ALEPH Web Guide
Introduction to the Web Guide
The Web Guide is your first and foremost source of information about the ALEPH
system. There is a separate chapter for each module which explains the work flow
and which provides help on interacting with windows and on filling in forms.
Each chapter also contains a special section for the System Librarian that explains
how to control the appearance and behavior of the module, how to manage
printouts produced by the module, and how to edit database tables used by the
module.
This guide is copyrighted by Ex Libris Ltd. All rights reserved worldwide. No part can be copied or distributed, transmitted,
transcribed, stored in a retrieval system or transplanted in any human or computer language, in any form or by any means,
electronic, mechanical, magnetic, manual or otherwise, or disclosed to third parties, without the express written permission of Ex
Libris Ltd., 72 Pinchas Rosen St., Tel-Aviv, 69512, ISRAEL.
Go to next section (Introduction to ALEPH)
Introduction to ALEPH
ALEPH is a software product designed and developed for the management of
libraries and data centers.
Tailor-made System
ALEPH is a generalized, fully integrated system, based on parameter tables for
on-site tailoring of the system to specific applications. In addition to having a
sophisticated Database management system, ALEPH includes modules that are
particularly suited to library administrative routines.
A Variety of Applications
ALEPH can be adapted for any type of institution, such as library, museum,
archive, research center, etc.
ALEPH is suited to all sizes of applications, from those requiring only a few
terminals to large institutes with hundreds of terminals. ALEPH supports a
network of libraries, resident on one or many computers.
A Variety of Materials
ALEPH can be tailored to various types of materials: books, articles, reports,
slides, maps, publications, drawings, stamps, microfiche, patents, charitable
donations, personnel files, school courses, etc.
Languages
ALEPH can be used in many languages, with the language of conversation defined
by the user and changed within a session, at will.
Search Capabilities
ALEPH integrates both Online Public Access Catalogs (OPAC), and Common
Command Language (CCL), thus, providing in one system a complete integrative
library system and a full text retrieval database system.
Unicode
ALEPH has full Unicode compatibility, including bidirectionality. The full set of
Unicode characters can be entered in the cataloging record and used for search in
the OPAC.
The Developers
ALEPH was originally developed at the Hebrew University of Jerusalem by a team
of programmers, analysts and librarians. ALEPH is developed and marketed
exclusively by Ex Libris Ltd.
Go to next section (General - Overview)
Back to Introduction
On-Site Tailoring
ALEPH can be tailored to the needs of each library system. This flexibility is
achieved by using a set of parameter tables that the local system administrator may
modify as necessary. No programming knowledge is required.
ALEPH online modules operate in real-time. Any changes made update the
database immediately and the new information is available in subsequent
operations.
ALEPH flexibility is reflected in various ways:
❍ No limit on the number of fields per bibliographic record
❍ No limit on the length of a field
❍ No limit on the number of occurrences of a field within a bibliographic
record
❍ No limit on the number of access paths to the bibliographic record
❍ Record modifications are allowed at any time (add/delete fields and
accesses, change filing procedures and sort fields, etc.)
❍ Display screens, messages and command codes can be tailored and changed
as necessary
❍ Various print and display formats (up to 99) can be defined for on-line
OPAC display and for print-outs
❍ Both menu-driven and command-driven operations are available to meet the
needs of experienced as well as novice users
❍ System of passwords and authorization levels
Back to Introduction
1.0 OVERVIEW
This chapter explains elements that are shared by all modules of the system.
1.1 LIBRARY TYPES
There are five types of libraries in ALEPH and each type is identified by a number:
❍ A Bibliographic (BIB) Library contains bibliographic records. It is identified
by a number between 01-09 (for example, USM01).
❍
❍
❍
❍
❍
One site can have multiple bibliographic libraries, or if they want, separate
databases. A single database can be made to appear as if it consists of
separate databases, using logical bases. Separate databases can solve
problems of differing record structure (fields and tags), differing authority
control, historically separate databases which cannot be merged, and so on.
It is advisable to use one Bibliographic Library, unless there are good
reasons otherwise.
An Administrative (ADM) Library contains data about acquisitions,
circulation, users (including library staff and borrowers). It is identified by a
number between 50-59 (for example, NDU50).
Several Administrative Libraries can share a common Bibliographic
Library. In some instances, a group of Administrative Libraries, although
completely separate, serve a common set of users. In this case, the libraries
might want to share user records. This can be done by sharing a single group
of Oracle tables, or, by simply assigning the same user ID to a person in
both libraries.
A Holdings (HOL) Library contains summary holdings information and
site-specific fields such as local subjects. It is identified by a number
between 60-69 (for example, MAB60).
An Authority (AUT) Library contains authority records of preferred forms
of headings, relationships between headings (thesauri). It is identified by a
number between 10-19 (for example, UNI11).
An Interlibrary Loan (ILL) Library contains copies of the Bibliographic
records that are being requested by ILL. It is identified by a number between
20-29 (for example, UNI20).
The Course Reading (CR) Library is a bibliographic library containing
records of materials kept for the Course Reading (or Course Reserve) list. It
is identified by a number between 30-39 (for example, TUD30).
1.1.1 ADM Library: Last Doc Number
When creating an ADM record, the system will try to assign it the same number as
that of the BIB record it is linked to.
However, if that number is already used by another ADM record, the system will
assign a number from a counter ('Last doc number' in the Administrative Library's
UTIL/G/2 ).
Single-Administrative library setups will have normally set their 'Last doc number'
as a very high number so as to free lower numbers for this match of system
numbers to ADM numbers.
1.2 LIBRARY NAMING CONVENTIONS
Each library name is made up of a three-letter code for the library, plus a two-digit
number designating the type of library.
The main demo libraries are named after the cataloging standards: USMnn,
UNInn, MABnn (for MARC 21, UNIMARC and MAB respectively). Clients'
libraries have client-specific codes.
Examples:
❍ USM50 is the (demo) ADM library for MARC 21.
❍ UNI10 is the (demo) AUT library for UNIMARC.
❍ KCL01 is the BIB library for King's College, London
1.3 NUMBERING IN ALEPH
Unique record numbers:
❍ System (Bibliographic) no. - in the BIB or AUT libraries
❍ ADM (Administrative) no. - in the ADM libraries
❍ HOL no. - in the HOL libraries.
Unique record numbers:
❍ Barcode - for each distinct item (for example: each identical copy of a book
has a unique barcode).
1.4 ALEPH MODULES
Client Module
Module Description
GUI
Acquisitions (Acq)
Ordering, invoice handling, material arrival and
claiming.
Administration (Admin)
Vendor/budget/currency definition. User
privileges/authorizations. Patron management
ALEPHADM
Administration of the library's ALEPH tables, which
set how the system works for a particular installation.
Cataloging (Cat, Catalog)
Cataloging.
Circulation (Circ)
Loans/returns, requests, patron management, cash
management, reading room, some item control.
ILL
Interlibrary loans, both incoming and outgoing.
Web
Items
Item management, binding.
Search (GUI OPAC)
Catalog searching for library staff, holdings
information, global corrections.
Serials
Subscription management, frequency prediction, issue
and item control, routing and claiming.
Task Manager
Monitoring of batch reports and processes, printing.
Web OPAC
Catalog searching and some circulation/ILL functions
for patrons.
Course Reading
Course information and reading materials.
Services
Batch processes for all system functions.
1.5 ITEMS, SUB-LIBRARY,
COLLECTION, LOCATION
Items
The item is the ALEPH 'atom'.
Nearly all library activities are based on the item, for example: circulation, serial
subscriptions or ILL.
An item in ALEPH is a physical unit with a unique identifier: the Barcode.
Two identical copies of a book = two items.
Sub-library
A sub-library is the smallest administrative unit - a distinct sub-division of an
ADM library.
Records such as items, orders, subscriptions, loans and transactions are created at
the sub-library level.
Each sub-library can have its own distinct circulation policy.
Authorizations for librarians for various functions are also given at the sub-library
level.
Collection/Location
Entering the collection and location of items is optional. Collection and location
can be entered and controlled in the HOLdings record, or in the individual item
records.
The collection and location can be used to precisely describe the physical location
of an item in the library.
Each sub-library has its own set of possible collections and locations (which can be
based on different classification standards).
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Go to next section (User Assistance)
2.0 USER ASSISTANCE
Help is available throughout the system, in both the GUI and Web modules.
❍
Web Guide
❍
Online help for GUI modules
❍
Web OPAC
❍
Batch Services Help
2.1 WEB GUIDE
The Web Guide is your primary resource for information about ALEPH 500. There is a separate chapter for each module, which
presents the workflow and provides help on interacting with windows and on filling in forms. Each chapter also contains a special
section for the System Librarian that explains how to control the module's appearance and behavior, manage its printouts, and
configure its parameter tables.
The Web Guide is accessible from the ALEPH Library Staff Menu. After signing in, click Guide:
The Web Guide's table of contents appears in the left-hand frame:
In order to read the guide sequentially, start with the Introduction and select "Go to next section" at the end of each section at the
bottom of the right frame. Note that at the bottom of the left frame you can select "Guide Menu" to return to the Guide's main
table of contents, or "Staff Menu" to return to the ALEPH Staff menu.
Each module has a chapter in the Web Guide. To view a module's chapter, click on the suitable link.
The right frame displays the Overview section of the module's chapter. The left frame displays the sections in the selected
module's chapter:
In order to read a specific section, click on the section's link in the left frame.
Each chapter also has a section written especially for the System Librarian and explains how to set up the module so that it may be
used by other staff members. Among other things, the System Librarian section includes explanations of tables that relate to the
module, as well as help for various default settings (for example, in the INI file), templates and printouts.
The General and Task Manager chapters provide important general information that is useful for all ALEPH users.
GENERAL
1. Overview
2. User Assistance
3.
4.
5.
6.
7.
8.
Desktop Customization
GUI and Toolbars
Visual Properties of Windows
Hotkeys
Dates In ALEPH GUI Form Windows
Client Setup (Alephcom.ini file)
Font Definitions (Font.ini file)
Miscellaneous
9. Sorting and Word-Breaking
10. Find Record function
11. Navigation Window
TASK MANAGER
1.
2.
3.
4.
5.
6.
7.
Overview
Viewing a list of files
Print IDs
Batch log
Batch queue
Print Daemon
System librarian
The Printing chapter provides information about printing that is relevant for all modules, and is useful for the System Librarian.
PRINTING (SYSTEM LIBRARIAN)
1.
2.
3.
4.
5.
6.
7.
8.
9.
Print Templates
Example of a Batch Service Template
Key to Template
Print Setup
Printer Device List
Report Columns
Headers and Footers
"Subject" Line in Email Printouts
Printing Lists from GUI
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2.2 ONLINE HELP
Main Menu (F1)
In each GUI module, help is available for each main menu option by highlighting the option:
and pressing the F1 key.
Windows (Help Button)
Help is available for each window and dialog box by clicking the Help button.
There are a number of actions available on the Help window:
Contents
Click the Contents button to view the table of contents for the module's online help. Click on a book to view the topics belonging
to a specific subject. Click on a topic to read its online help.
Print Topic
To print the current topic, click the Print button or select Options/Print Topic. A window is displayed, enabling you to choose
such elements as the printer, the number of copies and the paper size.
Annotate
The Annotation feature enables you to personalize the help by writing and saving a note related to the selected topic. To access
this feature, Select Edit/Annotate or Options/Annotate. The following window is displayed:
Type your note and click Save. The system indicates that an annotation is associated with the help topic by displaying a green
paper clip below the title of the help.
To access the annotation, click on the paper clip.
Bookmark
You can easily jump to frequently needed help topics by defining bookmarks. To define a bookmark for the current help topic, go
to the Bookmarks menu and choose Define. The following window is displayed, enabling you to assign a name to the bookmark.
By default, the system uses the topic title that was assigned by the Ex Libris documentation department.
Once defined, the bookmark is added to the list of bookmarks where it may be selected at any time.
Fonts and Colors
To change the font or color of a Help topic:
1. In the Help topic window, click Options.
You can also use the right mouse button to click inside the Help topic.
2. To change the font size, point to Font, and then click Small, Normal, or Large.
3. To change the color, click Use System Colors.
When prompted to close Help, click Yes.
When you open Help again, the background color and text match your system colors.
Note: When you change the font or the color, it only affects the current Help file.
Multilingual Systems
To enable ALEPH to call up the Help in the language of your choice, define the "interface language" by editing the client's
alephcom/tab/conv_lng file. This file lists the available languages for the interface (that is, languages for which there are GUI
screens and Help files). The first language in the list is the default language (that is, the language that is displayed when the user
activates a module).
The user can change the interface language at any time by right-clicking on the Tower of Babel icon
right-hand corner of the GUI and selecting one of the available languages from the pop-up menu.
in the bottom
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2.3 WEB OPAC
In the OPAC, help is written directly on the screen for the user's easy reference, to guide him in the task at hand.
In addition, more general help is available by clicking the Help option on the menu in the upper frame of the browser:
When the user clicks Help, the following window is displayed:
The user may choose any help topic, not just help about the task he is currently performing.
Go to top of page
2.4 BATCH SERVICES HELP
Each batch service file contains help for the specific batch service, which includes general information about the function and help
for each field. The help is accessible from within the batch service.
To jump directly to the help section, click on the Question Mark button:
Following is an example of a portion of the Help:
To jump back up to the form, click on the Up arrow.
Go to top of page
Go to next section (GUI and Toolbars)
3.0 GUI AND TOOLBARS
GUI stands for Graphical User Interface. This means that you, the user, can interact (interface) with your workstation using
user-friendly graphical software which includes buttons, arrows, icons and keys.
Client is the software stored on your workstation which interacts with the server where your databases(s) and ALEPH automation
system software reside. Generally, the client includes all the ALEPH modules.
When you use an ALEPH GUI client, you have the choice of either using the mouse to get around (by pointing and clicking buttons,
arrows and icons) or simply using the keyboard.
The logging in procedure and different areas of the ALEPH GUI are described in the following sections.
3.1 LOGGING IN
To log in to an ALEPH GUI, follow these steps:
1. From the Windows Start menu, click Programs>Aleph 500>"Desired Module" or create a shortcut on your desktop to the
ALEPH Applications Toolbar.
2. The ALEPH Password box is automatically displayed if the 'Save Password' box has NOT been checked in the last login
process for your workstation's PC client:
3. Type your User name and Password. Be sure to uncheck the 'Save Password' box, if applicable.
3.2 ALEPH APPLICATIONS TOOLBAR
The ALEPH applications toolbar displays buttons that you can use to activate the various modules by clicking on them.
In order to display the ALEPH Applications Toolbar (regardless of which module you are in), select from the main menu the Option
menu, and click on the Application Toolbar command. The ALEPH Applications Toolbar appears:
In order to close the ALEPH Applications Toolbar, select the Option menu again, and click on the Application Toolbar command.
The toolbar can be re-located on your screen using a "drag-and-drop" operation. You can define which buttons appear on the toolbar
and in which order they appear. You may remove and add buttons. To do this, either:
❍ Right-click on the title bar and then click the Visual Properties command, or
❍ Click Windows > Customize.
The following window is displayed:
The list on the right side of the screen shows the current toolbar buttons. The list on the left shows the button you select to take out
of your toolbar. The 'Separator', which is listed on the left side, allows you to put separate lines between buttons.
The following texts in the ToolBar Properties Window are defined in alephcom/tab/lng/window.dat and are therefore translatable:
ToolCongfigDlg.ColCaption.All
ToolCongfigDlg.ColCaption.Current
ToolCongfigDlg.ListItem.Separator
Available Toolbar buttons:
Current Toolbar buttons:
Separator
To remove a button from the toolbar, go to the right-hand list, highlight the desired button and click the left arrow. The button
moves to the left-hand list. To restore a button to the toolbar, go to the left-hand list, select the desired button and click the right
arrow.
To change the order of the buttons, use the up and down arrows. The information is stored in alephcom/tab/eng/toolbar.dat
As soon as you are finished, click OK.
Available fields:
Text option
Select one of the following choices:
❍ Display the buttons with no text labels
❍ Display the buttons with text labels on the bottom
❍ Display the buttons with text labels on the right
Size of Buttons
Select one of the following choices for the size of the buttons:
❍ Small size
❍ Normal size
❍ Large size
3.3 THE MODULE TOOLBAR
The toolbar of a module displays buttons that you may click on to activate the module's functions.
For example in the Acquisitions module:
You can control which buttons appear on the toolbar. You may remove and add buttons. To do this, from the main menu, click
Window>Customize. The Toolbar Properties window is displayed. The Toolbar Properties window is used in the same way as the
ALEPH applications visual properties window is used (see ALEPH APPLICATION TOOLBAR (3.2) above).
The information of the "Size Option" field is stored in [module name].ini file. For example:
BitmapType=NormalWithoutText
The 'Text Option' field is not available.
3.4 THE STATUS BAR
In an ALEPH GUI, a status bar is located at the bottom of the screen:
This area lists the status of the program, together with other information, such as the meaning of a command, or the location of the
cursor. Messages appear on the status bar. The different areas of the status bar, going from left-to-right, are explained in the
following section.
The connect icon, located in the bottom left-hand corner of the window, shows whether or not the GUI is currently connected to the
server. Green indicates that there is a connection, red indicates that there is no connection.
The PC/Server Link icon displays a red line if a request is being processed:
If you wish to stop a process, you can click on the red line.
The adjacent message area displays the message "Processing request, please wait..." if a request is being processed. It also displays
information on the location of the cursor. In the following example the cursor is placed on an LDR link in a cataloging record:
The next message area shows server and port information:
The next message area indicates which library you are connected to:
The next message area shows which current profile and user name you are logged in under:
You can turn the fixed display of the User, Library and Server information in the lower status bar on or off. You control the display
by editing the following lines in the module's ini file in the module's tab directory (Y=On;N=Off):
[StatusBar]
IndicatorServer=Y/N
IndicatorLibraryInfo=Y/N
IndicatorUserInfo=Y/N
The default size (in pixels) of the text controls is configured in the alephcom.ini file:
[StatusBar]
IndicatorServerSize=200
IndicatorLibraryInfo=
IndicatorUserInfo=
By default the size is 200 and the text controls DO NOT appear.
Moving further left-to-right, you come to three icons which enable the user to control the setup of the GUI, and which are explained
in the next section.
3.4.1 User Setup Controls on the Status Bar
The icons to the right of the Status bar have a different functionality to the other areas of the Status Bar. Whereas the other areas
contain information for the user about the status of the GUI, these icons contain user-defined GUI setup controls.
Key Icon:
When you right-click the Key icon, the follow menu pops up:
The options available on this pop-up menu are explained below.
Login as Another User
If you need to change a login to a new user, choose 'Login as another user' from the pop-up menu or press the L key. The following
window appears:
Type in a new user ID and click OK.
Change Current Password
1. To change your password, choose 'Change current password' from the pop-up menu or press the C key. The following
window appears:
2. Fill in your old password and then the new password twice, as shown above.
3. Clicking the OK button saves the new password whether or not you have checked the 'Save Password' box.
4. (Optional) Check the 'Save Password' box only if you do not want to have to log in the next time you open ALEPH.
Using a Temporary Password
1. To temporarily override a password for added functionality, choose 'Temporary password override' from the pop-up menu.
The following window appears:
2. Enter the overriding User name and Password and press the button. As long as the Temporary Password Override window
remains open, the temporary password is in effect. When the window is closed, the temporary password is no longer in effect.
Tower of Babel Icon:
When you right-click the Tower of Babel icon, a list of available languages for the interface pops up:
In our example, the only language available is English. In a multiple-language setup, you select a language by clicking on it.
Library Icon:
When the client/module opens, you are connected automatically to a library (database) if the line for DataBaseAutoSelect= is set to
Y in the ALEPHCOM.INI on your workstation's client software. When you right-click the Library icon, a list of available libraries
pops up:
You select a library by clicking on it.
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3.5 COLUMN HEADINGS (PC_TAB_COL.LNG)
pc_tab_col.lng defines the columns of information that are displayed in list windows in the GUI clients.
Each list is assigned a unique identifier (column 1), and each column is assigned a column number (column 4). These two elements
(column 1 and column 4) must NOT be changed. The display order of the columns is set by the order of the lines in this table.
The default width of the column is defined as a percentage of the line length (column 5). The percentages of the displayed columns
should not exceed 100. A column is set for non-display by setting its percentage to 000.
Note that SOME list window columns are NOT controlled by this table. They are controlled by the /alephcom/tab/lng/tab_col table
on the GUI client.
Following is an example set of column definitions in pc_tab_col.eng for the Log for Admin Record List in ILL , and the
corresponding GUI display:
1
PC_ILL_LOGGER
PC_ILL_LOGGER
PC_ILL_LOGGER
2
3
L Date
L Description
L Details
4
5
6
7
8
01 025 01 C04
02 025 01 C04
03 050 01 C04
9
10
Date+time
Z45-TEXT
Z45-DATA
Column 1 is the unique code by which the system identifies the set of column headings.
For a list of each module's identifiers and corresponding windows, see the "Column Headings (pc_tab_col.lng)" section of the
module's System Librarian chapter.
Column 2 is the code for the character set of the column heading. The standard is L, which stands for Latin.
Column 3 is the text of the column heading that is displayed in the GUI.
Column 4 is the column number (from left to right).
Column 5 is the percentage of the page width that you want the column to take up. The number must be 3 digits. For numbers less
than 100, enter leading zeros. For example, 025. You may remove a column heading from the table by entering 000. Do not delete
any line from the table.
Column 6 is the font code. The value of the font code is set in the client's Alephcom\tab .ini file, in the last two characters of the
"ListBox" definition. For example, ListBox01. The client can be forced to ignore the pc_tab_col setup, by using ListBox##. When a
bitmap is used (e.g. checkmark) the characters "it" should be entered here.
Column 7 is the color code. The color value is defined in the client's Alephcom\tab hcom.ini file, in the [TextListBox] section.
When a bitmap is used (e.g. checkmark) the characters "map" should be entered here.
Column 8 is font 2 for font differentiation. This is only relevant in instances where the line has a system differentiation, e.g.
arrived/non-arrived issue.
Column 9 is color 2 for color differentiation. This is only relevant in instances where the line has a system differentiation, e.g.
arrived/non-arrived issue.
Column 10 is a note that is NOT displayed on-screen.
Go to next section (Visual Properties of Windows)
4.0 VISUAL PROPERTIES OF WINDOWS
You can determine the size and location of every window in an ALEPH GUI. You can also determine whether
or not the end user can change these properties. You change visual properties via dialog boxes which are
accessible from every window. There are two versions of the Visual Properties dialog box, one for
❍ windows that have a system menu in the upper-left corner of the window,
and one for
❍ windows that do not have a system menu.
4.1 WINDOWS WITHOUT A SYSTEM MENU
The following is an example of a window that does not have a system menu (that is, there is no icon in the
upper left-hand corner of the window):
The Properties dialog box associated with this kind of window enables you to determine where the window is
located the next time module is opened. It also provides automatic centering of the window.
If you want the window to appear in the center of the screen the next time the module is opened, follow these
steps:
1. Place the cursor on the title bar of the window and right-click.
2. Choose "Visual Properties" from the menu that pops up (shown below).
3. On the Properties dialog box that appears, place a check-mark in the "Center" box (by clicking on the
box).
4. Click the Locate button.
The window is relocated to the center of the screen immediately and appears in the center of the screen the
next time the module is opened.
If you want the window to appear in any other location on the screen, follow these steps:
1. Drag the window to the desired location.
2. Place the cursor on the title bar of the window and right-click.
3. Choose "Visual Properties" from the menu that pops up (shown below). The coordinates of the "current
position" are displayed in the Properties dialog box for your reference.
4. If you are satisfied with the current location, click Locate.
The window appears in this location the next time the module is opened.
Note: The Window Text pane in the Visual Properties dialog box lists the names appearing on title bars and
command buttons in the window selected. These can be edited through the ALEPHADM module (see
ALEPHADM chapter on the Language Manager).
The Accelerators pane in the Visual Properties dialog box lists accelerator keys relating to the selected
window (that is, hotkeys for opening that window. They can be edited throughi accel.dat (see General chapter
on Hotkeys).
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4.2 WINDOWS WITH A SYSTEM MENU
The following is an example of a window that has a system menu accessed by an icon in the upper-left corner
of the window:
The Properties dialog box associated with this kind of window enables you to determine both the location and
size of the window when the user reopens the module, and whether or not the user is able to relocate or resize
the window by himself.
You can prevent the user from relocating or resizing the window by himself. To do so, follow these steps:
1. Place your cursor on the system menu icon and left-click.
2. Choose "Visual Properties" from the menu that pops up (shown below).
3. On the Properties dialog box that is displayed, make sure that no check-mark appears next to the
"Relocate" and "Resize" boxes. (You can remove a check-mark by clicking in the appropriate box.)
4. Click the Locate button.
The next time the module is opened, the user is unable to relocate or resize the window by himself.
To enable the user to relocate or resize the window by himself:
1. Follow the above steps, but make sure that check-marks appear next to the "Relocate" and "Resize"
boxes.
2. Close and reopen the module in order to activate the setting.
3. In order to change the location of the window, drag the window to the desired location. To change the
size of the window, place the cursor at one of the edges or corners of the window. When the cursor
changes into a double-headed arrow, drag the cursor until the window takes the desired size.
4. Place your cursor on the system menu icon and left-click.
5. Choose "Visual Properties" from the menu that pops up. The coordinates of the "current position" and
"current size" are displayed in the Properties dialog box for your reference.
6. If you are satisfied with the current location and size, click Locate.
The window appears in this location and size the next time the module is opened.
Note: The Window Text pane in the Visual Properties dialog box lists the names appearing on title bars and
command buttons in the window selected. These can be edited through the ALEPHADM module (see
ALEPHADM - section on the Language Manager).
The Accelerators pane in the Visual Properties dialog box lists accelerator keys relating to the selected
window (that is, hotkeys for opening that window. They can be edited throughi accel.dat (see General chapter
on Hotkeys).
4.3 Set Display of List
On windows that display lists of information (such as borrower's loans, browse list of authors, acquisitions
index, and so on) you can set colors, columns and the print font factor. When the window is displayed,
highlight any line, and click F9 to display the Set Display of List window.
Using the "Colors" section you can change the color value of background and text. The "C" lines refer to the
color of the columns. Note that this changes the color not only for the window you are in, but also for all
windows which use the same Cnn identifier. Some windows also have "map" listed. This refers to an icon,
such as a check mark. Click Undo Changes to set the display back to the original (that is, before you began
changing the colors). All changes are temporary until you click OK.
The "Columns" section refers to the columns defined in the server's pc_tab_col. configuration table. The first
column is the column identifier on the PC. The second column (Y/N) indicates whether or not this column is
set to display (N= non-display). The third column is the column identifier in pc_tab_col.<lng>. The fourth
column is the column name in pc_tab_col.<lng>. Although it appears as though you can change the order of
the columns (using the arrows to the right of this section), and as though you can set a non-display column to
display, (by clicking in the Enabled box) in fact, these options are not operational, and you cannot.
The Print List button prints the list that is displayed in the window, using the default printer set for the PC
workstation. The "Print Font Factor" is used to set the factor difference between window display font size and
printer font size. The value for this is set through trial and error.
