1 <?xml version='1.0' encoding='UTF-8'?>
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2 <chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"
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3 xmlns:xl="http://www.w3.org/1999/xlink" version="5.0" xml:id="Alternate_Serial_Control">
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5 <title>Alternate Serial Control</title>
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8 This tutorial describes a basic workflow in which the user will
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9 register a subscription to a serial publication, express the
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10 distribution of copies of that publication to branches, define the
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11 format of captions to be affixed to each issue, specify details of
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12 the publication pattern, instruct the system to predict future
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13 issues, and finally receive copies of an issue. This tutorial is
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14 not intended to represent exhaustive documentation of Evergreen
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15 features relating to serials, as those features are continually
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16 evolving as of this writing, but it should provide a basis on which
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17 user exploration of serials features can take place. Hopefully,
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18 that exploration will initiate feedback that will lead to the
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19 continuing improvement of serials in Evergreen.
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24 <title>Creating a Copy Template</title>
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26 To create a serial subscription in the Alternate Serial Control
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27 interfaces, you're first going to need a copy template. For many
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28 use cases, you can create one copy template and re-use it all the
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29 time, but if you don't yet have one ready, follow these steps.
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32 Find the copy template editor under the Admin menu of the staff
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38 <imagedata fileref="../media/find-copy-template-menu.png" />
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42 <para>Once that page has loaded, click <guibutton>New Template</guibutton>.</para>
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46 <imagedata fileref="../media/create-copy-template.png" />
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51 You don't actually need to fill out all of these fields. If you don't
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52 want serial copies to get barcodes and show up individually in your
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53 catalog, you only need to set the first two fields, which are "owning
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54 library" and "name." Note that "owning library" in this case refers
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55 to the library that owns the copy template itself. This has nothing to
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56 do with what libraries receive copies or what library manages the
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57 subscription. We'll get to that later.
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60 If you do want your copies to have barcodes (and perhaps to circulate)
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61 and to appear individually in your catalog, you will need at least to
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62 fill in the fields shown in the above image.
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66 <title>To the Catalog</title>
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68 Initiate a catalog search in the staff client to find the bibliographic
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69 record to which you'd like to attach a subscription. If you don't
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70 already have the record in your system, you can import it via any of
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71 your preferred methods (MARC import, Z39.50 search, etc.) and then
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72 look it up in the catalog.
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75 From the record detail page, click "Actions for this Record," and then
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76 click "Alternate Serial Control." You note that we've used a magazine
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77 called Flying for our example.
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82 <imagedata fileref="../media/start-from-catalog.png" />
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88 <title>The Subscription</title>
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90 Here you'll be presented with an interface that would show you any
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91 existing subscriptions against the bibliographic record you've chosen,
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92 if there were any. More importantly for our purposes, it provides a
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93 "New Subscription" button. Click that.
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98 <imagedata fileref="../media/create-sub.png" />
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103 The only required fields here are <guilabel>owning library</guilabel> and <guilabel>start date.</guilabel>
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104 You can choose to specify and end date if you have one. <guilabel>Expected date
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105 offset</guilabel> means the difference between the nominal publishing date of any
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106 given issue and the date that you generally expect to receive your copy.
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107 If a publication is dated with the first of each month, but you
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108 generally receive it five days before that, you might enter <quote>-5 days</quote>
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112 Once you have created this basic subscription, you'll see that it has
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113 an ID number, which is display as a link that you can click. Click
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114 that link to manage the subscription in greater detail.
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119 <imagedata fileref="../media/subscription-manage.png" />
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124 Now you're looking at the Subscription Details page, which has four
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125 tabs. The first tab, labeled Summary, shows information you've already
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126 seen. Proceed to the next tab, Distributions, to start telling
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127 Evergreen where you want copies of your serial to go.
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131 <title>Distributions</title>
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135 <imagedata fileref="../media/sub-details.png" />
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140 Using the <guibutton>New Distribution</guibutton> button, create a distribution for each
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141 branch for which you expect to receive copies. Each distribution
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142 needs at least a label, a <quote>holding library</quote>, and a <quote>receive unit
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143 template.</quote> <quote>Receive unit template</quote> is where you select the copy
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144 template we created at the beginning of this tutorial. Label can be
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145 anything, and will only appear at receive time. It is not publicly
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146 visible. "Holding library" refers to the library that will get copies.
