Local Administration MenuOverviewMany Evergreen configuration options are available under the Admin (-)Local Administration rollover menu.Settings are also available from the Local Administration page.Either access point can be used, but examples in this manual use the more comprehensive
Local Administration rollover menu.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. Menu optionDescription
Receipt Template Editor
Customize printed receipts (checkout receipts, hold slips, etc) for a
single workstation
Global Font and Sound Settings
Change font size and sound settings for a single workstation
Printer Settings Editor
Configure printer settings for a single workstation
Closed Dates Editor
Set library closure dates (affects due dates and fines)
Copy Locations Editor
Create and edit copy locations, also known as shelving locations
Library Settings Editor
Detailed library configuration settings
Non-Catalogued Type Editor
Create and edit optional non-catalogued item
types
Statistical Categories Editor
Create and manage optional categories for detailed patron/item
informationStanding Penaltiesadmin settings
Group Penalty Thresholds
Set library-specific thresholds for maximum items out, maximum overdues,
and maximum fines Field Documentationadmin settingsNotifications / Action Triggersadmin settings
Surveys
Create patron surveys to be completed at patron registration
Reports
Generate reports on any field in the Evergreen database
Cash Reports
View summary report of cash transactions for selected date range
Transit List
View items in transit to or from your library during selected date
rangeCirculation Policiesadmin settingsHold Policiesadmin settingsReceipt Template Editorreceipt template editorThis tip sheet will show you how to customize your receipts. This example will walk you
through how to customize the receipt that is printed on checkout. Receipt templates are saved on the workstation, but it is possible to export the templates
to import to other workstations. Select Admin (-)Local AdministrationReceipt Template Editor. Select the checkout template from the dropdown menu.
You can edit the Header, Line
Item or Footer on the right hand side. 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.
The macros that are available
vary slightly between types of receipt templates (i.e. bills, holds, items). Here are the available macros for an item receipt, like a checkout receipt. screenshot of staff clientAdding an imageYou can edit the Header to have an image. This is the default checkout Header.
Using HTML tags you can insert a link to an image that exists on the web. The
link will end in .jpg or possibly .gif. To
get this link you can right click on the image and choose Copy Image
Location (Firefox). If you are using Internet Explorer right click and select Save Picture
As…Enter the URL of the
link for the image that you just copied off a website. By clicking outside the Header box the Preview will update to reflect the edit you just
made. If the image runs into the text, add a <br/> after the
image to add a line break.You may use most HTML tags. See http://www.w3schools.com/html/ for more information on HTML tags. Line ItemThis is what the default Line Item looks like:screenshot of staff clientIn this example, 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.
In this example, we will not make any changes to the Line ItemThe due date can only be printed in the YYYY-MM-DD format. Editing the footerThis is what the default Footer looks like:screenshot of staff clientRemove the “You were helped by %STAFF_FIRSTNAME% <br/>”. As many
libraries use a generic circulation login on the circulation desk, the “You were
helped by…” note isn’t meaningful. screenshot of staff clientOnce you have the checkout template how you want it, click Save Locally to save
the template to your computer. screenshot of staff clientClick OK.screenshot of staff clientThe footer is a good place to advertise upcoming library programs or events. Exporting templatesAs 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 (i.e., more
than one computer 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 clientSelect the location to save the template to, name the template, and click Save.
