patron for a specified time period. This chapter will help +staff create reservations, generate pull lists for reserved items, +capture reserved resources, and pick up and return reservations. + +The Booking Module allows you to lend out non-bibliographic items. They +are called resources in Evergreen. Almost anything you lend out can be +entered as a resource. Laptops, projectors, cables, ski locks, bike +locks, cameras, easels, meeting rooms, even staplers can be lent using +the Booking Module. + +The Booking Module can also be used to reserve bibliographic items. For +example, do you have a special program coming up that you need all the +books on ducks for? You can reserve them for the specific day of your +program to make sure they will come back and are not checked out when +getting near to your program day. + +[[booking-tutorial]] +Evergreen Booking Tutorial +~~~~~~~~~~~~~~~~~~~~~~~~~~ + +[[booking-create]] +Creating a Booking Reservation +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Only staff members may create reservations. A reservation can be started +from link:#booking-create-patron[a patron record,] or +link:#booking-create-module[a booking resource]. To reserve catalogued +items, you may start from link:#booking-create-search[searching the +catalogue,] if you do not know the booking item's barcode. + +Retrieve the patron’s record. + +Select Other > Booking > Create or Cancel Reservations. This takes you +to the Reservations Screen. + +screenshot of booking menu + +For non-catalogued items, choose a Bookable Resource Type and click +Next. For catalogued items, enter the barcode in Enter the barcode of a +catalogued, bookable resource box, then click Next beside the box. + +screenshot of reservation screen + +For non-catalogued resources, the Bookable Resource Type and the items +associated with the type will appear. + +For catalogued items, the title and the item will display in the box. + +screenshot of reservation creation screen + +Select the date and time for the reservation in I need this resource... +area. Click the date field. A calendar widget will be displayed for you +to choose a date. Click the time field to choose time from the dropdown +list. + +screenshot of booking menu + +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +If incorrect date and time is selected, the date/time boxes will appear +in red. For example, if the time for which the reservation is set has +already passed, the boxes will appear in red. There must be at least 15 +minutes between the creation of the reservation and the start time of +the reservation. +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +For non-catalogued resources, patrons may specify special feature(s), if +any, of the resource. With these attributes: allows you to do so. For +example, if a patron is booking a laptop he/she can choose between PC +and Mac and even choose a specific operating system if they need to. +Click the drop down arrow to select your option from the list. + +screenshot of booking menu + +Select the pickup location from the dropdown list. + +screenshot of booking menu + +If there are multiple copies of the resource and any item listed is +acceptable, click Reserve Any. To choose a specific item, select it and +then click Reserve Selected. + +screenshot of booking menu + +A message will confirm that the action succeeded. Click OK on the +prompt. + +The screen will refresh and the reservation will appear below the +patron’s name at the bottom of the screen. + +screenshot of booking menu + +You need to know the barcode of the patron when you create a reservation +for him/her from a booking resource. + +From the Booking menu, select Create Reservations + +screenshot of reservation screen + +Choose a Bookable Resource Type and click Next or enter the barcode of a +catalogued resource and click Next. + +screenshot of booking menu + +For non-catalogued resources, a screen showing the Bookable Resource +Type and the items associated with the type will appear. + +For catalogued resources, the title and item will appear. + +screenshot of booking menu + +Enter the user’s barcode in the Reserve to patron barcode box. The +user’s existing reservations, if any, will appear at the bottom of the +screen. + +screenshot of reservation screen + +Select the date and time for the reservation in I need this resource... +area. Click the date field. A calendar widget will be displayed for you +to choose a date. Click the time field to choose time from the dropdown +list. + +screenshot of booking menu + +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +If incorrect date and time is selected, the date/time boxes will appear +in red. For example, if the time for which the reservation is set has +already passed, the boxes will appear in red. The times must be set +correctly for the reservation to be created. There must be at least 15 +minutes between the creation of the reservation and the start time of +the reservation. +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +For non-catalogued resources, patrons may specify special feature(s), if +any, of the resource. The With these attributes: allows you to do so. +For example, if a patron is booking a laptop they can choose between PC +and Mac and even choose a specific operating system if they need to. +Click the dropdown arrow to select your option from the list. + +screenshot of booking menu + +Select the pickup location from the dropdown list. + +screenshot of booking menu + +If there are multiple copies of the resource and any item listed is +acceptable, click Reserve Any. To choose a specific item, select it and +then click Reserve Selected. + +screenshot of booking menu + +A message will confirm that the action succeeded. Click OK on the +prompt. + +The screen will refresh and the reservation will appear below the +patron’s name at the bottom of the screen. + +screenshot of booking menu + +[[booking-pull-list]] +Reservation Pull List +~~~~~~~~~~~~~~~~~~~~~ + +Reservation pull list can be generated dynamically on the Staff Client. + +To create a pull list, select Booking > Pull List. + +screenshot of pull list + +You can decide how many days in advance you would like to pull reserved +items. Enter the number of days in the box adjacent to Generate list for +this many days hence. For example, if you would like to pull items that +are needed today, you can enter `1` in the box, and you will retrieve +items that need to be pulled today. + +Click Fetch to retrieve the pull list. + +screenshot of pull list + +The pull list will appear. Click Print to print the pull list. + +screenshot of pull list + +[[booking-capture]] +Capturing Items for Reservations +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Reservations must be captured before they are ready to be picked up by +the patron. + +________________________________________________________________________________________________________________________________ +*Caution* + +Always capture reservations in Booking Module. Check In function in +Circulation does not function the same as Capture Resources. +________________________________________________________________________________________________________________________________ + +In the staff client, select Booking > Capture Resources. + +screenshot of capturing reservations + +Scan the item barcode or type the barcode then click Capture. + +screenshot of capturing reservations + +The message Capture succeeded will appear to the right. Information +about the item will appear below the message. Click Print button to +print a slip for the reservation. + +screenshot of capturing reservations + +____________________________________________________________________________________________________________________________________________________________________ +*Caution* + +Sitka Team strongly recommends printing the receipt or copying the +reservation information. It is not possible to re-print the slip on the +current Evergreen design. +____________________________________________________________________________________________________________________________________________________________________ + +[[booking-pickup]] +Picking Up Reservations +~~~~~~~~~~~~~~~~~~~~~~~ + +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +Always use the dedicated Booking Module interfaces for tasks related to +reservations. Items that have been captured for a reservation cannot be +checked out using the Check Out interface, even if the patron is the +reservation recipient. +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Ready-for-pickup reservations can be listed from Other > Booking > Pick +Up Reservations within a patron record or Booking > Pick Up +Reservations. + +screenshot of picking up reservations + +screenshot of picking up reservations + +Scan the patron barcode if using Booking > Pick Up Reservations. + +The reservation(s) available for pickup will display. Select those you +want to pick up and click Pick Up. + +screenshot of picking up reservations + +The screen will refresh to show that the patron has picked up the +reservation(s). + +screenshot of picking up reservations + +[[booking-return]] +Returning Reservations +~~~~~~~~~~~~~~~~~~~~~~ + +__________________________________________________________________________________________________ +*Caution* + +When a reserved item is brought back, staff must use the Booking Module +to return the reservation. +__________________________________________________________________________________________________ + +To return reservations, select Booking > Return Reservations + +screenshot of returning reservations + +You can return the item by patron or item barcode. Here we choose +Resource to return by item barcode. Scan or enter the barcode, and click +Go. + +screenshot of returning reservations + +A pop up box will tell you that the item was returned. Click OK on the +prompt. + +If we select Patron on the above screen, after scanning the patron's +barcode, reservations currently out to that patron are displayed. +Highlight the reservations you want to return, and click Return. + +screenshot of returning reservations + +The screen will refresh to show any resources that remain out and the +reservations that have been returned. + +screenshot of returning reservations + +__________________________________________________________________________________________________________ +*Tip* + +Reservations can be returned from within patron records by selecting +Other > Booking > Return Reservations +__________________________________________________________________________________________________________ + +[[booking-cancel]] +Cancelling a Reservation +~~~~~~~~~~~~~~~~~~~~~~~~ + +A reservation can be cancelled in a patron’s record or reservation +creation screen. + +Retrieve the patron's record. + +Select Other > Booking > Create or Cancel Reservations. + +screenshot of cancelling + +The existing reservations will appear at the bottom of the screen. + +screenshot of cancelling + +Highlight the reservation that you want to cancel. Click Cancel +Selected. + +screenshot of cancelling + +________________________________________________________________________________________ +*Tip* + +Use Shift or Ctrl on keyboard and mouse click to select multiple +reservations if needed. +________________________________________________________________________________________ + +A pop-up window will confirm the cancellation. Click OK on the prompt. + +The screen will refresh, and the cancelled reservation(s) will +disappear. + +screenshot of cancelling + +Access the reservation creation screen by selecting Booking > Create +Reservations. + +Select any Bookable Resource Type, then click Next. + +Scan or type in the patron barcode in Reserve to Patron box then hit +Enter. + +Patron's existing reservations will display at the bottom of the screen. + +Select those that you want to cancel, then click Cancel Selected. + +[[admin-booking]] +Booking Module Administration +----------------------------- + +This chapter describes how to create, edit and delete bookable +non-bibliographic resources. + +_____________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Sitka default permissions allow staff members with Circulation +privileges to create reservations on all catalogued items or bookable +non-bibliographic resources, and to create bookable non-bibliographic +resources. +_____________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[admin-booking-tutorial]] +Local System Administrator Booking Tutorials +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +[[MakeNon-CataloguedItemBookable]] +Creating Bookable Non-Bibliographic Resources +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Staff with the required permissions (Circulator and above) can create +bookable non-bibliographic resources such as laptops, projectors, and +meeting rooms. + +The following pieces make up a non-bibliographic resource: + +* link:#resource-type[Resource Type] +* link:#resource-attribute[Resource Attribute] +* link:#resource-v[Resource Attribute Values] +* link:#resource[Resource] +* link:#resource-m[Resource Attribute Map] + +You need to create resource types and resource attributes (features of +the resource types), and add booking items (resources) to individual +resource type. Each resource attribute may have multiple values. You +need to link the applicable features (resource attributes and values) to +individual item (resource) through the Resource Attribute Map. Before +you create resources (booking items) you need to have a resource type +and associated resource attributes and values, if any, for them. + +Select Admin > Server Administration > Booking > Resource Types. + +screenshot of resource type + +A list of current resource types will appear. Use Back and Next buttons +to browse the whole list. + +screenshot of resource type + +_____________________________________________________________________________________________________ +*Tip* + +You may also see cataloged items in the list. Those items have been +marked bookable or booked before. +_____________________________________________________________________________________________________ + +To create a new resource type, click New Resource Type in the top right +corner, . + +screenshot of resource type + +A box will appear in which you create your new type of resource. + +screenshot of resource type + +* Resource Type Name - Give your resource a name. +* Fine Interval - How often will fines be charged? This period can be +input in several ways: ++ +____________________________________________________________________ +*Tip* + +** second(s), minute(s), hour(s), day(s), week(s), month(s), year(s) +** sec(s), min(s) +** s, m, h +** 00:00:30, 00:01:00, 01:00:00 +____________________________________________________________________ +* Fine Amount - The amount that will be charged at each Fine Interval. +* Owning Library - The home library of the resource. +* Catalog Item - (Function not currently available.) +* Transferable - This allows the item to be transferred between +libraries. +* Inter-booking and Inter-circulation Interval - The amount of time +required by your library between the return of a resource and a new +reservation for the resource. This interval uses the same input +conventions as the Fine Interval. +* Max Fine Amount - The amount at which fines will stop generating. + +Click Save when you have entered the needed information. + +The new resource type will appear in the list. + +screenshot of resource type + +Select Server Administration > Booking > Resource Attributes. + +Click New Resource Attribute in the top right corner. + +A box will appear in which you can add the attributes of the resource. +Attributes are categories of descriptive information that are provided +to the staff member when the booking request is made. For example, an +attribute of a projector may be the type of projector. Other attributes +might be the number of seats available in a room, or the computing +platform of a laptop. + +screenshot of resource attribute + +* Resource Attribute Name - Give your attribute a name. +* Owning Library - The home library of the resource. +* Resource Type - Type in the first letter to list then choose the +Resource Type to which the Attribute is applicable. +* Is Required - (Function not currently available.) + +Click Save when the necessary information has been entered. + +The added attribute will appear in the list. + +_______________________________________________________________________________________________ +*Tip* + +One resource type may have multiple attributes. You may repeat the above +procedure to add more. +_______________________________________________________________________________________________ + +One resource attribute may have multiple values. To add new attribute +value, select Server Administration > Booking > Resource Attribute +Values. + +Click New Resource Attribute Value in the top right corner. + +A box will appear in which you assign a value to a particular attribute. +Values can be numbers, words, or a combination of them, that describe +the particular aspects of the resource that have been defined as +Attributes. As all values appear on the same list for selection, values +should be as unique as possible. For example, a laptop may have a +computing platform that is either PC or Mac. + +screenshot of resource attribute value + +* Owning Library - The home library of the resource. +* Resource Attribute - The attribute you wish to assign the value to. +* Valid Value - Enter the value for your attribute. + +Click Save when the required information has been added. + +The attribute value will appear in the list. Each attribute should have +at least two values attached to it; repeat this process for all +applicable attribute values. + +Add items to a resource type. Click Admin > Server Administration > +Booking > Resources. + +Click New Resource in the top right corner. + +A box will appear. Add information for the resource. + +screenshot of resource + +* Owning Library - The home library of the resource. +* Resource Type - Type in the first letter of the resource type's name +to list then select the resource type for your item. +* Barcode - Barcode for the resource. +* Overbook - This allows a single item to be reserved, picked up, and +returned by multiple patrons during overlapping or identical time +periods. +* Is Deposit Required - (Function not currently available.) +* Deposit Amount - (Function not currently available.) +* User Fee - (Function not currently available.) + +Click Save when the required information has been added. + +The resource will appear in the list. + +_______________________________________________________ +*Tip* + +One resource type may have multiple resources attached. +_______________________________________________________ + +Use Resource Attribute Maps to bring together the resources and their +attributes and values. Select Admin > Server Administration > Booking > +Resource Attribute Maps. + +Click New Resource Attribute Map in the right top corner. + +A box will appear in which you will map your attributes and values to +your resources. + +screenshot of resource attribute map + +* Resource - Enter the barcode of your resource. +* Resource Attribute - Select an attribute that belongs to the Resource +Type. +* Attribute Value - Select a value that belongs to your chosen attribute +and describes your resource. If your attribute and value do not belong +together you will be unable to save. + +Click Save once you have entered the required information. + +______________________________________________________________________________________ +*Tip* + +A resource may have multiple attributes and values. Repeat the above +steps to map all. +______________________________________________________________________________________ + +The resource attribute map will appear in the list. + +Once all attributes have been mapped your resource will be part of a +hierarchy similar to the example below. + +screenshot of hierarchy + +[[booking-editing]] +Editing Non-Bibliographic Resources +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +Staff with the required permissions can edit aspects of existing +non-bibliographic resources. For example, resource type can be edited in +the event that the fine amount for a laptop changes from $2.00 to $5.00. + +Bring up your list of resource types. Select Admin > Server +Administration > Booking > Resource Types. + +A list of current resource types will appear. + +Double click anywhere on the line of the resource type you would like to +edit. + +The resource type box will appear. Make your changes and click Save. + +Following the same procedure you may edit Resource Attributes, +Attributes Values, Resources and Attribute Map by selecting them on +Admin > Server Administration > Booking menu. + +[[booking-deleting]] +Deleting Non-bibliographic Resources +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +To delete a booking resource, go to Admin > Server Administration > +Booking > Resources. + +Select the checkbox in front the resource you want to delete. Click +Delete Selected. The resource will disappear from the list. + +Following the same procedure you may delete Resource Attributes Maps. + +You may also delete Resource Attribute Values, Resource Attributes and +Resource Types. But you have to delete them in the reverse order when +you create them to make sure the entry is not in use when you try to +delete it. + +This is the deletion order: Resource Attribute Map/Resources -> Resource +Attribute Values -> Resource Attributes -> Resource Types. + +[[inventory-inventory]] +Sitka's Inventory Procedure +--------------------------- + +An Inventory Module is part of Evergreen's long term development plan. +At the moment there is no dedicated inventory function. The following +procedure was developed by the Sitka Team based on the current available +resources and the experience of inventory projects done by libraries in +the Sitka and the Evergreen community. + +Inventory in Evergreen involves staff checking in all items in a +specific area and then running a report to list all the items that were +not scanned. + +When items are checked in/out or edited the date and time is recorded in +the Last Edit Date field of the items record. This field is used in the +inventory reports to determine which items have been inventoried and +which have not. + +[[running-inventory]] +Running Inventory +~~~~~~~~~~~~~~~~~ + +The first step to running inventory is to chose the section of your +library you will inventory. We recommend that you inventory a shelving +location or particular call number range. There are several report +templates you can use to aid you in preparing for your inventory. + +* SITKA_templates -> Collection -> Copy and Title Count -> Title and +Copy Count by Shelving Location and Circulation Modifier +* SITKA_templates -> Collection -> Copy List by Item Attributes -> Call +Number : Copies with Call Numbers within a Range +* SITKA_templates -> Collection -> Copy List by Item Attributes -> +Shelving Location : Copies with Selected Shelving Locations + +______________________________________________________________________________________________________________________________________________________________________ +*Caution* + +For accuracy we suggest staff do not edit items without the physical +copy on hand during the inventory period as eding an item will update +the Last Edited Date field. +______________________________________________________________________________________________________________________________________________________________________ + +_________________________________________________________________________________________________________________________________ +*Tip* + +Once inventory starts, any item found in an incorrect location should be +checked in before it is shelved in the correct location. +_________________________________________________________________________________________________________________________________ + +In Evergreen go to Circulation > Check In Items. + +Check the items in. + +_________________________________________________________________________________________________________________________________________________ +*Tip* + +Staff can check for cataloguing issues while checking in items for +inventory. To do so set up your Check In interface with the following +columns: + +* Title +* Shelving Location +* Circulation Modifier +* Call Number + +Staff can fix items right away or put them aside to be dealt with later. +_________________________________________________________________________________________________________________________________________________ + +If you do not have wi-fi available you can use Evergreen's Offline +module to check items in for inventory. + +Open the Offline Module. + +Check in the items in the area you are inventoring. See +link:#offline-check-in[section_title]. + +Connect the computer to the internet and open the Evergreen Staff +Client. + +Upload your check ins. See +link:#offline-upload-transactions[section_title]. + +Make sure you follow up on any exceptions that appear when the +transactions are uploaded. See +link:#offline-exceptions[simplesect_title]. These items will need to be +pulled from the shelf and checked in with on the live staff client to +resolve the exceptions. + +Scan every item barcode on shelf in the chosen area. + +Export the barcodes to a text file (Sitka team recommends using +Notepad.) to a computer with Evergreen installed. The barcodes should be +in one single spaced single column without extra space anywhere. + +Use Cut and Paste functions to break the big list of barcodes into +smaller lists and save each list as an individual text file (suggest +each list contains about 50 barcodes). Name your files in sequence, e.g. +inventory001, inventory002..., so that it will be easy to follow when +you upload the files. + +On Item Status (F5) screen of Evergreen, click Upload From File. + +You are prompted to browse your local computer to find the barcode +files. Navigate to and select your first file and click Open. + +Every item on the list is retrieved and displayed. It may take a while +if the list is long. Select all items by using Shift key together with +mouse. Click Actions for Selected Items > Check in Items. + +Repeat steps 4-6 to check in items in all files. + +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +You may see prompt popups for items with special status, such as lost, +missing, checked out, in-transit or routing to the holds shelf. Once you +confirm the prompt, the loading will continue. But you need to follow up +with items going on hold shelf and in-transit. +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[inventory-reports-lists]] +Reporting on Inventory +~~~~~~~~~~~~~~~~~~~~~~ + +There are two report templates in the SITKA_templates -> Inventory +folder on the Report Interface. + +*Inventory - scanned items by shelving location* + +This report counts the items that have been checked in/out or otherwise +edited (including being checked out, marked missing or lost) during the +inventory period. The date when you started taking inventory should be +entered as the Last Edited Date when running the report. The numbers are +broken down by shelving locations. + +*Inventory - un-scanned items* + +This report generates a list of items that should be on the shelf but +were not checked in/out or otherwise edited during the inventory period. +When running the report use the date when you started taking inventory +for the Last Edited Date, the shelving location(s) in which you took +inventory and the "on shelf" statuses ReshelvingandAvailable. + +You can use this report to search for the listed items. You can also +upload this report into the Item Status interface and set the items to +Missing. + +[[lsa]] +Local Administration Menu +------------------------- + +[[lsa-overview]] +Overview +~~~~~~~~ + +Many Evergreen configuration options are available under the Admin > +Local Administration rollover menu. + +screenshot of staff client + +Items on this menu are visible to anyone logged into the staff client +but usually require special permissions to edit. The following table +describes each of the menu options and their required permission levels. +Contact the Sitka support team if you have questions about settings that +cannot be edited with a Local System Administrator (LSA) account. + +[cols=",,",options="header",] +|======================================================================= +|Menu option |Description |Permissions +|Age Overdue Circs to Lost |To create a queue of ALL overdue items by +selected patron profiles at selected libraries to be marked lost. It +does not support date parameter. This feature is mainly for school +libraries' end of term process. To automatically mark items lost when +they are overdue for x days contact Sitka support. |LSA + +|link:#lsa-cash-reports[Cash Reports] |View summary report of cash +transactions for selected date range |All staff + +|Circulation Limit Set |View circulation limit on combination of circ +modifier and patron profile |Viewable to LSA. Contact Sitka Support for +editing + +|link:#lsa-circ-policies[Circulation Policies] |View circulation +policies |Viewable to LSA. Contact Sitka Support for editing + +|link:#lsa-closed[Closed Dates Editor] |Set library closure dates +(affects due dates and fines) |LSA + +|link:#lsa-copy-locations[Copy Locations Editor] |Create and edit copy +locations, also known as shelving locations |LSA + +|Copy Location Groups |Allows one or more shelving locations to be +grouped together as a search location. |Sitka Support + +|link:#lsa-copy-location-order[Copy Location Order] |Change display +order of copy locations on Holds Pull list, also known as shelving +locations |LSA + +|link:#lsa-copy-template-editor[Copy Template Editor] |Admin settings +for Serials |LSA/Serials staff + +|link:#lsa-not-print-attempt['Do Not Attempt Auto-Print' Setting] +|Override default settings to block automatic receipt printing in +selected staff client transactions; not yet documented |LSA + +|Field Documentation |Create custom notes describing individual staff +client fields to library staff; currently applies only to the patron +registration fields |Sitka support + +|link:#lsa-group-penalty[Group Penalty Thresholds] |Set library-specific +thresholds for maximum items out, maximum overdues, and maximum fines +|LSA + +|link:#lsa-hold-policies[Hold Policies] |View Hold Policies |LSA + +|link:#lsa-item-attribute-editor[Item Attribute Editor] |Hide/unhide +field(s) on Edit Item Attributes screen |LSA + +|link:#lsa-library-settings[Library Settings Editor] |Detailed library +configuration settings |LSA/Sitka supprt + +|link:#lsa-noncat[Non-Catalogued Type Editor] |Create and edit optional +non-catalogued item types |LSA + +|Notifications / Action Triggers |Admin settings |Sitka support + +|Patrons with Negative Balances |Display a list of patron accounts with +negative bill balances, to whom the library may owe refunds |All staff + +|link:#report-introduction[Reports] |Generate reports on any field in +the Evergreen database |Staff with reporter permission (report output +optionally visible to all staff) + +|Search Filter Groups |Not in use |Sitka support + +|Standing Penalties |_Admin settings_ |Sitka support + +|link:#lsa-statcat[Statistical Categories Editor] |Create and manage +optional categories for detailed patron/item information |LSA + +|link:#lsa-survey[Surveys] |Create patron surveys to be completed at +patron registration |LSA + +|link:#circ-transit[Transit List] |View items in transit to or from your +library during selected date range |All staff + +|link:#lsa-work-log[Work Log] |List the most recent transactions +processed at the selected workstation |All staff +|======================================================================= + +[[lsa-cash-reports]] +Cash Reports +~~~~~~~~~~~~ + +Select Admin > Local Administration > Cash Reports. + +Select the start date and the end date that you wish to run a cash +report for.  You can either enter the date in the YYYY-MM-DD format, or +click on the calendar icon to use the calendar widget.   + +screenshot of staff client + +Select your library from the drop down menu.  Click Submit.   + +The output will show cash, check, and credit card payments.  It will +also show amounts for credits, forgiven payments, work payments and +goods payments (e.g. food for fines initiatives, replacement copy for +lost item, etc.).  The output will look something like this: + +screenshot of staff client + +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +By clicking on the hyperlinked column headers (i.e. workstation, +cash_payment, check_payment, etc.) it is possible to sort the columns to +order the payments from smallest to largest, or largest to smallest, or +to group the workstation names.   +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Customized payment reports can be created from the reports interface. +Several shared templates are available under SITKA_templates > Payments. +For instructions on using shared templates see +link:#shared-template[???] + +[[lsa-circ-policies]] +Circulation Policies +~~~~~~~~~~~~~~~~~~~~ + +A user with LSA privileges can view your library's circulation policies. +Changes to circulation policies can be requested through the Sitka +support team. + +Select Admin > Local Administration > Circulation Policies. + +By default, your library is selected in the box after Context Org Unit +(i.e. Checkout Library). The initial display will show all circulation +rules at your library and the federation level. You can filter the +display to show rules applied to just your library's items. + +Click Filter under Context Org Unit. + +In the popped up window, select Copy Circ Lib from the first dropdown +list; Is from the second list and your library the third. + +Click Apply to limit display to just your library. screenshot of staff +client + +The resulting screen provides a summary view of each circulation rule +for your library, and more detail can be seen by clicking on the +individual entries. screenshot of staff client + +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Circulation policies define the loan duration, renewals, recurring fine +rate, maximum fine amount, grace period and maximum items out rules for +different combinations of User Permission Groups and Home Library, and +Circ Modifiers for items belonging to one library or library system. +Other item attributes may be used for more specific rules. Please +contact Sitka support. + +The current circulation polices allow items to be checked out and +renewed at any library in your library federation. +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Select the individual circulation policy for viewing by double-clicking +on the desired row. + +The circulation rules are typically attached to the Org Unit (checkout +library), User Permission Group, and Copy Circ Library and Circulation +Modifier of the items being circulated. For example, the rule below is +for items with circulating library of BPRDP and circulation modifier of +'book' to be checked out to PL Extended Loans patrons at any library of +IslandLink Library Federation . + +Each circulation rule defines the Loan Duration, Renewal, Recurring +Fine, Maximum Fine, Grace Period and whether the item is allowed to +circulate at all. For example, circulation items falling under the rule +below would have a loan duration rule of '35_1', a recurring fine rule +of 'twentyfivecents' per day and a maximum fine amount of 'fivedollar'. + +A rule is 'turned off', if the Active box is unchecked. + +screenshot of staff client + +[[lsa-closed]] +Closed Dates Editor +~~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=TunYvpzN1Uw[*Closed Dates Editor - +Pacific Time Zone (2:57)*] + +https://www.youtube.com/watch?v=TI6D0e_f6Dg[*Closed Dates Editor - +Mountain and Central Time Zones (4:35)*] + +These dates are in addition to your regular weekly closed days (see +link:#server-hours[section_title]).   Both regular closed days and those +entered in the Closed Dates Editor affect due dates, fines, and +targeting for holds: + +* *Due dates.* ++ +Due dates that would fall on closed days are automatically pushed +forward to the next open day. Likewise, if an item is checked out at +8pm, for example, and would normally be due on a day when the library +closes before 8pm, Evergreen pushes the due date forward to the next +open day. +* *Overdue fines.* ++ +Overdue fines are not charged on days when the library is closed, unless +your library chooses to charge via Library Settings Editor: Charge fines +on overdue circulations when closed. +* *Hold Targeting.* ++ +By default items at a closed library are not targeted for holds. This +means that available items that patrons have placed holds on will not +appear on the Holds Pull List until the next open day. If you wish items +to be targeted when the library is closed to the public, perhaps staff +are still working and would like to pull items for holds, you can use +the library settings Target copies for a hold even if copy's circ lib is +closed and Target copies for a hold even if copy's circ lib is closed IF +the circ lib is the hold's pickup lib to override the default behaviour. + +___________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +Sitka libraries not in the Pacific time zone must off-set their closed +dates to ensure correct behaviour. See the +link:#lsa-closed-nonpst[Non-Pacific Time Zone] section below for +details. +___________________________________________________________________________________________________________________________________________________________________________________________ + +Select Admin > Local Administration > Closed Dates Editor. + +Select Add Multi-Date Closing if your closed dates are entire business +days. + +screenshot of staff client + +Enter applicable dates and a descriptive reason for the closing and +click Save.  Check the Apply to all of my libraries box if your library +is a multi-branch system and the closing applies to all of your +branches.   + +screenshot of staff client + +_______________________________________________________________________________________________ +*Tip* + +You can type dates into fields using YYYY-MM-DD format or use calendar +widgets to choose dates. +_______________________________________________________________________________________________ + +If your closed dates include a portion of a business day, select Add +Detailed Closing at link:#lsa-multi-day-select[step_title], then enter +detailed hours and dates and click Save. Time format must be HH:MM. + +screenshot of staff client + +Sitka's Evergreen server is in the Pacific time zone. To ensure correct +closed date behaviour Sitka libraries not in the Pacific time zone must +off-set their closed date entries by using Add Detailed Closing for all +closures. + +Select Add Detailed Closing. + +screenshot of staff client + +Enter start date and select All Day under start time. To compensate for +the time zone difference, the end date/time should be 1am for libaries +in the Mountain Time Zone or 2am for libraries in the Central Time Zone +the day *after* the closure. The example below is for a one day closure +on September 6, 2010 for a library in the Mountain Time Zone. Click Save +when finished. + +screenshot of staff client + +[[lsa-copy-locations]] +Copy Locations Editor +~~~~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=pOnxqdPSEYI[*Sitka Snippet Video - Copy +Locations Editor (3:25)*] + +Select Admin > Local Administration > Copy Locations Editor. + +You can create new copy locations (aka shelving location), or edit +existing copy locations. To create a new shelving location, type in the +name, and select Yes or No for the various attributes: OPAC Visible, +Holdable, Circulate, Hold Verify and Checkin Alert. Click Create a new +copy location. + +Holdable means a patron is able to place a hold on an item in this +location. + +Hold Verify, if set up, will generate a prompt when an item is captured +for a hold. + +Checkin Alert will prompt staff to route the item to the location when +checking in items with this location. + +Label Prefix and Label Suffix, if set up, will be automatically included +when printing spine labels + +screenshot of staff client + +In the bottom part of the Copy Locations Editor you can edit or delete +existing copy locations. You cannot delete a location that contains +items. In this example the copy location Adult Videos is being edited. + +screenshot of staff client + +image:../media/1.png[image] Click Translate to enter optional +translations of copy location titles for OPAC display when patrons +select other languages. + +image:../media/2.png[image] Text in the Label prefix and Label suffix +fields will automatically be added to spine labels printed for items in +the selected copy location. It does not affect OPAC or staff client +display. + +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Whether an item can be circulated, holdable or visible on OPAC is +controlled by three factors: item status, shelving location and item +attributes (the options in the Copy Editor). Evergreen follows the +aforementioned sequence to check the value of each factor until it +encounters a NO. An item can be circulated, holdable or visible on OPAC +when all three factors are set to YES. +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +__________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +After creating