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149 The last two fields have something to do with binding multiple copies
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150 into larger shelving units, but they are currently ignored by the
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151 Alternate Serial Control, which does not support such binding, and you
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152 should leave these fields blank.
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157 <imagedata fileref="../media/create-distrib.png" />
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162 After saving your distribution (and creating any others for other
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163 libraries for which you will receive items), click on each link in the
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164 Label column to set up the streams for each distribution.
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168 <title>Streams</title>
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170 <quote>Streams</quote> are perhaps the most confusing concept in the Alternate
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171 Serials Control interfaces, but I'll try to explain them concisely: Each
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172 stream represents one *recurring* copy of a serial. So if you have a
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173 library called Example Branch 1 (BR1 for short), and you want BR1 to
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174 get four copies for every issue, then you should create one
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175 distribution for BR1 and four streams for that distribution.
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180 <imagedata fileref="../media/distribs-to-streams.png" />
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185 You can create streams one at a time by clicking <guibutton>New Stream</guibutton>. In this
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186 case you have the opportunity to give each stream a routing label. This
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187 routing label only shows up at receive time and on routing lists, and
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188 is not visible in the catalog or anywhere publicly viewable. The
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189 routing label is entirely optional.
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194 <imagedata fileref="../media/new-stream.png" />
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199 If you don't care about routing labels, or need to create more than
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200 just a couple of steams, use the <guibutton>Create Many Streams</guibutton> button to create
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206 <imagedata fileref="../media/create-many-streams.png" />
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211 If you wish to set up routing lists, use the checkboxes on the left
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212 side of the grid interface to select one stream at a time, and click
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213 <guibutton>Routing List for Selected Stream</guibutton>. If you don't care about routing
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214 lists, you may skip to the Captions and Patterns heading of this
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219 <title>Setting Up Routing Lists</title>
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222 As of this writing, routing lists features have been written,
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223 but have not yet been slated for inclusion in a 2.0 series
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230 <imagedata fileref="../media/routing-list-manage.png" />
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235 A routing list is made up of <guilabel>users</guilabel>, who will presumably get their
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236 hands on a copy of a serial before that copy hits its regular shelving
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237 location. Those users can be either <guilabel>readers</guilabel>, meaning actual
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238 Evergreen users with a barcode, or <guilabel>departments</guilabel>, which can really be
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239 anything and are represented by a free-form text field. There is also
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240 a <guilabel>note</guilabel> field available in either case.
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245 <imagedata fileref="../media/routing-list-add.png" />
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250 Enter any combination of <guilabel>readers</guilabel> and <guilabel>departments</guilabel> you need using
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251 the supplied fields and the "Add" button. Readers are specified by
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252 their barcodes in the appropriately labeled field.
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257 <imagedata fileref="../media/routing-list-drag.png" />
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262 You can re-arrange users in the list by dragging and dropping each
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263 numbered row. When you've got the list you want, click <guibutton>Save Changes</guibutton>.
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264 You can remove unwanted users by clicking the <guibutton>[X]</guibutton> link by that
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265 user's list order number.
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269 <title>Captions and Patterns</title>
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271 After you've set up all the streams you need on all of your
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272 distributions, it's time to move on to the next tab in the Subscription
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273 Details interface: the <guilabel>Captions and Patterns</guilabel> tab.
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279 <imagedata fileref="../media/caption-pattern-tab.png" />
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284 Caption and Pattern objects define the same material that would be
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285 described in an 853, 854, or 855 MARC tag. Here you define how your
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286 issues will be captioned and how often you get them.
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289 Click the "Add Caption and Pattern" to get a blank row to work with,
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290 and set the leftmost dropdown to Basic, Supplement, or Index, depending
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291 on what you want to define the pattern for. For common periodicals,
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292 Basic is often all that's needed.
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295 Next, unless you know how to type a JSON representation of your 85X
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296 tags by hand, click the <guibutton>Wizard</guibutton> button.
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301 <imagedata fileref="../media/scap-wiz-page-1.png" />
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306 This Caption and Pattern Wizard is where you'll enter information
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307 according to Library of Congress-specified standards about how this
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308 serial works. The first page of the wizard is for specifying
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309 enumeration captions (commonly involving particles labeled <guilabel>v.</guilabel> and
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310 <guilabel>no.</guilabel>).
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313 You can have up to six levels of enumeration captions and two
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314 alternate levels. Each level except the first and first alternate
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315 come with attendant questions about how many units of this level
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316 belong to the higher level. This is all directly based on subfields
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317 $a through $h and $u and $v of the MFHD standard.