screenshot of staff clientClick OK. screenshot of staff clientImporting TemplatesClick Import.screenshot of staff clientNavigate to and select the template that you want to import. Click Open. screenshot of staff clientClick OK.screenshot of staff clientClick Save Locally.screenshot of staff clientClick OK.screenshot of staff clientGlobal Font and Sound Settingsstaff clientfontsGlobal Font and Sound Settings apply to the current workstation
only. Use to turn staff client sounds on/off or to adjust the font size in the staff client
interface. These settings do not affect OPAC font sizes.Select Admin (-)Local AdministrationGlobal Font and Sound Settings.staff clientsoundsTo 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 clientTo change the size of the font, pick the desired option and click
Save to Disk. screenshot of staff clientPrinter Settings Editorstaff clientprinter settingsUse the Printer Settings Editor to configure printer output for
each workstation.Select Admin (-)Local AdministrationPrinter Settings Editor.From this screen you can print a test page, or alter the page settings for your
receipt printer. screenshot of staff clientClick on Page Settings to change printing format and
option settings. Click on the Margins &
Header/Footer tab to adjust screenshot of staff clientClosed Dates Editorclosed dates editorThese dates are in addition to your regular weekly closed days. Both regular closed days and those entered in the
Closed Dates Editor affect due dates and fines:Due datesclosed dates editordue datesDue 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 finesclosed dates editorfinesOverdue fines are not charged on days when the library is closed.Multi-Day ClosingSelect Admin (-)Local AdministrationClosed Dates Editor.Select Add Multi-Date Closing if your closed dates
are entire business days.screenshot of staff clientEnter 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 clientYou can type dates into fields using YYYY-MM-DD format or use calendar widgets to
choose dates.Detailed ClosingIf your closed dates include a portion of a business day, select Add Detailed
Closing at , then enter detailed hours and
dates and click Save. Time format must be HH:MM.screenshot of staff clientCopy Locations Editorcopy locations editorSelect Admin (-)Local AdministrationCopy Locations Editor.You can create new copy locations, 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, and Hold Verify.
Holdable means a patron is able to place a hold on an item
in this location; Hold Verify means staff will be prompted
before an item is captured for a hold. Finally click
Create.screenshot of staff clientIn 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 clientThere are also options in the Copy Editor for a copy to be
OPAC Visible-yes or no, Holdable-yes or no,
or Circulate-yes or no. If either the copy record or the shelving
location is set to Circulate-no, then the item will not be able to circulate.This is where you see the shelving locations in the Copy
Editor:screenshot of staff clientThis is where the shelving location appears in the OPAC.screenshot of staff clientLibrary Settings Editorlibrary settings editorWith the Library Settings Editor Local System Admnistrators (LSAs)
can optionally customize Evergreen's behaviour for a particular library or library system.
For descriptions of available settings see the Settings Overview table below.
To open the Library Settings Editor select Admin (-)Local AdminstrationLibrary Settings Editor. Settings OverviewThis table describes available settings and shows which LSAs can change on a
per-library basis. Below the table is a list of data types with details about acceptable
settings values.SettingDescriptionData typeNotesAlert on empty bib recordsAlert staff before the last copy for a record is deletedTrue/falseAllow Credit Card PaymentsNot availableTrue/falseChange reshelving status intervalAmount of time to wait before changing an item from “reshelving” status
to “available”
Duration
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.
True/false
Charge processing fee for damaged itemsOptional processing fee billed to last patron who checked out the
damaged item. Staff receive an alert with patron information and must
confirm the billing.Number (dollars)Disabled when set to 0Circ: Lost items usable on checkinLost items are usable on checkin instead of going 'home' first
True/false
Circ: Restore overdues on lost item returnIf true when a lost item is checked in overdue fines are charged (up to
the maximum fines amount)
True/false
Circ: Void lost item billing when returnedIf 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.
True/false
Circ: Void lost max intervalItems that have been lost this long will not result in voided billings
when returned. Only applies if Circ: Void lost item
billing or Circ: Void processing fee on lost
item are true.
Duration
Circ: Void processing fee on lost item returnIf true the processing fee is voided when a lost item is
returned
True/false
Default Item PriceReplacement charge for lost items if price is unset in the Copy Editor.
Does not apply if item price is set to $0Number (dollars)Default localeSets language used in staff clientText (dollars)Can be set for each workstation at loginDo not automatically delete empty bib recordsIf false bib records (aka MARC records) will automatically be deleted
when the last attached volume is deleted
True/false
Set to false to avoid orphaned bib recordsGUI: Above-Tab 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.