or deleting a copy location, log out of the staff client +and clear the cache to ensure changes are reflected in the copy editor. +This is not required for edits to existing copy locations. +__________________________________________________________________________________________________________________________________________________________________________________________________________ + +This is where you see the shelving locations in the Copy Editor: + +screenshot of staff client + +________________________________________________________________________________________________________________________________________________________________ +*Tip* + +The order of the shelving location name and library code can be reversed +by setting up Admin > Workstation Adminstration > Copy Editor: Copy +Location Name First +________________________________________________________________________________________________________________________________________________________________ + +This is where the shelving location appears in the OPAC. + +screenshot of staff client + +[[lsa-copy-location-order]] +Copy Location Order +~~~~~~~~~~~~~~~~~~~ + +This is the place where you specifiy the copy location order on Pull +List of Hold Requests. Items are grouped together by Copy Location first +on the list to ease the process of tracing items on shelves. You may +adjust the order according to the layout of your library's shelves. + +Drag a Copy Location on the list to the proper position, then click +Apply Changes. + +[[lsa-copy-template-editor]] +Copy Template Editor +~~~~~~~~~~~~~~~~~~~~ + +See link:#serials-create-copy-template[section_title] in Serials +Adminsitration section. + +[[lsa-not-print-attempt]] +'Do Not Attempt-Auto-Print' Setting +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +This is the place where you select receipt/slip type(s) to disable +auto-print attempt for it. No printing will be attempted if the +receipt/slip type is selected. Auto-print button on individual function +screen is automatically disabled for the selected receipts/slips. The +optional receipts/slips are: Checkout, Bill Pay, Transit Slip, Hold Slip +and Hold/Transit Slip. + +Select/deselect one or more, then click Update Setting + +For multi-branch libraries, you may use the dropdown list of libraries +to make your selection effective to the selected branch or your whole +library system. + +___________________________________________________________________________________________________________________________ +*Note* + +You may also remove receipt/slip type(s) from Library Settings Editor > +Program: Disable Automatic Print Attempt Type List. +___________________________________________________________________________________________________________________________ + +[[lsa-group-penalty]] +Group Penalty Thresholds +~~~~~~~~~~~~~~~~~~~~~~~~ + +Group Penalty Thresholds block circulation transactions for users who +exceed maximum check out limits, number of overdue items, or fines. +Settings for your library are visible under Admin > Local Administration +> Group Penalty Thresholds. There are four penalties in use now. + +[cols=",",options="header",] +|======================================================================= +|Penalty |Effect +|PATRON_EXCEEDS_FINES |Blocks new circulations and renewals if patron +exceeds X in fines + +|PATRON_EXCEEDS_OVERDUE_COUNT |Blocks new circulations if patron exceeds +X overdue items + +|PATRON_EXCEEDS_CHECKOUT_COUNT |Blocks new circulations if patron +exceeds X items out + +|PATRON_EXCEEDS_LOST_COUNT |Blocks new circulations if patron exceeds X +lost items +|======================================================================= + +Accounts that meet or exceed penalty thresholds display an alert message +when opened and require staff overrides for blocked transactions. + +patron account with circulation blocks + +[[lsa-group-inheritance]] +Penalty threshold inheritance rules +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Local penalty thresholds are identified by Org Unit and appear in the +same table as the Sitka defaults. + +group penalty threshold table + +Where there is more than one threshold for the same penalty Evergreen +gives precedence to local settings. In this example BSQ patrons are +blocked when owing $5.00 in fines (image:../media/2.png[image]) instead +of the Sitka default of $9999.00 (image:../media/1.png[image]). + +Thresholds image:../media/3.png[image] and image:../media/4.png[image] +are both for BSQ but apply to different user profile groups. Threshold +image:../media/3.png[image] limits all patrons to a maximum of 9999 +items out, but image:../media/4.png[image] provides an exception for the +PL BC OneCard profile. + +_______________________________________________________________________________________________________________________________________________________ +*Tip* + +Multi-branch libraries may create rules for the entire library system or +for individual branches. Evergreen will use the most specific applicable +rule. +_______________________________________________________________________________________________________________________________________________________ + +[[lsa-group-create]] +Creating local penalty thresholds +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Local System Administrators can override the Sitka defaults by creating +local penalty thresholds for selected patron groups. + +Select Admin > Local Administration > Group Penalty Thresholds. + +Click New Penalty Threshold. + +group penalty threshold interface + +The new penalty pop-up appears. Complete all fields and click Save. + +new penalty threshold form + +image:../media/1.png[image] Group - the profile group to which the rule +applies. Selecting Public Library Patrons includes all profiles below it +in the user hierarchy (PL BC OneCard, PL ILL, etc). + +image:../media/2.png[image] Org Unit - multi-branch libraries may create +rules for individual branches or the entire library system. + +image:../media/3.png[image] Penalty - select +PATRON_EXCEEDS_CHECKOUT_COUNT, PATRON_EXCEEDS_LOST_COUNT, +PATRON_EXCEEDS_OVERDUE_COUNT, or PATRON_EXCEEDS_FINES ; other options +are not used by Sitka. + +After clicking Save the new threshold appears with the Sitka defaults. +Evergreen always gives precedence to local settings (in this example, +BSP). + +group penalty threshold interface + +________________________________________________________________________________________ +*Tip* + +For user groups that have no limits Sitka Support recommends setting +thresholds to 9999. +________________________________________________________________________________________ + +[[lsa-edit-penalty]] +Deleting or editing local penalty thresholds +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +To delete a local threshold select the row to remove and click Delete +Selected. The threshold is removed immediately without further +confirmation. + +screenshot of staff client + +To edit a local threshold, double-click the desired row to open the +pop-up form. Edit the form and click Save. New settings take effect +immediately. + +screenshot of staff client + +[[lsa-hold-driven-recall]] +Hold-driven Recall +~~~~~~~~~~~~~~~~~~ + +Academic libraries usually allow extended loan periods to some patron +types on some materials. They will recall these items when other patrons +request them. Hold-driven Recall automates this process. + +When libraries recall an item they ususally shorten the loan period and +block renewal. They may also change the fine rate and maximum fine +amount. A notice (via email) is sent to the current borrower to inform +him/her of the change. + +Evergreen uses three library setting entries to trigger hold-driven +recall and define change parameters. When a hold is placed and there is +no availabe copy, Evergeen will check whether the Recall settings are +set up for the library. If settings are on and recall condition is met, +a recall will be triggered. + +Go to Admin > Local Administration > Library Settings Editor to set them +up. + +1. Recalls: Circulation duration that triggers a recall ++ +This is the threshold that decides whether a recall is triggered. +Recalls are triggered only when items are checked out with a loan period +longer than the one specified in this entry. For example, in a library +the longest general loan period is 35 days. Extended loan to faculty is +92 days. You may specify, e.g. 36 days or 90 days in this entry to +trigger recalls on items checked out to faculty with extended loan +period. But you need to consider the next entry to make your decision. ++ +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Evergreen uses the loan duration rule in circulation records as the loan +period of a circulation. It does not calculate the loan period from the +checkout and due dates. If you set specific due date on checkout, the +actual loan period and the loan duration rule may not match. +___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +2. Recalls: Truncated loan period ++ +When a recall is triggered, Evergreen will reset the due date in the +current circulation record. The new due date is calculated based on the +value entered in this entry and the above. The later date generated by +these two entries will be the new due date. For example, the truncated +loan period is 7 days and the threshold in the above entry is 36 days. +On 2013-07-01 a recall is triggered on an item checked out on +2013-06-09, and the new due date based on truncated loan period will be +2013-07-08 (2013-07-01 + 7 days), while 2013-07-15 is based on the +recall threshold (2013-06-09 + 36 days). Evergreen will set the new due +date to 2013-07-15. If the above item is recalled on 2013-07-10, the due +date from the truncated loan period will be 2013-07-17. This will be the +new due date. In other words, the recall threshold is the minimum loan +period an extended loan can be shortened to, and patrons with extended +loan items will have at least the truncated loan period when they +receive the recall notice. ++ +_________________________________________________________________________________________________________________________________________________ +*Caution* + +Under extreme circumstance, overdue items' loan periods may be extended, +e.g. an extended loan checked out in last term is recalled in this term. +_________________________________________________________________________________________________________________________________________________ +3. Recalls: An array of fine amount, fine interval, and maximum fine. ++ +This is optional. If you wish to set up new fine rules on recalled +items, follow the example quoted in the Library Settings Editor. Make +sure the brackets and double quotation around the fine interval are +included. + +[[lsa-hold-policies]] +Hold Policies +~~~~~~~~~~~~~ + +A user with LSA privileges can view your library's hold policies. +Changes to hold policies can be requested through the Sitka support +team. + +Select Admin > Local Administration > Hold Policies. + +Select your library from the drop down list after Context Org Unit.   + +The first screen provides a summary view of each hold rule for your +library, and more detail can be seen by clicking on the individual +entries. screenshot of staff client + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +The Hold Policy for each library or library system defines who can place +how many holds on what types of materials. It also defines whether the +library's materials can be used to fill holds picked up at other +libraries. Hold policies are usually defined by a combination of the +Requestor Permission Group (eg. Public Library Users, Public Library +Staff etc.), item attributes like circulation modifier (eg. books, +juvenile-collection etc.), and library (user home, items' owning and +circulating library) with additional parameters of maximum holds and +whether a hold can be placed at all. Transit Range defines where the +library's materials can go to fill holds. +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +Select the individual hold policy for viewing by double-clicking on the +desired row.   + +In the below example, Public Library Users are able to place holds on +BELK library’s items of any circulation modifier and pick up these items +at BELK library. They can have up to a maximum of 20 holds. + +screenshot of staff client + +[[lsa-item-attribute-editor]] +Item Attribute Editor +~~~~~~~~~~~~~~~~~~~~~ + +This is where you can choose to hide some unused fields on Edit Item +Attibute, (aka Copy Editor) screen, such as Deposit Amount. + +Select Admin > Local Administration > Edit Item Attribute The Copy +Editor opens. + +Click Hide Fields button at the left bottom corner. + +screenshot of staff client + +By default your library is displayed on top of the list. If you wish to +hide fields for all branches of your library system, change it to your +library system. + +Check the field(s) that you want to hide and click OK button. Those +selected fields will disappear from the Copy Editor. Close the tab. + +screenshot of staff client + +If you wish to unhide a field, repeat the above step 1 and 2. Deselect +the field and click OK. + +[[lsa-library-settings]] +Library Settings Editor +~~~~~~~~~~~~~~~~~~~~~~~ + +With the Library Settings Editor local system administrators (LSA) can +optionally customize Evergreen's behaviour for a particular library or +library system. For descriptions of available settings see the Settings +Overview table below. Most settings can be changed in the staff client +but some Sitka-wide defaults are maintained by the support team. All +staff accounts can view library settings but an LSA login is required to +make changes. + +New Sitka libraries should set up local settings as soon as possible +after migration. + +To open the Library Settings Editor select Admin > Local Administration +> Library Settings Editor. + +Settings having effects on the same function or module are grouped +together. You may browse the list or search for the entry you want to +edit. Type in your search term in the filter box. You may clear or +re-apply the filter by clicking Clear Filter or Filter. + +image:media/lse-1.png[library setting editor] + +To edit an entry click Edit in the line. + +Read the instruction in the pop-up window. Make the change. Click Update +Setting to save the change. Click Delete Setting if you wish to delete +it. + +image:media/lse-2.png[image] + +Click History to view the previous values, if any, of a setting. You can +revert back to an old value by clicking revert. + +image:media/lse-3.png[image] + +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +Please note that different settings may require different data format, +which is listed in the Settings Overview table. Refer to the Data Type +table at the bottom of this page to find the data format used for each +data type. +_______________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +To export library settings, click Export button on the above Library +Setting Editor screen. Click Copy in the pop-up window. Those settings +displayed on the screen are copied to clipboard. Paste the content to a +text editor, such as Notepad. Save the file on your computer. + +To import library settings, click Import button on Library Settings +Editor screen. + +Open your previously saved file and copy the content. Click Paste in the +pop-up window. Click Submit. + +image:media/lse-5.png[image] + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +The exported settings may include entries with context of Sitka. When +importing settings with such entries you may see errors of permission +denied. This is considered normal as LSA can not and should not edit +entries in the Sitka context. +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +The settings are grouped together in separate tables based on functions +and modules, which are affected by the setting. They are in the same +sequence as you see in the staff client. Each table describes the +available settings in the group and shows which can be changed on a +per-library basis. At bottom is the table with a list of +link:#lsa-library-settings-data[data types] with details about +acceptable settings values. + +_______________________________________________________________________________________________________________________________ +*Note* + +For settings used by Acquisitions Module, please refer to Acquisition +User Manual. + +Long Overdue item status is not in use in Sitka, thus none of the long +overdue related entries are included in the table below. +_______________________________________________________________________________________________________________________________ + +.Booking and Cataloguing +[width="100%",cols="23%,33%,11%,11%,22%",options="header",] +|======================================================================= +|Setting |Description |Data type |Edited by |Notes +|Booking Allow email notify |Permit email notification when a +reservation is ready for pickup. |link:#lsa-data-types[True/false] |LSA +| + +|Default Classification Scheme |Defines the default classification +scheme for new call numbers: 1 = Generic; 2 = Dewey; 3 = LC +|link:#lsa-data-types[Number] |Sitka |Affects call number sorting + +|Default copy status (fast add) |Default status when a copy is created +using the "Fast Item Add" interface. |link:#lsa-data-types[Selection +list] |LSA |Default: In process + +|Default copy status (normal) |Default status when a copy is created +using the normal volume/copy creator interface. +|link:#lsa-data-types[Selection list] |LSA |Default: In Process + +|Defines the control number identifier used in 003 and 035 fields |Admin +setting | |Sitka | + +|Delete bib if all copies are deleted via Acquisitions lineitem +cancellation. | |link:#lsa-data-types[True/False] |Sitka | + +|Delete volume with last copy |Automatically delete a volume when the +last linked copy is deleted. |link:#lsa-data-types[True/False] |Sitka +|Default TRUE. + +|Maximum Parallel Z39.50 Batch Searches |The maximum number of Z39.50 +searches that can be in-flight at any given time when performing batch +Z39.50 searches. |link:#lsa-data-types[Number] |Sitka | + +|Maximum Z39.50 Batch Search Results |The maximum number of search +results to retrieve and queue for each record + Z39 source during batch +Z39.50 searches |link:#lsa-data-types[Number] |Sitka | + +|Spine and pocket label font family |Set the preferred font family for +spine and pocket labels. You can specify a list of fonts, separated by +commas, in order of preference; the system will use the first font it +finds with a matching name. For example, "Arial, Helvetica, serif". +|link:#lsa-data-types[Text] |LSA | + +|Spine and pocket label font size |Set the default font size for spine +and pocket labels |link:#lsa-data-types[Number] |LSA | + +|Spine and pocket label font weight |Set the preferred font weight for +spine and pocket labels. You can specify "normal", "bold", "bolder", or +"lighter". |link:#lsa-data-types[Text] |LSA | + +|Spine label left margin |Set the left margin for spine labels in number +of characters. |link:#lsa-data-types[Number] |LSA | + +|Spine label line width |Set the default line width for spine labels in +number of characters. This specifies the boundary at which lines must be +wrapped. |link:#lsa-data-types[Number] |LSA | + +|Spine label maximum lines |Set the default maximum number of lines for +spine labels. |link:#lsa-data-types[Number] |LSA | +|======================================================================= + +.Circulation +[width="100%",cols="23%,33%,11%,11%,22%",options="header",] +|======================================================================= +|Setting |Description |Data type |Edited by |Notes +|Auto-extend grace periods |When enabled grace periods will auto-extend. +By default this will be only when they are a full day or more and end on +a closed date, though other options can alter this. +|link:#lsa-data-types[True/False] |LSA | + +|Auto-extending grace periods extend for all closed dates |It works when +the above setting "Auto-Extend Grace Periods" is set to TRUE. If +enabled, when the grace period falls on a closed date(s), it will be +extended past all closed dates that intersect, but within the hard-coded +limits (your library's grace period). |link:#lsa-data-types[True/False] +|LSA | + +|Auto-extending grace periods include trailing closed dates |It works +when the above setting "Auto-Extend Grace Periods" is set to TRUE. If +enabled, grace periods will include closed dates that directly follow +the last day of the grace period. A backdated checkin with effective +date on the closed dates will assume the item is returned after hours on +the last day of the grace period. |link:#lsa-data-types[True/False] |LSA +|Useful when libraries' bookdrop equipped with AMH. + +|Block hold request if hold recipient privileges have expired | +|link:#lsa-data-types[True/False] |LSA | + +|Cap max fine at item price |This prevents the system from charging more +than the item price in overdue fines |link:#lsa-data-types[True/False] +|LSA | + +|Charge fines on overdue circulations when closed |When set to True, +fines will be charged during scheduled closings and normal weekly closed +days. |link:#lsa-data-types[True/False] |LSA | + +|Checkout fills related hold |When a patron checks out an item and they +have no holds that directly target the item, the system will attempt to +find a hold for the patron that could be fulfilled by the checked out +item and fulfills it. On the Staff Client you may notice that when a +patron checks out an item under a title on which he/she has a hold, the +hold will be treated as filled though the item has not been assigned to +the patron's hold. |link:#lsa-data-types[True/false] |LSA | + +|Checkout fills related hold on valid copy only |When filling related +holds on checkout only match on items that are valid for opportunistic +capture for the hold. Without this set a Title or Volume hold could +match when the item is not holdable. With this set only holdable items +will match. |link:#lsa-data-types[True/False] |LSA | + +|Checkout auto renew age |When an item has been checked out for at least +this amount of time, an attempt to check out the item to the patron that +it is already checked out to will simply renew the circulation. If the +checkout attempt is done within this time frame, Evergreen will prompt +for choosing Renewing or Checkin then Checkout the item. +|link:#lsa-data-types[Duration] |LSA | + +|Do not change fines/fees on zero-balance LOST transaction |When an item +has been marked lost and all fines/fees have been completely paid on the +transaction, do not void or reinstate any fines/fees EVEN IF Void Lost +Item Billing When Returned, and/or Void Processing Fee on Lost Item +Return, and/or Restore Overdues on Lost Item Return are enabled. This +setting has no effect on partially resolved bills. +|link:#lsa-data-types[True/False] |Sitka |Not in use + +|Do not include outstanding Claims Returned circulations in lump sum +tallies in Patron Display. |In the Patron Display interface, the number +of total active circulations for a given patron is presented in the +Summary sidebar and underneath the Items Out navigation button. This +setting will prevent Claims Returned circulations from counting toward +these tallies. |link:#lsa-data-types[True/False] |LSA | + +|Hold shelf status delay |The purpose is to provide an interval of time +after an item goes into the on-holds-shelf status before it appears to +patrons that it is actually on the holds shelf. This gives staff time to +process the item before it shows as ready-for-pickup. +|link:#lsa-data-types[Duration] |LSA | + +|Include Lost circulations in lump sum tallies in Patron Display. |In +the Patron Display interface, the number of total active circulations +for a given patron is presented in the Summary sidebar and underneath +the Items Out navigation button. This setting will include Lost +circulations as counting toward these tallies. +|link:#lsa-data-types[True/False] |LSA | + +|Invalid patron address penalty |When set, if a patron address is set to +invalid, a penalty is applied. |link:#lsa-data-types[True/False] |LSA | + +|Item status for missing pieces |This is the Item Status to use for +items that have been marked or scanned as having Missing Pieces. In the +absence of this setting, the Damaged status is used. +|link:#lsa-data-types[Selection list] |LSA | + +|Load patron from Checkout |When scanning barcodes into Checkout +auto-detect if a new patron barcode is scanned and auto-load the new +patron. |link:#lsa-data-types[True/False] |LSA |Not in use + +|Lost checkin generates new overdues |Enabling this setting causes +retroactive creation of not-yet-existing overdue fines on lost item +checkin, up to the point of checkin time (or max fines is reached). This +is different than "restore overdue on lost", because it only creates new +overdue fines. Use both settings together to get the full complement of +overdue fines for a lost item |link:#lsa-data-types[True/False] |LSA | + +|Lost items usable on checkin |Lost items are usable on checkin instead +of going 'home' first |link:#lsa-data-types[True/false] |LSA | + +|Max patron claims returned count |When this count is exceeded, a staff +override is required to mark the item as claims returned.   +|link:#lsa-data-types[Number] |LSA | + +|Maximum visible age of User Trigger Events in Staff Interfaces |If this +is unset, staff can view User Trigger Events regardless of age. When +this is set to an interval, it represents the age of the oldest possible +User Trigger Event that can be viewed.  |link:#lsa-data-types[Duration] +|LSA |Not working + +|Minimum transit checkin interval |In-Transit items checked in this +close to the transit start time will be prevented from checking in +|link:#lsa-data-types[Duration] |LSA | + +|Patron merge address delete |Delete address(es) of subordinate user(s) +in a patron merge. |link:#lsa-data-types[True/False] |LSA | + +|Patron merge barcode delete |Delete barcode(s) of subordinate user(s) +in a patron merge |link:#lsa-data-types[True/False] |LSA | + +|Patron merge deactivate card |Mark barcode(s) of subordinate user(s) in +a patron merge as inactive. |link:#lsa-data-types[True/False] |LSA | + +|Patron Registration: Cloned patrons get address copy |If True, in the +Patron editor, addresses are copied from the cloned user. If False, +addresses are linked from the cloned user which can only be edited from +the cloned user record. |link:#lsa-data-types[True/False] |LSA | + +|Printing: custom Javascript file |Full URL path to a Javascript File to +be loaded when printing. Should implement a print_custom function for +DOM manipulation. Can change the value of the do_print variable to false +to cancel printing. |link:#lsa-data-types[Text] | | + +|Require matching email address for password reset requests | +|link:#lsa-data-types[True/False] |LSA | + +|Restore overdues on lost item return |If true when a lost item is +checked in overdue fines are charged (up to the maximum fines amount) +|link:#lsa-data-types[True/False] |LSA | + +|Specify search depth for the duplicate patron check in the patron +editor |When using the patron registration page, the duplicate patron +check will use the configured depth to scope the search for duplicate +patrons. |link:#lsa-data-types[Number] |Sitka | + +|Suppress hold transits group |To create a group of libraris to supress +Hold Transits among them. All libraries in the group should use the same +unique vaule. Leave it empty if transits should not be suppressed. +|link:#lsa-data-types[Text] |Sitka |Not in use + +|Suppress non-hold transits group |To create a group of libraris to +supress Non-Hold Transits among them. All libraries in the group should +use the same unique vaule. Leave it empty if Non-Hold Transits should +not be suppressed. |link:#lsa-data-types[Text] |Sitka | + +|Suppress popup-dialogs during check-in. |When set to True, no pop-up +window for exceptions on check-in. But the accompanying sound will be +played. |link:#lsa-data-types[True/False] |LSA | + +|Target copies for a hold even if copy's circ lib is closed |If this +setting is true at a given org unit or one of its ancestors, the hold +targeter will target copies from this org unit even if the org unit is +closed (according to the actor.org_unit.closed_date table). +|link:#lsa-data-types[True/False] |LSA | + +|Target copies for a hold even if copy's circ lib is closed IF the circ +lib is the hold's pickup lib |If this setting is true at a given org +unit or one of its ancestors, the hold targeter will target copies from +this org unit even if the org unit is closed (according to the +actor.org_unit.closed_date table) IF AND ONLY IF the copy's circ lib is +the same as the hold's pickup lib. |link:#lsa-data-types[True/False] +|LSA | + +|Truncate fines to max fine amount | |link:#lsa-data-types[True/False] +|LSA |Sitka default TRUE + +|Use Lost and Paid copy status | |link:#lsa-data-types[True/False] +|Sitka |Sitka default TRUE + +|Warn when patron account is about to expire |If set, the staff client +displays a warning this number of days before the expiry of a patron +account. Value is in number of days. |link:#lsa-data-types[Duration] +|LSA | + +|Void lost item billing when claims returned |If True, when a lost item +is claimed returned, the item replacement bill (item price) is voided. +|link:#lsa-data-types[True/False] |LSA | + +|Void processing fee on lost item claims returned |If True, the +processing fee is voided when a lost item is claimed returned. +|link:#lsa-data-types[True/false] |LSA | + +|Void lost item billing when returned |If True,when a lost item is +checked in the item replacement bill (item price) is voided. If the +patron has already paid the bill a credit is applied. But libraries may +choose not to adjust bills if already resolved by: Do not change +fines/fees on zero-balance LOST transaction. +|link:#lsa-data-types[True/false] |LSA | + +|Void lost max interval |Items that have been overdue this long will not +result in lost charges being voided when returned, and the overdue fines +will not be restored, either. Only applies if Circ: Void lost item +billing or Circ: Void processing fee on lost item are true. +|link:#lsa-data-types[Duration] |LSA | + +|Void processing fee on lost item return |If True, the processing fee is +voided when a lost item is returned |link:#lsa-data-types[True/false] +|LSA | +|======================================================================= + +__________________________________________________________________________________________________________ +*Note* + +Long Overdue status is not in use on Sitka Evergreen. All settings +related to Long Overdue may be ignored. +__________________________________________________________________________________________________________ + +.Credit Card Processing +[cols="",options="header",] +|=============================================== +|Credit card payment is not currently supported. +|All settings can be ignored. +|=============================================== + +.Finances +[width="100%",cols="23%,33%,11%,11%,22%",options="header",] +|======================================================================= +|Setting |Description |Data type |Edited by |Notes +|Allow credit card payments |If enabled, patrons will be able to pay +fines accrued at this location via credit card. +|link:#lsa-data-types[True/False] |Sitka |Not in use + +|Charge item price when marked damaged |If true Evergreen bills item +price to the last patron who checked out the damaged item. Staff receive +an alert with patron information and must confirm the billing. +|link:#lsa-data-types[True/false] |LSA | + +|Charge lost on zero |If set to True, default item price will be charged +when an item is marked lost even though the price in item record is 0.00 +(same as no price). If False, only processing fee, if used, will be +charged. |link:#lsa-data-types[True/false] |LSA | + +|Charge processing fee for damaged items |Optional processing fee billed +to last patron who checked out the damaged item. Staff receive an alert +with patron information and must confirm the billing. +|link:#lsa-data-types[Number(dollar)] |LSA |Disabled when set to 0 + +|Default item price |Replacement charge for lost items if price is unset +in the Copy Editor.. Does not apply if item price is set to $0 +|link:#lsa-data-types[Number(dollar)] |LSA | + +|Disable Patron Credit |Do not allow patrons to accrue credit or pay +fines/fees with accrued credit. |link:#lsa-data-types[True/Fasle] |LSA +|If set to TRUE, Patron Credit will not be displayed on Bills screen. + +|Leave transaction open when lost balance equals zero |If True, it +leaves the lost copy on the patron record when it is paid. +|link:#lsa-data-types[True/False] |Sitka |Sitka default False + +|Lost materials processing fee |The amount charged in addition to item +price when an item is marked lost.   |link:#lsa-data-types[Number] +(dollar) |LSA | + +|Maximum Item Price |When charging for lost items, limit the charge to +this as a maximum. |link:#lsa-data-types[Number(dollar)] |LSA | + +|Minimum Item Price |When charging for lost items, charge this amount as +a minimum. |link:#lsa-data-types[Number(dollar)] |LSA | + +|Negative Balance Interval (DEFAULT) |Amount of time since the payment +date, after which no negative balances (refunds) are allowed on +circulation bills. This setting works only when the "Prohibit negative +balance on bills" setting is set to "TRUE". +|link:#lsa-data-types[Duration] |LSA |2.10. If the settings for Lost and +Overdues are the same, you may use this setting and the "Prohibit +Negative Balance on Bills (DEFAULT)" setting, and igore the separate +settings for Lost and Overdues. + +|Negative Balance Interval for Lost |Amount of time since the payment +date, after which no negative balances (refunds) are allowed on bills +for lost materials. The "Prohibit negative balance on bills for lost +materials" setting must also be set to "TRUE". +|link:#lsa-data-types[Duration] |LSA |2.10 + +|Negative Balance Interval for Overdues |Amount of time since payment +date, after which no negative balances (refunds) are allowed on bills +for overdue materials. The "Prohibit negative balance on bills for +overdue materials" setting must also be set to "TRUE". +|link:#lsa-data-types[Duration] |LSA |2.10 + +|Prohibit Negative Balance on Bills (DEFAULT) |Default setting to +prevent negative balances (refunds) on circulation related bills. Set to +"TRUE" to prohibit negative balances at all times, or use in conjunction +with an interval setting to prohibit negative balances after a period of +time since the payment was made. |link:#lsa-data-types[True/False] |LSA +|2.10 + +|Prohibit Negative Balance on Bills for Lost Materials |Prohibit +negative balance on bills for lost materials. Set to "TRUE" to prohibit +negative balances at all times, or use in conjunction with an interval +setting to prohibit negative balances after a period of time since the +payment was made. |link:#lsa-data-types[True/False] |LSA |2.10 + +|Prohibit Negative Balance on Bills for Overdue Materials |Prohibit +negative balance on bills for overdue materials. Set to "TRUE" to +prohibit negative balances at all times, or use in conjunction with an +interval setting to prohibit negative balances after a period of time +since the payment was made. |link:#lsa-data-types[True/False] |LSA |2.10 + +|Void overdue fines when items are marked lost |If true overdue fines +are voided when an item is marked lost |link:#lsa-data-types[True/false] +|LSA | +|======================================================================= + +.GUI: Graphic User Interface +[width="100%",cols="23%,33%,11%,11%,22%",options="header",] +|======================================================================= +|Setting |Description |Data type |Edited by |Notes +|Alert on empty bib records |Alert staff when the last copy for a record +is being deleted. |link:#lsa-data-types[True/False] |LSA | + +|Button bar |If TRUE, the staff client button bar appears by default on +all workstations registered to your library; staff can override this +setting at each login. |link:#lsa-data-types[True/False] |LSA | + +|Cap results in Patron Search at this number. |The maximum number of +resutls returned per search. If 100 is set up here, any search will +return 100 records at most. |link:#lsa-data-types[Number] |LSA | + +|Default Country for New Addresses in Patron Editor |This is the default +Country for new addresses in the patron editor. +|link:#lsa-data-types[Text] |LSA | + +|Default hotkeyset |Default Hotkeyset for clients (filename without the +.keyset). Examples: Default, Minimal, and None +|link:#lsa-data-types[Text] |LSA |Individual workstations' default +overrides this setting. + +|Default ident type for patron registration |This is the default Ident +Type for new users in the patron editor. |link:#lsa-data-types[Selection +list] |LSA | + +|Default showing suggested patron registration fields |Instead of All +fields, show just suggested fields in patron registration by default. +|link:#lsa-data-types[True/False] |LSA | + +|Disable the ability to save list column configurations locally. |GUI: +Disable the ability to save list column configurations locally. If set, +columns may still be manipulated, however, the changes do not persist. +Also, existing local configurations are ignored if this setting is true. +|link:#lsa-data-types[True/False] |LSA | + +|Example for Day_phone field on patron registration |The example on +validation on the Day_phone field in patron registration. +|link:#lsa-data-types[Text] |LSA | + +|Example for Email field on patron registration |The example on +validation on the Email field in patron registration. +|link:#lsa-data-types[Text] |LSA | + +|Example for Evening-phone on patron registration |The example on +validation on the Evening-phone field in patron registration. +|link:#lsa-data-types[Text] |LSA | + +|Example for Other-phone on patron registration |The example on +validation on the Other-phone field in patron registration. +|link:#lsa-data-types[Text] |LSA | + +|Example for phone fields on patron registration |The example on +validation on phone fields in patron registration. Applies to all phone +fields without their own setting. |link:#lsa-data-types[Text] |LSA | + +|Example for Postal Code field on patron registration |The example on +validation on the Postal Code field in patron registration. +|link:#lsa-data-types[Text] |LSA | + +|Format Dates with this pattern. |Format Dates with this pattern +(examples: "yyyy-MM-dd" for "2010-04-26", "MMM d, yyyy" for "Apr 26, +2010"). Formats are effective in display (not editing) area. +|link:#lsa-data-types[Text] |LSA | + +|Format Times with this pattern. |Format Times with this pattern +(examples: "h:m:s.SSS a z" for "2:07:20.666 PM Eastern Daylight Time", +"HH:mm" for "14:07"). Formats are effective in display (not editing) +area. |link:#lsa-data-types[Text] |LSA | + +|GUI: Hide these fields within the Item Attribute Editor. | +|link:#lsa-data-types[Text] |LSA | + +|Horizontal layout for Volume/Copy Creator/Editor. |The main entry point +for this interface is in Holdings Maintenance, Actions for Selected +Rows, Edit Item Attributes / Call Numbers / Replace Barcodes. This +setting changes the top and bottom panes (if FALSE) for that interface +into left and right panes (if TRUE). |link:#lsa-data-types[True/False] +|LSA | + +|Idle timeout |If you want staff client windows to be minimized after a +certain amount of system idle time, set this to the number of seconds of +idle time that you want to allow before minimizing (requires staff +client restart). |link:#lsa-data-types[Number] |LSA | + +|Items Out Claims Returned display setting |Value is a numeric code, +describing which list the circulation should appear while checked out +and whether the circulation should continue to appear in the bottom +list, when checked in with oustanding fines. 1 = top list, bottom list. +2 = bottom list, bottom list. 5 = top list, do not display. 6 = bottom +list, do not display. |link:#lsa-data-types[Number] |LSA |default=2 + +|Items Out Lost display setting |Value is a numeric code, describing +which list the circulation should appear while checked out and whether +the circulation should continue to appear in the bottom list, when +checked in with oustanding fines. 1 = top list, bottom list. 2 = bottom +list, bottom list. 5 = top list, do not display. 