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Go to next section (Hotkeys)
5.0 HOTKEYS
All GUI applications have the ability to set up dynamic hotkeys (accelerator keys)
based upon a text file, accel.dat, located in each module's tab/<lng> directory on
the client.
All menu options that are listed in the menu.dat file can be listed in the accel.dat
file along with the keys (or key combinations) that should be used to activate the
menu option.
The key combinations must follow these rules:
❍ If the Ctrl, Alt or Shift key is to be used, type it first. (You may also type
any combination of these keys, e.g., "Ctrl+Alt".)
❍ To indicate that these keys should be held down while pressing another key,
type a plus + sign, then type the ascii character (in square brackets) or
virtual key that should be pressed. A virtual key is of the type VK_* (e.g.
VK_F3).
Examples:
Ctrl+VK_F3 (will be displayed in the GUI menu as "Ctrl+F3")
Alt+[V] (will be displayed in the GUI menu as "Alt+V")
The following examples show key definitions in accel.dat, together with the name
of the function as assigned by the programmer.
SHORT_LOAN
ITEMLOAN
ITEMRETURN
PASTE_DOC
VK_F3
VK_F5
VK_F6
Alt+[D]
The menu.dat file contains the name of the function as assigned by the
programmer, and the text that should appear in the menu. For example:
PASTE_DOC
Paste record
In the application, the system will display the menu text as defined in menu.dat
together with the hotkey definition defined in accel.dat.
You can set a default open tab for tab windows in the client. You define the default
open tab in the client's .ini file as FirstTab=n after the window name of the tab.
For example, in the circ.ini file, to display the LOANS tab as the default tab when
a user profile is called up, you define:
[UserInfo]
FirstTab=5
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Go to next section (Dates In ALEPH GUI Form Windows)
6.0 DATES IN ALEPH GUI FORM
WINDOWS
Dates in ALEPH GUI form windows can be set in different formats. For example,
a British user may prefer a dd-mm-yy date format, whereas an American user
might prefer an mm-dd-yy configuration.
Date formats can be set per client. Once set, a date format includes all instances in
all modules of the date field in the form windows. The value set by the user is
stored in the alephcom.ini file under DateSequence.
6.1 DATE FORMAT SETUP
The date format setup determines the format for entering the date and its display.
You can choose the sequence of components and the sign used to separate between
the components.
You access the date format setup by use of the F9 key. Your mouse cursor must be
inside a date field before you press the F9 key.
The following example is taken from the Local Information window form in the
Circulation module:
After at least one character within the date field has been highlighted, and the F9
key pressed, the Date Format setup window appears:
The Date Formats setup window offers the following options:
Sequence
Choose the order in which you want to enter the date. D stands for day, M for
month, Y for Year.
Separator
Type the separator you want to use, for example: / or . or - and click on the OK
button.
Undo Changes
If you are not satisfied with your selection, click Undo Changes
6.2 THE DATE FIELD
You enter the date in the Date field and select each digit by highlighting it with the
cursor. The Date field consists of a single unit made up of 8 digits.
6.3 ENTERING A DATE
There are two ways to enter a date in a date field in the GUI client:
1. Using the drop-down calendar box. This opens a small calendar page set on
the day's date. You can browse through the days and months with the arrow
keys or choose a day within the open month using the mouse.
2. Using the F12 key. If the cursor is in the date field, clicking F12 sets the
date as today's date. Clicking F12 again sets all digits to 0.
Of course, you can change any date by typing in the appropriate numbers.
6.4 BROWSING THROUGH MONTHS
AND YEARS
There are several methods of browsing through months and years:
❍ By using the drop-down calendar - To browse through months, use the
arrow buttons in the upper corners of the calendar window.
If you place the cursor on the month displayed on the title bar and click, a
list of months is displayed and you can select one.
To browse through years, place the cursor on the year in the title bar and
click. This opens a spin box that enables you to move through the years.
❍
By using the arrow keys in the data field - Place the cursor on any date
component in the date window (day, month or year) and click once to
highlight it. Then use the up and down arrow keys to browse through the
dates.
6.5 STANDARD SETUP
The default settings of the date format are set in $alephe_root/aleph_start_505
and/or in $alephe_root/pc_server_defaults. If defined in both files,
pc_server_default takes precedence. The line setenv date_style_s nn defines the
GUI date display.
Example:
setenv date_style_s 12
Note: the first digit of the number denotes the separator style. The second digit
denotes the date style.
with separator
first digit
0
separator '-'
1
separator '/'
2
separator ' '
second digit
1
dmy
2
dmy with century
3
dmy with century, long month
4
dmy with century, short month
5
mdy
6
mdy with century
7
mdy with century, long month
8
mdy with century, short month
without separator
first digit
3
no separator
second digit
1
ddmmyy
2
mmddyy
3
yymmdd
4
ddmmyyyy
5
mmddyyyy
6
yyyymmdd
Date range
The earliest possible date is 14/09/1752 (this is the date that the Gregorian calendar
was introduced in the United Kingdom):
The latest possible date is 31/12/9999:
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Go to next section (Client Setup (Alephcom.ini))
7.0 CLIENT SETUP
(ALEPHCOM.INI)
The alephcom.ini file includes setting definitions that are shared by all modules. This
chapter presents and explains various sections of the alephcom.ini. file and is aimed
primarily at System Librarians.
[Main]
ActivateSplashWindow=N
ApplicationBgColor=190,240,215
Diagnostic=Y
AlwaysMaximized=N
Compression=3
CommunicationProtocol=0
ApplicationSwitchDialog=Y
DataBaseAutoSelect=Y
SavePassword=Y
PrintFactor=10
DefaultPrintConfig=1
ActivateSplashWindow=N
The "Splash window" displays a logo of Ex Libris Ltd., the developer of the ALEPH
system. The System Librarian decides whether or not the Splash window pops ups
when the application is started - Y displays the Splash window and N suppresses it.
The bitmap of this logo is located in splash .bmp from the hcom directory.
ApplicationBgColor=190,240,215
This field sets the background color of the application.
Diagnostic=Y
This line is used for debugging purposes and should not be changed.
AlwaysMaximized=N
If AlwaysMaximized is set to Y, the minimize button is disabled. The default is N, i.e.
enable the use of the minimize button. This switch is helpful if some of your library's
PC's are ALEPH-dedicated machines.
Compression=3
Compression is used when accessing server (the server must support suppression)
values: "Compression type" or "N". Do not change this parameter.
CommunicationProtocol=0
Do not change this line.
ApplicationSwitchDialog=Y
Determines whether or not the ALEPH application toolbar is displayed.
DatabaseAutoSelect=Y
Determines whether or not ALEPH clients automatically log in to the first library
listed in the Connect Library window. The order of the libraries is set in the
per_lib.ini file or base.dat file.
SavePassword=Y
This is the default setting for the "Save Password" checkbox that appears on the
ALEPH password window.
If the value "X" is used, the checkbox is graded and there is no way to save the
password. Use this option when you would like to disable the possiblity to save the
GUI's password on the local drive.
AlephLogin=N
This flag will cause all GUI's to disregard password.dat and not to display a password
dialog.
All server access operations will cause the following message:
"Aleph Login not supported on your GUI configuration".
Note that functions that do not require a connection to the server will work (e.g.
off-circ in circulation GUI).
PrintFactor=10
This parameter defines the print factor for printouts. The size of the characters defined
in the *.ini files is for the display on the screens. The resolution of characters on the
screen is larger than that for printing and therefore must be multiplied by a print
factor.
Every printer requires a different print factor. Since the actual size varies with the
printer used, it is best to test various print font factors to determine the ideal factor to
use.
[VersionControl]
Library=XXX01
Minimize=Y
Type=
[Version Control] can be set to access different distribution directories based on the
alephcom.ini file. Additional parameters control how the application communicates
with the server:
Library=XXXX
The communication protocol requires this value. The default is USM01.
Minimize=Y/N
This controls if the application runs minimized while checking for files.
Type=xxxx
This is the directory name under the pc_exe. directory. If it is not set, then the system
looks for pc_exe./version. For example, pc_exe.15/version
Together with the additional parameters, [Version Control] allows a site to set up
multiple distribution points for various GUI client configurations on the same server
(for example, Circulation, Cataloging, Serials, and even per person).
[Mail]
MailServer=mail01.exlibris.co.il
[email protected]
MailServer=mail01.exlibris.co.il
The "MailServer" is the machine that receive and sends e-mail messages. This must
be adjusted to suit your environment.
[email protected]
"FromAddress" is the e-mail address from which all library letters to patrons and
vendors are sent from the mail server. This must be adjusted to suit your environment.
[UserList]
FilterType=0
FilterType=0
The Users list can be sorted acording to one of the following Filter types:
❍ Name(Filter type)=0
❍ ID Number=1
❍ Barcode=2
The UserList FilterType can also be changed manually using the "Sort by" checkbox
on the Users List in the Administration and Circulation clients.
[ExpandField]
;
; Describe the Expand button Status of special fields :
; 1 - Regular (pc_tab_exp_field_extended.eng) (default)
; 2 - Non Visible
; 3 - Special (for location=close stack)
; 4 - Special (for location=location index list)
; 5 - Special (for location=852 form)
;
ItemLocation1Field=4
ItemLocation2Field=5
SerialLocation1Field=5
SerialLocation2Field=5
This section defines the window that opens when the arrow next to the Call Number
and 2nd Call Number fields that appear on the Item Form in the Circulation, Items,
and Serials modules is clicked.
1 - Regular (pc_tab_exp_field) (default)
2 - Non Visible
3 - Opens a secondary window which creates a 2 part location, the first part being a
size identifier and the second part being a counter (from UTIL G/2) plus standard text
from pc_tab_expand_field.
4 - Opens a secondary window, which displays the list of call numbers in the system.
5 - Opens a form for entering call number in MARC21 852 field format.
ItemStatisticField=3
SerialItemStatisticField=3
ItemStatisticDelimiter=/
This section defines the window that opens when the arrow next to the Statistic field
that appears on the second tab of the Item Form in the Circulation, Items,and Serials
modules is clicked.
1 - No arrow on field.
2 - Opens pc_tab_expand_field menu.
3 - Opens special 4-part form, each part of which can have a pc_tab_expand_field
menu. The parts are separated by the delimiter defined in ItemStatisticDelimiter.
[VendorListFilter]
SubLibrary=
Currency=
Status=
These are the default values for the filtering of the vendor list when the list is accessed
from an order record.
[BudgetListFilter]
SubLibrary=
Year=
Status=
These are the default values for the filtering of the budget list when the list is accessed
from an order record.
[Save]
SaveAsDir=c:\temp
FileCounter=25
EDIT=notepad.exe
BROWSER=C:\Program Files\Netscapeunicator\Program\netscape.exe
SaveAsDir=c:\temp
This is the default "save" directory.
FileCounter=25
For internal use. Do not touch.
EDIT=notepad.exe
Defines the program to be used for EDIT forms.
BROWSER=C:\Program Files\Netscape unicator\Program\netscape.exe
Defines the default browser.
[DialogLocation]
ItemProcessStatus=2,109
ProfileControl=Center
ToolBarConfig=Center
RecordSubLibrary=Center
LocateList=Center
DocWindowCatalog=Center
DocWindowCatalogLine=Center
BudgetNumberDlg=Center
HolDocNumber=Center
BibDocNumber=Center
HolLinkText=Center
Version=Center
Ftp=Center
TextLbDlg=Center
IniMgrSdi=Center
IniMgrReg=Center
IniMgrPrint=Center
ConvLngSdi=Center
ConvLngReg=Center
ConvLngMsg=Center
ConvLngUpdate=Center
ConvLngMonth=Center
ViewerConfigDlg=Center
DateEditDlg=Center
InterfaceLanguage=Center
AboutDlg=Center
PasswordControl=Center
Connect=41,144
CheckPassword=Center
UserList=Center
AddrList=50,120
AddressForm=350,250
UserForm=Center
VendorList=Center
VendorListAdmin=Center
VendorListFilter=Center
VendorForm=Center
SuppForm=Center
VendorAddressForm=Center
BudgetList=Center
BudgetListAdmin=Center
BudgetListFilter=Center
BudgetForm=Center
BudgetInfo=Center
BudgetBalance=Center
BudgetTransferDlg=Center
TransactionList=50,120
TransactionForm=Center
TransactionFilters=50,120
SupplierList=Center
SupplierForm=Center
InstallEnd=Center
CurrencyList=Center
AddCurrency=Center
ModifyCurrency=Center
AddRatio=Center
ModifyRatio=Center
NewDate=Center
BorrowerDebt=Center
HolDocByTitle=Center
CopyForm=Center
DocDialog=Center
DocTriggerList=Center
DocTriggerForm=Center
ItemLabelPrint=Center
ModuleTrigger=Center
ModuleTriggerList=Center
ItemForm=Center
CommonFind=Center
ShowDocFull=Center
SpecialLocation=Center
LocationList=Center
UserId=20,80
KeyWordsList=Center
ItemHistory=Center
ChangePassword=Center
ItemBarcodeLocation=Center
OrderLogger=58,107
LogForm=227,317
Form852=Center
ExpandItem=Center
ExpandCopy=Center
ShowDocShort=Center
ItemStatisticForm=Center
MailerDlg=Center
ToolCongfigDlg=Center
BorIDsForm=280,300
ItemSummary=Center
OrderInvoiceList=Center
ComIndexList=Center
CreateHoldRequestErrors=Center
CreateMoveRequestErrors=Center
CorrectHeadingDlg=Center
CheckDeleteErrors=Center
The DialogLocation section determines the placement of the dialog windows.
[WindowLocation]
OverrideRelocate=Y
OverridePosition=5,5
DocWindowPosition=0,0
DocWindowResize=Y
DocWindowRelocate=Y
DocWindowSize=862,500
DocWindowOpenIconize=Y
TransLogWindowPosition=0,0
TransLogWindowResize=Y
TransLogWindowRelocate=Y
TransLogWindowSize=800,200
The WindowLocation section determines the placement of the windows.
[TextListBox]
This section defines the colors for the various lists in the system. The color identifier,
defined as C01, C02, and so on, refers to the color defined in the window's section in
pc_tab_col. on the server. The color value (red, green, and so on) is defined here, but
can be individually changed on a specific client, using the Set Display Window.
[SwitchApp]
LocationX=0
LocationY=0
Direction=DockingTop
BitmapType=SmallWithoutText
When you open one of the GUI clients, the ALEPH Application toolbar appears. The
SwitchApp parameters define the default display of the toolbar.
If you want to change the position of the toolbar, right click and select Visual
Properties. The Toolbar Properties window pops up. This window enables you to
modify the toolbar buttons, text options (No text labels; Show text labels on bottom;
Show text labels on right) and size of buttons (small. normal, large). The changes are
automatically registered in the BitmapType line in the alephcom.ini file.
[TextListBoxCaption]
FgColor=000,000,000
This section defines the color of captions for the various lists throughout the ALEPH
system.
[PrinterDeviceList]
Device01=Digital DEClaser 3250
Device02=Compaq Laser Printer LN16
Device03=HP LaserJet 2100
This is a printer names record. This table translates real names into logical names. In
the print.ini of each GUI module, you can define the print device number for each
printout. This allows the user to divide printouts for different devices without online
interventation.
Select Printer setup for the File menu of each client. The "Page Setup" window pops
up. Choose a default printer name from the drop-down menu.
[Username_Format]
FormatStyle=0
The settings chosen in the pc_server_defaults file are saved in this section.
[Date_Format]
DateSequence=dmy
; s or S is space in separator
HourSeparator=:
DateSeparator=/
; s or S is space in separator
; one char only
DateSeparatorSelection=/;-;s;.;
DateDisplayStyle=12
TimeDisplayStyle=1
These values are transferred from the server when the GUI client is open and cannot
be modified locally (do not confuse this with the [Username_Format] - see the
previous item.
[OrderIndex]
IndexCode=AUT
SubLibrary=
OrderStatus=
OrderGroup=
OrderType=
VendorStatus=
FromOrderDate=0
RushIndicator=
ArrivalStatus=
ToOrderDate=0
InvoiceStatus=
RefreshFilter=N
The OrderIndex section refers to the Order Index that is opened from Item Form Tab2 (the Order Index is opened when the user clicks on the pull-down menu in the
"Order No." field).
RefreshFilter=N
Indicates whether or not the search is performed automatically after the filter has been
changed by the user (without clicking the Search Now button).
All other OrderIndex parameters are relevant for the default values of the index code
and the filters.
[StatusBar]
IndicatorServerSize=100
IndicatorLibraryInfoSize=200
IndicatorUserInfoSize=100
These flags are used by the GUI lower status bar information options, and determine
the status bar's text pane size.
Note: One can determine whether or not the text controls will appear, in each
module's .ini file. This is done by setting the relevant flag to Y or N:
[StatusBar]
IndicatorServer=Y
IndicatorLibraryInfo=Y
IndicatorUserInfo=Y
;for Circulation - User Info menu | Get User
[AutoInputUserId]
AutoInputMethod=1
AutoInput1=2,4,10
;for Circulation - User Info menu | User List
[AutoInputUserListUserId]
AutoInputMethod=1
AutoInput1=2,4,10
;for Circulation - Circulation menu | Loan
[AutoInputLoanUserId]
AutoInputMethod=1
AutoInput1=2,4,10
;for Circulation - User Info menu | Get User
[AutoInputUserId]
AutoInputMethod=1
AutoInput1=2,4,10
;for Circulation - User Info menu | User List
[AutoInputUserListUserId]
AutoInputMethod=1
AutoInput1=2,4,10
;for Circulation - Circulation menu | Loan
[AutoInputLoanUserId]
AutoInputMethod=1
AutoInput1=2,4,10
If a barcode contains several types of information but the library uses only part of the
barcode, automatic input methods have to be applied. The automatic input setup
enables the system to extract selective information from an input source. This setup is
done with the AutoInput definitions above.
There can be several methods for automatic input. The AutoInputMethod indicates
which method is used. The current values are:
❍
❍
0 - no use
1 - smart card
The notation of the entry is as follows:
AutoInput1=[a],[b],[c]
❍ [a] stands for the number of characters which are skipped before reading the
❍
❍
barcode number.
[b] instructs how many characters starting after [a] should be scanned in and
identified as a barcode.
[c] stands for the total number of characters which are expected by the system.
In other words, after [c] characters are read, AutoInput is invoked.
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Go to next section (Font Definitions (font.ini File))
8.0 FONT DEFINITIONS (FONTS.INI)
The font.ini file contains font definitions for Find and Browse combo boxes (UnicodeEdit); for list boxes and captions (ListBox
and ListBoxCaption); for cataloging forms (EditorForm); and for the cataloging draft (EditorTag, EditorField and
EditorDescription).
Note that is possible to define different fonts for different Unicode ranges (columns 2 and 3 of the file).
Following is a sample of the font.ini file:
!
1
2
3
4
5 6 7 8
9
!-------------------+----+----+------------------------------+-+-+-+--+-------------------EditorForm
0000 00FF Courier
N N N 18
DEFAULT_CHARSET
EditorForm
0000 FFFF Bitstream Cyberbit
N N N 18
DEFAULT_CHARSET
Key to the font.ini file:
❍
❍
❍
❍
❍
❍
❍
❍
❍
Column 1 - Context
Instance for which the fonts are being defined. Values are:
ListBox, ListBoxCaption (list boxes and list captions)
UnicodeEdit (Find and Browse combo boxes)
EditorForm (cataloging forms)
EditorTag, EditorField and EditorDescription (cataloging draft).
Window Controls (buttons, edit fields, static fields and so on).
TabNormal (used for tab)
TabSelect (used for the current tab selected (Underline+bold))
Viewer
DefaultPrintout, PlainTextPrintout, ParagraphPrintout, TablePrintout, TextLbPrintout (printout definitions)
Column 2 - 'From' Unicode value
'From' Unicode value (hexadecimal). Use to define the starting point for the range definition.
Column 3 - 'To' Unicode value
'To' Unicode value (hexadecimal). Use to define the end of the range definition.
Column 4 - Font
Font (for example, Courier).
Column 5 - Bold
Values are Y and N. Determines if bold formatting should be applied.
Column 6 - Italic
Values are Y and N. Determines if italic formatting should be applied.
Column 7 - Underline
Values are Y and N. Determines if underline formatting should be applied.
Column 8 - Font size
Font size Column 9 - Charset
Column 9 - Charset
Defines the Charset that is used. Possible character sets are:
ANSI_CHARSET
DEFAULT_CHARSET
SYMBOL_CHARSET
SHIFTJIS_CHARSET
HANGEUL_CHARSET
GB2312_CHARSET
CHINESEBIG5_CHARSET
OEM_CHARSET
JOHAB_CHARSET
HEBREW_CHARSET
ARABIC_CHARSET
GREEK_CHARSET
TURKISH_CHARSET
THAI_CHARSET
EASTEUROPE_CHARSET
RUSSIAN_CHARSET
MAC_CHARSET
BALTIC_CHARSET
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Go to next section (Sorting and Word-Breaking)
9.0 SORTING AND WORD
BREAKING
9.1 SORTING HEADINGS AND INDEXES
Each Heading (Z01), Index (Z11) and Sort key (Z101) record has what are termed
"filing keys" or "filing text"; this is the form of the heading or index term for filing
(sorting) purposes. The rules that govern the values of the filing keys are set in the
library's tab_filing table.
The structure of the table includes four columns:
❍ col.1: Two-digit identifier of the filing routine. This identifier is used in
column 5 of tab00 and column 3 of tab01
❍ col.2: ALPHA (character set indicator) of the text
❍ col.3: Name of the filing procedure
❍ col.4: Parameters for the filing procedure (when relevant)
Facets for the filing procedures are:
❍ abbreviation: compress a dot between single characters (for example, I. B.
M. changes to I B M, I.B.M. changes to IBM)
❍ bbk: special procedure for Russian filing standards, in which sorting
sequence is special characters, followed by Cyrillic characters, followed by
Latin characters, followed by numbers.
❍ lc_call_no: special procedure for correct sequencing of LC call numbers
❍ char_conv: perform character conversion procedure according to the
procedure name listed in col.4. This name must match procedure
identification in col.1 of /alephe/unicode/tab_character_conversion_line
❍ compress: compress (i.e. strip) the characters listed in col.4
❍ compress_blank: delete blanks
❍ del_subfield: delete subfield sign ($$x)
❍ get_subfields: use only the subfields, or subtract some using "-" as appears
as listed in col.4
❍ expand_num: expand number (add leading zeroes to fill numbers to 7
digits, for numeric filing)
❍ mc_to_mac: change initial mc to mac
❍ non_filing: drop initial text using non-filing indicator
❍ non_numeric: delete non-numeric characters
❍ numbers: compress a comma and a dot between numbers (e.g. 2,153
changes to 2153)
❍ suppress: suppress using <<...>> (drop all text contained within the signs,
and the signs themselves)
❍ to_blank: change characters listed in col.4 to blank
❍
❍
to_lower: change case to lower
to_carat: change subfield sign to ^^ (for hierarchical sorting of headings)
Example:
99
99
99
99
99
99
99
99
99
#
#
#
#
#
#
#
#
#
del_subfield
to_lower
suppress
numbers
compress
to_blank
expand_num
non_filing
pack_spaces
'
[email protected]#$_+-={}[]:";<>?,./~`
9.2 SORTING ITEM LISTS
The sorting order of items throughout most modules of the system is determined in
a single table, tab_z30_sort in the Administrative library.
This table incudes sort options for both issue and for non-issue type items for each
module/function which includes lists of items.
The sort options are made up of two elements:
❍ Sorting type - defines the various levels of sorting. For example, serial items
can be sorted by volume, then by issue number, then by part number.
❍ Sorting order - defines whether the sorting will be ascending or descending.
The following table includes the modules/functions which are dealt with by this
table and their codes:
Module / Function Code
Web OPAC
WWW-A
Web Course Reading
WWW-R
Serials client
SERIAL
Search client
SEARCH
Circulation client
CIRC
Items client
ITEM
Items for binding
ITEM-BIND
Acquisitions client
ACQ
Navigation window
TREE
9.2.1 Sort Options
The available sorting types are:
For issue type items:
❍ 00 - chronological-i(year) + enumeration-a(volume) + enumeration-c(part) +
enumeration-b(issue) + item-sequence.
❍ 01 - chronological-i(year) + enumeration-a(volume) + enumeration-b(issue)
+ enumeration-c(part) + item-sequence.
❍ 02 - hol-doc-number + chronological-i(year) + enumeration-a(volume) +
enumeration-b(issue) + enumeration-c(part) + item-sequence.
For non-issue type items:
❍ 00 - if enumeration-a(volume) not spaces, then: enumeration-a(volume) +
enumeration-c(part) + sub-library + collection. if enumeration-a(volume) is
spaces then: description + enumeration-c(part) + sub-library + collection.
❍ 01 - enumeration-a(volume) + enumeration-c(part)+description+sub-library.
❍ 02 - enumeration-a(volume) + enumeration-c(part) + sub-library.
❍ 03 - if description is blank then: enumeration-a(volume) +
chronological-i(year) + enumeration-c(part) + enumeration-b(issue) +
sub-library + item status. else: description + sub-library + item status.
❍ 04 - hol-doc-number + if enumeration-a(volume) not spaces then:
enumeration-a(volume) + enumeration-c(part) + sub-library + collection. if
enumeration-a(volume) is spaces then: description + enumeration-c(part) +
sub-library + collection.
The available sorting orders are:
❍ A - Ascending
❍ D - Descending.
For the Items, Serials and Circulation modules, you can define more than one
sorting option in tab_z30_sort, but each option must be given its specific code (for
example, CIRC-1, CIRC-2 etc.).
These options must then be also defined in the pc_tab_exp_field.lng table of the
Administrative library, so that they will be available as drop-down menu options in
the Item List windows of these modules.
9.3 WORD-BREAKING
For word indexing, individual words of a field are written in the words table.
Basically, a word is a group of characters between white spaces. In order to define
instances where other factors are taken into account (for example, is a hyphen a
space, or is a hyphen compressed and treated as if not there at all?), the library's
tab_word_breaking table is used.
The structure of the table includess four columns:
❍ col.1: Two-digit identifier of the filing routine. This identifier is used in
column 5 of tab00 and column 3 of tab01
❍ col.2: ALPHA (character set indicator) of the text
❍
❍
col.3: Name of the word breaking procedure
col.4: Parameters for the word breaking procedure (when relevant)
Facets for the word-breaking procedures are:
❍ compress: compress (that is, strip) the characters listed in col.4
❍ compress_blank: delete blanks
❍ del_subfield: change subfield sign ($:$x) to blank
❍ to_blank: change characters listed in col.4 to blank
❍ subf_to_sign: change 2nd and subsequent subfield signs to the single
character listed in col.4
❍ blank_to_carat:change blanks to carat (^)
❍ numbers: compress a comma and a dot between numbers, for example,
100,000 and 100.000 -> 100000
❍ abbreviation: compress a dot between single characters.
❍ marc21_41: 041 for separating languages in MARC21 field 041
Notes:
1. The procedures must be listed in logical order. For example, numbers must
be listed before compress or change_to_blank if a comma or a dot are
included in them. Otherwise, they will no longer be present when the
numbers procedure is used.
2. Word breaking procedures are used in tab11, section W. A line can be listed
several times in tab11, in order to index it multiple times, with different
word breaking each time.