True/false
GUI: Alternative Horizontal Patron Summary PanelIf true replaces the vertical patron summary panel with a horizontal one
on all workstations registered to your library
True/false
GUI: Network Activity MeterIf true displays a progress bar when the staff client is sending or
receiving information from the Evergreen server
True/false
GUI: Patron display timeout intervalPatron accounts opened in the staff client will close if inactive for
this period of time
Duration
Not functional in this version of EvergreenHolds: Estimated Wait (Days) Average number of days between check out and check in, multiplied by a
patron's position in the hold queue to estimate wait for holds
Number
Not yet implementedHolds: Expire Alert IntervalTime before a hold expires at which to send an email notifying the
patron
Duration
Only applies if your library notifies patrons of expired holds. Holds: Expire IntervalAmount of time until an unfulfilled hold expires
Duration
Holds: Hard boundaryAdministrative setting
Number
Holds: Soft boundaryAdministrative setting
Number
Holds: Soft stalling intervalAdministrative setting
Duration
Juvenile Age ThresholdUpper cut-off age for patrons to be considered juvenile, calculated from
date of birth in patron accountsDuration (years)Lost Materials Processing FeeThe amount charged in addition to item price when an item is marked los.
Number (dollars)Maximum previous checkouts displayedNumber of previous circulations displayed in staff client
Number
OPAC Inactivity Timeout (in seconds)Number of seconds of inactivity before OPAC accounts are automatically
logged out.
Number
OPAC: Allow pending addressesIf true patrons can edit their addresses in the OPAC. Changes must be
approved by staff
True/false
Password formatDefines acceptable format for OPAC account passwords Regular expression 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 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)
True/false
Selfcheck: Patron Login Timeout (in seconds)Administrative setting
Number
Not for SIP connectionsSelfcheck: Pop-up alert for errorsAdministrative setting
True/false
Not for SIP connectionsSelfcheck: Require patron passwordAdministrative setting
True/false
Not for SIP connectionsSending email address for patron noticesThis 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.
Text
Show billing tab first when bills are presentIf true, accounts for patrons with bills will open to the billing tab
instead of check out
True/false
Staff Login Inactivity Timeout (in seconds)Number of seconds of inactivity before staff client prompts for login
and password.
Number
Void overdue fines when items are marked lostIf true overdue fines are voided when an item is marked lost
True/false
Acceptable formats for each setting type are
listed below. Quotation marks are never required when updating settings in the staff
client.Data typeFormattingTrue/falseSelect value from drop-down menuNumberEnter a numerical value (decimals allowed in price settings)DurationEnter a number followed by a space and any of the following units:
minutes, hours, days, months (30 minutes, 2 days, etc)TextFree textNon-Catalogued Type Editor non-catalogued type editorThis is where you configure your non-catalogued types that appear in the dropdown menu
for non-catalogued circulations. Select Admin (-)Local AdministrationNon 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 clientSelect 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 clientGroup Penalty Thresholdsgroup penalty thresholdsGroup 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 AdministrationGroup Penalty Thresholds. PenaltyEffectPATRON_EXCEEDS_FINESBlocks new circulations and renewals if patron exceeds X in fines PATRON_EXCEEDS_OVERDUE_COUNTBlocks new circulations and renewals if patron exceeds X overdue items PATRON_EXCEEDS_CHECKOUT_COUNTBlocks new circulations if patron exceeds X items out Accounts that exceed penalty thresholds display an alert message when opened and
require staff overrides for blocked transactions.patron account with circulation blocksPenalty threshold inheritance rulesLocal penalty thresholds are identified by Org Unit and
appear in the same table as the system wide defaults.group penalty threshold tableWhere there is more than one threshold for the same penalty Evergreen gives
precedence to local settings. In this example Salt Spring Island Public Library (BGSI)
patrons are blocked when owing $5.00 in fines () instead of the system default(). Thresholds and are both for BGSI but apply to different user profile groups.
Threshold limits all patrons to a maximum of 12 items out, but provides an exception for the Board
profile.Multi-branch libraries may create rules for the entire library system or for
individual branches. Evergreen will use the most specific applicable rule.Creating local penalty thresholdsgroup penalty thresholdscreating local penalty thresholdsLocal System Administrators can override the system defaults by creating local penalty
thresholds for selected patron groups.Select Admin (-)Local AdministrationGroup Penalty Thresholds.Click New Penalty Threshold. group penalty threshold interfaceThe new penalty pop-up appears. Complete all fields and click
Save. new penalty threshold form Group - the profile group to which the rule applies.