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320 The wizard has several pages, and after you fill out each page the
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321 way you want, click <guibutton>Next</guibutton> in the upper right corner. You can go
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322 back if you've forgotten something by using the <guibutton>Prev</guibutton> button.
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327 <imagedata fileref="../media/scap-wiz-page-2.png" />
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332 The wizard's second page is concerned with calendar changes (i.e., at
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333 what point on the calendar does the highest level enumeration unit
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334 change). You can add as many of these as you like, and each one can be
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335 one of a) the start of a given month, b) the start of a given season,
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336 or c) a specific date. This all corresponds to subfield $x of the MFHD
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342 <imagedata fileref="../media/scap-wiz-page-3.png" />
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347 The wizard's third page is for defining chronology captions. Make sure
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348 that each chronology caption you specify is smaller than the last. Only
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349 mark the <guilabel>Display in Holding Field</guilabel> checkbox if you want the literal
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350 words <quote>year</quote> and <quote>month</quote> and so on to appear next to values like <quote>2010</quote>
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351 and <quote>Nov.</quote>
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356 <imagedata fileref="../media/scap-wiz-page-4.png" />
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361 The fourth page of the wizard deals with indicator codes and the
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362 subfield $w from the MFHD standard. I recommend setting the first two
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363 dropdowns as shown in the above image, unless you are a serials
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364 librarian who knows your stuff and you have a good reason to do
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365 otherwise. Set your frequency ($w) to the appropriate value for your
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366 publication. For truly irregular frequencies, you may wish to select
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367 <guilabel>use number of issues per year</guilabel>, in which case you enter a raw number
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368 of issues per year.
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371 After you have finished the wizard and clicked Compile Pattern Code,"
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372 make sure the <guilabel>Active</guilabel> checkbox is marked for the caption and pattern
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373 object you have just created, and click <guibutton>Save Changes</guibutton>.
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378 <imagedata fileref="../media/save-scap.png" />
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384 <title>On to Issuances</title>
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386 We're finally close to the point where we define an initial issuance
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387 and let Evergreen predict a run of issuances, and attendant items, from
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391 Proceed to the Issuances tab of the Subscription Detail interface, and
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392 click on <guibutton>New Issuance</guibutton>.
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397 <imagedata fileref="../media/create-iss-1.png" />
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402 What we're doing here is hand-entering one example issuance, and you
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403 should use the *last issuance you have before you want prediction to
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404 take over.* So if you want to predict all the issues of a monthly
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405 periodical beginning with November 2010, enter the information for your
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406 October 2010 issue.
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409 In the holding code section of the New Issuance dialog, click the
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410 <guibutton>Wizard</guibutton> button to get a fields tailor-made for the caption and pattern
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411 you're using, and fill in the information that's appropriate for the
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412 example issuance you're using. Click <guibutton>Compile</guibutton> when you have all those
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418 <imagedata fileref="../media/create-iss-2.png" />
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423 Once everything is filled in on your example issue, click <guibutton>Save</guibutton>. You
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424 have now given the system everything it needs to predict a run of
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425 issues (and the attendant copies that will go to your branches).
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428 Click the <guibutton>Generate Predictions</guibutton> button. You'll get a mini-dialog
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429 asking you how many issues to predict. If your subscription has an
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430 end date, you can choose to predict until the subscription's end date.
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431 If your subscription doesn't have an end date, you can indicate how
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432 many issues you want the system to predict (so enter 12 if you want
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433 a year's worth of issues on a monthly publication).
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438 <imagedata fileref="../media/predict-how-many.png" />
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443 After you click <guibutton>Generate</guibutton>, the system should take a moment to predict
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444 your run of issuances and copies, and then you should see the grid of
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445 issuances populated below.
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448 You can now delete the example issuance that we created for the
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449 system to base its prediction on. Mark its checkbox on the left side
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450 of the grid and click<guibutton>Delete Selected</guibutton>.
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455 <imagedata fileref="../media/generated-iss-delete-dummy.png" />
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460 Your subscription is now completely set up. Let's receive some
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469 The Subscription Details interface has a <guibutton>Batch Item Receive</guibutton> button
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470 that will take you to the Batch Receiving interface for this
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474 Generally, you won't need to edit anything pertaining to the
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475 subscription itself when receiving items, so you can also get to
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476 Batch Receiving through the <guimenuitem>Actions for this Item</guimenuitem> menu when
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477 viewing a record in the catalog (right next to <guimenuitem>Alternate Serial
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478 Control</guimenuitem> from earlier in this tutorial).