6 = bottom list, do not +display. |link:#lsa-data-types[Number] |LSA |default=2 + +|Max user activity entries to retrieve (staff client) |Sets the maxinum +number of recent user activity entries to retrieve for display in the +staff client. |link:#lsa-data-types[Number] |LSA | + +|Maximum previous checkouts displayed |The maximum number of previous +circulations the staff client will display when investigating item +details |link:#lsa-data-types[Number] |LSA | + +|Patron circulation summary is horizontal | +|link:#lsa-data-types[True/False] |LSA | + +|Record in-house use: # of uses threshold for Are You Sure? dialog. |In +the Record In-House Use interface, a submission attempt will warn if the +# of uses field exceeds the value of this setting. +|link:#lsa-data-types[Number] |LSA | + +|Record In-House Use: Maximum # of uses allowed per entry. |The # of +uses entry in the Record In-House Use interface may not exceed the value +of this setting. |link:#lsa-data-types[Number] |LSA | + +|Regex for Day_phone field on patron registration |The Regular +Expression for validation on the Day_phone field in patron registration. +Note: The first capture group will be used for the "last 4 digits of +phone number" as patron password feature, if enabled. Ex: +"[2-9]\d\{2}-\d\{3}-(\d\{4})( x\d+)?" will ignore the extension on a +NANP number. |link:#lsa-data-types[Regular expression] |LSA | + +|Regex for Email field on patron registration |The Regular Expression on +validation on the Email field in patron registration. +|link:#lsa-data-types[Regular expression] |LSA | + +|Regex for Evening-phone on patron registration |The Regular Expression +on validation on the Evening-phone field in patron registration. +|link:#lsa-data-types[Regular expression] |LSA | + +|Regex for Other-phone on patron registration |The Regular Expression on +validation on the Other-phone field in patron registration. +|link:#lsa-data-types[Regular expression] |LSA | + +|Regex for phone fields on patron registration |The Regular Expression +on validation on phone fields in patron registration. Applies to all +phone fields without their own setting. |link:#lsa-data-types[Regular +expression] |LSA | + +|Regext for Postal Code field on patron registration |The Regular +Expression on validation on the Postal Code field in patron +registration. |link:#lsa-data-types[Regular expression] |LSA | + +|Require at least one address for Patron Registration |Enforces a +requirement for having at least one address for a patron during +registration. If set to False, you need to delete the empty address +before saving the record. If set to True, deletion is not allowed. +|link:#lsa-data-types[True/False] |LSA | + +|Require XXXXX field on patron registration |The XXXXX field will be +required on the patron registration screen. +|link:#lsa-data-types[True/False] |LSA |XXXXX can be Country, Day-phone, +Evening-phone, Other-phone, DOB, Email, or Prefix. + +|Require staff initials for entry/edit of copy notes |Appends staff +initials and edit date into note content. +|link:#lsa-data-types[True/False] |LSA | + +|Require staff initials for entry/edit of patron notes. |Appends staff +initials and edit date into note content. +|link:#lsa-data-types[True/False] |LSA | + +|Require staff initials for entry/edit of patron standing penalties and +messages |Appends staff initials and edit date into patron standing +penalties and messages. |link:#lsa-data-types[True/False] |LSA | + +|Show billing tab first when bills are present |If true accounts for +patrons with bills will open to the billing tab instead of check out +|link:#lsa-data-types[True/false] |LSA | + +|Show XXXXX field on patron registration |The XXXXX field will be shown +on the patron registration screen. Showing a field makes it appear with +required fields even when not required. If the field is required this +setting is ignored. |link:#lsa-data-types[True/False] |LSA | + +|Suggest XXXXX field on patron registration |The XXXXX field will be +suggested on the patron registration screen. Suggesting a field makes it +appear when suggested fields are shown. If the field is shown or +required this setting is ignored. |link:#lsa-data-types[True/False] |LSA +| + +|Toggle off the patron summary sidebar after first view. |When true, the +patron summary sidebar will collapse after a new patron sub-interface is +selected. |link:#lsa-data-types[True/False] |LSA | + +|URL for remote directory containing list column settings. |The format +and naming convention for the files found in this directory match those +in the local settings directory for a given workstation. An +administrator could create the desired settings locally and then copy +all the tree_columns_for_* files to the remote directory. +|link:#lsa-data-types[Text] | |Not in use + +|Uncheck bills by default in the patron billing interface |Uncheck bills +by default in the patron billing interface, and focus on the Uncheck All +button instead of the Payment Received field. +|link:#lsa-data-types[True/False] |LSA | + +|Unified Volume/Item Creator/Editor |If True, combines the Volume/Copy +Creator and Item Attribute Editor in some instances. +|link:#lsa-data-types[True/False] |LSA | + +|Work Log: maximum actions logged |Maximum entries for "Most Recent +Staff Actions" section of the Work Log interface. +|link:#lsa-data-types[Number] |LSA | + +|Work Log: maximum patrons logged |Maximum entries for "Most Recently +Affected Patrons..." section of the Work Log interface. +|link:#lsa-data-types[Number] |LSA | +|======================================================================= + +.Global +[width="100%",cols="23%,33%,11%,11%,22%",options="header",] +|======================================================================= +|Setting |Description |Data type |Edited by |Notes +|Allow multiple username changes |If enabled (and Lock Usernames is not +set) patrons will be allowed to change their username when it does not +look like a barcode. Otherwise username changing in the OPAC will only +be allowed when the patron's username looks like a barcode. +|link:#lsa-data-types[True/False] |Sitka |Default TRUE. + +|Global default locale | |link:#lsa-data-types[Text] |Sitka |Default: +Canada + +|Lock Usernames |If enabled username changing via the OPAC will be +disabled. |link:#lsa-data-types[True/False] |Sitka |Default FALSE + +|Password format |Defines acceptable format for OPAC account passwords +|Regular expression |Sitka |Default requires that passwords "be at least +7 characters in length, contain at least one letter (a-z/A-Z), and +contain at least one number. + +|Patron barcode format |Defines acceptable format for patron barcodes +|Regular expression |Sitka | + +|Patron username format |Regular expression defining the patron username +format, used for patron registration and self-service username changing +only |link:#lsa-data-types[Regular expression] |Sitka | +|======================================================================= + +.Holds +[width="100%",cols="23%,33%,11%,11%,22%",options="header",] +|======================================================================= +|Setting |Description |Data type |Edited by |Notes +|Behind desk pickup supported |If a branch supports both a public holds +shelf and behind-the-desk pickups, set this value to true. This gives +the patron the option to enable behind-the-desk pickups for their holds +by selecting Hold is behind Circ Desk flag in patron record. +|link:#lsa-data-types[True/False] |LSA | + +|Best-hold selection sort order |Defines the sort order of holds when +selecting a hold to fill using a given copy at capture time +|link:#lsa-data-types[Selection list] |Sitka | + +|Block renewal of items needed for holds |When an item could fulfill a +hold, do not allow the current patron to renew +|link:#lsa-data-types[True/False] |Sitka | + +|Cancelled holds display age |Show all cancelled holds that were +cancelled within this amount of time |link:#lsa-data-types[Duration] +|LSA | + +|Cancelled holds display count |How many cancelled holds to show in +patron holds interfaces |link:#lsa-data-types[Number] |LSA | + +|Clear shelf copy status |Any copies that have not been put into +reshelving, in-transit, or on-holds-shelf (for a new hold) during the +clear shelf process will be put into this status. This is basically a +purgatory status for copies waiting to be pulled from the shelf and +processed by hand |link:#lsa-data-types[Selection list] |Sitka | + +|Default estimated wait |When predicting the amount of time a patron +will be waiting for a hold to be fulfilled, this is the default +estimated length of time to assume an item will be checked out. +|link:#lsa-data-types[Duration] |Sitka |Not applicable in Sitka OPAC + +|Default hold shelf expire interval |Hold Shelf Expiry Time is +calculated and inserted into hold record based on this interval when +capturing a hold. |link:#lsa-data-types[Duration] |LSA | + +|Expire alert interval |Time before a hold expires at which to send an +email notifying the patron |link:#lsa-data-types[Duration] |Sitka |Not +in use + +|Expire interval |Amount of time until an unfulfilled hold expires +|link:#lsa-data-types[Duration] |LSA | + +|Hard boundary |Administrative setting for Sitka use only +|link:#lsa-data-types[Number] |Sitka | + +|Hard stalling interval | |link:#lsa-data-types[Duration] |Sitka | + +|Has local copy alert |If there is an available copy at the requesting +library that could fulfill a hold during hold placement time, alert the +patron. |link:#lsa-data-types[True/False] |LSA | + +|Has local copy block |If there is an available copy at the requesting +library that could fulfill a hold during hold placement time, do not +allow the hold to be placed. |link:#lsa-data-types[True/False] |LSA | + +|Max foreign-circulation time |Time a copy can spend circulating away +from its circ lib before returning there to fill a hold +|link:#lsa-data-types[Duration] |Sitka | + +|Maximum library target attempts |When this value is set and greater +than 0, the system will only attempt to find a copy at each possible +branch the configured number of times |link:#lsa-data-types[Number] +|Sitka | + +|Minimum estimated wait |When predicting the amount of time a patron +will be waiting for a hold to be fulfilled, this is the minimum +estimated length of time to assume an item will be checked out. +|link:#lsa-data-types[Duration] |Sitka |Not applicable in Sitka OPAC + +|Org unit target weight |Org Units can be organized into hold target +groups based on a weight. Potential copies from org units with the same +weight are chosen at random. |link:#lsa-data-types[Number] |Sitka | + +|Reset request time on un-cancel |When a hold is uncancelled, reset the +request time to push it to the end of the queue +|link:#lsa-data-types[True/False] |LSA | + +|Skip for hold targeting |When true, don't target any copies at this org +unit for holds |link:#lsa-data-types[True/False] |Sitka | + +|Soft boundary |Holds will not be filled by copies outside this boundary +if there are holdable copies within it. |link:#lsa-data-types[Number] +|Sitka | + +|Soft stalling interval |For this amount of time, holds will not be +opportunistically captured at non-pickup branches. +|link:#lsa-data-types[Duration] |Sitka | + +|Use Active Date for age protection |When calculating age protection +rules use the Active date instead of the Creation Date. +|link:#lsa-data-types[True/False] |LSA |Default TRUE + +|Use weight-based hold targeting |Use library weight based hold +targeting |link:#lsa-data-types[True/False] |Sitka | +|======================================================================= + +.Library +[width="100%",cols="23%,33%,11%,11%,22%",options="header",] +|======================================================================= +|Setting |Description |Data type |Edited by |Notes +|Change reshelving status interval |Amount of time to wait before +changing an item from “Reshelving” status to “available” +|link:#lsa-data-types[Duration] |LSA |The default is at midnight each +night for items with "Reshelving" status for over 24 hours. + +|Claim never checked out: mark copy as missing |When a circ is marked as +claims-never-checked-out, mark the copy as missing +|link:#lsa-data-types[True/False] |LSA | + +|Claim return copy status |Claims returned copies are put into Sitka +wide default status of Claimed Returned. This is not configurable at +library. |link:#lsa-data-types[Selection list] |Sitka | + +|Courier code |Courier Code for the library. Available in transit slip +templates as the %courier_code% macro. |link:#lsa-data-types[Text] |LSA +|Not in use + +|Juvenile age threshold |Upper cut-off age for patrons to be considered +juvenile, calculated from date of birth in patron accounts +|link:#lsa-data-types[Duration] (years) |LSA | + +|Library information URL |URL for information on this library, such as +contact information, hours of operation, and directions. Use a complete +URL, such as "http://example.com/hours.html". +|link:#lsa-data-types[Text] |LSA | + +|Mark item damaged voids overdues |When an item is marked damaged, +overdue fines on the most recent circulation are voided.   +|link:#lsa-data-types[True/False] |LSA | + +|Pre-cat item circ lib |Override the default circ lib of "here" with a +pre-configured circ lib for pre-cat items. The value should be the +"shortname" (aka policy name) of the org unit +|link:#lsa-data-types[Text] |Sitka | + +|Telephony: Arbitrary line(s) to include in each notice callfile |This +overrides lines from opensrf.xml. Line(s) must be valid for your target +server and platform (e.g. Asterisk 1.4). |link:#lsa-data-types[Text] +|Sitka |Not in use. + +|Use external "library information URL" in copy table, if available |If +set to true, the library name in the copy details section will link to +the URL associated with the "Library information URL" library setting +rather than the library information page generated by Evergreen. +|link:#lsa-data-types[True/False] |LSA | +|======================================================================= + +.OPAC +[width="100%",cols="23%,33%,11%,11%,22%",options="header",] +|======================================================================= +|Setting |Description |Data type |Edited by |Notes +|Allow Patron Self-Registration |Allow patrons to self-register, +creating pending user accounts |link:#lsa-data-types[True/False] |Sitka +| + +|Allow pending addresses |If true patrons can edit their addresses in +the OPAC. Changes must be approved by staff +|link:#lsa-data-types[True/false] |LSA | + +|Auto-Override Permitted Hold Blocks (Patrons) | +|link:#lsa-data-types[True/false] |Sitka |Defalt FALSE + +|Ignore the Global luri_as_copy flag for this OU |Admin setting on +e-records scoping |link:#lsa-data-types[True/False] |Sitka | + +|Jump to details on 1 hit (OPAC) |When a search yields only 1 result, +jump directly to the record details page. This setting only affects the +public OPAC |link:#lsa-data-types[True/False] |LSA | + +|Jump to details on 1 hit (staff client) |When a search yields only 1 +result, jump directly to the record details page. This setting only +affects the PAC within the staff client +|link:#lsa-data-types[True/False] |LSA | + +|Limit the depth of xxxxxx |Admin setting on e-record link display +|link:#lsa-data-types[Number] |Sitka | + +|Limit the number of URIs on the results page |Admin setting on e-record +link display |link:#lsa-data-types[Number] |Sitka | + +|OPAC login message |HTML blob to be rendered in an interstitial page +upon OPAC login |link:#lsa-data-types[Text] |Sitka | + +|Number of staff client saved searches to display on left side of +results and record details pages |If unset, the default is 10. +|link:#lsa-data-types[Number] |LSA | + +|Open Reviews & More in a new tab |If set to TRUE, Reviews & More links +in the search results to be opened in a new tab. +|link:#lsa-data-types[True/False] |LSA | + +|Org unit hiding depth |Admin setting controlled by Sitka +|link:#lsa-data-types[Number] |Sitka | + +|Org Unit is not a hold pickup library |If set, this org unit will not +be offered to the patron as an option for a hold pickup location. This +setting has no affect on searching or hold targeting. +|link:#lsa-data-types[True/False] |Sitka | + +|Paging shortcut links for OPAC Browse |The characters in this string, +in order, will be used as shortcut links for quick paging in the OPAC +browse interface. Any sequence surrounded by asterisks will be taken as +a whole label, not split into individual labels at the character level, +but only the first character will serve as the basis of the search. +|link:#lsa-data-types[Regular expression] |Sitka | + +|Patron self-reg. display timeout |Number of seconds to wait before +reloading the patron self-registration interface to clear sensitive +data. |link:#lsa-data-types[Duration] |Sitka | + +|Patron self-reg. expire interval |If set, this is the amount of time a +pending user account will be allowed to sit in the database. After this +time, the pending user information will be purged. +|link:#lsa-data-types[Duration] |Sitka | + +|Payment history age limit |The OPAC should not display payments by +patrons that are older than any interval defined here. +|link:#lsa-data-types[Duration] |LSA |Not in use + +|Specify how items are ordered |This value specifies how items are +ordered in search results and record views within the org unit. To sort +from newest to oldest by active date use 'desc'. To sort from oldest to +newest by active date use 'asc'. To sort by call number use 'call'. +|link:#lsa-data-types[Text] |LSA |Default is 'call'. + +|Tag Circulated Items in Results |When a user is both logged in and has +opted in to circulation history tracking, turning on this setting will +cause previous (or currently) circulated items to be highlighted in +search results. |link:#lsa-data-types[True/False] |LSA |Default TRUE + +|Use fully compressed serial holdings |Show fully compressed serial +holdings for all libraries at and below the current context unit +|link:#lsa-data-types[True/False] |Sitka | + +|Warn patrons when adding to a temporary book list |Present a warning +dialog when a patron adds a book to the temporary book list. +|link:#lsa-data-types[True/False] |Sitka | +|======================================================================= + +.Offline and Program +[width="100%",cols="23%,33%,11%,11%,22%",options="header",] +|======================================================================= +|Setting |Description |Data type |Edited by |Notes +|Skip offline checkin if newer item Status Changed Time. |Skip offline +checkin transaction (raise exception when processing) if item Status +Changed Time is newer than the recorded transaction time. WARNING: The +Reshelving to Available status rollover will trigger this. +|link:#lsa-data-types[True/False] |LSA | + +|Skip offline checkout if newer item Status Changed Time. |Skip offline +checkout transaction (raise exception when processing) if item Status +Changed Time is newer than the recorded transaction time. WARNING: The +Reshelving to Available status rollover will trigger this. +|link:#lsa-data-types[True/False] |LSA | + +|Skip offline renewal if newer item Status Changed Time. |Skip offline +renewal transaction (raise exception when processing) if item Status +Changed Time is newer than the recorded transaction time. WARNING: The +Reshelving to Available status rollover will trigger this. +|link:#lsa-data-types[True/False] |LSA | + +|Disable automatic print attempt type list |Disable automatic print +attempts from staff client interfaces for the receipt types in this +list. Possible values: "Checkout", "Bill Pay", "Hold Slip", "Transit +Slip", and "Hold/Transit Slip". This is different from the Auto-Print +checkbox in the pertinent interfaces in that it disables automatic print +attempts altogether, rather than encouraging silent printing by +suppressing the print dialog. The Auto-Print checkbox in these +interfaces have no effect on the behavior for this setting. In the case +of the Hold, Transit, and Hold/Transit slips, this also suppresses the +alert dialogs that precede the print dialog (the ones that offer Print +and Do Not Print as options). |link:#lsa-data-types[Text] |LSA | + +|Retain empty bib records |Retain a bib record even when all attached +copies are deleted |link:#lsa-data-types[True/False] |Sitka |Default +FALSE based on Sitka cataloguing policy. + +|Sending email address for patron notices |This email address is for +automatically generated patron notices (e.g. email overdues, email holds +notification).  