Selecting Patrons includes all profiles below it in the
user hierarchy. Org Unit - multi-branch libraries may create rules for
individual branches or the entire library system. Penalty - select
PATRON_EXCEEDS_CHECKOUT_COUNT,
PATRON_EXCEEDS_OVERDUE_COUNT, or
PATRON_EXCEEDS_FINESAfter clicking Save the new threshold appears with
the defaults. Evergreen always gives precedence to local settings (in
this example, BSP). group penalty threshold interfaceDeleting or editing local penalty thresholdsTo delete a local threshold select the row to remove and click Delete
Selected. The threshold is removed immediately without further
confirmation.screenshot of staff clientTo 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 clientStatistical Categories Editorstatistical categories editorThis 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 AdministrationStatistical Categories Editor.To create a new stat cat, enter the name of the stat cat, select if you want
OPAC Visiblity, and select either
patron or copy from the
Type dropdown menu. screenshot of staff clientCopy Stat Catscopy stat catsThe 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 clientPatron stat catspatron stat catsBelow 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 fifth screen of patron
registration/edit patron. screenshot of staff clientThis is what the patron stat cat looks like in the patron registration screen. It
looks very similar in the patron edit screen.screenshot of staff clientField DocumentationField Documentation is custom field-level documentation that explains individual fields for
library staff. As of 2.0, the field documentation only is used in the Patron Registration screen.Administering Field Documentationfield documentationadministering field documentationIf their permission settings allow, staff members can create local field documentation. This
requires the ADMIN_FIELD_DOC permission. The 'depth' at which that permission is applied, is the maximum
level of the org tree at which the staff member will be able to create field documentation.In the staff client, select AdminLocal AdministrationField DocumentationClick the New button.Using the fm_class selector, select the database table for which you wish to create Field Documentation. This will show all of the
existing Field Documentation for that table.As of Evergreen 2.0, only the ILS User table is used anywhere in the Evergreen UIUsing the owner selector, select the topmost org unit at which you would like the field documentation to be available.Using the field selector, select the field you wish to document.Enter your actual documentation in the string text box.Click Save to save your Field Documentation entryTo view field documentation for different tables, use the Class selector to filter the Field Documentation listPatron Field Documentationfield documentationpatron field documentationOn the patron registration screen there are small boxes along the left hand side. If a magnifying glass appears, you may click that magnifying
glass to retrieve the Field Documentation for that patron field.SurveyssurveysThis 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.Survey questions show up on the 6th patron registration screen, or on the 6th patron edit
screen. Surveys questions can be optional or required. 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?Surveys come up when a patron is first registered. If you would like staff to ask the
survey questions when the patron’s library card is renewed, you’ll need to make that part of
local procedure.It is possible 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.
From the Admin (-) menu, select Local AdministrationSurveys.surveys interfaceThe Survey List will open. In this example the table is
empty because no surveys have been created. Click Add New
Survey. surveys interfaceFill out the New Survey form, then click Save
Changes. surveys interfaceA 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 formatOPAC Survey? and Poll Style? are
not yet implemented - leave uncheckedCheck Is Required if the survey should be mandatory
for all new patronsCheck Display in User Summary to make survey answers
visible from patron recordsA 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 interfaceEnter possible multiple choice answers and click Add
Answer. Each question may have as many answers as you
like.surveys interfaceRepeat 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 interfaceYour new survey will appear in the Survey List table. To make further changes click the survey name to open the detailed view.surveys interfaceThis 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 interfaceTo see a patron’s response to a survey, retrieve the patron record. Click OtherSurveys to see the response.surveys interfacesurveys interfaceCash Reportscash reportsSelect Admin (-)Local AdministrationCash 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 clientSelect your library from the drop down menu. Click Go.
The output will show cash, check, and credit card payments. It will also show
amounts for credits, forgiven payments, work payments and goods payments (i.e.
food for fines initiatives). The output will look something like this:screenshot of staff clientBy 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.