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483 <imagedata fileref="../media/batch-receive-choose-iss.png" />
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488 The Batch Receiving interface will present you with a selection of
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489 as-yet unreceived issuances. The earliest expected issuance with
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490 any as-yet unreceived copies will always be at the top of the list,
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491 so generally you will click next here.
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496 <imagedata fileref="../media/batch-receive-simple.png" />
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501 <quote>Simple</quote> mode for Batch Receiving gives you few options - this is
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502 how you receive items that won't have barcodes and won't appear
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503 individually in the catalog. Each item can have a optional note
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504 (stored internally; not displayed anywhere as of this writing, but
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505 not ultimately intended as a publicly-viewable note), and you can
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506 unmark any rows in the table for items that you have not received.
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509 More discussion on how to indicate that you haven't received all the
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510 items you were expecting will follow a few paragraphs later in this
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514 If you do want to barcode your items, check the <guilabel>Create Units for
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515 Received Items</guilabel> checkbox in the extreme lower right of the
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517 Units are copy-equivalent objects that will hold a barcode and can
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518 appear in the catalog (and even be targeted for holds). Marking
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519 this checkbox will give you many more fields on each row of the
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525 <imagedata fileref="../media/batch-receive-autogen-1.png" />
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530 If you have a printed stack of barcodes available, you can scan
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531 each one into the barcode field of each row of the table. You can
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532 also let the system generate your barcodes automatically, if you
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533 so desire. To accomplish this, mark the auto-generate checkbox,
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534 and enter your first barcode into the first row of the table. Then
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538 The rest of the barcode fields will automatically populate with the
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539 next barcodes in sequence, including check digits.
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544 <imagedata fileref="../media/batch-receive-autogen-2.png" />
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549 As for the other fields in the table besides barcode, you can set
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550 them to whatever values you need. Note that anything with a
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551 barcode must also have a call number, so you'll have to put
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552 something there. Drop-downs for call numbers will be populated
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553 with any existing call-number associated with the bibliographic
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554 record for your serial. You can choose from these call numbers,
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555 or, if perhaps you're using a call-number-per-issue policy, you
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556 can create a new call number to apply to the table of items every
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557 time you receive a batch.
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560 To spare you the pain of setting potentially dozens of fields in the
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561 receiving table individually, you can enter a value into the very
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562 top row and click <guibutton>Apply</guibutton> at the far right to apply that same value
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563 to its entire column throughout the table.
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568 <imagedata fileref="../media/batch-receive-apply.png" />
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573 Now, as for the question of what to do when you didn't receive all
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574 the items you were supposed to get, you can choose what rows in
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575 the table you want to represent the unreceived items. So if you
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576 only received six out of the expected eight, and you're trying to
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577 distribute items evenly between two branches, you might unmark two
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578 checkboxes as shown in the image below.
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581 Not only does unmarking the checkbox turn the row grey and prevent
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582 that item from being received when you later click <guibutton>Receive Selected
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583 Items</guibutton> later, but the system also remembers which items you have not
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584 yet received, so that you can receive them later if they arrive
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585 separately. The system's keeping track of unreceived items will
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586 also facilitate a claiming interface, when that is designed and
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592 <imagedata fileref="../media/batch-receive-partial.png" />
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597 When you've filled in all the item rows, look in the lower left of
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598 the interface for the <guibutton>Receive Selected Items</guibutton> button and click
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604 <imagedata fileref="../media/batch-receive-receive.png" />
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609 You see that the items that were marked for receipt are now cleared
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610 from this interface, as they have been received.
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615 <imagedata fileref="../media/batch-receive-received.png" />
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620 Since we left all <guilabel>Routing List</guilabel> checkboxes marked, if any of the items
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621 we just received actually have a routing list, we now have another tab
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622 open with a routing list ready to print.
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627 <imagedata fileref="../media/batch-receive-print-routing.png" />
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632 If you set up a routing list as described earlier in this tutorial,
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633 yours will look like this. Multiple routing lists will automatically
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634 print on separate pages.
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637 If you received some items with a barcode (and if the copy template
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638 and shelving location you used are OPAC visible), you can now see the
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639 items you received in the catalog.
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644 <imagedata fileref="../media/received-items-in-catalog.png" />
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projects / working / Evergreen.git / blob