For example, an apostrophe: O'hara; Ohara;O hara
11 W 100## abcdq
01 B
WRD WAU
11 W 100## abcdq
04 B
WRD WAU
3. In alephe/unicode, there is a table called unicode_to_word_01. The system
automatically uses this table as an aid in word-breaking. The table can (and
does) include values that change a character to a blank (by assigning the
value 0020) or can compress a character (by assigning the value 0000).
Actually, the table is redundant because compress and to_blank do the same
thing. When browsing a word index in the OPAC, special characters are
always displayed in their converted state. So, if unicode_to_word_gen table
sets umlaut to ue, the word is displayed with ue, and not with an umlaut.
4. Note that the system automatically carries out triple posting for hyphens and
apostrophes: (1) as separate words; (2) as is (with hyphen/apostrophe); (3)
with hyphen/apostrophe compressed. Example:
twenty-five is indexed as:
■ twentyfive
■ twenty
■ five
■ twenty-five
The "hyphen" (solidus) and the apostrophe must be left with their actual
value (002F) in alephe/unicode/unicode_to_word_gen file, and both the
hyphen and the apostrophe must not be entered in any of the word breaking
procedures in the library's tab/tab_word_breaking file.
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Go to next section (Finding Records)
10.0 FINDING RECORDS
There are two access methods to find records in the Acquisitions, Cataloging, Circulation, ILL and Serials modules. You can either search (find)
by system number (BIB or ADM), by index terms, or by words from particular fields or scan (browse) through an index or a headings list.
10.1 SEARCH AN ADMINISTRATIVE RECORD
1. Click on the Get Record by Find icon
, which is located on the toolbar in the Acquisitions, Cataloging, Circulation, ILL and
Serials module. The Search for an Administrative Record window is displayed:
In Cataloging, this window looks slightly different.
2. Select the bibliographic library in which the record is cataloged.
3. Use one or more of the available search options below to define your search. Up to 10 search options may be available on this window
depending on the way the system librarian has set up the system. The options can be for searching on indexes (e.g. ISBN), or words (e.g.
words from title).
You can use wildcards (* or ?) within any of the fields (except Administrative and Bibliographic Record numbers where an exact number
should be entered). Terms searched on indexes (i.e. ISSN, ISBN) are automatically truncated.
If more than 100 records satisfy your search, an error message is displayed to that effect. In that case, you must narrow your search.
10.2 SCAN FOR AN ADMINISTRATIVE RECORD
You may browse an index (for example, a title or LC number index), in order to find your record. Click
Administrative Record window to be displayed.
for the Scan for an
Bibliographic Lib.
Select the bibliographic library which you would like to browse.
Scan Code
Choose any of the pre-defined indexes from the drop-down menu.
Scan Text
1. Enter the text from which you want to start browsing.
2. Click Search. A list of headings or index terms from the relevant index, starting with the text you entered, is displayed in the same
window.
3. Highlight one or more of the entries (using the mouse together with either the Shift or Control buttons on the keyboard), and click Full. If
you have highlighted a line (which only has one record related to it), the Full view of the record is displayed:
4. In a Brief List, click Select for the record to open, or Cancel to go back to the Scan window. Click View Full to receive a Full view of the
record.
5. In Full view, scroll between the records displayed in the Brief List using the Prev. Record or Next Record buttons. When you have found
the right record, click Select for that record to open.
In the event that you highlight more than one line or a line with more than one related record, a Brief List is displayed:
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Go to next section (Navigation Window)
11.0 NAVIGATION WINDOW
The Navigation window (or map) is directly available in the Circulation, Acquisitions, ILL, Items and Serials modules, and also can
be accessed from within the Search module. It displays all information regarding a single Bibliographic (BIB) record.
The purpose of the Navigation window is threefold:
1. 'Pushing' (or carrying over) records from one module to another.
2. Viewing a tree of all records in the system which are related to the Bibliographic record.
3. Viewing of summary information for each of the records related to the Bibliographic record.
You can use the navigation buttons to 'take' the record you have opened in one module into another module. This is preferable, and
is faster, than opening the other module, then finding that record there. If the other module already has this record open, 'pushing' it
there also guarantees that whatever changes were made to it in the first module will be carried over to the other one.
Example:
You modify a serials item in the Serials module, and wish to open it in the Items module for binding. Click on the Items button in
the Serials module's Navigation window to carry the record over, and open the Items module if it has not been opened before.
The left-hand frame of the window displays a list of all the records linked to this bibliographic record (further sub-divided by
Administrative records):
❍ Holdings records
❍ Items linked to it and their barcodes
❍ Serial subscriptions
❍ Acquisitions orders
❍ Items on loan
❍ A graphic summary of the above.
The main frame of the Navigation window displays a summary of information for any of the records that were highlighted on the
left-hand frame.
For example, when you highlight a subscription on the left-hand frame, a summary view of this subscription will be displayed in the
main frame.
This information is formatted by the system librarian using the available choices.
For the System Librarian: tab33.lng defines the format of the BIB-ADM record that is displayed in the Navigation Map window
in the various GUI modules. The display information of each related record (e.g: order, item, loan) is determined by the 'display'
table of each related record.
For example: The display of the order information is detemines by the ADM table: tab_acq_display.lng. The display of the item
information is detemines by the ADM table: tab_item_display.lng. The display of the loan information is detemines by the ADM
table: tab_loan_display.lng.
Following is an example of the Navigation window, taken from the Items module:
The system allows configuration of the Navigation Window according to the application the window appears in. By default, all
buttons will appear. If you want a particular button to be hidden, go to the module's INI file, in the [NavMap] section, and set the
button's parameter to "N".
For example, the button for the Items module need not be displayed when the Items module is open. Therefore, as shown below, the
parameter controlling the Items button is set to "N":
[NavMap]
PushBIB=Y
PushBIBOpac=Y
PushADM=Y
PushHOL=Y
PushSerial=Y
PushItems=N
PushAcq=Y
PushIll=Y
PushCirc=Y
Trigger=Y
ShortCatAdm=Y
Following is the key to all the buttons that may be displayed on the Navigation window.
Catalog BIB
To transfer to the Catalog module in order to edit the Bibliographic record, click the Catalog BIB button.
View in OPAC
To transfer to the OPAC in order to see the Full View of the Bibliograhic record, click the View in OPAC button.
Catalog ADM
To transfer to the Catalog module in order to edit the Administrative record, click the Catalog ADM button.
Catalog HOL
To transfer to the Catalog module in order to edit the Holdings record, click the Catalog HOL button.
Serials
To transfer to the Serials module in order to edit the serials records, click the Serials button.
Acquisitions
To transfer to the Acquisitions module in order to edit the acquisitions records, click the Acquisitions button.
ILL
To transfer to the ILL module, click the ILL button.
Circulation
Click the Circulation button to transfer to the Circulation module in order to view the Item List. (From there, you may view loans
and holds and make photocopy and hold requests.)
Triggers/Active Triggers
A trigger is a reminder to perform a task related to the record. The button will read "Triggers" if no triggers have been set for this
record in the Items module. To add a trigger for this module, click the button.
The button will read "Active Triggers" if at least one trigger has been set for this record for today's date. To view, add or delete
triggers, click the button.
Update ADM
Click Update ADM to view the ADM record, or to quickly edit, add or delete a line from the record. This option does not provide
any of the editing tools that are available in the Catalog module, such as New Field (choose from list), Open Form and Help on
Field. For full editing support while updating an ADM record, click Catalog ADM, instead.
Note: The following buttons are only available from the Navigation window accessed from the OPAC GUI:
Remove BIB
To remove a BIB record from the left-hand frame of the Nav. Map, highlight the desired BIB record and click Remove BIB.
Delete BIB
To delete a BIB record from the database completely, highlight the desired BIB record and click Delete BIB.
Refresh Win
Click Refresh Win in order to view any changes made to the Administrative record while the Navigation window was open.
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1.0 ACQUISITIONS OVERVIEW
The Acquisitions module enables you to manage vendor, budget, order and invoice records.
The Acquisitions module runs under ADM type libraries only. This overview includes the
following sections:
❍ Acquisitions Process
❍
Order Types
❍
Acquisition Systems
❍
Prerequisites
❍
Passwords
1.1 THE ACQUISITIONS PROCESS
The acquisitions process includes the following steps:
1. Create a bibliographic record in the Catalog module. This record may be updated
later.
2. Initiate an order by filling in the Order Form in the Acquisitions module. The order
will be sent to the vendor and if you have budget control, the budget will be debited for
the encumbrance.
3. Register the invoice. ALEPH distinguishes between a General Invoice and an Item
Debit. A General Invoice includes several orders; an Item Debit is for an individual
order (and is usually a line in the General Invoice). When the invoice is registered, the
budgets linked to the order(s) are debited.
4. Register the arrival of material as partial or complete.
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1.2 ORDER TYPES
The Acquisitions module handles three order types: monograph, serial and standing order.
A monograph order is for a single item, such as an individual book, or for a complete
multi-volume work, such as a 20-volume encyclopedia. However, you may also place a
monograph order for an individual issue of a serial publication, if, for example, the issue has
been lost and you wish to replace it.
A serial order is for a publication which is issued as a consecutively numbered and
indefinitely continuing series. Examples include newspapers and journals. With a serial order,
the number of issues to be received during the course of the subscription, and the price of the
subscription, are both known in advance, although they might change during the course of a
subscription period.
A standing order is usually for monographs in series (e.g., "Great Artists of the World") or for
monographs of a particular subject matter. In either case, the order is usually for volumes that
are due to be published in the future. A standing order is an open-ended order that remains in
effect until it is cancelled. It is usually not known in advance the number of volumes that will
be received, nor the price of each volume.
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1.3 ACQUISITION SYSTEMS
The library system may be configured in various ways:
1.3.1 Single Library System
In a single library system (shown below), the Acquisitions Department is responsible for the
complete acquisitions process, including the initiation of the order.
1.3.2 Centralized System
In a centralized system (shown below), several libraries (defined as sub-libraries in the
system) share the same catalog (BIB library) and administrative library.
In such a system there is one central Acquisitions Department but the orders are initiated by
the individual library; the Acquisitions Department completes the acquisitions process.
The sub-libraries operate with sub-library password authorization while the central library has
global password authorization to enable it to work with the orders of all sub-libraries.
1.3.3 De-centralized System
In a de-centralized system (shown below), several libraries can share the same catalog (BIB
library) but each handles its acquisitions separately.
If the library has its own administrative library, then it can have entirely separate vendor,
budget and order files.
If the libraries are defined as sub-libraries within one administrative library, each can initiate
and complete the acquisitions process.
Sub-library level password authorizations safeguard the orders of each sub-library.
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1.4 PREREQUISITES
Before initiating any orders, you must first make sure that:
❍ a list of currencies has been created and the exchange rates defined using the
Administration module.
❍ a list of vendors has been created using the Acquisitions or Administration module and
includes the vendor you wish to order from.
❍ a list of budgets has been created using the Acquisitions or Administration module and
includes the budget you want to debit. This step is optional and is only for users who
want budget control.
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1.5 PASSWORDS
Most update functions within the Acquisitions module require password authorization,
including adding, updating and deleting orders, working with budgets and vendors. Password
authorization may be given per function or globally for all functions, and for specific
sub-libraries or all sub-libraries.
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Go to next section (Currencies)
2.0 CURRENCIES
Before initiating any orders, you must first make sure that a list of currencies has
been created and the exchange rates defined using the Administration module.
Go to next section (Vendors)
3.0 VENDORS
This section explains the Vendors function. Before initiating any orders, you must first
make sure that a list of vendors has been created and includes the vendor you wish to order
from.
This chapter includes the following sections:
❍ Vendor List
❍
Vendor Form
❍
EDI Vendors (Link jumps to the EDI chapter)
You may click the
icon to activate the Vendors function.
3.1 VENDOR LIST
When you activate the Vendors function, the window below is displayed.
The Vendor List offers three options that ease your search for the desired vendor:
Sort by
You may choose to have the list sorted by the vendor's name or code.
Enter Starting Point
You can jump to a particular point in the list by typing in text in the space provided and
pressing Enter.
Keywords
Click Keywords to retrieve vendors whose names include the keyword(s) you designate.
You can truncate words by entering the first few letters of your search term (e.g. Hog will
retrieve Hogwarts).
The following fields will be searched for the keywords.
❍ Additional code
❍ Vendor name
❍ Contact
❍ Country
❍ Material type
❍ Vendor addresses
3.1.1 Buttons on the Vendor List
The following buttons are available on this screen:
New
To add a new vendor to the list, click New. The Vendor Form will be displayed for you to
fill in.
Modify
To change information about a particular vendor, highlight the vendor and click Modify.
The Vendor Form will be displayed for you to edit.
Duplicate
You may add a new vendor by copying an existing vendor's details and then editing the
form that pops up. To do so, highlight the vendor whose information you wish to copy,
then click Duplicate. The Vendor Form will be displayed for the new vendor, which will
already be filled in with information copied from the highlighted vendor. You may then
edit the form so that the information will be appropriate for the new vendor.
Delete
To delete a vendor from the list, highlight the vendor and click Delete. Note that if there is
an order or a general invoice connected to the vendor, the system will not allow you to
delete the vendor.
Address
When you click the Address button, the Vendor Addresses form is displayed. This form
can be displayed in two versions depending on tab10 flag 53 (see more information in the
Acquisitions System Librarian chapter: Vendor Addresses Form).
In the event that the flag is to "Yes", the following screen is displayed:
In the event that the flag is to "No", the following screen is displayed:
All five Address screens have the same fields. You should enter an address for Orders but
you can leave the other addresses blank. If you leave the other addresses blank, the Order
address will be used for claims, payments and returns. Additionally, if you leave the
vendor name blank in these screens, the vendor name from the Vendor Information screen
is filled in here.
Note: Although it is not mandatory to fill in the address tabs, it is highly recommended to
fill in at least the address for Orders (tab 1). Otherwise the letters will not include the
address.
Next to the Email field, there is an icon of an envelope. When you click on it, an Email
Message form pops up, letting you send an e-mail message to the vendor.
Click here for information about EDI vendors and the EDI Address.
Sub-library
Click the Sub-library button to assign one or more sub-libraries to the vendor. When you
click this button, the following screen is displayed:
The list on the right side of the screen shows all available sub-libraries. The list on the left
shows the sub-library(ies) that have been assigned to the vendor.
To assign a sub-library to a vendor, go to the right-hand list, highlight the desired
sub-library and click the left arrow. The library will move to the left-hand list. To
highlight more than one library at a time, hold down the Ctrl key while clicking on each
desired library. In order to highlight a continuous range of libraries, highlight the first
library in the range, then hold down the Shift key and highlight the last library in the
range.
To remove a library from a vendor or budget, go the left-hand list, select the unwanted
library(ies), then click the right arrow. The library(ies) will move to the right-hand list.
If you do not select any sub-library, orders for all sub-libraries can be assigned for this
vendor.
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3.2 VENDOR FORM
The Vendor Form enables you to register administrative information about a vendor. The
Vendor Form has two parts, accessible by clicking on the tab for each part. When you are
finished filling in both parts, click Update.
Note that Vendor Addresses are available by clicking the Address button on the Vendor
List.
3.2.1 General Information Tab
When the user clicks on the General Information tab, the following screen is displayed:
Open Date
This is the date the record was opened. It is filled in automatically by the system.
Update Date
This is the date the record was updated. It is filled in automatically by the system.
Vendor Code
Mandatory. The vendor code is the unique alphanumeric code by which the system
identifies the vendor. You may enter up to 20 alphanumeric characters.
Vendor EDI Code
This field is relevant for EDI.
To ensure that an order may be sent by EDI to a vendor, you must enter the Vendor's EDI
code. The Vendor's EDI code may be up to 35 characters.
Note: This is not the same as the Customer's EDI code that was entered in column 2 of
tab35.
Vendor EDI Type
This field is relevant for EDI.
In order to send an order by EDI to a vendor, you also have to enter the EDI code type.
these types should be supported by EDItEUR:
31B
014
091
092
for
for
for
for
US SAN
EAN-13
ID assigned by supplier
ID assigned by customer
Additional Code
Optional. Enter a supplementary vendor code here, if one is used by your library system.
Vendor Name
Mandatory field. This is the name as it will appear on the List of Vendors. The name you
enter here may be different from the name you enter for the Order, Claim, Payment, or
Return Addresses. In this Vendor Name field, enter only the name (up to 150 characters),
and not the address, of the vendor.
Contact
This field is optional. You may enter the name of the person to contact at the Vendor. You
may enter up to 200 characters.
Vendor Status
This field is optional. You may enter a 2-character code defined by your library in order to
differentiate between vendors.
Country
This field is optional. The information is for reference only.
Vendor Language
Mandatory. This is the language of the forms (order slips, claims) that will be sent to the
vendor.
Material Type
This field is optional. You may wish to describe the type of material you usually order
from this vendor. You may enter up to 20 characters.
Note
You may enter a note up to 100 characters in length.
3.2.2 Account Tab
When the user clicks on the Account tab, the following screen is displayed:
Account no. (M)
This is your account number for monographs, as registered by the vendor. This field is
optional.
Account no. (S)
This is your account number for serials, as registered by the vendor. This field is optional.
Vendor's Bank Acct
Optional. You may wish to enter the bank name and account number used by the Vendor.
Currency 1-4
These are the currencies used by the vendor and the currencies in which you are most
likely to receive invoices. You may enter up to four currencies. Currency 1 will be copied
to each order from this vendor as the default currency.
For the system librarian:
If TAB10-CHECK-INVOICE-CURRENCY is YES, at least one currency must be entered
in the Account tab on the Vendor form; when you assign a general invoice to an order, the
system will only allow you to pick one of the four defined currencies. Currency 1 is the
default.
If TAB10-CHECK-INVOICE-CURRENCY is NO, the currency field in the Account tab
on the Vendor form is not mandatory; when you assign a general invoice to an order, the
system will allow you to choose a currency that is not defined in the Vendor form.
An extensive list of currencies and their standard abbreviations is given in the on-line help.
Terms sign
Enter a + or - sign to indicate whether there is an added charge or a discount for orders
from this vendor. This relates to the estimated price, that is, the encumbrance, only. You
may leave this field blank, but if you fill it in, be sure to fill in Terms Percent also.
In the event that the Term Sign is "-" (minus) an error is reported if the Terms Percent is
greater than 100.00%.
Terms percent
Enter the percentage of the added charge or discount.
Delivery Type 1-5 & Delivery Delay 1-5
For each material delivery type (Delivery 1-5) , also enter the delivery delay (Delivery
delay 1-5). When determining the delivery delay, take into account the time it generally
takes to receive the material from the day the order is sent to the vendor. The information
in these fields is used by the system to calculate the E.D.A. (estimated date of arrival) for
an order. The Delivery 1-3 fields are used for Acquisitions records; the Delivery 4-5 fields
are used for Serials records. It is mandatory to select either Delivery 1 (Monograph) or
Delivery 4 (Serials) in the Delivery type field when adding or updating a Vendor Record.
If no delivery type is selected, the order record cannot be filled.
Order Delivery Type
This is the manner in which your library sends the order to the vendor.
Letter Format
This is the default order slip that will be generated for the vendor, unless otherwise
defined in the Acquisitions Order Form. This slip will be generated when you click the
Send button on the Order List screen.
Letter Send Method
You may choose to print the order slip and send it by conventional mail, or you may send
the slip by email. Note that in order to send the slip by email, the Letter Format chosen
above must be for a template that contains the "#EMAIL" command; the email address
must be given in the Vendor Addresses screen; and the correct definition must be set in the
print.ini file by the System Librarian.
List Format
This is the format that the system will use to generate a list of orders for a vendor when
you use the function in the Services module called "List of Orders for Vendor."
List Send Method
You may choose to print the order list and send it by conventional mail, or you may send
the list by email. Note that in order to send the list by email, the List Format chosen above
must be for a template that contains the "#EMAIL" command; the email address must be
given in the Vendor Addresses screen; and the correct definition must be set in the
print.ini file by the System Librarian.
EDI Send Method
You may choose to send the order by EDI. Select FTP (for ASCII) or FTPBI (for binary).
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Go to next section (Budgets)
4.0 BUDGETS
Budgets are an optional feature and are only for users who want budget control. If you do want budget
control, then before initiating any orders, you must first create a list of budgets using the Administration
module. After a budget has been created, it can be assigned to an order (see the section on Orders).
The budget administrator may make allocations to and transfers from the budget, while other "allowed
users" may make encumbrances and register invoices.
This section explains how to modify budgets, how to make allocations and transfers, and how to view
the encumbrances and invoices that have been registered for a budget.
You may click the
icon to activate the Budgets function.
4.1 BUDGET SUMMARY
When you activate the Budgets function, you will be prompted to select a budget. The Budget
Information window will be displayed:
The Budget Information window allows you to retrieve a budget or a group of budgets by:
❍
❍
❍
❍
Budget code
Wildcard search
Budget group
Budget hierarchy
The budget hierarchy search allows you to retrieve by budget parent code, all sub-related budgets.
For example: If budget SCIENCE-2001 is a parent budget of EXACT-SINCE-2001 and
EXACT-SINCE-2001 is a parent budget of MATH-2001, a Budget Hierarchy search for
SCIENCE-2001 will retrieve a budget summary which includes the following budgets: SCIENCE-2001,
EXACT-SINCE-2001, MATH-2001.
If the budget does not have "children" the search will be performed as if you have chosen the "By
budget code" filter.
The wildcard search allows you to select a group of budgets by entering a partial budget code and an
asterisk *. For example, B*-2001 will retrieve all budgets that start with the letter "B" and end with
"-2001". "B" and end with "-2000".
After selecting the budget(s), the window below will be displayed.
This window displays the major features of the selected budget(s). You may read, but not change, the
information on this screen.
When the search retrieves a group of budgets, the Budget Summary includes all retrieved budgets as if
they were one budget.
If a single budget is displayed, the following buttons are available on this screen:
Modify
If you are the Administrator of this budget, you may change budget information. To do so, click
Modify. The Budget Information Form will be displayed for you to fill in.
Transactions
To view a list of transactions (showing amounts allocated, encumbered, transferred, invoiced, and so
on), click Transactions. (This will also enable you to record a debit or credit to this budget.)
Print
To print the budget summary, click Print.
Sub-library
Click the Sub-library button to assign one or more sub-libraries to the budget. If a sub-library is
selected, only orders for this sub-library may be charged to this budget. If you do not select any
sub-library, orders for all sub-libraries may be charged to this budget. Note that users with sub-library
level password may place orders only for budgets belonging to their sub-library. Users with global level
authorization may enter any budget. (This is to enable registration of an order to budgets belonging to
different sub-libraries in case of a shared order. Note that if an order is placed against two or three
budgets of different sub-libraries, a sub-library level user will not be able to update the order.)
For an explanation of how to assign sub-libraries, go to the Vendors chapter. (The same procedure is
followed whether you assign sub-libraries to a budget or to a vendor.)
4.1.1 Fields
Following is an explanation of fields whose contents may not be self-explanatory.
Budget Type
The budget type is for information only. The various types are set by the System Librarian. Some
examples of budget types are:
REG - Regular
INB - Internal
SPE - Special
RES - Research
CLS - Balanced budget
Budget Status
The budget status can be active (AC) or non-active (NA). An order that is placed against an inactive
budget will be trapped.
Maximum over-encumbrance
This is the maximum amount by which the budget may be encumbered, over and above the estimated
budget balance (which is computed from allocations minus invoices and encumbrances). For example,
when the estimated balance is "zero," if the maximum over-encumbrance is $100, then encumbrances
up to $100 may be made.
Maximum over-expenditure
This is the maximum amount by which the budget may be debited (that is, invoices paid), over and
above the total budget allocation. For example, the total allocation may be $1000 and a "grace amount"
for over-expenditure may be $100.
Free balance
When the free balance is calculated, the encumbrances are subtracted. The equation is:
Free balance = total allocations - (paid + unpaid invoices + encumbrances)
Actual balance
When the actual balance is calculated, the encumbrances are not subtracted. The equation is:
Actual balance = total allocations - (paid + unpaid invoices)
Total transfers
This is the sum of all transfers-in minus all transfers-out.
Expended
This field defines the percentage of the total allocation that is used for expenditure (paid and unpaid
invoices).
For example: If the total allocation is 1000.00 and the expenditure is 400.00 than this field will be 40%.
Expended + Encumbered
This field defines the percentage of the total allocation that is used for expenditure and encumbrances.
For example: If the total allocation is 1000.00, the encumbrance amount is 200.00 and the expenditure
amount is 400.00 than this field will be 60%.
4.2 BUDGET INFORMATION FORM
When you click Modify on the Budget Summary, the Budget Information Form is displayed, enabling
you to register administrative information about a budget. The Budget Information Form has two parts,
accessible by clicking on the tab for each part. When you are finished filling in both parts, click Update.
4.2.1 Information Screen 1
When the user clicks on the Information Screen 1 tab, the following screen is displayed:
Open Date
This is the date the record was opened. It is filled in automatically by the system.
External Budget
If this budget is part of a larger administrative authority, enter the budget code for that authority here.
Budget Code
The budget code is the unique code by which the system identifies the budget. You may enter up to 20
alphanumeric characters. The recommended format is code-year, for example, HISTORY-1998. This
format is not required but if your budgets are annual, it will enable you to use various features that
require the code-year format.
Budget Type
The budget type is for information only. If you do not choose a budget type, it defaults to the first one in
the list. The various types are set by the System Librarian. Some examples of budget types are:
REG - Regular
INB - Internal
SPE - Special
RES - Research
CLS - Balanced budget
Budget Status
The budget status can be active (AC) or non-active (NA). An order that is placed against an inactive
budget will be trapped. If you do not choose a budget type, it defaults to active (AC).
Valid From-To
Enter the dates between which orders may be placed against the budget. An order will be trapped if it is
placed outside the valid period.
Note 1-4
Each note may be up to 100 characters in length.
Budget Groups
Budget groups are used to combine several budgets in a group in order to produce a report on the
budgets. Select a group from the pull down menu. For example, you may wish to have separate groups
for material type, department and faculty. In this case, a particular budget, called Biologyserials-1998,
may belong to a Serials Group, a Biology Department Group, and a Faculty of Science Group.
Name
This the name of the budget. This information is optional. You may enter up to 60 characters.
Department
This information is optional.
4.2.2 Information Screen 2
When the user clicks on the Information Screen 2 tab, the screen below is displayed.
Administrator ID
The administrator of the budget may make allocations and transfers. The nameentered here must be that
of a user who is authorized for Budget Update.
Enter an asterisk * in order to allow all users that have Budget Update authorization to update this
budget. Enter a name to limit update of this budget to a particular user.
Allowed User ID 1-10
An allowed user may encumber funds for this budget and/or pay invoices (depending on the access
rights assigned to the user in the Administration module). Place an asterisk * in the first field if you
want all users to be able to encumber budgets and/or pay invoices. Remember that sub-library
authorization can also limit using a budget for encumbrance and payment.
Maximum over-encumbrance
This is the maximum amount by which the budget may be encumbered, over and above the estimated
budget balance (which is computed from allocations minus invoices and encumbrances). For example,
when the estimated balance is "zero," if the maximum over-encumbrance is $100, then encumbrances
up to $100 may be made. This can be expressed as an amount or as a percentage (depending on the
"over enc./exp." checkbox).