It is good practice to set up a generic account, like +info@nameofyourlibrary.ca, so that one person’s individual email inbox +doesn’t get cluttered with emails that were not delivered. +|link:#lsa-data-types[Text] |LSA | +|======================================================================= + +.Receipt Templates and SMS Text Message +[width="100%",cols="23%,33%,11%,11%,22%",options="header",] +|======================================================================= +|Setting |Description |Data type |Edited by |Notes +|Content of alert_text include |Text/HTML/Macros to be inserted into +receipt templates in place of %INCLUDE(alert_text)% |Text |LSA | + +|Content of event_text include |Text/HTML/Macros to be inserted into +receipt templates in place of %INCLUDE(event_text)% |Text |LSA | + +|Content of footer_text include |Text/HTML/Macros to be inserted into +receipt templates in place of %INCLUDE(footer_text)% |Text |LSA | + +|Content of header_text include |Text/HTML/Macros to be inserted into +receipt templates in place of %INCLUDE(header_text)% |Text |LSA | + +|Content of notice_text include |Text/HTML/Macros to be inserted into +receipt templates in place of %INCLUDE(notice_text)% |Text |LSA | + +|Disable auth requirement for texting call numbers. |Disable +authentication requirement for sending call number information via SMS +from the OPAC. |True/False |LSA | + +|Enable features that send SMS text messages. |Current features that use +SMS include hold-ready-for-pickup notifications and a "Send Text" action +for call numbers in the OPAC. If this setting is not enabled, the SMS +options will not be offered to the user. Unless you are carefully +silo-ing patrons and their use of the OPAC, the context org for this +setting should be the top org in the org hierarchy, otherwise patrons +can trample their user settings when jumping between orgs. |True/False +|LSA | +|======================================================================= + +.Security +[width="100%",cols="23%,33%,11%,11%,22%",options="header",] +|======================================================================= +|Setting |Description |Data type |Edited by |Notes +|Default level of patrons' internet access |Enter numbers 1 (Filtered), +2 (Unfiltered), or 3 (No Acess) |link:#lsa-data-types[Number] |LSA | + +|Maximum concurrently active self-serve password reset requests |Prevent +the creation of new self-serve password reset requests until the number +of active requests drops back below this number. +|link:#lsa-data-types[Number] |Sitka |Not in use + +|Maximum concurrently active self-serve password reset requests per user +|When a user has more than this number of concurrently active self-serve +password reset requests for their account, prevent the user from +creating any new self-serve password reset requests until the number of +active requests for the user drops back below this number. +|link:#lsa-data-types[Number] |Sitka |Not in use + +|OPAC inactivity timeout (in seconds) |Number of seconds of inactivity +before OPAC accounts are automatically logged out. Sitka default is 420 +seconds (7 minutes) |link:#lsa-data-types[Number] |LSA | + +|Obscure the Date of Birth field |When true, the Date of Birth column in +patron lists will default to Not Visible, and in the Patron Summary +sidebar the value will display as unless the field label is clicked. +|link:#lsa-data-types[True/False] |LSA | + +|Offline: Patron usernames allowed |During offline circulations, allow +patrons to identify themselves with usernames in addition to barcode. +For this setting to work, a barcode format must also be defined +|link:#lsa-data-types[True/False] | | + +|Patron opt-in boundary |Admin setting | |Sitka | + +|Patron opt-in default |Admin setting | |Sitka | + +|Patron: password from phone # |If true the last 4 digits of the +patron's phone number is the password for new accounts (password must +still be changed at first OPAC login) |link:#lsa-data-types[True/false] +|LSA | + +|Persistent login duration |How long a persistent login lasts, e.g. '2 +weeks' |link:#lsa-data-types[Duration] |Sitka | + +|Restrict patron opt-in to home library and related orgs at specified +depth |Admin setting | |Sitka | + +|Self-serve password reset request time-to-live |Length of time (in +seconds) a self-serve password reset request should remain active. +|link:#lsa-data-types[Duration] |Sitka | + +|Staff login inactivity timeout (in seconds) |Number of seconds of +inactivity before staff client prompts for login and password. Sitka +default is 6000 seconds (2 hours) |link:#lsa-data-types[Number] |LSA | +|======================================================================= + +.Self Check +[width="100%",cols="23%,33%,11%,11%,22%",options="header",] +|======================================================================= +|Setting |Description |Data type |Edited by |Notes +|Allow Fine printing |If true, there will be a print option on the fine +list screen. |link:#lsa-data-types[True/false] |LSA | + +|Allow Hold printing |If true, there will be a print option on the hold +list screen. |link:#lsa-data-types[True/false] |LSA | + +|Allow Items out printing |If true, there will be a print option on the +items out list screen. |link:#lsa-data-types[True/false] |LSA | + +|Audio Alerts |Use audio alerts for selfcheck events. +|link:#lsa-data-types[True/false] |LSA | + +|Block copy checkout status |List of copy status IDs that will block +checkout even if the generic COPY_NOT_AVAILABLE event is overridden. +|link:#lsa-data-types[Number] |LSA |Look up copy status ID from Server +Admin. + +|Patron login timeout (in seconds) |Number of seconds of inactivity +before the patron is logged out of the selfcheck interface. +|link:#lsa-data-types[Duration] |LSA | + +|Pop-up alert for errors |If true, checkout/renewal errors will cause a +pop-up window in addition to the on-screen message. +|link:#lsa-data-types[True/False] |LSA | + +|Require patron password |If true, patrons will be required to enter +their password in addition to their username/barcode to log into the +selfcheck interface. |link:#lsa-data-types[True/False] |LSA | + +|Selfcheck override events list |List of checkout/renewal events that +the selfcheck interface should automatically override instead instead of +alerting and stopping the transaction. |link:#lsa-data-types[Text] |LSA +| + +|Workstation Required |All selfcheck stations must use a workstation. +|link:#lsa-data-types[True/False] |LSA | +|======================================================================= + +.Other +[width="100%",cols="23%,33%,11%,11%,22%",options="header",] +|======================================================================= +|Setting |Description |Data type |Edited by |Notes +|Default display grouping for serials distributions presented in the +OPAC. |Default display grouping for serials distributions presented in +the OPAC. This can be "enum" or "chron". |link:#lsa-data-types[Text] +|Sitka | + +|Previous issuance copy location |When a serial issuance is received, +copies (units) of the previous issuance will be automatically moved into +the configured shelving location. | | | + +|Maximum redirect lookups |Admin setting. |link:#lsa-data-types[Number] +|Sitka | + +|Maximum wait time (in seconds) for a URL to lookup |Admin setting +|link:#lsa-data-types[Duration] |Sitka | + +|Number of URLs to test in parallel |Admin setting +|link:#lsa-data-types[Number] |Sitka | + +|Number of seconds to wait between URL test attempts |Admin setting +|link:#lsa-data-types[Duration] |Sitka | + +|Vandelay default barcode prefix |Apply this prefix to any +auto-generated item barcodes |link:#lsa-data-types[Text] |LSA | + +|Vandelay generate default barcodes |Auto-generate deault item barcodes +when no item barcode is present. |link:#lsa-data-types[True/False] |LSA +| + +|Vandelay default call number prefix |Apply this prefix to any +auto-generated item call numbers. |link:#lsa-data-types[Text] |LSA | + +|Vandelay generate default call numbers |Auto-generate default item call +numbers when no item call number is present. +|link:#lsa-data-types[True/False] |LSA | + +|Vandelay default circulation modifier |Default circulation modifier +value for imported items. |link:#lsa-data-types[Selection list] |LSA | + +|Vandelay default copy location |Default copy location value for +imported items. |link:#lsa-data-types[Selection list] |LSA | + +|Vandelay default record match set |Admin setting +|link:#lsa-data-types[Selection list] |Sitka | + +|Circ: default precat circ modifier | |link:#lsa-data-types[Selection +List] |LSA | + +|Claim Return: Mark copy as missing | |link:#lsa-data-types[True/False] +|Sitka |Default FALSE + +|Disallow circulation of items when they are on booking reserve and that +reserve overlaps with the checkout period |When true, items on booking +reserve during the proposed checkout period will not be allowed to +circulate unless overridden with the COPY_RESERVED.override permission. +|link:#lsa-data-types[True/False] |LSA | + +|Limit Due Date by Patron Expiry |If True automatically adjusts item due +date to match patron card expiry date if expiry date sooner than due +date. If False item due date applied. |link:#lsa-data-types[True/False] +|LSA | + +|Recalls: An array of fine amount, fine interval, and maximum fine. |An +array of fine amount, fine interval, and maximum fine. For example, to +specify a new fine rule of $5.00 per day, with a maximum fine of $50.00, +use: [5.00,"1 day",50.00] |link:#lsa-data-types[Text] |LSA |Brackets are +required in the text. + +|Recalls: Circulation duration that triggers a recall. |A hold placed on +an item with a circulation duration longer than this will trigger a +recall. For example, "14 days" or "3 weeks". +|link:#lsa-data-types[Duration] |LSA | + +|Recalls: Truncated loan period. |When a recall is triggered, this +defines the adjusted loan period for the item. For example, "4 days" or +"1 week". |link:#lsa-data-types[Duration] |LSA | + +|Use in-database circ policy |Admin setting +|link:#lsa-data-types[True/False] |Sitka | + +|Use in-database holds policy |Admin setting +|link:#lsa-data-types[True/False] |Sitka | + +|Use legacy hardcoded receipts/slips | |link:#lsa-data-types[True/False] +|LSA | + +|circ.renew.check_penalty | |link:#lsa-data-types[True/False] |Sitka | + +|global.credit.allow | |link:#lsa-data-types[True/False] |Sitka |Not in +use + +|org.opt_out_email_predue | |link:#lsa-data-types[True/False] |Sitka +|Not in use + +|ui.network.progress_meter |Switch off/on a bar indicating network in +progress |link:#lsa-data-types[True/False] |LSA | +|======================================================================= + +Acceptable formats for each setting type are listed below. Quotation +marks are never required when updating settings in the staff client. + +[width="100%",cols="29%,71%",options="header",] +|======================================================================= +|Data type |Formatting +|True/false |Select value from drop-down menu + +|Number |Enter a numerical value (decimals allowed in price settings) + +|Duration |Enter a number followed by a space and any of the following +units: minutes, hours, days, months (30 minutes, 2 days, etc) + +|Selection list |Choose from a drop-down list of options (e.g. copy +status, copy location) + +|Text |Free text +|======================================================================= + +[[lsa-noncat]] +Non-Catalogued Type Editor +~~~~~~~~~~~~~~~~~~~~~~~~~~ + +This is where you configure your non-catalogued types that appear in the +dropdown menu for non-catalogued circulations.  + +Select Admin > Local Administration > Non Catalogued Type Editor. + +To set up a new non-catalogued type, type the name in the left hand box, +and choose how many days the item will circulate for.  Click Create. + +screenshot of staff client + +Select the Circulate In-House box for non-catalogued items that will +circulate in house.  This can be used to manually track computer use, or +meeting room rentals.   + +This is what the dropdown menu for non-catalogued circulations in the +patron checkout screen looks like: + +screenshot of staff client + +[[lsa-statcat]] +Statistical Categories Editor +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +This is where you configure your statistical categories (stat cats). + Stat cats are a way to save and report on additional information that +doesn’t fit elsewhere in Evergreen's default records.  It is possible to +have stat cats for copies or patrons.   + +Select Admin > Local Administration > Statistical Categories Editor. + +To create a new stat cat, enter the name of the stat cat and select Copy +or Patron in the dropdown menu. Check the respective On or Off radio +buttons beside each option. And then click Create new statistical +category. + +* OPAC Visiblity: If On, the stat cat and its value are displayed in +Copy Details on OPAC. +* Required: If On, the stat cat becomes mandatory. +* Archive with Circs: If On, the stat cat and its value are kept in aged +circulation records. + +screenshot of staff client + +To add stat cat values, click Add in the line of the stat cat. Type in +the value, then click Create new entry button. Confirm on the prompt. +Repeat these steps if you need add more values. + +screenshot of staff client + +Clicking Edit on the above screen allows you to change the stat cat name +and/or its properties. + +*Copy stat cats.* + +The image above shows some examples of copy stat cats. You would see +these when editing items in the Copy Editor, also known as the Edit Item +Attributes screen. You might use copy stat cats to track books you have +bought from a specific vendor, or donations. + +This is what the copy stat cat looks like in the Copy Editor. + +screenshot of staff client + +*Patron stat cats.* + +Below are some examples of patron stat cats.  Patron stat cats can be +used to keep track of information like the high school a patron attends, +or the home library for a consortium patron, e.g. InterLink. You would +see these in the lower part of registration/edit patron screen. + +screenshot of staff client + +There are two more options when creating a patron stat cat: Allow Free +Text allows staff to type in the values when on patron registration/edit +screen; Show in Summary displays the stat cat, if there is a value, in +patron summary. + +This is what the patron stat cat looks like in the patron registration +screen. + +screenshot of staff client + +[[lsa-survey]] +Surveys +~~~~~~~ + +This section illustrates how to create a survey, shows where the survey +responses are saved in the patron record, and explains how to report on +surveys. + +Surveys questions can be optional or required. Surveys come up when a +patron is first registered and edited subsequently. Required survey +questions have to be answered whenever the patron record is edited. Some +examples of survey questions might include: _Would you use the library +if it were open on a Sunday?_ _Would you like to be contacted by the +library to learn about new services?_ _Do you attend library programs?_ + +To find out the survey result you need to run reports on survey +questions. For example, you could find out how many people say they +would use the library if it were open on a Sunday, or you could get a +list of patrons who say they would like to receive marketing material +from the library. There is a shared template for reporting on patron +surveys under SITKA_templates > Patrons > Patron Surveys. See +link:#shared-template[???] for more about shared templates and contact +Sitka support if you need help tweaking this template. + +From the Admin menu, select Local Administration > Surveys. + +The Survey List will open. In this example the table is empty because no +surveys have been created. Click Add New Survey. + +surveys interface + +Fill out the New Survey form, then click Save Changes. + +surveys interface + +A few tips when creating a new survey: + +* Start Date must always be in the future. It is not possible to add +questions to a survey after the start date. +* Dates should be in YYYY-MM-DD format +* OPAC Survey? and Poll Style? are not yet implemented - leave unchecked +* Check Is Required if the survey should be mandatory for all patron +registration and update +* Check Display in User Summary to make survey answers visible in patron +records in Other Surveys. +* Surveys can not only start from a future date. + +A summary of your new survey will appear. Type the first survey question +in the Question field, then click Save Question & Add Answer. Survey +questions are multiple choice. + +surveys interface + +Enter possible multiple choice answers and click Add Answer. Each +question may have as many answers as you like. + +surveys interface + +Repeat the steps above to add as many questions and answers as you wish. +When finished click Save, then Go Back to return to the survey list. + +surveys interface + +Your new survey will appear in the Survey List table. To make further +changes click the survey name to open the detailed view. + +surveys interface + +This is what the survey looks like in the patron registration/edit +screen. Note that in this example this survey question appears in red +and is required as the Is Required box was checked when creating the +survey. + +surveys interface + +To see a patron’s response to a survey, retrieve the patron record. +Click Other > Surveys to see the response. + +surveys interface surveys interface + +There is a shared template for reporting on patron surveys in the +reporting interface, under SITKA_templates > Patrons > Patron Surveys. +For more information see link:#shared-template[???]. If you need help +tweaking this template please contact Sitka support. + +[[lsa-work-log]] +Work Log +~~~~~~~~ + +Go to Admin > Local Adminstration > Work Log + +There are two lists of records. The uppper list contains the recent +staff actions, while the lower list includes the patrons affected by +recent staff actions. + +screenshot of staff client + +A default number of actions/patrons are displayed. You can increase or +decrease the number by using the up or down arrow and clicking Refresh +button. + +If you highlight an entry, you can retrieve the item and/or patron +record by clicking Retrieve Item or Retrieve Patron button. + +[[serveradmin]] +Server Administration +--------------------- + +Most options under the Admin > Server Administration menu are global +Sitka settings that cannot be changed locally. The single exception is +the Organizational Units submenu, which allows Local System +Administrators to edit library contact information, hours of operation, +and addresses. + +There is some view-only information that is useful under Server +Administration, in particular the list of Copy Statuses. + +[[serveradmin-org-unit]] +Organizational Units +~~~~~~~~~~~~~~~~~~~~ + +Anyone with access to the staff client may view these settings but a +Local System Administrator login is required to make changes. + +Go to Admin > Server Administration > Organizational Units. + +server administration menu + +Find your library from the tree on the left side of the page and click +it to open settings. Multi-branch library systems will see an entry for +each branch. + +organizational units interface + +The Main Settings tab opens displaying settings for your library. Only +Main Email Address and Main Phone Number should be edited, please leave +all other settings at their default values. + +organizational units, main settings + +Click Save to record changes. + +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +The Organizational Units screen flashes green when saving changes to any +tab (see screencast below, only available in the +http://coconut.pines.bclibrary.ca:21080/docbook/Sitka/current/html/index.html[online +version] of the manual). If there is no flash or flash in red, please +ensure you are using an LSA login and click Save again. Contact Sitka +Support if you still cannot save the changes. +________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[server-hours]] +Library Hours of Operation +^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Local System Administrators can use the Organizational Units interface +to set the library's hours of operation. These are regular weekly hours; +holiday and other closures are recorded in the link:#lsa-closed[Closed +Dates Editor]. + +Hours of operation and closed dates affect due dates and overdue fines. + +* *Due dates.* ++ +Due dates that would fall on closed days are automatically pushed +forward to the next open day. Likewise, if an item is checked out at +8pm, for example, and would normally be due on a day when the library +closes before 8pm, Evergreen pushes the due date forward to the next +open day. +* *Overdue fines.