Maximum over-expenditure
This is the maximum amount by which the budget may be debited (that is, invoices paid), over and
above the total budget allocation. For example, the total allocation may be $1000 and a "grace amount"
for over-expenditure may be $100. This can be expressed as an amount or as a percentage (depending
on the "over enc./exp." checkbox).
Over-enc./exp. as a percent of allocation
"Over-enc" means over-encumbrance and "Over-exp" means over-expenditure. This parameter works
together with the "Maximum over-encumbrance" and "Maximum over-expenditure" fields that appear
on the window above the checkbox. If you place a checkmark in the box, it means that the amount
written in the "Maximum over-encumbrance" and "Maximum over-expenditure" fields will be taken as
a percentage of the allocation.
For example, if the "Maximum over-commitment" field value is 150 and the allocation is 5000, and the
user places a checkmark in the box (for percent), then the maximum over-commitment is 150 percent,
or 7500, to be added onto the allocation of 5000 for a total of 12,500.
If, on the other hand, you do not place a checkmark in the box, then the value for the "Maximum
over-commitment" field will be taken as is (not as a percentage) and added onto the allocation. In the
example given above, 150 plus 5000 equals 5150.
Annual budget
If you have used the Budget Code format code-year (see Information Screen 1), and you indicate that
this is an annual budget, then at the end of the budget year, the budget remaining can be carried over
automatically to the budget for the new year. Note that any encumbrances and unpaid invoices will be
carried over, too.
4.3 TRANSACTION LIST
When you click Transactions on the Budget Summary, the Transaction List shown below is displayed.
This window lists transactions for the selected budget, indicating whether they are credits (C) or Debits
(D).
To display only one type of transaction, click the button next to the desired transaction type.
There are six types of transactions that may appear in the list:
❍ ALC (Regular Allocations)
❍ CRO (Carryovers)
❍ ENC (Encumbrances)
❍ ILC (Initial Allocations)
❍ INV (Invoices)
❍ TRN (Transfers)
Following are the buttons on this screen.
Allocate
To allocate funds to the selected budget, click Allocate.
View
To view details about the highlighted transaction, click View.
Print
To print a list of transactions, click Print. You will be able to choose the type of transaction (such as
transfers, paid invoices, etc.) that you wish to be printed.
Transfer
To transfer funds from one budget to another, click Transfer.
4.3.1 TRANSACTION FORM
When you click Allocate or View on the Transaction List, the Transaction Form shown below is
displayed.
This form may be used to allocate funds or to view the details of a transaction. The fields that appear in
this form depend on the type of transaction selected. Fields which may not be self-explanatory are
described below.
Budget code
The system automatically fills in the budget code.
Date
The system automatically fills in the current date, but if you are allocating funds, you may change the
date. Press the hotkey F9 to determine which format is currently being used for entering the date. For
example, there is no visual difference on the form between the format day/month/year and the format
month/day/year. By pressing F9, you will also be able to change the format for entering the date.
User name
This is the name of the person who performed the transaction.
Type
There are six types of transactions:
❍ ALC (Regular Allocations)
❍ CRO (Carryovers)
❍ ENC (Encumbrances)
❍ ILC (Initial Allocations)
❍ INV (Invoices)
❍ TRN (Transfers)
Note
This information is optional.
Currency
This is the currency used for the transaction.
Currency date
This is the date of the exchange rate of the currency.
Amount
This is the amount the library is being billed or credited. This amount drops to zero when the order
status is one of the following:
❍ CLS (order is closed)
❍ LC (library cancelled order)
❍ VC (vendor cancelled order)
❍ DNB (delayed, no budget)
❍ CNB (cancelled, no budget)
Local amount
This is the amount, translated into the local currency.
Debit/Credit
This indicates whether the amount will be deducted from or added to the balance.
4.3.2 BUDGET TRANSFER
When you click Transfer on the Transaction List, the following screen is displayed.
You can also access the Budget Transfer window by selecting the Transfer between Budgets option
from the Administration menu on the Acquisitions GUI menu bar.
To transfer funds from one budget to another, fill in the form and click OK.
Note
The "Note" field is optional. You can enter a note of up to 200 characters.
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Go to next section (Orders)
5.0 ORDERS
This section explains the Order function. In addition to simply ordering materials, this function enables you to encumber
budgets for an order, produce a claim, register the arrival of material and register invoices.
This chapter includes the following sections:
❍ Order Index List
❍
Order List of Administrative Record
❍
Order Form
❍
Sending Orders to Vendors
❍
Encumbrances for Order
❍
Cancelling Orders
❍
Deleting Orders
❍
Order Log
❍
Moving ADM Records
To initiate a new order or modify an existing order go to the Main Menu. Under the Orders option, select Index, Find
Record, or Order number. Each selection enables you to retrieve the Order List of Administrative Record.
You may also click the
icon for the order index or the
icon for the order number.
5.1 ORDER INDEX LIST
When the user selects Index from the above menu, the Order Index List screen (shown below) is displayed:
The Order Index List enables the user to sort records by various indexes, such as order number, vendor code, etc., and
choose a record to work on.
The Order Index List offers many options that ease your search for the desired order:
Filters
You may choose to have the list filtered by one of a number of different indexes, such as order number or vendor code. In
addition, you can display only those orders that relate to a particular sub-library, order status, order type, and so on. You
can also display orders that were created within a specific period of time (defined by the "from" order date and "to" order
date). If you leave the "to" date blank, all dates will be displayed.
Vendor status filter: In order to ensure that the vendor status filter works properly after updating the vendor status in the
vendor record, run the Rebuild Order Index (acq-04) batch service.
Enter Starting Point
You can jump to a particular point in the list by typing in the beginning of the index text in the space provided and
pressing Enter or clicking the Search Now button.
5.1.1 Buttons
The following buttons are available on this screen:
Select
To see the list of orders for the highlighted item, and to perform a number of different functions related to an order, click
Select.
View Order
To read, but not change, order details for the highlighted item, click View Order.
Order Log
To read the list of order-related activities that have occurred (such as a change in the Order Status), or to add an entry to
the list, click Order Log.
Print Order
To print the order for the highlighted entry, click Print Order.
Search Now
If you have typed text in a field (rather than choosing from a menu), you must click the Search Now button in order to
activate the filter. The relevant entries are then displayed.
Clear Filter
To clear all index filters, click Clear Filter.
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5.2 ORDER LIST OF ADMINISTRATIVE RECORD
When the user selects a record, the following window is displayed:
This screen lists the orders related to a particular administrative record.
If your System Librarian has determined that the "Enc sum" column should be displayed, it will display the
Encumbrance Sum, broken down into three parts:
❍ The first part is the original encumbrance amount that is based on the estimated price on the Order Form.
❍ The second part is the difference between the original encumbrance amount and the amount on the invoice. This
difference is referred to as the Active Amount. (The Active Amount automatically becomes zero when the invoice
is registered as "complete".)
❍ The third part is the Currency.
The following buttons are available on this screen:
Modify
To change the details of an order, highlight the order and click Modify. The Order Form will be displayed.
Add
To add a new order, click Add. You will be able to choose the order type, monograph, standing order or serial. In
addition, depending on how your System Librarian has set up the Acquisitions module, you will be able to activate a
specific counter for assigning the order number. (Click here to go to the System Librarian chapter for information about
setting up order number counters.) The Order Form will then be displayed.
Duplicate
You may add a new order by copying an existing order's details and then editing the form that pops up. To do so,
highlight the order whose information you wish to copy, then click Duplicate. The Order Form will be displayed for the
new order, which will already be filled in with information copied from the highlighted order. You may then edit the form
so that the information will be appropriate for the new order.
Delete
To delete an order from the list, highlight the order and click Delete.
When deleting an order from the Orders List for orders of type "M" (Monographs), a warning for the existence of items
appears. Overriding this warning will delete all attached items with the deletion of the order itself.
A warning for deletion of attached claims will appear when trying to delete an order with attached claims. Overriding this
warning will delete all attached claims.
A warning for deletion of the order's arrivals will appear when trying to delete an order with arrivals. Overriding this
warning will delete all attached arrivals.
A warning for deletion of attached invoices will appear when trying to delete an order with assigned invoices. Overriding
this warning will delete all attached line items.
Print/Cancel
Click this button to receive a dialog box with the following three choices for the highlighted order:
❍ Print record information only - This will print complete order information, including budget encumbrance and
invoice details.
❍ Print cancellation letter to vendor - The order status will change to "LC". This status automatically cancels the
budget encumbrance. If the status is changed back to a status that indicates that an order can be sent, the budget
encumbrance is re-activated. The cancellation letter will always be printed as an individual hard-copy letter.
❍ Send order letter to vendor - If the user sends an order letter to the vendor (and the Order Delivery Type is LE
for letter), the order status will change to "SV" (same as when the user clicks the Send button on the Order List
window).
If the Order Delivery Type is LI (for list of orders) or ED (for EDI), the order status will change to "RSV" (ready
to send to vendor) and the order will actually be sent when the "Send List of Orders to Vendor" or "Send Orders by
EDI" function is run in the Web Services module.
Send
To print the order slip to be sent to the vendor, click Send. The default letter format that will be printed is defined in the
Vendor Form, on the Account tab. This letter format may be changed for a specific order by modifying the Order Form,
on the Vendor tab.
Encumber
To encumber a budget for an order, highlight the order and click Encumber. The Encumbrances for Order screen will be
displayed.
Invoice
To view the General Invoice(s) and Line Item(s) related to this order, click Invoice. If a Line Item does not exist, you will
be able to create one. You will also be able to create additional Line Items.
Arrival
To register the arrival of material, highlight the order and click Arrival. The Arrival List of Order screen will be
displayed. See the chapter on Arrivals.
Copies
To view an Item record or Subscription record, click Copies. If such a record does not currently exist, you will be
presented with a blank record for you to fill out in anticipation of receiving the item or issue.
Claims
Click Claims to send a new claim, view claims that have already been sent, and register the vendor's reply.
Order Log
To read the list of order-related activities that have occurred (such as a change in the Order Status), or to add an entry to
the list, click Order Log.
5.2.1 Quick Cataloging in Acquisitions
Another way to reach the Order List of the Admin record window is through the Quick Cataloging option of GUI ACQ.
This option is accessible via: GUI/ ACQ / Menu Bar - Orders / Catalog Record.
After you select the Catalog Record option the quick cataloging window is displayed:
This window is used to briefly catalog a record with minimum information. Once you fill in this form and click OK, the
Order List of the Admin. Record window will be displayed. At this stage, you may add a new order for this record.
For the system librarian:
Up to ten fields are available. These fields are determined by pc_tab_acq_fast_cat.lng.
Note: This table has to be edited in the BiB library (for the creation of the BiB record) and in the Administrative library
(for the creation of the ADM record).
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5.3 ORDER FORM
When you select Add, Modify or Duplicate on the Order List of Administrative Record screen, the Order Form is
displayed. The Order Form has three parts, accessible by clicking on the tab for each part. Note that the Vendor
Information part is different, depending on whether the order type is monograph, serial or standing order.
5.3.1 Order Information Tab
When you click on the Order Information tab, the following screen is displayed.
5.3.1.1 Buttons
The following buttons are available on this screen:
OK
When you are finished filling in all parts of the form, click OK.
Save Def
If you wish to save the values you have entered for the fields listed below and copy them to each new order form that you
open, click Save Def(aults). Defaults are saved per workstation. The fields that are copied are:
Order number 2
Order number 3
Order group
Sub-library
Acquisition method
Material type
Vendor code
Vendor reference
Vendor note
Rush
Borrower ID
Borrower name
Send directly
No. of units
Max. arrival days
Batch claiming
Three additional special fields can also be saved by default:
❍ Item collection,
❍ Encumber budget
❍ Order Status
An additional confirmation message will be displayed if they are not empty when saving the defaults. These three fields
can only be saved in New or Duplicate mode, whereas all other save default fields can also be saved in Modify mode.
Note that when you click the Save Def(aults) button, much of the information you entered about the vendor (the specific
fields are listed below) will not be copied when you Add or Duplicate a record. Instead, the information that will be
entered in these fields will be taken from the Vendor Record. In addition, a new EDA will be entered, calculated on the
basis of the delivery type. Following are the fields whose values are copied from the Vendor record:
Letter type
Order delivery type
Delivery type
Send letter by
Currency
Terms sign
Terms percent
If you would like to clear all saved default fields, select File/Delete order defaults from the Main menu.
Refresh
If you wish to have the system calculate and display the local cost based on the effective currency exchange rates, click
Refresh.
5.3.1.2 Help on Fields
Order number 1
The system will automatically assign an order number but you are free to change the number, as long as the number you
are entering is not already in use. The System Librarian is responsible for setting up order number counters.
Order number 2
This field is optional. It may be used to provide a supplementary order number.
Order number 3
This field is optional. It can be used to indicate the Authorization Group to which a user belongs. Users who belong to the
same Authorization Group may update each others' orders. Your system librarian can provide you with Authorization
Group names. If you wish to save the value you have entered for Order number 3 and copy it to each new order form that
you open, click the Save Def(aults) button.
Order status
The following statuses are available:
NEW - Request to order. Not yet processed.
WP - Waiting for processing. This is an interim status between NEW and PS.
PS - Processing started. This status can be used to indicate to the central ordering agency that the order is ready to be
processed.
WB - Waiting for budget confirmation.
QSV - Query before sending order.
CNB - Cancelled, no budget. This status cancels the budget encumbrance. If the status is changed to a status that indicates
that the order can be sent (e.g., RSV Ready to send to vendor), the budget encumbrance is re-activated.
DNB - Delayed, no budget. This status cancels the budget encumbrance. If the status is changed to a status that indicates
that the order can be sent (e.g., RSV Ready to send to vendor), the budget encumbrance is re-activated.
RSV - Ready to send to vendor.
SV - Order sent to vendor. When an order slip is printed, the order status is automatically updated to SV.
VC - Vendor cancelled order. This status cancels the budget encumbrance. If the status is changed to a status that
indicates that the order can be sent (e.g., RSV Ready to send to vendor), the budget encumbrance is re-activated.
LC - Library cancelled order. This status cancels the budget encumbrance. If the status is changed to a status that
indicates that the order can be sent (e.g., RSV Ready to send to vendor), the budget encumbrance is re-activated.
CLS - Order is closed. If the material arrival status is complete and the invoice has been paid (payment status is Paid), the
system updates the order status automatically to CLS.
Order ISBN/ISSN
This field is optional.
If the ISBN/ISSN is available in the Bibliographic Record (USMARC 020/022 field, MAB 540/542 fields and
DANMARC 021/022), the system automatically enters the ISBN/ISSN in the Order Form (if you have reached the Order
Form by clicking New or Duplicate on the Order List). If the system has not filled in the ISBN/ISSN, you may do so.
When there is more than one ISBN/ISSN field in the BIB record, you may select the relevant value from a drop down
menu in the Order ISBN/ISSN field.
Note: If TAB10-CHECK-ORDER-ISBN-ISSN is set to Y, the system only allows valid ISBN and/or ISSN entries in the
Order form.
Order group
This field is optional. The Order Group is a library-defined category. For example, your System Librarian may decide to
use this field to categorize orders by the work-group of librarians who are ordering items, or by the department for which
the items are being ordered. If you wish to save the value you have entered for Order Group and copy it to each new order
form that you open, click the Save Def(aults) button.
Open date
This is the date that the order was initiated. The date is filled in automatically by the system.
Status date
This is the date that the status was last changed. It is filled in automatically by the system.
Order date
This is the date that the order was sent to the vendor. It is filled in automatically by the system and the order status is
changed automatically to SV.
Invoice status "Complete"
This field only appears when an Invoice Line Item for this order has been registered. If the invoice is complete (Invoice
status is CMP-complete), then the checkbox is marked. If you expect to receive additional invoices for this order (Invoice
status is PTL-partial), then the checkbox is left blank.
For incomplete invoices, the system continues to debit the remaining encumbrance from the budget until the invoice is
complete. When the invoice is complete, if the invoiced amount is different from the encumbrance, the budget is debited
according to the invoiced amount.
For Standing Orders, the Invoice Status is always "non-complete".
Use this checkbox to change an existing invoice's status.
Arrival status "Complete"
This field only appears when an Arrival has been registered. If all units for this order have arrived (Arrival status is
CMP-complete), then the checkbox is marked. If more units are expected (Arrival status is PTL-partial), then the
checkbox is left blank.
For Standing Orders, the Invoice Status is always "non-complete".
Use this checkbox to change an existing arrival's status.
Material type
Select the material type of the item ordered. If you wish to save the value you have entered for material type and copy it
to each new order form that you open, click the Save Def(aults) button.
Sub-library
Select the sub-library to which the order belongs. If you wish to save the value you have entered for sub-library and copy
it to each new order form that you open, click the Save Def(aults) button.
Acquisition method
Select the method by which the item is acquired. If you wish to save the value you have entered and copy it to each new
order form that you open, click the Save Def(aults) button. Some examples of acquisition methods are:
P - Purchase
A - Approval
G - Gift
E - Exchange
D - Deposit
O - Other
PF - Purchase Free (allows a reduction in price of up to 100.00 percent)
Borrower ID
If the order is for a specific user, enter the Borrower ID here. You may select from a list of users by clicking on the button
to the right of the field. If the "Send directly" checkbox is marked, the system will then print the user's address on the
order slip. If you wish to save the value you have entered for Borrower ID and copy it to each new order form that you
open, click the Save Def(aults) button.
Send directly
If you want the order to be sent directly to the user listed above, put a mark in the box by clicking on it. If you wish to
save the value you have entered for this field and copy it to each new order form that you open, click the Save Def(aults)
button.
User name
If you have entered a Borrower ID above, the system will automatically fill in the user name.
Library note
You may enter a note up to 100 characters in length.
5.3.2 Vendor Tab
When you click on the Vendor tab, the following screen is displayed. Note that the Vendor Information part differs,
depending on whether the order type is monograph, serial or standing order.
Vendor code
You may select a vendor from a list by clicking on the button to the right of the field. Alternatively, you may enter a
vendor code by typing it in the field. If you do so, be sure to press Enter when you are finished typing the vendor code.
This will ensure that information about the order delivery type, delivery type and letter type will be taken from the
Vendor record and entered in the Vendor tab of this Order Form. As soon as the order is sent, the Claim date will be filled
in and calculated on the basis of the delivery type.
If you wish to save the Vendor Code and copy it to each new order form that you open, click the Save Def(aults) button.
Note that only the Vendor Code will be copied, and not other information about the Vendor, such as order delivery type,
delivery type and letter type. (Information for these fields will be taken from the Vendor record, as explained above.)
Vendor name
After you select a vendor code, the system will automatically fill in the vendor name.
Vendor reference
The vendor may have assigned a special reference number for the material. This is especially likely for serials.
Vendor note
You may enter a note up to 100 characters in length.
Order delivery type
This is the format in which the order is sent to the vendor, for example, the format may be a list of orders or a letter for an
individual order. The system will automatically fill in the order delivery type that appears in the vendor record, although
you may change it. If you select LI (for List) or ED (for EDI), then the "Letter type" and "Send letter by" fields will
disappear from the window because they are no longer relevant.
Letter type
This field is active if you select LE (for Letter) for the Order Delivery Type. For Letter Type, select the order slip that
should be printed. Note that the letter type must be compatible with the option selected for the "Send letter by" field
because, for example, the letter type may have a command in its template to send the letter by e-mail.
Send letter by
Select the manner in which you want the order slip sent to the vendor. Note that your choice must be compatible with the
option selected for the "Letter type" field. For example, if you choose an order slip whose template includes the command
to send the slip by email, make sure that the "Send letter by" option is email, too.
Delivery type
This is the way in which the material is sent from the vendor to your library.
Claim date (for Monographs)
Unless you enter your own date, the system will calculate the claim date when the order is sent, according to the material
delivery type and its delay as defined in the vendor record. Thereafter, the system will continue to update the claim date
automatically if the order's claims are being handled by batch claiming through the "Claim Report & Letters" function in
the Web Services module. If the order's claims are being handled manually, instead (by clicking the Claims button on the
Order List window), then the claim date will be updated only if specifically requested by the librarian on the "Send New
Claim" form.
Batch claiming (for Monographs)
If you put a checkmark in this box (by clicking on the box), then the system will send claims for this order when the
"Claim Report & Letters" function in run in the Web Services module. If you do not check this box, then the only way to
send a claim for this order is to manually send one by clicking the Claims button on the Order List window. If you wish to
save the value you have entered for this Batch Claiming field and copy it to each new order form that you open, click the
Save Def(aults) button.
Rush
If this is a rush order, put a mark in the box by clicking on it. If you wish to save the Rush indicator and copy it to each
new order form that you open, click the Save Def(aults) button.
Subscription from-to (for Serials and Standing Orders)
Enter the dates between which the library will be receiving the serial. Press the hotkey F9 to determine which format is
currently being used for entering the date. There is no visual difference on the form between the format day/month/year
and the format month/day/year.
Max. Arrival Days (for Standing Order)
This is the maximum number of days that may elapse since you received the last volume. If you have not yet received any
volumes, then this is the maximum number of days that may elapse since you sent the order to the vendor. You, or your
System Librarian, may print a report of Standing Orders that need claims sent to the supplier. This report may be printed
using the "Standing Orders to Claim" function in the Services module. If you wish to save the value you have entered for
this field and copy it to each new order form that you open, click the Save Def(aults) button.
Budget Cycle (for Serials and Standing Orders)
This defines the cycle of annual budgets that will be encumbered for the subscription in the following way: If you enter
"1", then each annual budget will be encumbered in turn, as the new budgets are opened. If you enter "2", then every
other annual budget will be encumbered; enter "3" to encumber every third annual budget, and so on. For example, if the
selected budget is BIOLOGY-2000 and the Budget Period is "2", then the BIOLOGY-2000 budget will be encumbered
for the subscription, and the annual budget BIOLOGY-2001 will not be encumbered at all. (BIOLOGY-2000 in effect
covers two years.) The next budget that will be encumbered for the subscription is BIOLOGY-2002 (after running the
Renew Order Encumbrances function in the Web Services module).
Renewal Date (for Serials and Standing Orders)
This is the date by which the subscription should be renewed or cancelled.
5.3.3 Quantity and Price Tab
When you click on the Quantity and Price tab, the following screen is displayed.
Number of units
Enter the number of units ordered. This will be printed on the order slip. If you wish to save the value you have entered
for this field and copy it to each new order form that you open, click the Save Def(aults) button.
Unit price
Enter the price per unit.
Total price
If the unit price was entered, the system will automatically calculate the total price by multiplying the number of units by
the unit price.
Quantity note
This note will be printed on the order slip. You can use the note to add remarks regarding the copies or volumes you are
ordering. You may enter up to 100 characters.
Create Item Records
If you want the system to automatically create Item Records for each copy ordered of a monograph, make sure there is a
check-mark in the box. If you do not want Item Records created automatically, remove the check-mark. (The check-mark
is added and removed by clicking in the box.)
Item Collection
When a new item is created and the "Create Item Records" checkbox is flagged, you may determine the Item Collection
using this menu.
Currency
Select the currency in which you will be invoiced by the vendor. The first currency defined in the vendor record will be
entered as the default. Click on the arrow to select one of the vendor currencies that was defined in the Vendor
Information form.
An extensive list of currencies and their standard abbreviations is given in the on-line help.
List Price
Enter an estimate of what the order will cost so that an encumbrance for the item can be debited from the budget. The
price entered should be in the vendor's currency. The Total Price is automatically copied if this field is left blank.
Terms sign & Terms percent
The Term Percent fields of the Vendor form and the Term Percent fields of the Order form allow values of 3 digits plus
two decimal places [nnn.nn]. This allows percentages to be expressed of up to 100.00%.
The following error is reported if the terms sign is "-" and TERMS-PERCENT is greater than 100 : " Terms Percent must
not be greater than 100.00 for reduction".
However you cannot assign a 100% reduction for the Acquisition method "P - Purchase" because the final price is zero.
In the event that an order's Acquisition Method is "PF" the system allows you to bypass this check. For example, when
the Term sign is "-" and the Terms Percent is 100, an error message is not reported.
Final Price
Final price = list price +/- terms
If the budget(s) associated with this order already have encumbrances, then if the final price is changed later, the system
will automatically change the encumbrances accordingly.
Local price
The local price will be calculated by the system as follows: Price in vendor currency X Terms X Currency exchange rate
= Price in local currency
Price note
You may enter a note up to 100 characters in length.
Encumber budget
If you want to encumber a single budget for this order, enter the budget code here. To choose from a list, click the button
on the right side of the field.
If you want to encumber more than one budget, do not fill in this field. Instead, go to the Order List, highlight this order,
then click the Encumber button. Fill in the form that pops up.
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5.4 SENDING ORDERS TO VENDORS
There are a number of ways in which an order may be sent to a Vendor:
❍ by clicking the Send button on the Order List of Administrative Record
❍
by using the function in the WWW Services module called "Send List of Orders to Vendor"
❍
by using the WWW Services function called "Send Orders by EDI" (Link jumps to EDI chapter)
Each method is described below.
5.4.1 Send Button
When you click the Send button on the Order List of Administrative Record, one of the following actions may occur,
depending on definitions set in various records of the system:
❍ The order may be printed out, and then manually sent to the vendor. This will happen if the Order Delivery Type is
LE (Letter). The system will print/email the order and change the status to SV (sent to vendor).
❍
If you are sending the letter by e-mail, make sure that:
■ The command (## - EMAIL_ADDRESS) is included in the first line of the template for the order slip
(acq-order-slip-nn in the form_eng directory).
■ The print.ini file is properly defined.
■ There is an e-mail address in the vendor's record.
The order will be included in a list of orders if the Order Delivery Type is LI (List). Clicking the Send button will
change the order status to RSV (ready to send to vendor). The list of orders is sent later when you run the WWW
Services function, "Send List of Orders to Vendor". After running this batch, the order status will become SV (sent
to vendor).
The list will be sent by e-mail to the vendor if:
■ The command (## - EMAIL_ADDRESS) is included in the first line of the template for the order slip
(acq-order-list-00 in the form_eng directory).
■ There is an e-mail address in the vendor's record.
❍
Otherwise the list will be written in a print file.
The order may be sent by EDI to the vendor. This will happen if the vendor has been defined as an EDI vendor and
the Order Delivery Type "ED" has been entered on the Vendor tab of the Order form. Click here to go to the EDI
chapter for help on how to define an EDI vendor.
If the Order Delivery Type is ED (for EDI), clicking the Send button will change the order status to RSV (ready to
send to vendor).
The order may be included in a file in the EDItEUR format and sent to the vendor by EDI when you run the WWW
Services function, "Send EDI Orders". After running this batch, the order status will become SV (sent to vendor).
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5.5 ENCUMBRANCES FOR ORDER
When you click the Encumber button on the Order List screen, the following window is displayed:
This screen shows in green text the budgets that will be encumbered for this order. You can assign one or more budgets to
this order. In this way, several budgets may be encumbered various amounts toward the total sum of the order.
Budgets that were encumbered in previous years are shown in red.
The "Enc/Active Amt" column displays the Encumbrance Sum, broken down into two parts:
❍ The first part is the original encumbrance amount that is based on the estimated price on the Order Form.