* ++ +Overdue fines are not charged on days when the library is closed. + +To review or edit your library's hours of operation: + +Open the Organizational Units interface as described in the steps +link:#server-main[above]. + +Click the Hours of Operation tab. + +organizational units, main settings + +Review your library's weekly hours, editing as necessary. To set a +closed day click the corresponding Closed button. Closed days (Monday +and Sunday in the example below) have open and close times of 12:00 AM. + +hours of operation interface + +Click Save to record any changes + +_______________________________________________________________________________________________________________________________________ +*Caution* + +Operation hours do not contain time zone information. Please do not +adjust them, even though your library is outside Pacific Time Zone. +_______________________________________________________________________________________________________________________________________ + +[[server-addresses]] +Library Addresses +^^^^^^^^^^^^^^^^^ + +Addresses set in Admin (-) > Server Administrations > Organizational +Units appear in patron email notifications, hold slips, and transit +slips. Local System Adminstrators should ensure that the Mailing, Holds, +and Physical addresses are set correctly. + +Open the Organizational Units interface as described in the +link:#server-main[previous section]. + +Click the Addresses tab. + +organizational units, main settings + +There are four address tabs: Mailing, Holds, Physical, and ILL. Sitka +Support recommends setting the first three at a minimum. The Holds +Address appears on transit slips when items are sent to fulfill holds at +another branch. The Mailing address is used in notices. + +addresses interface + +Click Save to record changes for each tab. + +____________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +The value in State (Province) field in Mailing address is used to +generate the URLs to My Account link in email notices. To ensure correct +URLs, please always use BC for BC libraries or MB for Manitoba +libraries. +____________________________________________________________________________________________________________________________________________________________________________________________________________________ + +________________________________________________________________________________________________________________________________________________________________________ +*Note* + +The Valid checkbox is an optional setting that does not affect current +Evergreen functions, but the Sitka Support team recommends checking it +for all correct addresses. +________________________________________________________________________________________________________________________________________________________________________ + +[[serveradmin-prefix-suffix]] +Call Number Prefix and Call Number Suffix +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +If you library uses prefixes and/or suffixes in call numbers, you can +build a standard list, which will be displayed as dropdown lists when +creating/editing call number record. + +This is how it looks on the call number creating/editing screen.call +number prefix + +To create a call number prefix/suffix, go to Admin > Server +Administration > Call Number Prefix (Suffix) + +Click New Prefix (Suffix). Type in the label. Choose your library as the +Owning Library, and then Save. call number prefix + +To delete a prefix/suffix, check the record, and then click Delete +Selected. + +____________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +Call Number Prefix/Suffix created here are different from Label +Prefix/Suffix created on Copy Location Editor. The former are displayed +as part of call number in OPAC, while the latter are on printed labels +only. +____________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[serveradmin-copy-statuses]] +Copy Statuses +~~~~~~~~~~~~~ + +This table describes the copy statuses in use by Sitka, updated as of +February 2016. + +_____________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +If the Sets copy active is set to NO, an item created with this status +will not have the Active Date field filled. The date will be filled +later when the item achieves a status with Sets copy active is set to +YES. +_____________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[width="100%",cols="27%,37%,12%,12%,12%",options="header",] +|======================================================================= +|Item Status |Definition |Holdable |OPAC Visible |Sets copy active +|Available |Item is on the shelf |Yes |Yes |Yes + +|Bindery |Sent to be rebound |No |Yes |No + +|Cataloguing |Item is being catalogued or in cataloguing department |Yes +|Yes |Yes + +|Checked out |Item is on loan |Yes |Yes |Yes + +|Claimed Returned |Patron reports item has been returned. (Libraries +develop own procedure for deciding when to make an item Claimed Return) +|No |Yes |Yes + +|Cleaning |Item is being cleaned (ie. DVDs and CDs) |Yes |Yes |Yes + +|Damaged |Damaged and may not circulate again |No |Yes |Yes + +|Discard/Weed |Item is no longer in collection, it has been weeded or +discarded |No |No |Yes + +|ILL |Not currently used in Sitka. |No |No |Yes + +|In process |Item is being processed and will soon be available |Yes +|Yes |No + +|In transit |Item is travelling between libraries and remains in the In +Transit status until checked in |Yes |Yes |Yes + +|Long Overdue |Not currently used in Sitka. |No |No |No + +|Lost |Declared lost by patron or library (either manually or +automatically) |No |Yes |Yes + +|Lost and Paid |Item was declared lost by patron or staff and has now +been paid for. |No |Yes |Yes + +|Mending |Item is being repaired |Yes |Yes |Yes + +|Missing |Item cannot be found |No |Yes |Yes + +|On display |Item is on display and is not in its usual shelving +location |Yes |Yes |Yes + +|On holds shelf |Item is awaiting pick-up by patron. Item is usually on +a "holds shelf" within the library |Yes |Yes |Yes + +|On order |Item has been ordered but not yet received from a vendor |Yes +|Yes |No + +|On reservation shelf |Used with room/booking module. When an item has +been booked/reserved, it is placed in a unique location, ready for +pick-up |No |Yes |Yes + +|Onsite consultation |Item is available for use on-site and possibly +needs to be requested through staff. This is not intended for normal +reference materials. |No |Yes |Yes + +|Reserves |In reserves collection |No |Yes |Yes + +|Reshelving |Item has been returned but not yet shelved. Status +automatically changes to Available after 24 hours |Yes |Yes |Yes + +|Storage |On-site or off-site storage |Yes |Yes |Yes + +|Temporarily Unavailable |Not available for patrons to borrow but will +become available at a later date |No |No |Yes +|======================================================================= + +[[serveramdin-hard-due-date]] +Hard Due Date +~~~~~~~~~~~~~ + +One or more hard due date(s) can be set up for a library to force the +circulation due on selected date(s). The hard due date is used in the +circulation policy based on patron profile and/or item circulation +modifier. It may be used to extend or shortern the regular loan +duration. For example, it may be used to grant faculty members term loan +by an Always Use? TRUE hard due date, or to force all students to return +their items by the end of the term by an Always Use? FALSE hard due +date, which takes effect when the regular due date falls after the hard +due date. Please contact Sitka Support if you wish to use hard due date. + +[[serveramdin-floating-group]] +Floating Group +~~~~~~~~~~~~~~ + +Evergreen 2.6 supports floating collections. Floating items stay at the +checkin library, instead of being sent back to the item's original +circulating library. Floating Groups are used to limit the range of +libraries that an item can float within. Please contact Sitka Support if +you wish make all or partial of your items float within selected +libraries/branches. + +[[admin-self-check]] +Evegreen Self Check Administrative Set-Up +----------------------------------------- + +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +The information in this section is specific to the native Evergreen Self +Check which is available to all libraries. For information regarding a +third party self check please contact the vendor for that third party +self check. +_________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[self-check-setup]] +Initial Set-Up +~~~~~~~~~~~~~~ + +Library sets up a computer specifically for self check with the +following: + +* a mouse +* a barcode scanner +* library security system _(RFID pad, demagnetizing equipment, etc.)_ +* a keyboard +* a receipt printer +* Internet Browser ++ +_The self check is known to be compatible with Chrome, Firefox and +Internet Explorer._ +* a method for locking down access so patrons cannot use the computer +for other functions ++ +Sitka Support recommends that you consult with your local IT support on +the best method to lock down your computer. + +Library contacts Sitka Support to get a self check interface set up with +the library's logo and colours. + +Sitka Support supplies library with URL for self check and a self check +specific Local System Administrator account. + +Library saves URL as a favourite in browser or as a shortcut on the +computer's desktop for easy access. + +Library sets needed self check library settings. See +link:#lsa-library-settings-self-check[table_title]. + +Library teaches patrons to use self check. + +For instructions on using the native Evergreen Self Check see +link:#circ-selfcheck[???]. + +[[delete-patron]] +Deleting Inactive Cards and Patron Accounts by Sitka's In-house Patron +Deletion Tool +------------------------------------------------------------------------------------ + +The patron deletion tool developed by the Sitka Support team allows +Local System Administrators to delete inactive cards and patron +accounts. This is done outside patron's records and a small batch of +barcodes/records can be deleted at once. The table below describes a few +scenarios where this tool may be used. + +[cols=",",options="header",] +|======================================================================= +|Scenario |Action +|An active patron lost a card and was issued a new one (using Replace +Barcode) |link:#delete-patron-card[Delete the lost card] (optional) + +|A patron is no longer active and their account should be removed +completely |link:#delete-patron-account[Delete patron account] + +|An active patron has more than one account |Merge the accounts. Choose +the card number that you want to keep as the lead record. See +link:#patron-merging[section_title]. +|======================================================================= + +[[delete-patron-card]] +Deleting Inactive Cards +~~~~~~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=VkxNnjHNsLc[*Sitka Snippet Video - +Delete Lost Cards (2:17)*] + +When a patron's card is marked lost and a new barcode is assigned, the +old barcode remains in the Evergreen database as an inactive card. +Deleting lost or inactive cards is optional. Patrons cannot check out +items or log into the OPAC with an inactive card, but the lost cards can +be used to retrieve active patron data in the staff client. Whether a +library routinely deletes inactive cards is a matter of local policy. + +_____________________________________________________________________________________________________ +*Note* + +Staff can only delete cards for patrons whose home library is their +library or one of their branches. + +Staff can edit the patron's account and update the home library in order +to delete the card. +_____________________________________________________________________________________________________ + +To delete inactive cards, start a new tab by File > New Tab or CTRL T. +Click Delete Patron Account under Admin. + +screenshot of staff client + +Login with a Local System Administrator username and password. + +screenshot of patron deletion tool + +Enter one or more inactive cards to delete (one barcode per line). +Ensure the Delete cards only box is checked, then click Submit. + +screenshot of patron deletion tool + +After a few seconds the confirmation screen appears (for multiple cards +it may take longer). It is not possible to delete a patron's primary +card. Review patron data, select the card(s) you wish delete, then click +Delete Checked Cards. + +screenshot of patron deletion tool + +The deletion report lists successfully deleted cards. + +screenshot of patron deletion tool + +[[delete-patron-account]] +Deleting Patron Accounts +~~~~~~~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=p7vZ4BB8O4Q[*Sitka Snippet Video - +Delete Patron Acounts (2:06)*] + +Deleted accounts remain in the Evergreen database for reporting purposes +but are no longer accessible from the staff client. The deletion tool +checks the following before deleting any account: + +* *Open circulations.* ++ +Accounts with items checked out cannot be deleted +* *Active holds.* ++ +Accounts with active holds cannot be deleted +* *Bills.* ++ +Accounts with unpaid bills are flagged but may still be deleted; if +deleted the bills are voided + +__________________________________________________________________________________________________ +*Note* + +If deleting a duplicate record for an active patron please see +link:#patron-merging[section_title] +__________________________________________________________________________________________________ + +______________________________________________________________________________________________ +*Note* + +Staff can only delete patrons whose home library is their library or one +of their branches. + +Staff can edit the patron's account and update the home library in order +to delete the patron. +______________________________________________________________________________________________ + +To delete patron accounts, start a new tab by File > New Tab or CTRL T. +Click Delete Patron Account under Admin. + +screenshot of staff client + +Login with a Local System Administrator username and password. + +screenshot of patron deletion tool + +Enter one or more accounts to delete, one per line, then click Submit. + +screenshot of patron deletion tool + +The confirmation screen appears (if deleting multiple accounts this may +take longer). Accounts that cannot be deleted because of active holds or +circulations are flagged and the check-boxes greyed out. Accounts with +outstanding bills are un-checked by default but can be selected to void +the fines and proceed with deletion. Click Delete Checked Patrons to +continue. + +screenshot of patron deletion tool + +The deletion report lists successfully deleted accounts. + +screenshot of patron deletion tool + +[[notices]] +Circulation, Hold, and Patron Account Notices +--------------------------------------------- + +Patrons with email addresses in Evergreen receive pre-due email +reminders three days before items are due. Evergreen also generates +email notices for overdues and holds. Optional customized print overdue +letters are also available. + +Two optional patron account notices are also available + +There are three email addresses on the notices besides the recipient’s +email: __From__, _Reply-To_ and __Errors-To__. The _From_ address has to +be the BC Libraries Cooperative's email address. The _Reply-To_ and +_Errors-To_ addresses are from the Sending email addresses for patron +notices setting in the link:#lsa-library-settings[Library Settings +Editor]. You must specify a address in this setting. This ensures patron +replies are directed to the email of your choice. Bounced emails are +also directed to this email address so staff can alert patrons when +there is a problem with their email. + +Patrons can opt out of receiving overdue and courtesy notice emails in +My Account under link:#opac-preferences-notification[Notification +Preferences]. + +[[notice-pre-dues]] +Library Pre-due Notices +~~~~~~~~~~~~~~~~~~~~~~~ + +Library pre-due notices are generated and sent via email to patrons +three days before an item is due. Only patrons with email addresses in +Evergreen receive pre-due notices. + +These emails are not spam and should not be marked as spam by either +patrons or staff. + +The pre-due notice template can be customized at the federation or +library level. Please contact Sitka Support for customization. + +Libraries can opt out of pre-due notices using the +org.opt_out_email_predue setting in the Library Settings Editor. + +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Caution* + +One checkout will receive only one pre-due notice. If the due date is +extended via Edit Due Date after the pre-due notice is sent out, no new +notice will be generated. Staff is encouraged to use Renew or Renew with +Specific Due Date function instead of Edit Due Date to make sure a +second notice will be generated in the due course. +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[notices-overdues]] +Library Overdue Notices +~~~~~~~~~~~~~~~~~~~~~~~ + +There are three types of overdue notices according to the delivery +method: + +* link:#overdue-email[Notices delivered by email] +* link:#overdue-paper[Notices delivered by paper] +* link:#overdue-phone[Notices delivered by phone] + +The server sends overdue emails to patrons once a day, after hours, when +the fines generator runs. The emails are generated when an item is 7 +days, and then 14 days overdue (this is a global Sitka setting). + +These emails are not spam and should not be marked as spam by either +patrons or staff. + +The overdue email notice templates can be customized at the federation +or library level. Please contact Sitka Support for customization. + +Evergreen generates a PDF file of overdue notices and emails the file to +you to be printed and distributed to patrons. These notices are created +and sent daily. + +An empty PDF file means that there is no notice for the day due to no +item filling in the overdue category. You will still receive the empty +file. If you are not receiving daily PDF files please contact Sitka +support. + +To set up paper overdues you need to provide Sitka support with the +following information: + +* the receiving email address for the PDF file to be sent to. ++ +Ensure you inform Sitka support if you need to change the receiving +email. +* the intervals at which you would like patrons to receive notices. ++ +The standard intervals to choose from are 1, 2, 3, 4, 5, 6, 7, 8, 9 or +10 weeks after the item becomes due. The intervals define when a second, +third, or fourth, and so on, letter is sent out. ++ +The 1 and 2 weeks overdue notices are sent to patrons without email +address only. From the 3 weeks overdue notice onwards it is sent to all +patrons. ++ +____________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +A final notice which includes billing information can be set to coincide +with the system automatically marking long overdue items to lost. See +link:#notices-final[Final Notices] for information on setting up this +notice. +____________________________________________________________________________________________________________________________________________________________________________________________________________________________ +* the wording you would like to be used on each notice. ++ +This wording of the paper notices is customizable by library. PDF +notices are set up through the Sitka support team and cannot be modified +in the staff client. Please submit required revisions to Sitka support. + +You can set up a link:#recurring-report[recurring report] to generate a +list of overdues for all patrons, or for those without an email address +only. Then you can phone each person individually. You may specify an +email address to receive an email reminder each time a list is +generated. There are two shared templates for overdue reports in the +SITKA_templates > Circulation folder. See link:#shared-template[???] for +more about using shared templates. Sitka support staff will be very +happy to assist if you need help in this process. + +[[notices-final]] +Final Notices +~~~~~~~~~~~~~ + +The final paper overdue notice sent to patrons can be set as a billing +notice which includes processing fees and replacement costs. The price +is taken from the price entered in the price field of the copy editor +for the item. If the price field is blank the price is taken from the +Default Item Price setting in the Library Settings Editor. The +processing fee comes from the Lost Materials Processing Fee setting +found in the Library Settings Editor. + +Final notices are set up as part of the paper overdues. When setting up +your paper overdues specify the interval at which you would like the +final notice to be sent and provide Sitka support with the wording you +would like to appear on the notice. + +Libraries have the option to have Evergreen automatically mark long +overdue items as lost. Contact Sitka Support if you would like to set +this up for your library. Please include the interval at which you would +like long overdue items to be marked as lost. This interval can be set +to coincide with your final notice so that patrons receive a bill for +lost items. This does not apply to items that are manually marked lost +by staff. + +[[notices-holds]] +Hold Slip and Holds Notifications +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +A hold slip is generated when a hold reaches ready-for-pickup status. +The content of the slip can be from a shared template saved on the +server (legacy slip) or a receipt template saved in individual +workstations. Local hold slip template is used when the library setting +called "Use legacy hardcoded receipts/slips" is set to FALSE. + +The ready-for-pickup hold notification templates can be customized at +the federation or library level. Please contact Sitka Support for +customization. + +When a hold is ready for pickup, the requester can be notified via +automatic email and/or SMS Text, and/or manual phone call by staff +depending on the choice made when he/she placed the hold. The selected +notfication method(s) may be indicated on the hold slip. For