❍ The second part is the difference between the original encumbrance amount and the amount on the invoice. This
difference is referred to as the Active Amount. (The Active Amount automatically becomes zero when the invoice
is registered as "complete".)
5.5.1 Buttons
The buttons available on this screen are:
Add Budget
To assign a new budget for this order, fill in the field called "Budget code to add" and then click the Add Budget
button.
Encumber
To indicate the amount for which a particular budget will be encumbered, highlight the budget, then enter the
amount in the field called "Encumbrance" and click the Encumber button.
Delete Budget
To delete a budget from the list, highlight the budget and click Delete.
Close
After you have made all desired changes to the screen, click Close.
5.5.2 Fields
Budget code to add
This is the unique code identifying the budget. Click the arrow to the right side of the field to choose from a list of
budgets.
Encumbrance
This is the amount for which the highlighted budget will be encumbered. You can fill in the actual amount in this
field, or leave this field blank and enter a percentage of the estimated price in the Encumbrance Percent field.
Encumbrance Percent
This is the percentage of the estimated price for which the selected budget will be encumbered. If you fill in this
field, then leave the Encumbrance field blank.
Estimated Cost, Local Cost & Currency
This information is for reference only; it may not be changed on this screen.
Total encumbrance
If one or more budgets have been assigned to pay for the order, this field shows the total amount that has so far
been encumbered by the budget(s).
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5.6 CANCELLING ORDERS
You can cancel an order by clicking on the Print/Cancel button in the Order List of Admin Record form and
selecting the "print cancellation letter to vendor" radio button. The order status will change to "LC". The
cancellation letter will always be printed as an individual hard-copy letter.
You can also cancel an order by opening the Order Form and editing the Order Status field. Select one of the
following statuses:
■ VC (Vendor cancelled)
■ LC (Library cancelled)
■ CNB (Cancelled - no budget)
These statuses automatically cancel the budget encumbrance. If the status is changed back to a status that indicates
that an order can be sent, the budget encumbrance is re-activated.
5.7 DELETING ORDERS
There are two methods of deleting orders from the system:
1. Via the Order List of Admin Record.
2. Via the New & Cancelled Order Search List. This option allows deletion only for orders with statuses of:
New; LC (Library Cancelled); VC (Vendor Cancelled) and CNB (Cancelled, No Budget).
5.7.1 Delete An Order Via the Order List of ADM Record
You can delete an order by selecting that order in the Order List of Admin. Record form and clicking on the Delete
button. In the event that there are Items/Arrivals/Claims/Invoices attached to the order, the system asks you to
re-confirm the deletion.
5.7.2 Delete Order through New & cancelled Order Search List
The New & Cancelled Order Search List window is accessed in the Acquistions via the Delete New/Canceled
Orders command from the Orders menu.
After selecting this option the following window is displayed :
The New & Cancelled Order Search List window lets you search for orders with statuses of New; LC (Library
Cancelled); VC (Vendor Cancelled) and CNB (Cancelled, No Budget) and lets you delete order/s if you are
permitted to do so.
Filters
You can choose to have the list filtered by: Order type; Order group; Vendor code; Material type. You can also
display orders that have been created within a specific period of time (defined by the "from" order date and "to"
open date).
The overriding filters are Order status: NEW/LC/VC/CNB. The following buttons are available on this screen:
Select
To see the list of orders for the highlighted item, and to perform a number of different functions related to an order,
click Select.
View Order
To read, but not change, order details for the highlighted entry, click View Order.
Order Log
To read the list of order-related activities that have occurred (such as a change in the Order Status), or to add an
entry to the list, click Order Log.
Print Order
To print the order information for the highlighted entry, click Print Order.
Search Now
To activate the search click the Search Now button. The relevant entries are displayed.
Clear Filter
This button clears the filters.
Delete
To delete order/s, highlight the order/s you want to delete, and click Delete. To select multiple orders, press the Ctrl
/ Shift button.
■ Individual Selection - you can Print/View/Enter the Order Log/Select for Editing/Delete order. Deletion is a
standard delete procedure which means that you are blocked in the event that you lack the permission to
■
delete orders. In the event that there are attached Items/Claims/Arrivals/Invoices, the system asks you to
reconfirm the deletion.
Multiple Selection - In the case of a multiple deletion, you are notified at the end of the operation of the
number of successful deletions.
In the event of a Hold Request for the deleted order, a Delete Hold Request printout is produced by the system.
Delete All
To delete all the listed orders click Delete All. The system deletes only orders which you are authorized to delete.
You are notified at the end of the operation of the number of successful deletions. In the event that there is only one
entry listed and Items/Claims/Arrivals/Invoices are attached to it, the system asks you to re-confirm the deletion.
5.8 ORDER LOG
The Order Log keeps track of various order-related activities that have occurred, such as a change in the Order
Status or Next Claim Date. If you wish to add an entry, choose the action date and transaction type, enter the log
text, then click ADD.
The Order Log button is available from the following GUI Acq windows:
■ Order Index List
■ Order List of Admin record
■ Arrival Form
■ Invoice line Item form
When you click on the Order Log button, the Order Log screen is displayed:
5.8.1 Buttons
Add
If you wish to add an entry, choose the action date, transaction type and enter the log text, then click ADD.
Remove Action Date
If you wish to reset the action date to zero, click Remove A. Date
Action date
If you manually add a log, select the date for this action. Press F9 to view/update the date format.
Transaction type
In order to manually add a transaction to the Order Log, select the desired type from the expand list.
There are 3 types that will never be automatically generated by the system:
■
■
■
Transaction No. 00 - General note which will appear on the Order Log and nowhere else.
Transaction No. 98 - Response from vendor, allows you to manually assign response from the vendor (up to
2000 characters).
Transaction No. 99 - Note to vendor (up to 2000 characters) that will be printed out on Order Slip and Order
List. This is in addition to the Note to Vendor (up to 100 characters) that may be entered on the Order Form.
Log text
When you type an entry, you may create a line break at any time by pressing Ctrl+Enter.
For the system librarian
The transactions displayed in the expand list can be entered manually and are determined by tab45.lng Column 3.
You may also determine, by tab45.lng column 2, which log transactions will be active/inactive.
5.9 MOVING ADM RECORDS
The GUI OPAC Navigation window lets you move item and/or acquisition orders and/or serial subscription records from
one ADM record to another. If you have a duplicate BIB (and therefore a duplicate ADM), you can move the records
from the incorrect ADM to the correct ADM. You can add a number of BIB records to the Nav. Map window, and after
that use "drag and drop" to move item and/or ACQ order records from one record to another.
Note that this feature is not affected by the number of ADMs involved (that is, single or multiple ADMs). You can move
from one ADM record to another within the same ADM library.
The following aspects of the GUI OPAC Navigation window should be noted:
1. In the Search Module (GUI OPAC), when you have a full record displayed, there is a button for "Add to NAV
Map".
2. You can add several BIB records to the same NAV MAP display.
3. In the left-hand frame of the NAV MAP window, you can drag-and-drop items, orders, serial subscriptions. Note
that you can even move an item which is on loan. The system takes care of moving the relevant loan record as well.
Go to top of page
Go to next section (EDI)
6.0 EDI
EDI stands for Electronic Data Interchange, which is a standard for direct communication, trading
messages between computer systems. EDI is a component of the Acquisitions process in ALEPH.
ALEPH supports the following EDI message types:
❍ Sending orders for monographs and standing orders to your vendors.
❍ Receiving invoices for Serials orders from the vendors.
In the future, the system will support other kinds of EDI messages, such as sending claims for serial
orders and receiving claims responses.
Several standards exist for sending EDI messages. ALEPH 500 works with the EDI EDIFACT (D96.A)
EANCOM standard which is managed by EDItEUR. EDIFACT is a worldwide EDI standard, supported
by the United Nations from Geneva. EANCOM is a subset of the full EDIFACT format.
EDItEUR is a pan-European consortium sponsored by the European Bureau of Library, Information and
Documentation Associations, the Federation of European Publishers, and the European Booksellers
Federation. EDItEUR has members in USA, Japan, South Africa and Israel. It co-ordinates EDI
message development and implementation usage as well as projects on bibliographic data and electronic
publishing standards.
6.1 EDI SETUP
This prerequisite setup is required for sending or receiving EDI messages.
The EDI application can be used when both the library and the vendor are defined in the system as EDI
enabled:
1. EDI enabled library is defined in tab35 of the ADM library (XXX50).
2. EDI orders and message counters are defined in UTIL G/2 (database definitions - Display/Update
library parameters) of the ADM library (XXX50).
3. The vendor EDI definitions are recorded in the vendor file (Z70) using the Vendor form of the
GUI Administration or Acquisitions module
4. The EDI Vendor FTP details are recorded the vendor address file (Z72) using the vendor address
form of the GUI Administration or Acquisitions module.
6.1.1 Edit tab35
Every sublibrary may have different EDI ID numbers at different vendors. In addition, different
sublibraries can have one account with the same vendor. tab35 defines these parameters for each branch
library, and registers each sublibrary's VAT number.
The System Librarian is responsible for editing tab35. Edit tab35 using UTIL G/4/35 to define customer
information related to EDI.
An abbreviated example from tab35 is shown below. It is in three portions because the table is too wide
to be shown in its entirety across the page:
1
2
3
!!!!!-!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!UUPTN SWETS
342-5509
4
5
6
!!!-!!!!!!!!!!!!!!!!!!!!-!!!31B Global EDI code
31B
7
8
!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
IL155125457
[email protected]
❍ Column 1: Sublibrary code. Enter up to 5 characters.
❍ Column 2: Vendor code. Enter up to 20 characters.
❍ Column 3: Customer's EDI code. Enter up to 20 characters. The EDI code may be an EAN-13
number, a US-SAN number, or any code assigned by the vendor or customer.
❍ Column 4: Customer's EDI code type.
■ 31B for US-SAN
■ 14 for EAN-13
■ 91 for ID assigned by supplier
■ 92 for ID assigned by customer
❍ Column 5: EDI code for a group of sublibraries which have a common EDI account with a
vendor. Enter up to 20 characters. Note: If you fill in Column 5 there is no need to fill in Column
3 (individual customer's EDI code).
❍ Column 6: EDI code type for a group of sublibraries which have a common EDI account with a
vendor. Enter up to 3 characters. Note: If you fill in Column 6 there is no need to fill in Column 4
(individual customer's EDI code type).
❍ Column 7: Optional. Library value added tax (VAT) number for taxation handling. Enter up to
30 characters.
❍ Column 8: E-mail address of the person or department that should receive messages about errors
in processing.
6.1.2 EDI Counters in UTIL G/2
The following two EDI counters should be set in UTIL G/2 (database definitions - Display/Update
library parameters):
1. "last-edi-order " - EDI order counter which keeps track of the number of orders that have been
sent from the library to the vendors by EDI.
2. "last-edi-message" - EDI messages counter which keeps track of the number of incoming EDI
messages that have been received from the vendors.
Example of the counters entries in util G/2:
Sequence Name
-------------------last-edi-message
last-edi-order
Value
--------132
541
Suppress
-------y
y
Type
---S
S
Prefix
-------------------
6.1.3 Vendor Record
The Acquisitions librarian is responsible for editing the Vendor Record so that it contains the
information needed for sending messages by EDI. To do so, follow these steps:
Step 1: In GUI Acquisitions or Administration, click the
icon. The Vendor List will be
displayed.
Step 2: On the Vendor List, highlight the desired Vendor and click Modify. If the desired vendor is
not on the list, click New. In either case, the Vendor Information form will be displayed.
Step 3: On the Vendor Information form, click the General Information tab:
The following fields on this tab are relevant for EDI:
Vendor EDI Code
Enter the Vendor's EDI code. The Vendor's EDI code may be up to 35 characters.
Note: This is not the same as the Customer's EDI code that was entered in column 3 or column 5 of
tab35.
Vendor EDI Type
To send an order by EDI to a vendor, you also have to enter the EDI code type. These types should be
supported by EDItEUR:
❍
❍
❍
❍
31B for US SAN
014 for EAN-13
091 for ID assigned by supplier
092 for ID assigned by customer
Note
It is recommended to leave the Note field empty. Whenever an EDI recipient encounters a free text
field, the message is routed to manual processing, which might take more time.
Other Fields
Help for other fields of the General Information tab is provided in the Vendors chapter.
Step 4: On the Vendor Information form, click the Account tab:
Only three fields on this tab are relevant for EDI:
Order Delivery
This is the manner in which your library sends the order to the vendor. Be sure to select "ED" for EDI.
Letter Format
Be sure to select "00".
EDI Send Method
Choose the method for sending EDI orders to the vendor:
❍ FTP (ASCII)
❍ FTPBI (binary)
Other Fields
Other fields, such as List Format, Letter Send Method and List Send Method are not relevant for EDI.
See the Vendors chapter for a complete explanation of the Vendor Information form's Account tab.
Step 5: When you are finished filling in the Vendor Information form, click Update. You will return
to the Vendor List.
6.1.4 Vendor Address
The Acquisitions librarian is responsible for editing the vendor EDI address. The vendor EDI address is
used for recording the EDI vendor FTP details.
On the Vendor List, select the desired vendor and click the Address button. Then click the fifth tab: EDI
Address. The Vendor Address form will be displayed. Depending on the setup of tab10 flag 53, this
form will be displayed in one of two ways:
If the flag is set to "Yes", the following screen is displayed:
When filling in the EDI Address, use the following format:
❍
❍
❍
Address field - line 1: IP address or its alias
Address field - line 2: User name
City field: Password
If the flag is set to "No", the following screen is displayed:
The EDI message delivery address must be entered in the Address field, as follows:
❍
❍
❍
Address field - line 1: IP address or its alias
Address field - line 2: User name
Address field - line 3: Password
Click the Update button on the Vendor Address window. The vendor record is now completely set up
for EDI.
Note: For more information about tab 10 switch 53 see the Acquisitions System Librarian chapter:
Vendor Addresses Form.
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6.2 SENDING ORDER BY EDI
In ALEPH, both monographs and standing orders can be sent to vendors by EDI. The following
preparations are required:
1. Perform the prerequisite setup (as described in 6.1 EDI Setup).
2. Edit the EDI order record so that it contains the information needed for sending by EDI.
3. Activate the dispatch of the orders to the vendors using the batch process, Send Order by EDI
(acq-13).
6.2.1 EDI Order Record
The Acquisitions librarian is responsible for editing the Order Record so that it contains the information
needed for sending by EDI. To do so, follow these steps:
Step 1: To initiate a new order or modify an existing order go to the Main Menu. Under the Orders
option, select Index, Get Record by Find, or Order Number. Each selection enables you to retrieve the
Order List of Administrative Record.
You may also click the
icon for the order index or the
icon for the order number.
Step 2: On the Order List of Administrative Record, highlight the order of interest and click Modify.
If you wish to create a new order, simply click the Add button. In either case, the Order Form will be
displayed.
Step 3: Click the Order Information tab. The following screen will be displayed:
Following are the fields that are relevant for EDI:
Order Status
Be sure the Order Status is set to RSV (Ready to Send to Vendor). The order status of an order which is
set to be an EDI order is automatically changed to RSV as soon as you highlight the order in the Order
List of Administrative Record and click the Send button. A message will pop up: "Order will be sent by
EDI when batch service is run" and the order status will be set to RSV.
Alternatively, you may manually change the order status to RSV.
Library Note
It is recommended to leave the Library Note field empty (as well as all other free text note fields in the
order record). If it is not empty, the note will be sent in the EDI message as a free text field. Whenever
an EDI recipient encounters a free text field, the order is routed to manual processing, which might take
more time.
Other Fields
For help on all other fields, see the Orders chapter.
Step 4: Click the Vendor tab. The following screen will be displayed:
The following fields are relevant for EDI:
Vendor Code
Select a vendor that is defined as an EDI vendor (as described in sections 6.1.3 Vendor Record and
6.1.4 Vendor Address).
Order Delivery Type
Be sure "ED" is selected.
Other Fields
For help on other fields, see the chapter on Orders.
Step 5: When you are finished filling in the Order Form, click OK. The order is now ready to be sent
by EDI.
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6.2.2 Send Order By EDI
After the order is prepared, it can be sent by EDI using the batch service: "Send EDI Orders" (acq-13).
This function prepares a file in the EDItEUR format of new orders for books and standing orders and
sends the file to the vendor.
Orders that are included in the file are those with Order Type "ED" and Order Status "RSV" (ready to
send to vendor).
After the orders are sent, the Order Status is changed to SV (sent to vendor).
This function may be identified in the Batch Log and Batch Queue by the procedure name p_acq_13.
Vendor Code
Choose the code of the Vendor to whom you want to send orders by EDI. Be sure that the vendor has
been defined as an EDI vendor (as described in sections 6.1.3 Vendor Record and 6.1.4 Vendor
Address).
Sublibrary
Choose a sublibrary. The batch service must be run separately for each sublibrary.
Output File
Optional field. Enter the name of the file in which you want the output to be saved. The output file can
be found later in the library's PRINT directory.
Note: The names of input and output files must be entered in lower case.
Run Time
Enter day and hour you want the procedure to run. The system uses a 24-hour clock, so if you want to
run the procedure at 11 pm, enter "23".
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6.3 RECEIVING SERIAL INVIOICES BY EDI
ALEPH enables the creation of General Invoices for Serials orders by loading EDI files from EDI
vendors (EDI message type "INVOIC").
In order to load EDI Serials invoices into ALEPH the following preparations are required:
1.
2.
3.
4.
Perform the prerequisite setup (as described in 6.1 EDI Setup).
Place the new EDI files supplied by the vendor in the directory ./xxx50/edi/incoming.
Activate the Acquisitions batch service: Load EDI Messages (p-edi-02).
Run the subsequent batch service: Process EDI Messages (p-edi-03).
6.3.1 Load EDI Messages
Step 1: As soon as a new EDI file is received from the vendor, place it in the directory
./xxx50/edi/incoming.
Step 2: Activate the Acquisitions batch service: Load EDI Messages (p-edi-02). This function loads
new incoming EDI files that are located in your server under ./xxx50/edi/incoming.
This function creates Z603 records for the EDI messages. Each EDI file usually contains many general
invoices which contain many line items. Each general invoice receives a message number which is
driven from the counter last-edi-message (UTIL G/2 of the ADM library).
As soon as the p-edi-02 procedure is completed, the EDI files are transferred from ./xxx50/edi/incoming
to ./xxx50/edi/processed. This function may be identified in the Batch Log and Batch Queue by the
procedure name p_edi_02.
Step 3: Run the subsequent batch service: Process EDI Messages (p-edi-03):
This function loads Serials invoices that have been sent from the vendor in EDItEUR format into
ALEPH. It integrates and processes the Z603 records into the relevant ALEPH records (e.g. Z77, Z75).
Important: Before running this function: It is highly recommended to export (backup) the following
records: Z77, Z75, Z68, Z601.
As soon as the p-edi-03 procedure is completed, general invoices (Z77) and line items (Z75) are created
for the serials orders (Z68) that were matched to the data contained in the EDI files. The budget
transactions (Z601) of the related orders are updated and the orders' invoice statuses are changed (if
required). The new Serials invoices can be displayed and updated via the GUI as well as all other
manually entered invoices.
This function may be identified in the Batch Log and Batch Queue by the procedure name p_edi_03.
The log file displays information about the loading of the invoices and their related line items. If no
match was found between the EDI item debit and the ALEPH order, the line is not loaded and a failure
message is displayed.
The following example shows a part of the edi_03 log:
Invoice no.: S1.236-977
Line 1 - successfully loaded into the system.
Line 2 - not loaded.
It is highly recommended to save the log. The information it contains is very useful when checking
which debit lines were successfully loaded and which must be entered manually.
Help for Each Field
Message type
Message type EDI message type. Must be "invoice"
Update
Must be "Update from Z603"
Vendor Code
Enter vendor code to limit the function to run only for a specific vendor or leave blank to include all
vendors.
Sublibrary
Enter sublibrary code to limit the function to run only for a specific sublibrary or leave blank to include
all sublibraries.
Format type
Must be EDItEUR
Run Time
Enter day and hour you want the procedure to run. The system uses a 24-hour clock, so if you want to
run the procedure at 11 pm, enter "23".
Go to top of page
Go to next section (Invoices)
7.0 INVOICES
There are two paths to take to register an invoice:
❍ Order Path
❍
Invoice Path
There is also an option to create general invoices and line items for Serials orders by loading EDI
files from EDI vendors. For more information see the EDI section of the Acquistions chapter.
7.1 ORDER PATH
On the Order List, click the Invoice button and the following Invoice List of Order will be
displayed:
New
To register the details for a new Line Item invoice, click New and the Line Item form will be
displayed for you to fill in. A new General Invoice will be created.
Line Item
To modify the details of a Line Item invoice, highlight the invoice and click Line Item.
Gen Inv
To view the existing General Invoice, highlight a Line Item and click Gen Inv. The General
Invoice & Line Item window will be displayed. (This button will only be available if a General
Invoice already exists.)
7.2 INVOICE PATH
This section explains the Invoice Path and includes the following screens:
❍ General Invoice and Line Items
❍
General Invoice Form
❍
Line Item Form
❍
Order Details
❍
Budget List of Invoice
To register an invoice, click the
icon. The following window is displayed:
7.2.1 General Invoice and Line Items
After selecting or creating a General Invoice, the window below is displayed.
This screen is divided into three parts:
1. The top part shows information about the General Invoice. To update this information,
click on the Gen Inv button.
2. The middle part of the window shows for comparison the net and total amounts of the
General Invoice and of all line items combined.
3. The lowest part of the window lists up to 150 line items. The Add, Modify, Delete and
Order buttons relate to this list of line items.
Buttons
The following buttons are available on this screen:
Gen Inv
To update information for the General Invoice, click Gen Inv. The General Invoice Form will be
displayed.
Delete All
To delete a General Invoice, along with all of its Line Items, click Delete All. You will be asked
if you are sure you want to delete.
Add
To add a new line item, click Add. Select or type in the order number for which you are
registering a new line item. The Line Item Form will be displayed.
Modify
To change information for a line item, highlight the line item and click Modify. The Line Item
Invoice Form will be displayed.
Delete
To remove a line item from the list, highlight the line item and click Delete. You will be asked if
you are sure you want to delete.
View Order
To view information about the order associated with a line item, highlight the line item and click
View Order.
Order Log
To read the list of order-related activities that have occurred (such as a change in the Order
Status), or to add an entry to the list, click Order Log.
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7.2.2 General Invoice Form
When you click Gen Inv on the General Invoice and Line Item screen, the General Invoice Form
is displayed, enabling you to register information that is common to a number of different orders
(line items). This form has two parts, accessible by clicking on the tab for each part.
7.2.2.1 Invoice Tab
Buttons
OK
When you are finished filling in the form, click OK.
Refresh
To have the system recalculate the Total Amount, you must reset the Total Amount to zero and
then click Refresh.
Fields
Vendor Code
The vendor code is filled in automatically by the system.
Invoice Number
Enter the invoice number as assigned by the vendor. You may enter up to 15 characters.
Refers to Invoice
If there is an invoice that the current invoice refers to, type in its number here.
Type
The invoice type may be REG (regular), PRO (proforma), or DEP (deposit). If left blank, the
invoice type defaults to REG. The invoice type is for information purposes only; all invoice types
are handled in the same manner by the system.
Status
The status may be REG (regular) or SUP (supplemental). If left blank, the status defaults to REG.
This status is for information purposes; both statuses are handled in the same manner by the
system.
Currency
Choose the currency used for the invoice. The menu that is displayed lists only those currencies
that are valid for the selected vendor. If TAB10-CHECK-INVOICE-CURRENCY is set to No,
you may type in a currency code that is not defined in the vendor record. (Note that an extensive
list of currencies and their standard abbreviations is given in the on-line help.)
Explicit Ratio
This field is optional. When an explicit ratio is entered, the local amount of the general invoice
will be calculated according to this ratio.
If the field is left empty, the system will calculate the local amount according to the currency
table.
Debit/Credit
Indicate whether this is a debit invoice or a credit invoice.
Invoice Date
This is the date that the General Invoice was prepared by the vendor.
Received Date
This is the date that the General Invoice was received or registered by the library. If the date is
left blank, the system will automatically fill in the current date. Press the hotkey F9 to determine
which format is currently being used for entering the date and to choose a new format, if you
wish.
Shipment Date
This is the date that the invoice was sent by the vendor to the library. This information is
optional. Press the hotkey F9 to determine which format is currently being used for entering the
date and to choose a new format, if you wish.
Net Amount
This information is required. Enter the amount specified on the invoice for this order.
Shipment Amount
Optional.
Overhead Amount
Optional.
Insurance Amount
Optional.
Discount Amount
Optional.
Total Amount
The system will automatically fill in the total amount in the vendor's currency, based on the Net
amount plus additional charges or minus discounts. Note that the system takes the difference
between the net amount and the total amount (the difference being the added charges and
discounts) and adds it proportionally to all the line items linked to the invoice.
If the Total Invoice Amount field remains empty it will automatically be filled with the paid
amount when the invoice is paid.
Local Amount
The system will automatically calculate this information based on the effective currency
exchange rate, or according to the explicit ratio if it is defined. This information is for display
only. It cannot be changed on this screen.
VAT Recipient
Choose the body that should receive the Value Added Tax.
VAT Percent
Optional. If you wish, you can enter the percent of the Total Amount that should go to the VAT
recipient and the system will automatically calculate the VAT amount. The VAT amount is
included in the Total Amount. (For example, if the Total Amount is $117, and you enter 17% for
the VAT percent, then the system will calculate the VAT amount to be $17.)
VAT Amount
Optional. This is the amount that should go to the VAT recipient. The VAT amount is included in
the Total Amount.
Note
You may enter a note up to 60 characters in length.
7.2.2.2 Payment Tab
Payment date
Enter the date on which the General Invoice was paid. Press the hotkey F9 to determine which
format is currently being used for entering the date, and to change the format, if you wish.
Check number
Enter the number of the check that was used to pay the General Invoice. (Leave this field blank if
the invoice is not yet paid.)
Amount
Enter the amount that was, or will be, paid.
If the Amount field is left empty, but the Payment date field is filled and the Payment status is P
(paid), the amount will be taken from the Total Amount field of the Invoice tab in General
Invoice form.
Status
Choose the appropriate payment status:
N - not ready to be paid
R - ready to be paid
Y - payment authorization given
P - paid
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7.2.3 Line Item Form
When you add a new line item or modify an existing one on the General Invoice and Line Items
window, the screen below is displayed:
This form enables you to register an entry for an individual order (line item) in the General
Invoice.
If you have reached this window from the Order Path, and the General Invoice does not already
exist, the Line Item form will have additional fields for you to fill in (Type, Status, Currency,
Invoice date, Received date and Shipment date. For help on these fields, see the General Invoice
form.) Based on the information you provide in these fields, the system will create a General
Invoice. If the General Invoice does already exist, these fields will not appear on the Line Item
form.
Note that the above screen capture displays an invoice's line item that was accessed from the
Order Path. Therefore, the additional fields (Type, Status, Currency, Invoice date, Received date
and Shipment date) are included.
Buttons
The buttons on this screen are:
OK
When you are finished filling in the form, click OK. If more than one budget that was assigned to
the order has suitable active dates, you will be given the opportunity to choose the appropriate
budget.
Refresh
If you wish to have the system calculate and display the added amount, total amount and local
cost (based on the effective currency exchange rates or the explicit ratio), click Refresh.
View Order
To read, but not change, order details, click View Order.
Order Log
To read the list of order-related activities that have occurred (such as a change in the Order
Status), or to add an entry to the list, click Order Log.
Budgets
To view or assign the budgets that will pay for this invoice, highlight the order and click Budgets.
Fields
Vendor Code
The system will automatically fill in the vendor code.
Invoice Number
The system will automatically fill in the invoice number.
Estimated Price
Optional. Enter the Estimated Price for this Invoice Line Item. As a default, the system
automatically fills in the value that has been entered in the Final Price field on the Quantity &
Price tab of the Order Form.
Net Amount
Enter the net amount of the order in the vendor's currency.
Number of Units
Enter the number of units being invoiced. As a default, the system automatically fills in the value
that has been entered in the Number of Units field on the Quantity & Price tab of the Order Form.
In the event that there are more line items for this order, the No. of units is set as the remaining
number of units from the order and other line items.
Added Amount
The system will automatically calculate this information by taking the added amounts in the
General Invoice and distributing them proportionally to the individual orders. You may also
override this amount and type in another amount. The amount shown here is in the vendor's
currency.
Total Amount
The system will automatically calculate this information by adding the net amount and the
"added amount". You can also override this amount and type in another amount. The total
amount is in the vendor's currency.
Local Amount
The system will automatically calculate this information based on the effective currency
exchange rate or according to the explicit ratio if it is defined. This information is for display
only. It cannot be changed on this screen.
Note
You may enter a note up to 60 characters in length.
Order Completely Invoiced
If the invoice is complete, that is, you do not expect another invoice for the order, mark the box
by clicking on it. If you expect to receive additional invoices for this order, leave the box blank.
For incomplete invoices, the system continues to debit the encumbrance from the budget until the
invoice is complete. When the invoice is complete, if the invoiced amount is different from the
encumbrance, the budget is debited according to the invoiced amount.
The option to check/uncheck this box applies only when adding a new "line item". When
modifying, the checkbox is not displayed. In order to modify an invoice status use the "invoice
status 'complete' " checkbox of the Order Information tab in the Order form.
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7.2.4 Order Details
When you click the View Order button on the General Invoice and Line Items window, the
screen below is displayed, showing details of the order associated with the selected line item.
You may read, but not change, the information on this screen.
Of special interest are the Invoice Price and Invoice Note fields:
❍ The Invoice Price displays three values: the invoice price, the currency and the local price.
❍ If there are two or more invoices, then the Price and Note for the most recent invoice will
be displayed first.
Go to top of page
7.2.5 Budget List of Invoice
When you click the Budgets button on the Line Item window, the screen below is displayed.
This screen lists the budgets that will pay for the invoice of this order. You can assign one or
more budgets. In this way, several budgets may pay various amounts toward the total sum of the
order.
Buttons
The following buttons are available on this screen:
Add Budget
To assign a new budget for this invoice, fill in the field called "Budget code to add" and then
click the Add Budget button.
Debit
To indicate the amount which a particular budget will be debited, highlight the budget, then enter
the amount in the field called "Amount to Debit" and click the Debit button.
Delete Budget
To delete a budget from the list, highlight the budget and click Delete.
Close
After you have made all desired changes to the screen, click Close.
Fields
Budget code to add
This is the unique code identifying the budget. Click the arrow to the right side of the field to
choose from a list of budgets.
Amount to Debit
This is the amount which the highlighted budget will be debited. You can fill in the actual
amount or leave this field blank and enter a percentage of the amount in the Percent to Debit
field.
Percent to Debit
This is the percentage of the amount which the selected budget will be debited. If you fill in this
field, make sure to leave the Amount to Debit field blank.
Invoiced Amount, Local Amount & Currency
This information is for reference only; it may not be changed on this screen.
Total Debits
If one or more budgets have been assigned to pay the invoice, this field shows the total amount
that has so far been debited.
Go to top of page
Go to next section (Arrivals)
8.0 ARRIVALS
There are two ways to register the arrival of material for Monograph orders (type M)
or Standing orders (type O): the Direct Path and the Order Path.
For the Order Path, go to the Main Menu. Under the Orders option, select Index,
Find Record, or Order number. Each selection enables you to retrieve the Order List
of the Administrative Record. On that window, click the Arrivals button. When you
do so, the Arrival List of Order screen is displayed.
For the Direct Path, click the
icon to activate the Arrivals function.
8.1 ORDER NUMBER
When you click the Arrivals icon, the following window is displayed:
Select or type in the order number for which you want to register the arrival.
8.2 ARRIVAL LIST OF ORDER
After entering the order number (or clicking the Arrival button if you came from the
Order List of Admin Record screen), the window below is displayed.
This screen shows the number of units ordered, the number of units that have been
reported as having arrived so far, and lists the number of units that have arrived on
specific dates.
Buttons
The following buttons are available on this screen:
Add
To report the arrival of units, click Add. The Arrival Form will be displayed for you
to edit.
Modify
To change the details about units which have already arrived, click Modify. The
Arrival Form will be displayed for you to edit.
Delete
To remove a line from the table that shows number of units arrived and the date on
which they arrived, click Delete.
Print
To print an Arrival Slip, highlight an entry and click Print.
8.3 ARRIVAL FORM
When you click New or Modify on the Arrival List, the Arrival Form (shown below)
is displayed, enabling you to register the arrival of units that have been ordered. To
view order details, click View Order. To read the list of order-related activities that
have occurred (such as a change in the Order Status), or to add an entry to the list,
click Order Log.
When you are finished filling in the form, click OK.
Fields
No. units ordered
The number of units ordered is filled in automatically by the system.
No. units reported
This is the number of units that have been reported as having arrived so far. This
information is filled in automatically by the system.
No. of units arrived
Enter the number of units that have just arrived at this time. The system will
automatically enter the default value, which will be taken from the "Number of units"
field of the Order Form.
Shipment date
This field is optional. Enter the date on which the vendor sent the units to your
library. Press the hotkey F9 to determine which format is currently being used for
entering the date. For example, there is no visual difference on the form between the
format day/month/year and the format month/day/year. By pressing F9, you will also
be able to change the format for entering the date.
Arrival date
Enter the date on which the units arrived. If left blank, the current date will be filled
in automatically. Press the hotkey F9 to determine which format is currently being
used for entering the date and to choose a new format, if you wish.
Note
You may enter a note up to 60 characters in length.
Order completely arrived
If all units for this order have arrived, mark the box by clicking on it. If you expect
more units to arrive, leave the box blank.
The 'Order Completely arrived' check box in the Arrival form is set according to the
following rules (for both Add and Modify):
❍ For order type S (serials), the check box is always empty.
❍ For order type O (standing order), the check box is always disabled.
❍ For order type M (monograph), the check box is checked when the arrival
status is None or Cmp (Complete), and is empty for arrival status Ptl (partial).
Go to next section (Claims)
9.0 CLAIMS
Claims are usually sent to the vendor when an ordered item does not arrive when
expected.
It is possible to send claims to vendors for Monograph orders by using a batch process in
the Web Services module called "Claim Report & Letters for Monograph Orders"
(b-acq-12). Claims for standing orders are sent using the batch process "Claim Report for
Standing Orders" (b-acq-11).
Alternatively, it is possible to send claims manually, one at a time, by clicking the Claims
button on the Order List window (also available for Serials and Standing Orders).
The procedures that should be followed for claiming depend, first of all, on information
provided on the Order Form when the order was first created.
Following is an example of the Vendor tab of the Order Form:
The two relevant fields are "Claim date" and "Batch claiming".
Claim date (for Monographs)
Unless you enter your own date, the system will calculate the claim date when the order is
sent, according to the material delivery type and its delay as defined in the vendor record.
Thereafter, the system will continue to update the claim date automatically if the order's
claims are being handled by batch claiming through the "Claim Report & Letters for
Monograph Orders" (b-acq12) function in the Web Services module. If the order's claims
are being handled manually, instead (by clicking the Claims button on the Order List
window), then the claim date will be updated only if specifically requested by the librarian
on the "Send New Claim" form.
In addition to the claim date which is being updated from time to time, the system stores
the Original Estimated Date of Arrival (Original EDA), which is the same as the first
claim date.
The Original EDA may be viewed in the Order Details window (shown below) which is
accessible by clicking the View Order button on the Order Index List.
Batch claiming (for Monographs)
If you put a checkmark in this box on the Vendor tab of the Order Form (by clicking in the
box), then the system will send claims for this order when the "Claim Report & Letters for
Monograph Orders" (b-acq-12) function in run in the Web Services module. If you do not
check this box, then the only way to send a claim for this order is to manually send one by
clicking the Claims button on the Order List window.
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9.1 BATCH CLAIMING
If the "Batch claiming" box is checked on the Order Form, the system will include the
order in the "Claim Report & Letters for Monograph Orders" (b-acq-12) function in the
Web Services module.
When this function is run, the system will calculate the new claim date according to either
the value entered in the "Number of days until next claim" field in the "Claim Report &
Letters for Monograph Orders" (b-acq-12) function, or, if this value is zero, by the
vendor's defaults (based on delivery type and delay days).
The Claim Report that is produced by the "Claim Report & Letters for Monographs"
(b-acq-12) function will produce two printouts. One printout will list all orders for which
the "batch claiming" checkbox was checked while the other printout will list all orders for
which the "batch claiming" checkbox was NOT checked.
The "Claim Report & Letters for Monograph Orders" (b-acq-12) function also produces
claim letters. The templates that define these letters are located in the library's form_eng
directory. In that directory, both acq-first-claim-00 and acq-additional-claim-00 are used
by the batch function.
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9.2 MANUAL CLAIMING
In order to manually send an individual claim, go to the Order List, highlight an order,
then click the Claims button.
Any previously sent claims for the order will be listed on the following screen:
To send a new claim, click the Send Claim button. The following form will be displayed:
If you want the next claim date to be calculated (based on the material delivery type and
delay as defined in the vendor's record), put a checkmark in the box by clicking on it.
The templates that define the claim letters are located in the library's form_eng directory.
In that directory, templates whose names begin with "acq-order-claim" are used for the
manual claim activated from the GUI.
To register a vendor's reply for a specific claim highlight the claim on the List of Claims
and click on the Reply button. Enter the vendor's reply and the reply date.
If you want to remove a line from the List of Claims, highlight the claim and click Delete.
Go to top of page
Go to next section (Payments)
10.0 PAYMENTS
The payment statuses are:
N - not ready to be paid
R - ready to be paid
Y - payment authorization given
P - paid
When the payment status of the General Invoice is changed, the system will
change all linked item debits.
If all invoices of an order are paid and the material arrival status is complete, the
system will change the status of the order to closed (CLS).
Go to next section (Reports)
11.0 REPORTS
Acquisition reports are available in the Web Services module. Once you have
logged into the module, you must choose an administrative library.
Reports are created in a two-step process:
Step 1: Retrieve the record numbers of acquisitions orders that meet various
criteria. An output file will be created that lists record numbers without the
detailed information for each record. The output file may be found in the
ALEPHE_SCRATCH directory.
Step 2: To see the actual contents of the records, you must use the Print Records
function.
11.1 TYPES OF REPORTS
Functions are available in the Web Services module that enable you to retrieve
orders meeting the following criteria:
❍ Partially-filled orders
❍ Monograph orders - status "New"
❍ Orders for which there is no invoice
❍ Orders having a particular order status
❍ Orders that were cancelled by vendor
❍ Orders meeting any of more than 40 different criteria which you can define
using the General Retrieval Form. The complete list of criteria, and detailed
help for filling in the form, are available in the Web Services module.
11.2 EXAMPLE FOR USING THE
GENERAL RETRIEVAL FORM
(b-acq-02-01)
This example shows how to produce a report of newly arrived orders during a
specified period of time for a particular library, sub-library, or group of
sub-libraries.
1. From the ALEPH Staff Menu, select Services/Select Library/USM50.
2. From the Acquisition section,click on General Retrieval Form
(b-acq-02-01).
3. Fill in the Input File and Output File fields.
4. In the next section, insert the following codes and fields:
Code 006 - sub-library: type up to 5 sub-libraries in columns 1-5 e.g.,
USMA1 USMA2 USMA3
Code 041 - arrival date: type range of dates (yyyymmdd) during which
material has arrived, in columns 1, 2 e.g., 20000301 20000531
5.
6.
7.
8.
9.
Code 043 - arrival status : Up to 2 arrival statuses can be entered in columns
1,2;
■ C-complete arrival.
■ P- partial arrival.
■ N-no items have arrived,
For our example enter C-complete arrival.
Click on Send to queue.
On the left-hand menu click on Acquisitions. Click on Print Acquisition
Records (b-acq-03).
In the Input File field, enter the name of the Output File from the previous
batch. Fill in the Output File field.
In the Format field, select Order status report (1) from the drop down menu..
Click on Send to queue.
The above-mentioned values of example fields will provide a list of all newly
arrived material by arrival status C (complete) for USMA1 and/or, USMA2, and/or
USMA3 for the time period of 1 March 2000 until 31 May 2000.
Go to next section (System Librarian)
12.0 SYSTEM LIBRARIAN
The system librarian is responsible for the following:
❍ Order Index (12.1)
❍
Print Templates (12.2)
❍
Open Annual Budgets (12.3)
❍
Renew Order Encumbrances (12.4)
❍
Transfer Remaining Balance (12.5)
❍
Drop-down Menus (12.6)
❍
Budget (12.7)
❍
Arrival Form (12.8)
❍
Item Records (12.9)
❍
Order Details (12.10)
❍
Order Number Counters (12.11).
❍
Validity of the ISBN/ISSN number (12.12)
❍
Change the Order Status and Item Process Status(12.13)
❍
General Invoice & Line Items (12.14)
❍
Order Log (12.15).
❍
Item Price for Monograph Order (12.16)
❍
Vendor's Currency (12.17)
❍
Vendor Addresses Form(12.18)
❍
Acquisitions Related Entries in tab10 (12.19)
❍
List of Acquisitions Tables (12.20)
❍
Acquisition Values of pc_server_defaults (12.21)
❍
Setting the Local Currency (12.22)
❍
Column Headings (pc_tab_col.lng) (12.23)
❍
Client Setup (ACQ.INI) (12.24)
12.1 ORDER INDEX
The Order Index is used in the New Order and Update Order functions, when the user chooses a record
to work on (see screen below).
The Order Index enables the user to sort records by various indexes, such as order number, vendor code,
etc.
You may add another index by editing the tab_acq_index file in the data_tab directory of the
administrative library of interest.
Important note: Make sure that the "Index Type" (Col. 1 of tab_acq_index ) is unique and is not used
in one of the following two ADM library tables:
❍ tab_ill_index - Display of bibliographic fields in ILL Outgoing requests' index.
❍ tab_ill_in _index - Display of bibliographic fields in ILL Incoming requests' index.
After adding an index, you must be sure to run the "Rebuild Order Index" function in the Services
module.
In addition, be sure to add the new index(es) to the drop-down menu that appears in the Order Index List
screen. This is done by editing the pc_tab_exp_field file through UTIL L/2. In that file, the menu is
identified by the ID "ACQ-INDEX-TYPE". The columns that are displayed in the Order Index List are
defined in pc_tab_col.lng (UTIL I/9): PC_ACQ_INDEX.
In order to set the rules for alphabetizing the Order Index (for example, to define that ä should be filed
along with the other a's), edit the char_conv.N file, accessible through UTIL/Y/12.
The following two lines of OrderIndex in acq.ini are relevant for the search performance of the Order
Index:
RefreshFilter
RefreshOnStart
RefreshFilter=Y/N - Indicates whether or not the search is performed automatically after the filter has
been changed by the user (without clicking the Search Now button).
RefreshOnStart=Y/N - Indicates whether or not the search is performed automatically when the Order
Index window pops up.
The following lines of [OrderIndex] in acq.ini are relevant for the default values of the index code and
the filter fields:
[OrderIndex]
IndexCode=TIT
SubLibrary=UARCV
OrderStatus=
OrderGroup=
OrderType=
VendorStatus=
FromOrderDate=0
RushIndicator=
ArrivalStatus=
ToOrderDate=0
InvoiceStatus=
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12.2 PRINT TEMPLATES
12.2.1 AVAILABLE TEMPLATES
The names of the Acquisitions template files are as follows (where nn is a number identifying the
version):
GUI Templates
Template
Purpose
print.ini
function name
Order Slip
acq-m-order-slip-nn
acq-s-order-slip-nn
Order slip for material that will be sent to the
Acquisitions department or directly to the person
for whom it was ordered
OrderLetter
Arrival Slip
acq-arrival-slip-nn
Arrival slip to be attached to arriving order and
sent to the sub-library or directly to the person for
whom the material was ordered
ArrivalSlip
Order Information
acq-m-order-info
acq-s-order-info
For printing information in the Acquisitions GUI
module
OrderInfo
Claim Letter (GUI)
acq-claim-nn
For printing a claim in the Acquisitions GUI
module
ClaimLetter
Budget Information
budget-information-nn
For printing budget information in the
Acquisitions GUI module
BudgetInfo
Budget Transactions Details For printing budget transactions details in the
budget-details-nn
Acquisitions GUI module
Batch Services Templates
Template
Purpose
Transactions
List of Orders
acq-order-list-nn
For WWW Services function, "Send List of Orders
to Vendor"; for material that will be sent to the
Acquisitions department or directly to the person for
whom it was ordered
Claim Letter (Services)
For WWW Services function, "Claim Report &
acq-first-claim-nn
Letters"
acq-additional-claim-nn
Budget Summary
budget-statuses-nn
For WWW Services function, "Budget Summary"
Invoice Report
invoice-report-nn
For the WWW Services function, "Invoice Report"
Serials Renew Order
acq-subs-renew-list-nn
For the WWW Services function, "Subscription
Renewal Letters"
Note that libraries can share the same forms by adding a definition to the path_convert table (UTIL Y-6).
Your ADM library is probably linked to your BIB library:
$usm50_dev/usm50/form_eng
$usm01_dev/usm01/form_eng
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12.2.2 Key to Strings with $ Signs
The meaning of a string with a $ sign depends on the template in which it appears.
❍ Order slip
❍
List of orders
❍
Arrival slip
❍
Order information
❍
Claim letters for WWW Services function, "Claim Report & Letters"
❍
Claim letters for Acquisitions GUI module
❍
Budget Summary for WWW Services function, "Budget Summary"
❍
Budget Information for printing budget information in the Acquisitions GUI module
❍
Budget Transactions Details for printing budget transactions details in the Acquisitions GUI
module
Invoice Report
❍
Order Slip
acq-order-slip-nn
❍ $001 - e-mail address
❍ $002 - date
❍ $003 through $007 - vendor's address
❍ $008 - administrative record number
❍ $009 through $018 - bibliographic information (format defined in the bib_format table (UTIL
I/14))
❍ $019 - number of items
❍ $020 - order number
❍ $021 - rush order (yes or no)
❍ $022 - order delivery type
❍ $023 - vendor note
❍ $024 - vendor reference number
❍
$025 - quantity note
$026 - currency
$027 - price
$028 - borrower's name (for material sent directly to borrower)
$029 through $033 - borrower's address (for material sent directly to borrower)
$034 through $038 - budgets
$039 - vendor's fax number
$040 - sub-library
$041 - subscription "from" date
$042 - subscription "to" date
$043 - ISBN
$054 - unit price
$055 - vendor account m
$056 - vendor account s
$057 - additional order number 1
$058 - additional order number 2
$060 - price note
$061 - final price (euro)
$088 through $089 - (These two strings are site specific.)
$091 through $099 - library's address
❍
S5 and S6 - note to vendor from the order log:
$044 through $053 - last note to vendor
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
List of Orders
acq-order-list-nn
❍ $001 - e-mail address
❍ $002 - date
❍ $003 through $007 - vendor's address
❍ $008 - administrative record number
❍ $009 through $018 - bibliographic information (format defined in the bib_format table (UTIL
I/14))
❍ $019 - number of items in order
❍ $020 - order number
❍ $021 - rush order (yes or no)
❍ $022 - order delivery type
❍ $023 - note
❍ $024 - vendor reference number
❍ $025 - quantity in order
❍ $026 - currency
❍ $027 - price
❍ $028 - total number of items in list
❍ $029 - total price of list
❍ $030 - user's name (for material sent directly to user)
❍ $031 through $035 - user's address (for material sent directly to user)
❍ $039 - vendor's fax number
❍ $040 - subscription "from" date
❍ $041 - subscription "to" date
❍ $042 - sub-library
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
$043 through $047 - budgets
$048 - ISBN
$050 - note to vendor
$051 - unit price
$052 - vendor account m
$053 - vendor account s
$054 - additional order number 1
$055 - additional order number 2
$056 - order group
$057 - price note
$058 - total euro price
$088 through $089 - (These two strings are site specific.)
$091 through $099 - library's address
Arrival Slip
acq-arrival-slip-nn
❍ $001 - date
❍ $002 - administrative record number
❍ $003 through $012 - bibliographic information (format defined in the bib_format table (UTIL
I/14))
❍ $013 - number of items
❍ $014 - shipment date
❍ $015 - arrival date
❍ $016 - arrival note
❍ $017 - order number
❍ $018 - send directly (yes/no)
❍ $019 - username (for material sent directly to user)
❍ $020 - note re: sending directly
❍ $021 through $025 - ADM record fields merged with BIB record
❍ $027 - library note
❍ $091 through $099 - library's address
Order Information
acq-m-order-info-nn and acq-s-order-info-nn
General Information
■ $001 - date
■ $091 through $099 - library's address
■ $041 through $050 - bibliographic information (format defined in the bib_format table
(UTIL I/14), under "acq-order-slip")
Information from Order Form
■ $002 - order number
■ $003 - open date
■ $004 - order status
■ $005 - status date
■ $006 - last logger date
■ $007 - invoice status
■ $008 - arrival status
■ $009 - sub-library
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
■
$010 - method of acquisition
$011 - order date
$012 - material type
$013 - letter type
$014 - order delivery type
$015 - delivery type
$016 - rush
$017 - expected date of arrival (for acq-m-order-info-nn)
$018 - library note
$019 - vendor code
$020 - vendor reference number
$021 - vendor note
$022 - number of units
$023 - quantity note
$025 - unit price
$026 - total price
$027 - currency
$028 - list price
$029 - terms sign
$030 - terms percent
$031 - final price
$051 - final price (euro)
$032 - currency note
$033 - user ID
$034 - user name
$035 - send directly to
$036 - subscription date from (for acq-s-order-info-nn)
$037 - subscription date to (for acq-s-order-info-nn)
$038 - subscription renewal date (for acq-s-order-info-nn)
$039 - renew (for acq-s-order-info-nn)
$040 - ISBN (for acq-m-order-info-nn)
$040 - ISSN (for acq-s-order-info-nn)
Information on Budgets
■ $008 - budget type
■ $001 - budget number
■ $002 - open date
■ $003 - currency
■ $004 - currency date
■ $005 - original commitment
■ $006 - active amount
■ $007 - local amount
Information on Invoices
■ $001 - invoice number
■ $002 - number of units
■ $003 - vendor code
■ $004 - list price
■ $005 - net amount
■
■
■
■
■
■
$006 - total amount
$007 - payment status
$008 - payment amount
$009 - payment date
$010 - check number
$011 - note
Information on Arrivals
■ $001 - arrived number of units
■ $002 - arrival date
■ $003 - shipment date
■ $004 - note
■ $005 - total number of units
Claim Letters
for WWW Services function, "Claim Report & Letters"
acq-first-claim-nn and acq-additional-claim-nn
❍ $002 - date
❍ $003 - vendor code
❍ $004 - vendor's name
❍ $005 through $008 - vendor's address
❍ $009 - order number
❍ $010 - expected date of arrival
❍ $011 through $016 - bibliographic information (format defined in the bib_format table (UTIL
I/14))
❍ $017 - last claim date (for acq-additional-claim-nn)
❍ $018 - number of claims (for acq-additional-claim-nn)
❍ $019 - ISBN
❍ $020 - order date
❍ $021 through $022 - vendor note
❍ $023 - number of units
❍ $091 through $099 - library's address
Claim Letters
for Acquisitions GUI module
acq-order-claim-01-nn
❍ $002 - date
❍ $003 - vendor's name
❍ $004 through $007 - vendor's address
❍ $009 through $014 - bibliographic information (format defined in the bib_format table (UTIL
I/14))
❍ $015 - number of items
❍ $016 - order number
❍ $017 - rush
❍ $018 - deliver
❍ $019 through $023 - claim text
❍ $024 - vendor reference number
❍ $025 - quantity note
❍ $026 - currency
❍ $027 - price
❍
❍
❍
❍
❍
❍
$028 - ISBN
$029 - order date
$030 through $031 - vendor note
$033 - euro price
$088 through $089 - (These two strings are site specific.)
$091 through $096 - library's address
Budget Summary
budget-statuses-nn
❍ $001 - budget code
❍ $002 - fund
❍ $003 - status
❍ $004 - valid from
❍ $005 - valid to
❍ $006 - date
❍ $007 - maximum over-commitments
❍ $008 - maximum over-expenditure
❍ $009 - free balance
❍ $010 - actual balance
❍ $011 - allocation
❍ $012 - transferred
❍ $013 - invoices
❍ $014 - payments
❍ $015 - encumbrances
❍ $016 - title of report (given by user in services module)
❍ $017 - total number of budgets
❍ $018 - initial allocation
❍ $019 - carry-over
❍ $020 - sub-libraries
❍ $021 - total allocation
❍ $022 - amount already used
Budget Information
budget-information-nn
❍ $001 - budget code filter
❍ $002 - fund
❍ $003 - status
❍ $004 - valid from
❍ $005 - valid to
❍ $006 - date
❍ $007 - maximum over-encumbrance
❍ $008 - maximum over-expenditure
❍ $009 - free balance
❍ $010 - actual balance
❍ $011 - total allocations
❍ $012 - transferred
❍ $013 - invoices
❍ $014 - payments
❍ $015 - encumbrances
❍
❍
❍
$016 - sub-libraries
$017 - initial allocation
$019 - budget codes that match the budget code filter
Budget Transaction Details
budget-details-nn
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
General Budget Information
$001 - budget code
$002 - budget name
$003 - budget status
$004 - valid from
$005 - valid to
$006 - date
$007 - department
$008 through $011 - notes
$012 - sub-libraries
$091 through $099 - library's address
Budget Transaction Details
$001 - date
$002 - amount
$003 - user ID
$004 - note
$005 - transaction type
$006 - invoice number
$007 - order number
Invoice Report
invoice-report-nn
❍ $001 - date
❍ $002 - vendor code
❍ $003 - vendor account
❍ $008 - payment currency
❍ $004 - vendor/invoice
❍ $004 - vendor/invoice/line item number
❍ $020 - total balance per vendor
❍ $021 - VAT
❍ $022 - net balance per vendor
❍ $041 - invoice number
❍ $042 - total price
❍ $043 - total local price
❍ $044 - budget
❍ $045 - price
❍ $046 - local price
❍ $047 - invoice date
❍
❍
Budget Information
$006 - budget
$007 - sum
❍
❍
VAT Recipient's Information
$030 - receiver
$031 - sum
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12.3 OPEN ANNUAL BUDGETS
The function named Open Annual Budgets (b-acq-05) is available in the Web Services module. It
enables you to create new annual budgets for those budgets defined as "annual" and using the name
format "code-YEAR" (e.g., Books-1997). The system will create new budgets having the same code and
will add a new suffix for the new year.