example, if +email notification is selected, the email address will be printed on the +hold slip. A blank email address indicates that email notification was +not selected. + +1. For automatic email notice and SMS Text, it works the same way as +the automatic overdue notices. The notification email/SMS Text is +generated and sent to the patron 5 to 30 minutes after the item achieves +on-hold-shelf status. In order to receive these notices the patron must +have chosen these notification methods when placing the hold and the +email address in his/her account and the given mobile number/carrier +must be valid. +2. For phone notification, staff needs to phone patrons individually. +Phone numbers are printed on the Hold Slips when holds are captured, if +Phone Notification is chosen. + +This notification is optional for individual libraries. The notification +templates can be customized on library level. Please contact Sitka +Support if your library wishes to use this service. + +An email is sent to the requester when a hold is cancelled by staff on +the Staff Client. The note put in by staff on cancellation will be +included in the email explaining the cancellation reason. + +This notification is optional for individual libraries. The notification +templates can be customized on library level. Please contact Sitka +Support if your library wishes to use this service. + +The emails are sent to the requesters when staff view and clear +hold-shelf expired holds (click _Clear These Holds_ on Browse Holds +Shelf) on the Staff Client. + +[[notices-patronaccount]] +Patron Account Notices +~~~~~~~~~~~~~~~~~~~~~~ + +An email will be sent to new patrons the day after their account is +created welcoming them to the library and confirming that the email +address in their account is correct. + +An email will be sent to patrons 30 days before their account is set to +expire. This is intended to give users time to renew their account +before they lose access to library services. + +These emails are not spam and should not be marked as spam by either +patrons or staff. + +The two Patron Account notices are optional and libraries must opt in. +Libraries can choose to opt in to only one or both of these notices. The +Patron Account notice templates can be customized at the federation or +library level. Please contact Co-op Support for set up and +customization. + +[[opac-lockdown]] +Managing Internet OPAC Stations +------------------------------- + +This chapter contains some suggestions on how to manage public access to +your Internet enabled online catalogue search stations in your library. +They are meant as guidelines only, and their efficacy in your library +will depend on many factors. Some possible factors that will affect how +you manage your search stations are: do you want only Internet browser +access to your catalogue, or do you want Internet access limited to a +few sites, or do you want access to other applications such as printing, +and so on. How you interpret and use these guidelines will be specific +to your library’s needs. Finally, depending on how your library network +is configured you may need assistance from a system technician or +administrator. + +There are numerous plugins for Firefox, which could be combined to +create a kiosk-like effect.  Clever patrons can still use CTRL-ALT-DEL +to cancel the program. + +https://addons.mozilla.org/en-US/firefox/addon/1659 + +If you need to restrict the workstation to specific websites, we +recommend looking into plugins that advertise "parental controls" + +https://addons.mozilla.org/en-US/firefox/addon/4351 + +Internet Explore is very prone to security problems, however there are +various ways to get a kiosk in IE: + +http://support.microsoft.com/kb/154780 + +http://technet.microsoft.com/en-us/ie/bb219517.aspx + +This is possible, but it requires extensive editing of the registry. If +you want to lock something specific, and you do not have a system +technician available, it's possible to search the Internet for advice +and follow the instructions you find, i.e.: "disable control panel".  + There are also numerous commercial software packages that do this. + +Implementing Linux on your search stations is also an option. There are +various ways that you could do this.  If you use a LiveCD, it still +could be possible for the patron to eject the CD and reboot the +computer.  A better solution is to install Linux to the hard drive.  +This solution provides the maximum lock-down, but is the most difficult +to implement.  Here are some of the easier ways to get at this solution: + +http://webconverger.org/ + +[[requirements]] +Evergreen System Requirements +----------------------------- + +Evergreen runs smoothly on most modern computers with a good internet +connection. To ensure your system is ready for migration here are a few +tips and minimum requirements. + +The Evergreen staff client requires persistent connectivity to the +Evergreen servers to function. Most internet traffic uses moments of +brief connectivity rather than a persistent connection so it is not +unusual when experiencing connectivity issues to notice it in the +Evergreen staff client first. + +Evergreen will work down to a 3Mbps connection, but the performance will +get progressively worse the lower the connection speed gets. While +Evergreen will be functionally usable at 3Mbps it may of limited use at +lower speeds. + +.Recommended Internet Connection Speeds +[width="99%",cols="30%,42%,14%,14%",options="header",] +|========================================================= +|Category |Downstream |Upstream |Latency (to Sitka) +|Bare Minimum To Function |3Mbps |786Kbps |less than 200ms +|Adequate |6Mbps |1Mbps |less than 125ms +|Ideal |12Mbps |2Mbpbs |less than 75ms +|========================================================= + +________________________________________________________________________ +*Note* + +Mbps stands for megabit per second and can also be represented as Mbits. + +Kbps stands for kilobit per second and can also be represented as Kbits. + +ms stands for milliseconds. +________________________________________________________________________ + +Most of the bandwidth usage in a library is not from Evergreen, but from +other usage of the Internet by both staff and patrons. When staff +workstations share an ISP connection with public workstations libraries +ideally should have at least 1.5-2x more down/upstream capacity than +what is recommended in the table above. + +Staff terminals connect to the central database using the Evergreen +staff client, available for download from +https://bc.libraries.coop/support/staff-client-executables/ . The +Evergreen staff client must be installed on each staff workstation and +requires at minimum: + +* Windows 10, 8, 7, or Vista operating system. Win 10 users may need to +manage Win 10 privacy settings based on best practice in Windows +community or on advice of your IT department or vendor. +* Mac OS X operating system. +* Linux operating system. +* a reliable high speed internet connection +* 512Mb of RAM + +There is no stand-alone OPAC client for Evergreen. Patrons search the +catalogue using a web browser. Each OPAC terminal will require at +minimum: + +* a reliable high speed internet connection +* a web browser (e.g. Firefox, Chrome or Internet Explorer) + +________________________________________________________________________________________________________________________________________________________________ +*Note* + +The OPAC will not work in Internet Explorer on computers running Windows +XP. Co-op Support recommends you update your operating system or use +Firefox or Chrome. +________________________________________________________________________________________________________________________________________________________________ + +To limit your OPAC terminals to catalogue searches local configuration +will be required. Please see link:#opac-lockdown[???] for more +information. + +Evergreen will work with virtually any barcode scanner – if it worked +with your legacy system it should work on Evergreen. + +Evergreen can use most desktop printers configured for your terminal to +print receipts, check-out slips, holds lists, etc. The exception is +spine label printing, which requires roll printers. Evergreen currently +formats spine labels for output to a label roll printer. If you do not +have a roll printer manual formatting may be required. + +______________________________________________________________________________________________________________________________________________________________ +*Note* + +Evergreen might not print correctly to receipt printers using the +Windows XP _Generic/Text Only_ printer driver. Please use a +printer-specific driver instead. +______________________________________________________________________________________________________________________________________________________________ + +[[profiles]] +Staff Accounts +-------------- + +Staff accounts are special patron accounts on Evergreen which have been +granted more permissions to allow the owners to log into the Staff +Client. Besides extra permissions each staff account has its own working +location. The owner can log into the Staff Client at assigned working +locations only. + +There are three ways staff accounts can be set up and used in the +system. + +*Staff and Patron Accounts* + +Accounts are created for staff members and given the appropriate Library +Staff permission group and working location. Staff use the account for +borrowing as well as to login into the staff client and perform their +work. + +*Staff Specific Accounts* + +Accounts are created for staff members and given the appropriate Library +Staff permission group and working location. These accounts often have +something like LOGIN or STAFF as part of the name and may use a barcode +such as SITKASTAFF rather than an actual barcode. Staff use the accounts +only for logging into the staff client for work. Staff have a separate +patron account for borrowing. + +*Generic Accounts* + +Accounts are created for functions, such as circulation, rather than for +specific staff members and given the appropriate Library Staff +permission group and working location. These accounts' barcodes and +names are often related to their function. For example, an account for +circulation may use circulation1 as the barcode and be named Dummy, +Circulation. These accounts are shared by the appropriate staff. Sitka +Staff strongly encourage libraries to ensure that shared usernames and +passwords are kept secure and are changed as needed, especially when +staff leave the library. + +Sitka encourages libraries to use the method or methods that work best +for them. + +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Tip* + +Generic accounts will not be granted permissions to create/run reports. +Libraries are encouraged to have a dedicated account(s) for reporting +purpose. The account must belong to an individual staff member and is +for office use only. To avoid re-setting up reports, the owner of the +account may be updated when the reporting task is passed on to another +staff member. +______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[profiles-create]] +Creating Staff Accounts +~~~~~~~~~~~~~~~~~~~~~~~ + +https://www.youtube.com/watch?v=j9fUqY6YWhY[*Sitka Snippet Video - +Create Staff Accounts (2:36)*] + +New staff accounts are created in much the same way as patron accounts, +using Circulation > Register Patron or +Shift+ +F1+ . Select one of the +staff profiles from the Profile Group drop-down menu. + +User permissions screenshot + +Open the patron registration form and fill in the relevant information. + +Choose a Library Staff permission group from the Main (Profile) +Permission Group down down menu. + +Save the account. + +Retrieve the account through a patron or barcode search. + +Assign a link:#profiles-working[Working Location] to the account. + +Open the patron registration form and fill in the relevant information. + +Choose any Library Staff permission group from the Main (Profile) +Permission Group down down menu. + +Save the account. + +Submit a ticket to Sitka Support asking for the account to be granted +Local System Administrator permissions. Make sure you include the name +and barcode for the account. If your library is multi-branch include the +working locations to be assigned to the account. + +Sitka Support will grant the permission, assign the working locations +and respond to your ticket when the account is ready to be used. + +[[profiles-working]] +Working Locations +~~~~~~~~~~~~~~~~~ + +Each new staff account must be assigned a Working Location which +determines its access level in staff client interfaces. Accounts +migrated from legacy systems already have working locations assigned. + +To assign a working location open the newly created staff account using +F1 (retrieve patron) or F4 (patron search). + +Select Other > User Permission Editor + +User permissions screenshot + +Place a check in the box next to the desired working location, then +scroll to the bottom of the display and click Save. + +_________________________________________________________________________________ +*Note* + +In multi-branch libraries it is possible to assign more than one working +location +_________________________________________________________________________________ + +[[profiles-edit]] +Editing Staff Accounts +~~~~~~~~~~~~~~~~~~~~~~ + +Staff accounts can be edited in the staff client by a staff member with +a higher level of permission. For example, a local system administrator +can edit all other staff accounts except their own and that of other +local system administrators. Contact +https://bc.libraries.coop/request-support/[Co-op Support] to request +edits to a local system administrator account. + +Through link:#opac-account-preferences[My Account] staff can update +their username, password, and email addresses + +Staff can also reset their password using the +link:#opac-forgot-password[Forgot Your Password?] link for My Account. +This requires having an email entered in the staff account. + +[[profiles-password-reset]] +Resetting Your Password +~~~~~~~~~~~~~~~~~~~~~~~ + +Staff passwords can be reset in four ways: + +1. Edit your account in the staff client while signed in as yourself. +2. Use the link:#opac-forgot-password[Forgot Your Password?] link in +the OPAC. ++ +You must have an email recorded in your account for this to method to +work. +3. Have a staff member with Local System Administrator permissions +assign a temporary password and then use method 1 or 2 to reset it to a +secure password. ++ +This method only works if your account is not a Local System +Administrator account. +4. Send in a request to +https://bc.libraries.coop/request-support/[Co-op Support] to have a +temporary password assigned and then use method 1 or 2 to reset it to a +secure password. + +[[staff_account_permissions]] +Staff Account Permissions +~~~~~~~~~~~~~~~~~~~~~~~~~ + +Below is a general outline of staff account permission levels. To view a +detailed list of permissions for a particular Evergreen account go to +Admin (-) > User permission editor in the staff client. + +[cols=",,,,,,",options="header",] +|======================================================================= +|Action |General Staff |Circulators |Circ + Copy Edit |Circ + Full Cat +|Catalogers |Local System Administrator (LSA) +|Basic circulation functions |* |* |* |* |* |* + +|CheckIn bad status overrides |* |* |* |* |* |* + +|CheckIn Missing/Lost/ClaimedReturned overrides | |* |* |* | |* + +|CheckOut overrides | |* |* |* | |* + +|MaxRenewalReached override | |* |* |* |* |* + +|Basic patron record |* |* |* |* |* |* + +|Bar patrons |* |* |* |* | |* + +|Unbar patrons | |* |* |* | |* + +|Merge/delete patrons | | | | | |* + +|Patron restriction overrides | |* |* |* | |* + +|Bills and payments |* |* |* |* | |* + +|Holds |* |* |* |* |* |* + +|Copy/volume records | | |* |* |* |* + +|Bib records | | | |* |* |* + +|Buckets |* |* |* |* |* |* + +|View report output |* |* |* |* |* |* + +|Create/upload offline transactions |* |* |* |* |* |* + +|Process offline transactions | | | | | |* + +|Transit |* |* |* |* |* |* + +|Abort remote transit | | |* |* |* |* +|======================================================================= + +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ +*Note* + +Only users with reporting permissions (granted by Sitka Support on +libraries' request) can access the Reports interface, but the output can +be visible to all staff accounts. Any staff requesting reporting +permissions must sign and submit the Reporter Privacy Agreement see +https://bc.libraries.coop/support/sitka/reporter-privacy-waiver/[*Reporter +Privacy Waiver*] +____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ + +[[profiles-grant-permissions]] +Granting Additional Permissions +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +A Local System Administrator (LSA) may selectively grant LSA permissions +to other staff accounts. In the example below a _Circ +Full Cat_ account +is granted permission to process offline transactions, a function which +otherwise requires an LSA login. + +Log in as a Local System Administrator. + +Select Admin (-) > User Permission Editor and enter the staff account +barcode when prompted + +User permissions screenshot + +*OR* + +Retrieve the staff account first, then select Other > User Permission +Editor + +User permissions screenshot + +The User Permission Editor will load (this may take a few seconds). +Greyed-out permissions cannot be edited because they are either a) +already granted to the account, or b) not available to any staff +account, including LSAs. + +User permissions screenshot + +image:../media/1.png[image] List of permission names. For help +correlating permissions to specific Evergreen functions please contact +Sitka support. + +image:../media/2.png[image] If checked the permission is granted to this +account. + +image:../media/3.png[image] Depth limits application to the staff +member's library and should be left at the default. Evergreen blocks +attempts to set Federation- or Sitka-wide privileges. + +image:../media/4.png[image] If checked this staff account will be able +to grant the new privilege to other accounts (not recommended). + +To allow processing of offline transactions check the _Applied_ column +next to OFFLINE_EXECUTE. + +User permissions screenshot + +Scroll down and click Save to apply the changes. + +User permissions screenshot diff --git a/docs/sitka/sitka_documentation.adoc b/docs/sitka/sitka_documentation.adoc new file mode 100644 index 0000000000..7d4191bbdb --- /dev/null +++ b/docs/sitka/sitka_documentation.adoc @@ -0,0 +1,55 @@ += Steps to build AsciiDoc version of Sitka's documentation = + +I have included a snapshot of an Asciidoc version of Sitka's documentation in +`docs/one_big_sitka.adoc`. + +This is not perfect by any means but should get us at least towards reasonable +markup. + +. Install `pandoc` - this tool can convert from one format (such as DocBook) to +another (such as AsciiDoc). + +. Clone the Sitka docs repository: ++ +[source,sh] +-------------------------------------------------------------------------------- +git clone git://git.sitka.bclibraries.ca/sitka/doc/manual.git sitka +-------------------------------------------------------------------------------- + +. Change into the Sitka docs directory you just created: ++ +[source,sh] +-------------------------------------------------------------------------------- +cd sitka +-------------------------------------------------------------------------------- + +. Merge the separate DocBook XML files into one big XML file: ++ +[source,sh] +-------------------------------------------------------------------------------- +xmllint --xinclude --output one_big_file.xml root.xml +-------------------------------------------------------------------------------- + +. Convert the one big DocBook XML file into one big AsciiDoc file: ++ +[source,sh] +-------------------------------------------------------------------------------- +pandoc -f docbook -s one_big_sitka.xml -t asciidoc -o one_big_sitka.adoc +-------------------------------------------------------------------------------- + +. Run AsciiDoc against it to generate some HTML. There might be some errors +that you need to fix manually, such as lines starting with: ++ +[source,sh] +-------------------------------------------------------------------------------- +["2 +-------------------------------------------------------------------------------- ++ +that you need to prefix with a pipe: ++ +[source,sh] +-------------------------------------------------------------------------------- +|["2 +-------------------------------------------------------------------------------- + +Enjoy! -- 2.43.2