A report will be created listing the new budgets that have been opened. The file may be found in the
node's ALEPHE/SCRATCH directory.
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12.4 RENEW ORDER ENCUMBRANCES
The function named Renew Order Encumbrances is available in the Web Services module. There are
separate batch functions for Monographs: Renew Order Encumbrances for Monographs (b-acq-06a), and
for Serials and standing orders: Renew Order Encumbrances for Serials (b-acq-06b). Before running any
of these Renew Order Encumbrances functions, you must first run Open Annual Budgets.
The function Renew Order Encumbrances checks for annual budgets that have been assigned to each
order. If the encumbrance for the order is still active (i.e. there are incomplete invoices), the
encumbrance will be assigned to the next year's budget. If some or all invoices have been paid, the old
annual budget remains assigned.
Two output files are created:
❍ Output file 1: For cases where no invoices have been paid for a particular order, a report will be
created listing the orders for which new budgets have been assigned. The file may be found later
in the node's ALEPHE/SCRATCH directory.
❍ Output file 2: For cases where some invoices have been paid for a particular order, a report will
be created listing the orders for which the budgets have not changed. The file may be found later
in the node's ALEPHE/SCRATCH directory.
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12.5 TRANSFER REMAINING BALANCE
The function named Transfer Remaining Balance (b-acq-07) is available in the Web Services module.
Before running this function, you must first run Open Annual Budgets.
This function (Transfer Remaining Balance) enables you to transfer the funds remaining in the annual
budgets at the end of the year to the new year's annual budgets. This function only works for budgets
defined as "annual" and using the name format "code-YEAR" (e.g., Books-1997).
A report will be created listing each annual budget and indicating the amount (if any) that was
transferred. The file may be found later in the node's ALEPHE/SCRATCH directory.
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12.6 DROP-DOWN MENUS
Most of the choices available on the drop-down menus of the GUI Acquisitions module have been set by
the developers and you may not add or delete choices. Still, there are a few drop-down menus that you
may edit. To do this, connect to the administrative library and edit pc_tab_exp_field.lng table (UTIL
L/2) or the Alephadm module.
You may edit choices for the following menus:
Order Index Type
If you have added an order index by editing the tab_acq_index file in the data_tab directory, be sure to
add the new index(es) to the drop-down menu that appears in the Order Index List screen. In
pc_tab_exp_field.lng, the ID identifies the menu: ACQ_INDEX_TYPE.
Claim Format
If you have added new forms for claim printout, be sure to add them to the list of menu choices. In
pc_tab_exp_field.lng, the menu is identified by the ID ACQ_CLAIM_FORMAT.
Budget Group
You may edit choices of the Budget Group menu. In pc_tab_exp_field.lng, the ID identifies the menu:
BUDGET_GROUP. The Administration module also uses this menu.
Method of Acquisition
You may add new choices to the Method of Acquisitions menu. In pc_tab_exp_field.lng the menu is
identified by the ID ACQ_ORDER_METHOD.
Material Type
You may add new choices to the Material Type menu. In pc_tab_exp_field.lng, the menu is identified by
the ID ACQ_ORDER_MATERIAL.
VAT Recipient
You may edit choices of the VAT Recipient menu. In pc_tab_exp_field.lng, the menu is identified by
the ID VAT_RECEIVER.
Order Group
You may edit choices of the Order Group menu. In pc_tab_exp_field.lng, the ID identifies the menu
ACQ_ORDER_GROUP.
Budget Type
You may edit choices of the Budget Type menu. In pc_tab_exp_field.lng, the ID identifies the menu
BUDGET_TYPE. The Administration module also uses this menu.
Order Letter Format
If you have added new forms for Order Letters, be sure to add them to the list of menu choices. In
pc_tab_exp_field.lng, the ID identifies the menu: ACQ_LETTER_TYPE.
Order Status
You may add new choices to the Order Status menu. In pc_tab_exp_field.lng, the ID identifies the
menu: ACQ_ORDER_STATUS. Note: If you add new order statuses, they will not be system generated
and will have to be manually operated by the user.
Material Delivery
You may add new choices to the Material Delivery Type menu. In pc_tab_exp_field.lng, the ID
identifies the menu: ACQ_ORDER_MAT_DEL.
Invoice Status
You may add new choices to the Invoice Status menu. In pc_tab_exp_field.lng, the ID identifies the
menu: ACQ_INVOICE_STATUS.
Invoice Type
You may add new choices to the Invoice Type menu. In pc_tab_exp_field.lng, the ID identifies the
menu: ACQ_INVOICE_TYPE.
Vendor Delivery Type
You may add new choices to the Vendor Delivery Type menu. In pc_tab_exp_field.lng, the ID identifies
the menu: VENDOR_DELIVERY_TYPE. The Administration module also uses this menu.
Budget Department
You may edit the choices of the Budget Department menu. In pc_tab_exp_field.lng, the ID identifies the
menu: DEPARTMENT_CODE. The Administration module also uses this menu.
Invoice Payment Status
You may add new choices to the General Invoice Payment Status. In pc_tab_exp_field.lng, the ID
identifies the menu ACQ_PAYMENT_STATUS.
Note: If you add new payment statuses, they will not be system generated and will have to be manually
operated by the user.
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12.7 BUDGET
You can decide that before sending an order to the vendor, the system will check that there are budgets
that will cover the encumbrance (estimated sum). The flag in tab10 (UTIL G/5/10) called
CHECK-ORDER-BUDGET determines whether or not this check will be done by the system.
12.7.1 Proxy User for Budget
The tab10 flag TAB10-BUDGET-ID-BY-PROXY is used with the budget's Allowed User Name
(Z76-ALLOWED) and Administrator Name (Z76-ADMINISTRATOR).
When the flag is set to YES: if a proxy user exists, instead of checking the Z76 ID in relation to the staff
user's Z66-USER-NAME, it will be checked against the proxy user's Z66-USER-NAME.
If the flag is set to NO: the user will not be allowed to deal with the budget as the Allowed User Name
or the Administrator Name, even if he is their proxy.
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12.8 ARRIVAL FORM
You may have the system automatically update the Arrival Form with the number of units arrived and
date arrived, after the user adds a new Line Item to the General Invoice. To do so, go the the client's
ACQ/TAB directory and open the ACQ.INI file. Go to the section labelled [Invoice]. Following is an
example of the relevant section:
[Invoice]
CreateArrival=Y
If you want the Arrival Form to be automatically updated, type "Y." If not, type "N."
Note that even if the flag is set to "Y," the system will still ask the user to confirm that he wants the
material recorded as having arrived. If the user chooses "Yes," the system will then update the Arrival
Form. If the flag is set to "N," the system will not ask the user for confirmation, and will not update the
Arrival Form.
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12.9 ITEM RECORDS
The librarian may choose to have the system automatically create Item Records for a monograph order
by checking the appropriate box on the Quantity and Price tab of the Order Form. The default value is
determined in tab10 TAB10-CREATE-ITEM-FROM-ORDER-M.
The System Librarian, defines in tab36 (UTIL G/4/36) the default item statuses, material type,
collection, location and location type that will be assigned to the items. Following is an example from
the table:
! 1
2
3
4
5
6
!!!!!-!!-!!!!!-!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!
USMA1 01 BOOK
GEN
DG678
0
Column 1 is the sub-library.
Column 2 is the item status. This must be one of the item statuses defined in tab15 (UTIL G/5/31).
Column 3 is the material type.
Column 4 is the item collection.
Column 5 is the item location.
Column 6 is the item location type.
Notes:
❍
❍
If the item's collection is not defined in the Quantity and Price tab of the Order form, tab36 is
consulted.
The actual number of item records that are created is determined by the "number of units" entered
in the Quantity and Price tab of the Order Form.
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12.10 ORDER DETAILS
You may determine whether or not the Order Details window will be displayed automatically when a
Line Item is selected. To do so, go the the client's ACQ/TAB directory and open the ACQ.INI file. Go to
the section labelled [Invoice]. Following is an example of the relevant section:
[Invoice]
AutoExpandDoc=Y
If you want the Order Details window to be displayed automatically, type "Y." If not, type "N." If you
type "N," the user will be able to access the Order Details window by clicking the "View Order" button
on the Line Item Form.
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12.11 ORDER NUMBER COUNTERS
You may set up counters that will be used to automatically assign an order number to a new order. You
may wish to set up different counters, for use by different libraries, or for different types of orders (e.g.,
monographs vs serials).
To set up counters, follow these steps:
Step 1:
Use UTIL G/2 to create a new "last-order-no" sequence, with a code attached that identifies the counter
(e.g., "last-order-no-usma1").
Step 2:
Go the client's ACQ/TAB directory and open the ACQ.INI file. Go to the section labelled
[OrderNumber]. Following is an example of the relevant section:
[OrderNumber]
EnablePrefix=Y
PrefixString=usma1
If you want the user to be able to choose a particular counter, go to EnablePrefix and type Y to the right
side of the equal (=) sign. The "Order Number Counter Code" field will then appear on the Order Type
form. If you do not want the user to be able to choose a particular counter, type N. The "Order Number
Counter Code" field will not be displayed.
To determine which counter will be entered as the default in the "Order Number Counter Code" field
that appears on the Order Type form, go to PrefixString and type the code that identifies the particular
counter (e.g., usma1 for "last-order-no-USMA1"). Regardless of the counter that appears as the default,
the user will be able to change the counter if he wishes.
Another type of counter that you can use does not appear in UTIL G/2, but you can type its code next to
the PrefixString, as follows:
PrefixString=DocNo
If you type DocNo, the order number that will be assigned will be a combination of the ADM record
number and the sequence number of the order (each order that is opened for an ADM record is assigned
a running number). Examples of such a number are: 0000500-1, 0000500-2.
If you do not type a code to the right side of the equal (=) sign for the PrefixString parameter, the system
will leave blank the "Order Number Counter Code" field that appears on the Order Type form. If the
user does not enter a code for one of the defined counters, the system will automatically assign a number
based on the "last-order-no" parameter in UTIL G/2.
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12.12 ISBN/ISSN
It is up to you to decide whether or not you want the system to check the validity of the ISBN/ISSN
number entered in the Order form. To set up your preference, edit the tab10 table using UTIL G/5/10 in
an Administrative library. The relevant parameter is shown below:
TAB10-CHECK-ORDER-ISBN-ISSN
Y
If you enter "Y", the system checks the validity of the ISBN/ISSN number. If "N", the system does not
check the validity and any value entered is accepted.
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12.13 ORDER STATUS & ITEM PROCESS STATUS
You can set the system to automatically change the item process status when the order process status
changes. To do so, edit tab42 (UTIL G/4/42) in an Administrative library.
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12.14 GENERAL INVOICE & LINE ITEM DISPLAY
In the upper part of the General Invoice & Line Items window is a scrollable area that displays
information about the General Invoice. The System Librarian defines which fields will be displayed in
this area by editing the tab_invoice_display table (in the Administrative library's tab directory).
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12.15 ORDER LOG
The Order Log keeps track of various order-related activities that have occurred, such as a change in the
Order Status or Next Claim Date. It is up to you, the System Librarian, to determine which transactions
will be included in the Order Log. To do so, edit tab45 (UTIL G/4/45).
Note: It is recommended to set Col.3 (Order Log can/cannot be entered manually) to Y only for the
following three transactions:
❍ 00 - General
❍ 98 - Reply from vendor (no claim)
❍ 99 - Note to vendor
To define the text that will be displayed in the "Details" column of the Order Log, edit
alephe/error_eng/acq_logger. The transactions that are displayed in the expand list of the transaction
type field and can be entered manually are determined by tab45.lng, Column 3.
12.15.1 Order Log - Sorting Routine
The sort routine of the Acq Order Log can be set in pc_server_defaults. The relevant lines are:
setenv acq_user_z71_sort_routine
setenv acq_user_z71_sort_order
The parameters are as follows:
Sorting routines (setenv acq_user_z71_sort_routine):
❍ 00-by the open date & hour of the transaction
❍ 01-by sequence no. of the log
❍ 02-by sequence no. of the log, the logs with the Z71-ACTION-DATE will always be sorted on the
top by Z71-ACTION-DATE .
Sorting order (setenv acq_user_z71_sort_order) :
❍ A - ascending
❍ D- descending
Example of set-up:
setenv acq_user_z71_sort_routine
setenv acq_user_z71_sort_order
00
D
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12.16 ITEM PRICE FOR MONOGRAPH ORDER
In order to compute the default price in the Item Record, the system divides the local price by the
number of units ordered.
When the order is closed (CLS), the item price is calculated again: All invoices assigned to this order are
divided by the number of items.
There is a flag in tab10, TAB10-Z30-PRICE-FROM-ORDER. When it is set to "N", Z30-PRICE will
never be created automatically, neither from estimated price nor from invoices. When it is set to "Y",
Z30-PRICE will be created as explained above.
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12.17 VENDOR'S CURRENCY
If TAB10-CHECK-INVOICE-CURRENCY is YES, at least one currency must be entered in the
Account tab on the Vendor form; when you assign a general invoice to an order, the system will only
allow you to pick one of the four defined currencies. Currency 1 is the default.
If TAB10-CHECK-INVOICE-CURRENCY is NO, the currency field in the Account tab on the Vendor
form is not mandatory; when you assign a general invoice to an order, the system will allow you to
choose a currency that is not defined in the Vendor Form.
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12.18 VENDOR ADDRESSES FORM
The Vendor addresses form is displayed when you click the Address button of the Vendor List. This
form can be displayed in two ways, depending on the setup of flag 53 of tab10 in the Administrative
library:
53 TAB10-VENDOR-STRUCTURED-ADDR
-YN
If the flag is set to "Y", the following 4 lines of Z72 replace the last 100 characters of
Z72-VENDOR-ADDRESS for printing purposes:
Z72-VENDOR-CITY
Z72-VENDOR-STATE
Z72-VENDOR-POSTAL-CODE
Z72-VENDOR-COUNTRY
Additionally, the form on the GUI shows only 3 lines of Z72-VENDOR-ADDRESS (composed of 1 line
of the Vendor name field and 2 lines of the Vendor address field) instead of 5, and 4 edit fields for the
above-mentioned fields.
If the flag is set to "N", the GUI shows 5 edit fields for Z72-VENDOR-ADDRESS (250 characters), and
does not show the above 4 fields.
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12.19 ACQUISITIONS RELATED ENTRIES IN TAB10
This section details all the switches which are relevant to Acquisitions and set in tab10 of the
Administrative library. Most of this information also appears elsewhere in this System Librarian chapter.
1. 8 TAB10-CHECK-INVOICE-CURRENCY - YN
Y = currency on invoice must match one of the vendor currencies. When registering a new vendor
(Z70), at least one currency must be assigned to the vendor's record.
2. 12 TAB10-CHECK-ORDER-BUDGET - YN
This switch is used for "P" (purchase) orders.
Y = 0.00 is not allowed as the estimated price of an order. When the order is sent, a budget
encumbrance is required. Budget checks (validity and balance) are performed. If errors are
detected, the order status is changed to DNB (Delay, No Budget) and the order is not sent.
3.
4.
5.
6.
7.
N = 0.00 is allowed as the estimated price of an order. If a budget is assigned, then when the order
is sent, the budget checks are performed and errors are reported. Even if errors are detected, the
order is sent and the order status is not changed to DNB.
If no budget was assigned to the order, the invoice line item can be registered without a budget.
15 TAB10-CHECK-ORDER-ISBN-ISSN - YN
Y = ISBN/ISSN entered in the Acquisitions order is checked for validity.
16 TAB10-CREATE-ITEM-FORM-ORDER-M - YN
Y = checkbox for automatic item creation (on tab 3 of order form) is set to "checked".
21 TAB10-Z30-PRICE-FROM-ORDER - YN
Y = the item price field is controlled by, and automatically updated from, the acquisition price
(estimated and invoiced).
46 TAB10-BUDGET-ID-BY-PROXY - YN
Y = if the user password (Z66) is a proxy to another user password, the user inherits the values for
Budget Administrator and Budget from the user to whom he is proxied. In other words, if the user
password is a proxy to another user passwod, he does not have to be registered in Budget (Z76) as
administrator or allowed.
53 TAB10-VENDOR-STRUCTURED-ADDR -YN
Y = The following 4 lines of Z72 replace the last 100 characters of Z72-VENDOR-ADDRESS
(for printing) :
■ Z72-VENDOR-CITY
■
■
■
Z72-VENDOR-STATE
Z72-VENDOR-POSTAL-CODE
Z72-VENDOR-COUNTRY
The Vendor Addresses Form will only show three lines of Z72-VENDOR-ADDRESS (one line in
the name field and two lines for the address field) instead of five, and the four fields will appear
below them.
N = The GUI shows 5 fields for Z72-VENDOR-ADDRESS, and will not show the above 4 fields.
8. 55 TAB10-INVOICE-PAYMENT-STATUS YNRP
This switch controls the initialization of the Invoice payment status (Z77-P-STATUS). The
possible values are taken from the pc_tab_exp_field.lng menu ACQ_PAYMENT_STATUS.
Example:
If the tab10 set up is: 55 TAB10-INVOICE-PAYMENT-STATUS N then each General Invoice
that is initially created will get the invoice status N (Not ready to be paid) as soon as the Refresh
or OK button is clicked.
Most common values:
■ N=Not ready to be paid
■ R=Ready to be paid
■ Y=Payment authorization given
■ P=Paid
9. 58 TAB10-OVER-EXP-INCLUDE-ENC
Y = Maximum over expenditure of a budget is checked in relation to the encumbrance. The
system checks the maximum over expenditure against the free balance. The free balance is the
total allocation - (paid + unpaid invoices + encumbrances).
N = Maximum over expenditure of a budget is not checked in relation to the encumbrance but in
relation to the expenditure. The system checks the maximum over expenditure against the actual
balance of the budget. The actual balance is the total allocations - (paid + unpaid invoices).
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12.20 ACQUISITIONS TABLES
1.
form_sub_library_address
form_sub_library_address table defines address types for Acquisitions, ILL & Circulation
forms. form_sub_library_address works in conjunction with column 2 (address type) of
tab_sub_library_address.lng (alephe table).
2.
pc_tab_acq_fast_cat.lng
pc_tab_acq_fast_cat.lng defines fields for quick cataloging in the ACQ GUI. This table has to be
edited in the BIB library (for the creation of the BIB record) and in the Administrative library (for
the creation of the ADM record).
3.
tab10
tab10 defines various system switches that determine the way the system behaves. Switches
relevant to ACQ are:
■ 8-CHECK-INVOICE-CURRENCY
■ 12-CHECK-ORDER-BUDGET
■ 15-CHECK-ORDER-ISBN-ISSN
■ 16-CREATE-ITEM-FORM-ORDER-M
■ 21-Z30-PRICE-FROM-ORDER
■ 46-BUDGET-ID-BY-PROXY.
■
■
■
53-VENDOR-STRUCTURED-ADDR
55-TAB10-INVOICE-PAYMENT-STATUS
58 TAB10-OVER-EXP-INCLUDE-ENC
See also section 12.19: "Acquisition Related entries in tab10" and tab10's header.
4.
tab35
Every sub-library may have different EDI ID numbers at different vendors. In addition, different
sublibraries can have one account with the same vendor. tab35 defines these parameters for each
branch library. In addition, the table registers each sublibrary's VAT number.
5.
tab36
The system automatically opens items for monograph orders as per the number registered in the
"Number of Units" field in the order record provided that:
■ XE "tab10, switch 16" is set to Y,
■
and/or
the checkbox "create item records" on the monograph order form is flagged.
tab36 defines the default values (sub-library, item status, material type, collection, location and
location type) for this type of automatic item creation.
6.
tab42
tab42 defines parameters for automatic update of the item processing status, according to the
acquisition order status for monograph orders.
7.
tab45.lng
The order log, is part of the on-line Acquisitions module. It is dependent on definitions
pre-defined in tab45. An entry is made in the log when:
■ An order is created.
■ When the order status or item status is created or changes;
■ When the next claim date changes;
■ When the user manually adds his own notes.
Definitions in tab45 set whether or not the transaction creates an order log record and defines the
description of the action (which is written in the order log text field).
8.
tab_acq_display.lng
Defines in which order record fields are displayed in the 'order expand' window or 'view order'
window in Acquisition.
9.
tab_acq_index
tab_acq_index indexes orders by bibliographic fields. Note that the index entry is updated only if
the order record is updated - i.e. a change in the bibliographic record is not automatically updated
in the index in the Acquisitions Client.
10.
tab_invoice_display.lng
tab_invoice_display.lng defines the display of invoice-related information in the online
Acquisitions module.
11.
tab_order_aut
tab_order_aut defines control of the authorization of the update of Acquisition Order. The update
of orders is limited to persons who have passwords registered in the same group as that registered
in the order. This depends on two things:
■ Putting a group code into Z68-ORDER-NUMBER-2 (up to 30 characters) when working
with the order on the client.
■ Setting up a table of authorizations. In this table, each group code can be assigned up to 10
passwords. If 10 are not enough, the line can be repeated.
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12.21 ACQUISITIONS VALUES OF
PC_SERVER_DEFAULTS
pc_server_defaults is an ALEPH configuration located under $alephe_root. This configuration defines
the default value for the pc server.
Following are the relevant entries for GUI-Acquisition
❍
setenv acq_user_z71_sort_routine
Sorting routines for Acq Order Log
Possible values:
■ 00-by the open date & hour of the transaction
■ 01-by sequence no. of the log
■ 02-by sequence no. of the log. The log with the Z71-ACTION-DATE will always be sorted
on top by Z71-ACTION-DATE.
❍
setenv acq_user_z71_sort_order
Sorting order for Acq Order Log
Possible values:
■ A - ascending
■ D - descending
❍
setenv FILTER_NA_VENDORS
Vendor list filter (Active and non-active vendors)
Possible values:
■ Y - Yes, the vendor with status 'NA' (Non-Active) will be filtered out from GUI-ACQ /
ADMIN Vendor list.
■ N - No, All vendors will be displayed.
❍
setenv default_lock_period
Locked Acquisitions records are automatically unlocked after a period defined in this section .
The period is defined in seconds. The default has been set to 300 seconds.
Note: The value entered in setenv default_lock_period is also shared by Items, Circulation and
ILL records.
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12.22 SETTING THE LOCAL CURRENCY
This scenario shows how to set USD (US dollars) as your local currency. In order to set the local
currency, perform the following steps:
1. In the GUI's ADMIN module, select Administration/Currencies. The Currency List window is
displayed. Define USD as one of your currencies, and set its ratio to 1.000.
2. Go to the ./alephe directory. Define USD as your local currency in ./alephe/aleph_start_505.
setenv local_currency
USD
3. After exiting the aleph_start_505 file, run the command:
source aleph_start_505
4. Restart pc server (util w).
The system's local currency is now USD. The GUI user is unable to add, replace or delete the ratio
(1.000) for USD.
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12.23 COLUMN HEADINGS (PC_TAB_COL.LNG)
pc_tab_col.lng defines the columns of information that are displayed in list windows in the GUI clients.
In order to define column headings, edit the bibliographic library (USM01) table pc_tab_col.lng using
UTIL I/9 or the ALEPHADM module. For more information about pc_tab_col.lng, see the Web Guide General chapter - Desktop Customization - GUI and Toolbars section.
The following is a list of the Acquisitions windows which use pc_tab_col.lng for formatting data, and
their identifiers (Column 1 in pc_tab_col.lng).
Identifier
Acquisitions GUI Windows
PC_ACQ_BUDGET
Encumbrance for Order Window *
PC_ACQ_LOGGER
List of Order's log
PC_ACQ_GLOBAL_SEARCH New and Cancelled Order Index
PC_ACQ_LIST
Orders List of Admin Record *
PC_ACQ_INDEX
Orders Index
PC_ACQ_O_I_L
Invoice List of Order
PC_ACQ_O_H_I_L
General Invoice and Line Items the bottom pane
PC_ACQ_I_H_L
General Invoice and Line Items the top pane
PC_ACQ_O_A_L
Arrival List of Order
PC_ACQ_COPY_L
Subscriptions List of Order
PC_ACQ_CLAIM_L
List of Claims
PC_ACQ_EXP_DIV_L
Budget Summary - the bottom pane
PC_COM_CURRENCY_LIST
Currency List
PC_COM_BUDGET_LIS
Budget List
PC_COM_TRANSACTION
Transactions List of Budget
PC_COM_VENDOR_LIST
Vendor List
PC_ACQ_ITEMS_L
List of Items for Order
PC_COM_ORDER_INV_L
Invoice List for Order (accessed from Item Form, Invoice Key
field)
PC_COM_DOC
Navigation Window for Admin Record
* In this GUI table, an optional color/font can be used by the system for color/font differentiation
between values in the same column. The alternative font and color can be defined in Column 8 and 9 of
pc_tab_col.lng.
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12.24 CLIENT SETUP (ACQ.INI)
The acq.ini file defines settings for the Acquisitions client. This chapter presents and explains various
sections of the acq.ini file.
[FastCatDlg]
Library=USM01
When using the option of Fast Cataloging via the Acquisitions module, the [FastCatDlg] section will
determine under what bibliographic library the record is saved.
[OrderNumber]
EnablePrefix=Y
PrefixString=uarcv
The [OrderNumber] section defines the default order number prefix. It works along with the order
number counter in UTIL G/2 (e.g.: last-order-no-uarcv).
[Invoice]
CreateArrival=Y
AutoExpandDoc=N
CreateArrival=Y
When a line item invoice is registered, this section will determine if the user will be asked whether he
would like to record the material as "arrived". If it set to N, the question regarding the arrival of material
will not pop-up.
AutoExpandDoc=N
When a line item invoice is registered, this section will determine if the order details window will be
displayed (tab_acq_display.lng of the Administrative library).
[Arrival]
RushNote=Y
LibraryNote=Y
RushNote=Y
When registering the arrival of a rush order, this section will determine whether to notify the user that
this is a rush order.
LibraryNote=Y
When registering the arrival of an order which has a library note, this section will determine if the
library note will pop-up.
[OrderIndex]
IndexCode=TIT
SubLibrary=
OrderStatus=
OrderGroup=
OrderType=
VendorStatus=
FromOrderDate=0
RushIndicator=
ArrivalStatus=
ToOrderDate=0
InvoiceStatus=
RefreshFilter=Y
RefreshOnStart=Y
The [OrderIndex] section contains the Index List default parameters.
[NavMap]
PushBIB=Y
PushBIBOpac=Y
PushADM=Y
PushHOL=Y
PushSerial=Y
PushItems=Y
PushAcq=Y
PushIll=Y
PushCirc=Y
Trigger=Y
ShortCatAdm=Y
The [NavMap] section defines the setup of the buttons available on the Navigation Window. You can
choose "Y" or "N" to enable/disable the display of the relevant button.
PushBIB=Y
Enables the "Catalog BIB." button, which pushes the record to the attached bibliographic record in the
Cataloging module.
PushBIBOpac=Y
Enables the "View in OPAC" button, which pushes the record to the attached record in the Search
module (GUI OPAC).
PushADM=Y
Enables the "Catalog ADM" button, which pushes the record to the attached ADM record in the
Cataloging module.
PushHOL=Y
Enables the "Catalog HOL." button, which pushes the record to the attached holdings record in the
Cataloging module.
PushSerial=Y
Enables the "Serials" button which pushes the record to the Serials module.
PushItems=Y
Enables the "Items" button which pushes the record to the Items module.
PushAcq=Y
This parameter is used in the [NavMap] section of other modules to enable the "Acquisitions" button
which pushes the record to the Acquisitions module.
Note that this button is always non-active in the Acquisitions module.
PushIll=Y
Enables the "ILL" button which pushes the record to the ILL module.
PushCirc=Y
Enables the "Circulation" button which pushes the record to the Circulation module.
Trigger=Y
Enables the "Triggers" button which pushes the record to the List of Triggers for Record window. This
window enables you to create a trigger attached to the item that will appear in various transactions.
ShortCatAdm=Y
Enables the "Update ADM" button which opens the Update ADM Record window. This window enables
you to edit the ADM record.
[GlobalSearch]
OrderType=
MaterialType=
OrderGroup=
VendorCode=
OpenDateFrom=0
OpenDateTo=0
The [GlobalSearch] section defines the defaults parameters for the New and Cancelled Order List.
[OrderDefaults]
BudgetCode=
ItemCollection=GEN
OrderStatus=SV
The [OrderDefaults] section defines and saves the last values that are entered as default values for the
following three Order fields:
❍
❍
❍
Encumber Budget
Item Collection (relevant only for Monograph orders)
Order Status
Note: In GUI-ACQ, these OrderDefaults fields can be saved to the defaults only in New or Duplicate
mode. All other order fields, which can be saved as defaults, can be saved also in Modify mode.
[BudgetNumber]
BudgetKeyType=BUDGET-NUMBER
The [BudgetNumber] section saves the value of the last search that was executed in the
GUI/ACQ/"Budget Information" window.
The possible values are:
❍ BUDGET-NUMBER - search by Budget code
❍ BUDGET-NUMBER-W - truncated search
❍ SUB-KEY - search by Budget Group
❍ HIERARCHY - search by budget hierarchy
1.0 ADMINISTRATION
OVERVIEW
The Administration module enables you to manage information that is used
system-wide, that is, by more than one library. Some of this information, such as
Privileges, is sensitive data that should be managed by the system librarian. For
convenience, some functions are available in other modules, as well:
❍ Patron Registration - Circulation module
❍
Budgets - Acquisitions module
❍
Vendors - Acquisitions module
❍
ILL Suppliers - ILL module
Go to next section (Privileges)
2.0 PRIVILEGES
The Privileges function enables you to add new librarians (users) to the system and to assign
them passwords and access rights.
You may click the
icon to activate the Privileges function.
2.1 LIST OF USERS
When you activate the Privileges function, the window below is displayed.
This screen lists the users in the system. To select a user, you may scroll through the list.
Alternatively, you may enter part of the user name in the space provided and press Enter. The list
will automatically scroll to the first matching user name. Then click the button for the desired
action. Each button is explained below.
New User
To add a new librarian to the list of users, click New. A form will pop up for you to fill in the
user's name, password, cataloger level, etc. When you are finished filling in the form, the new
user will appear in the list of users. Then, to assign access rights to this user, highlight the name
on the list and click Access Rights.
Modify User
To modify a user's password or cataloger level, highlight the name on the list and click Modify
User. A form will pop up for you to edit.
Duplicate User
To add a new user by copying an existing user's details, highlight a user on the list and click
Duplicate User. A form will pop up for entering new user information. The new user will be
assigned the same privileges as the user chosen for duplication.
Delete User
To delete a user, highlight the user and click Delete. Do not delete the ALEPH user unless you
have first created another user with the access rights to assign passwords. The only way to
reinstate the ALEPH user is to delete the files that contain user names and passwords (files Z66
and Z67), using UTIL A/17. Consult with Ex Libris before doing this.
Access Rights
To view or modify a user's access rights to various functions in the system, highlight the user
name and click Access Rights. Choose the library you are interested in, and click OK. The
Modify User's Access Rights window will be displayed.
Note that if a user has been assigned a proxy, you cannot view or modify the user's access rights
directly. Since the user automatically receives the same access rights as the proxy, in order to
view or change access rights for the user, you must view or change the access rights for the
proxy. Any number of users may be assigned the same proxy. If you change the access rights for
the proxy, the access rights of all users having this proxy will also be changed.
Summary
To view the complete list of libraries, functions and sub-functions to which a user has access,
highlight the user's name and click Summary.
2.2 USER - PASSWORD INFORMATION
When you click New, Modify or Duplicate on the User List, the following form will be
displayed:
User Name
The user name is the unique string by which the system identifies the user. The user name may be
up to 10 alphanumeric characters.
Password
A password is required in order to use every ALEPH module except for the OPAC. Enter a
password up to 10 alphanumeric characters. The password that you enter will not be displayed.
Cataloger Level
This information is used only in the Cataloging module. When a catalog record is edited and
saved on the server, the level of the cataloger is assigned to the record. In order for someone else
to update the record, he must have a level equal to, or higher than, the level assigned to the
record. Note that the higher the level, the greater the access. (For example, level 99 can see every
record.)
User Proxy
If you want the selected user to have exactly the same access rights as another user, enter the user
name of the other user here. (This other user is referred to as the "proxy" for your selected user.)
Note that if you assign a proxy to the selected user, you will not then be able to define access
rights for the selected user. Rather, he will automatically receive the same access rights as the
proxy. In order to change access rights for the selected user, you must change the access rights
for the proxy. Any number of users may be assigned the same proxy. If you change the access
rights for the proxy, the access rights of all users having this proxy will also be changed.
Cat. OWN ID
Use this field to enter the text that will be written in the OWN field of the Cataloging record.
This option is relevant only if the library uses the option for automatic generation of the OWN
field.
Cat. OWN Permission
Use this field to enter the OWN field value of the cataloging records that this user is allowed to
update. Enter "GLOBAL" to allow this user to update all records, regardless of OWN field. This
option is relevant only if the library uses the OWN field in cataloging records.
Note that if the user is a proxy to another user, and if the TAB10-OWN-BY-PROXY switch of
the library's tab10 table is set to 'Y', then the OWN values for the user are taken from the proxy's
record (Cat. OWN ID and Cat. OWN Permission).
Circ. Override level
This information is used only in the Circulation module. In order to override a specific error
message a librarian must have a level equal to, or higher than, the level assigned to the error
message. Note that the higher the level, the greater the permissions to override. (For example,
level 99 can override every message.)
2.3 USER'S ACCESS RIGHTS
When you click on the Access Rights button on the User List, the following screen will be
displayed:
This screen lists all the global libraries available in the system. Those global libraries which have
a plus sign ("+") next to the library code, have sub-libraries associated with them. To view the list
of sub-libraries, double-click on the + library.
To select the library for which you want to view or modify access rights, highlight the library and
click OK. The window that is then displayed, and the task you can perform with it, depend on the
type of library you choose:
Global Library without Sub-libraries
If you choose a global library that does not have sub-libraries (there is no "+" next to the library
code), you will be able to add or delete access rights for the selected global library.
Global Library with Sub-libraries
If you choose a global library that does have sub-libraries (the "+" symbol appears next to the
library code), you will be able to modify access rights for either the global library or individual
sub-libraries.
Individual Sub-library
If you select an individual sub-library, will enable you to modify access rights for that one
sub-library only.
Sub-library sensitivity
You can create permissions on the sub-library level (and not only on the ADM level) for the
creation, deletion or update of a hold request in the Circulation GUI.
2.3.1 Modify User's Access Rights
After selecting a library, the following screen will be displayed:
This window lists all of the functions and sub-functions in the system. The user's current state of
privileges is displayed in the following manner: the relevant sub-libraries (or the global library)
are listed under each sub-function. A check-mark denotes "allowed" privilege, and an X denotes
"denied" privilege. Each function includes a "sub-function" which is all the sub-functions
together.
You can Allow, Deny or Delete privileges for a particular sub-function. If you choose a global
library that has sub-libraries, there is also a "Sub-libraries" button for limiting the privilege to one
or more sub-libraries. To assign or deny access to a sub-function, click on the sub-function and
then click on the relevant button:
❍ Allowed: to assign the privilege for the global library (i.e., all sub-libraries). The global
library code is displayed below the sub-function with a check-mark next to it.
❍ Denied: to deny privilege for the global library (i.e., all sub-libraries). The global library
code will be displayed below the sub-function with an X next to it. Use the "Denied"
privilege to filter out particular privileges from "Allowed". For example, a user could be
assigned "All sub-functions" under Acquisitions, but denied "Update PAID general
invoice."
❍ Delete: to remove a previously assigned privilege (whether denied or allowed).
❍ Sub-libraries: in order to allow or deny privileges for one or more sub-libraries.
Note:
User Passwords and User Profiles are not included in "All functions" (the first option in the list).
In other words, "All functions" refers to every function except User Passwords and User Profiles.
If you want to give a user access rights to User Passwords or User Profiles, you will have to
choose these specifically, and not just give access to "All functions."
Authorization for access to the WEB Guide, Release Notes and Documentation is also not
included in the "All functions" option and must be separately assigned. Moreover, it must be
assigned within the USM01 library in order to be in effect.
Note that the system distinguishes between the right to display a record and the right to update
the record. If you want a user to be able to read a record, but not to change the information, then
assign Display rights only. However, if you wish to assign the right to update a record, you must
also assign the right to display the record. Note that if you give access to "all sub-functions" of a
particular function, the user will have both display and update access to all records of that
function, and you will not have to assign these rights separately.
Display-only access is useful for an installation with a number of sub-libraries. You may wish to
give display-only access to a user so that he can read the records of a sub-library that is not his
own.
2.3.2 Modify Permitted Sub-libraries
When you click the Sub-libraries button on the Modify User's Access Rights window, the screen
below is displayed:
The left side of this screen, "Permitted Sub-libraries," lists the sub-libraries for which the user has
access to the selected sub-function.
The right side of the screen, "Available Sub-libraries," lists all sub-libraries of the selected global
library.
To give the user access to a function for a particular sub-library, highlight the sub-library in the
right-hand list and click the Left arrow with the check-mark. The highlighted sub-library will
then appear in the "Permitted" column on the left side of the screen, with the letter "Y in the
"Allowed" column.
To remove a sub-library from the "Permitted" column, highlight the sub-library and click the
Right arrow.
Optionally, you can assign a global library access (by clicking "Allowed" on the first "Modify
Access Rights" window), and then deny this access for one or more sub-libraries.
To deny user access to a function for a particular sub-library, highlight the sub-library in the
right-hand list and click the left arrow with the X sign. The highlighted sub-library will then
appear in the Permitted column on the left-hand side of the screen, with the letter "N" in the
"Allowed" column.
To highlight more than one sub-library, hold down the Ctrl key while clicking the desired
sub-libraries. To highlight an entire range of sub-libraries, click the first sub-library in the range,
then, while holding down the Shift key, click on the last sub-library in the range.
Go to next section (Profiles)
3.0 PROFILES
A profile sets user privileges and preferences in the WEB OPAC. The profile includes
permissions (definitions of records to which the user is denied access, permission to update
address, and so on), and preferences (record display, interface language, and so on).
When a user accesses the WEB OPAC, a particular profile is activated, according to the
following setup:
❍ Personal Profile: When a patron signs in at the WEB OPAC, if his global user record
has a profile listed, then this profile is recalled.
■ If the profile ID is the same as the User ID, the user can save changes he makes to
the profile preferences. This is called a personal profile.
■ If the profile ID is different to the User ID (that is, a group profile has been
assigned to the user), preferences can be changed for the session, but they cannot
be saved.
■ If no profile ID is registered in the global user record, the IP or ALEPH profile is
used (see following); the patron can change preferences and save them in a
personal profile.
❍ IP Profile: When a patron first accesses the WEB OPAC, the system checks for a profile
ID that most closely matches the IP station of the user. The IP address is entered as the
profile ID (without dots). The IP address ID can be truncated by up to six digits, in order
to include a group of IP stations.
❍ ALEPH Profile: When the patron accesses the WEB OPAC, if there is no IP Profile,
then the default (ALEPH) Profile is used.
When the OPAC user has signed-in, if he has a personal profile, the profile fields that relate to
display preferences can be modified by the user. This is done on the Display Formats window
accessed via the Preferences link from the Web OPAC, or from the Personal Profile window
accessed via the User window:
These modifications can be saved for personal profiles; that is, for profiles that have the same
ID as the user.
Identified users who do not have a profile listed in their global user record, have a personal
profile created for them when they change the preferences in the Web OPAC. If the profile field
of the user's record is blank, a profile record is created (in which his preferences are saved and
permissions are defaulted to the permissions of the default profile), and the profile field is
updated.
The "privilege" aspects of the profile record can be modified only through the Profiles function
of the Administration module. (See Section 3.2 - Profile Information ).
3.1 PROFILE LIST
The Profiles function allows you to create,view and update a profile. The profile is used
together with the "Profile" field in the Global User Information Form that is accessible from the
Circulation and Administration modules.
You activate the Profiles function by selecting the Profiles option from the Administration
menu. When you activate the Profiles function, the window below is displayed:
The Profile List shows the currently defined Profiles. You can jump to a particular point in the
list by typing in text in the space provided and pressing Enter.
The following buttons are available on this screen:
New
To add a new profile to the list, click New. A form is displayed for you to fill in, list the bases
to which the OPAC user is denied access, set priveleges, and set display preferences.
Modify
To change information about a particular profile, highlight the profile ID and click Modify. A
form will be displayed for you to edit, in order to change the profile.
Duplicate
You may add a new profile by copying an existing profile's details and then editing the form
that pops up. To do this, highlight the profile whose information you wish to copy, then click
Duplicate. A form is displayed for the new profile which is already filled in with information
copied from the highlighted profile. You may then edit the form.
Delete
To delete a profile from the list, highlight the profile ID and click Delete.
3.2 PROFILE INFORMATION
When you click the Add, Modify or Duplicate button on the Profile List, the following screen is
displayed:
There are two tabs on the Profile Information window: General Information and Denied
Records.
3.2.1 General Information
This section includes the following parameters for the profile:
Profile ID
This can consist of up to 12 characters.
Base name
Enter the default base to be accessed when the user accesses the Web OPAC. The default base
is relevant only to the IP address and ALEPH profiles; it is not relevant to personal profiles,
since the user has already accessed the Web OPAC, and the base only changes on direct request
by the user.
Interface Lang
Enter the default interface language for the Web OPAC.
ADM Library
This is the default ADM library when accessing a User record.
Auto Full
If the number of records in the set is less than or equal to the number here, the set displays
single records in Full format; if the number of records in the set is greater than this number, the
records display in Brief format.
Sublibrary
The default sub-library for holdings display in OPAC. When the List of Items is displayed, this
library is automatically chosen for display. If this field is left blank, the default is "all
sublibraries."
Reports per Page
Enter the value for the number of reports you want to be displayed in Brief Format in the Web
OPAC.
Brief Format
Select from a list of predefined Brief Formats. Format 999 is brief record in table format; other
formats are selected fields from the full record, with each field displaying on a separate line.
Max Save/Mail Files
Enter the maximum number of records an OPAC user is allowed to save or mail at one time.
Permissions
❍
Link Permission
Permission for link to external files, through the 856 field.
❍
Save Permission
Permission to save a set of records on the server.
❍
Course Permission
Permission to send lists for Course Reading.
❍
SDI Permission
Permission to create a personal SDI profile.
❍
Special Request Permission
Special Request Permission allows the patron to place a request for material that is not in
the OPAC. This goes together with an individual ILL permission which can be set in the
Global User window in the Circulation GUI.
❍
Update Address Permission
Permission to update a User Adress from the Web OPAC.
3.2.2 Denied Libraries (Records)
If a library wants to deny access to certain records, then it needs to define a logical base for the
records using the Denied Records tab. A denied base is defined by a Boolean FIND command.
All matching records are denied to a patron who has this profile.
Library Code
Enter the code of the BIB library.
FIND Command for Denied Records
Type the command that the system will use to create a set of denied records. You may define
only one line for each Library code. The FIND command can have up to 8 Boolean parameters
and can be up to 500 characters long. Every user who is assigned this profile will then be denied
access to these records. Use "all documents not wrd=suppressed" in order to define a command
for "all documents except..." (for example, the "all documents command not suppressed allows
access to all records that do not have the word "suppressed").
Go to next section (Borrower Registration)
4.0 PATRON REGISTRATION
When you choose Patron Registration from the Administration menu, the
following screen is displayed:
The User List offers options that ease your search for the desired user:
Sort by
You may choose to have the list sorted by name, user ID or barcode number.
Enter Starting Point
You can jump to a particular point in the list by typing in text in the space
provided and pressing Enter.
4.1 BUTTONS ON THE USER LIST
The following buttons are available on this screen:
New
Click New to add a user. The Global User Information form will be displayed for
you to fill in. This form is explained in the Users Section of the Circulation chapter
.
Modify
To change the information recorded for a user, highlight the user and click Modify.
The Global User Information form will be displayed for you to fill in. This form is
explained in the Users Section of the Circulation chapter .
Addresses
Click Addresses to see the list of addresses available for the selected user, and to
be able to add, modify or delete an address. Addresses are explained in the Users
Section of the Circulation chapter .
Duplicate
Click Duplicate to make a copy of the highlighted user's record. The Global User
Information form will be displayed for you to edit. This form is explained in the
Users Section of the Circulation chapter .
Delete
Click Delete to remove the highlighted user from the list. You will receive a
prompt asking you if you are sure you want to delete.
Note that the system will not delete a user who owes money or has outstanding
loans. In the case of outstanding loans, you must first delete the loan transactions
and then delete the user record (using the Administration or Circulation module).
If a user has Hold/Photo Requests, the system will warn you, but you may still
delete the user record, if you wish.
Note that when the user record is deleted, all of the information about the user
(address, hold and photo requests, privileges, etc.) is deleted from all of the related
libraries and sub-libraries.
Keywords
Click Keywords to retrieve Users whose names include the keyword(s) you
designate.
Go to next section (Budgets)
5.0 BUDGETS
Budgets are an optional feature and are only for users who want budget control. If you do want budget
control, then before initiating any orders, you must first create a list of budgets. After a budget has been
created, it can be assigned to an order in the Acquisitions module (see the section on Orders).
This section explains how to manage budgets and register transactions.
You may click the
icon to activate the Budgets function.
5.1 BUDGET LIST
When you activate the Budgets function, the window below is displayed.
This screen lists the currently-defined budgets and enables you to add, modify and delete budgets.
The Budget List offers an option that eases your search for the desired budget:
Enter Starting Point
You can jump to a particular point in the list by typing in a partial budget code in the space provided
and pressing Enter.
Keywords
Click Keywords to retrieve budgets whose names include the keyword(s) you have entered. You can
truncate words by entering the first few letters of your search term. The following fields will be
searched for the keywords:
❍ Name
❍ External Budget
❍ Department
5.1.1 Buttons on the Budget List
The following buttons are available on this screen:
New
To add a new budget to the list, click New. The Budget Form will be displayed for you to fill in.
Modify
To change information about a particular budget, highlight the vendor and click Modify. The Budget
Form will be displayed for you to edit.
Duplicate
You may add a new budget by copying an existing budget's details and then editing the form that pops
up. To do so, highlight the budget whose information you wish to copy, then click Duplicate. The
Budget Form will be displayed for the new budget, which will already be filled in with information
copied from the highlighted budget. You may then edit the form so that the information will be
appropriate for the new budget.
Delete
To delete a budget from the list, highlight the budget and click Delete. If a budget is linked to an order it
cannot be deleted.
Balance
To view a budget's balance, highlight the budget and click Balance. The Balance of Budget screen will
be displayed.
Transactions
To view a list of transactions (showing amounts allocated, encumbered, transferred, invoiced, and so
on), click Transactions. (This will also enable you to record a debit or credit to this budget.)
Sub-library
Click the Sub-library button to assign one or more sub-libraries to the budget. For an explanation of
how to assign sub-libraries, go to the Acquisitions/Vendors chapter. (The same procedure is followed
whether you assign sub-libraries to a budget or to a vendor.)
5.2 BUDGET FORM
When you click New, Modify or Duplicate on the Budget List, the Budget Form is displayed, enabling
you to register administrative information about a budget. The Budget Form has two parts, accessible by
clicking on the tab for each part. When you are finished filling in both parts, click Update.
5.2.1 Information Screen 1
When the user clicks on the Information Screen 1 tab, the following screen is displayed:
Open Date
This is the date the record was opened. It is filled in automatically by the system.
External Budget
If this budget is part of a larger administrative authority, enter the code for that authority here.
Budget Code
The budget code is the unique code by which the system identifies the budget. You may enter up to 20
alphanumeric characters. The recommended format is code-year, for example, HISTORY-1998. This
format is not required but if your budgets are annual, it will enable you to use various features that
require the code-year format.
Budget Type
The budget type is for information only. If you do not choose a budget type, it defaults to REG
(Regular). Available budget types are:
REG - Regular
INB - Internal
SPE - Special
RES - Research
CLS - Balanced budget
Budget Status
The budget status can be active (AC) or non-active (NA). An order that is placed against an inactive
budget will be trapped. If you do not choose a budget type, it defaults to active (AC).
Valid From-To
Enter the dates between which orders may be placed against the budget. An order will be trapped if it is
placed outside the valid period.
Note 1-4
These fields are optional. Each note may be up to 100 characters in length.
Budget Groups
This information is optional. Budget groups are used to combine several budgets in a group in order to
produce a report on the budgets. For example, you may wish to have separate groups for material type,
department and faculty. In this case, a particular budget, called Biologyserials-1998, may belong to a
Serials Group, a Biology Department Group, and a Faculty of Science Group.
Name
This is the name of the budget. This information is optional. You may enter up to 60 characters.
Department
This information is optional.
5.2.2 Information Screen 2
When the user clicks on the Information Screen 2 tab, the screen below is displayed. All fields on the
screen relate to the amount of money in the budget.
Administrator ID
The administrator of the budget may make allocations and transfers.
Allowed User ID 1-10
An allowed user may encumber funds for this budget and/or pay invoices (depending on the access
rights assigned to the user in the Administration module). Place an asterisk * in the first field if you
want all permitted users to be able to encumber budgets and/or pay invoices.
Maximum over-encumbrance
This is the maximum amount by which the budget may be encumbered, over and above the estimated
budget balance (which is computed from allocations minus invoices and encumbrances). For example,
when the estimated balance is "zero," if the maximum over-encumbrance is $100, then encumbrances
up to $100 may be made.
Maximum over-expenditure
This is the maximum amount by which the budget may be debited (that is, invoices paid), over and
above the total budget allocation. For example, the total allocation may be $1000 and a "grace amount"
for over-expenditure may be $100.
Annual budget
If you have used the Budget Code format code-year (see Information Screen 1), and you indicate that
this is an annual budget, then at the end of the budget year, the budget remaining will be carried over
automatically to the budget for the new year. Note that any encumbrances and unpaid invoices will be
carried over, too.
5.3 BALANCE OF BUDGET
When you click the Balance button on the Budget List window, the screen below is displayed,
providing details of the selected budget.
Initial allocation
This is the amount that was originally allocated to the budget.
Carryover
This is the amount that was left over in last year's budget and credited to this year's budget.
Additional allocations
This is the total amount of "Regular Allocations (ALC)" that have been made to this budget.
Transfers
This is the sum of all transfers-in minus all transfers-out.
Total allocated
This is the sum of the above amounts.
Encumbrances
These are orders for which you have not yet received an invoice.
Invoices (not yet paid)
These are invoices which you have received but which have not yet been paid.
Expended (invoices paid)
These are for invoices which have already been paid.
Actual balance
When the actual balance is calculated, the encumbrances are not subtracted. The equation is:
Actual balance = total allocations - (paid + unpaid invoices)
Free balance
When the free balance is calculated, the encumbrances are subtracted. The equation is:
Free balance = total allocations - (paid + unpaid invoices + encumbrances)
Over-expenditure
This is the over-expenditure, expressed as a percentage. For example, if the total budget allocation is
$100 and the over-expenditure is $10, then the over-expenditure expressed as a percentage will be 10%.
Over-encumbrance
This is the over-encumbrance, expressed as a percentage. For example, if the estimated budget balance
(which is computed from allocations minus invoices and encumbrances) equals $100, and the
over-encumbrance is $10, then the over-encumbrance expressed as a percentage will be 10%.
5.4 TRANSACTION LIST
When you click Transactions on the Budget List, the Transaction List shown below is displayed.
This window lists transactions for the selected budget, indicating whether they are credits (C) or Debits
(D). To display only one type of transaction, click the button next to the desired transaction type.
There are six types of transactions that may appear in the list:
❍
❍
❍
❍
❍
❍
ALC (Regular Allocations)
CRO (Carryovers)
ENC (Encumbrances)
ILC (Initial Allocations)
INV (Invoices)
TRN (Transfers)
Following are the buttons on this screen.
Allocate
To allocate funds to the selected budget, click Allocate.
View
To view details about the highlighted transaction, click View.
Print
To print a list of transactions, click Print. You will be able to choose the type of transaction (such as
transfers, paid invoices, etc.) that you wish to be printed.
Transfer
To transfer funds from one budget to another, click Transfer.
5.4.1 TRANSACTION FORM
When you click Allocate or View on the Transaction List, the Transaction Form shown below is
displayed.
This form may be used to allocate funds or to view the details of a transaction. The fields that appear in
this form depend on the type of transaction selected. Fields which may not be self-explanatory are
described below.
Budget code
The system automatically fills in the budget code.
Date
The system automatically fills in the current date, but if you are allocating funds, you may change the
date. Press the hotkey F9 to determine which format is currently being used for entering the date. For
example, there is no visual difference on the form between the format day/month/year and the format
month/day/year. By pressing F9, you will also be able to change the format for entering the date.
User name
This is the name of the person who performed the transaction.
Type
There are six types of transactions:
❍ ALC (Regular Allocations)
❍ CRO (Carryovers)
❍ ENC (Encumbrances)
❍ ILC (Initial Allocations)
❍ INV (Invoices)
❍ TRN (Transfers)
Note
Optional.
Currency
This is the currency used by the vendor.
Currency date
This is the date of the exchange rate of the currency.
Amount
This is the amount the library is being billed or credited. This amount drops to zero when the order
status is one of the following:
❍ CLS (order is closed)
❍ LC (library cancelled order)
❍ VC (vendor cancelled order)
❍ DNB (delayed, no budget)
❍ CNB (cancelled, no budget)
Local amount
This is the amount, translated into the local currency.
Debit/Credit
This indicates whether the amount will be deducted from or added to the balance.
Paid
This indicates whether or not the invoice has been paid.
Line item
This is the number of the line item that appears in the Acquisitions module, on the screen "General
Invoice & Line Items."
Go to next section (Currencies)
6.0 CURRENCIES
This chapter explains the Currencies function in the GUI Administration module.
The Currencies function enables you to define the values for currencies that your
vendors and ILL suppliers work with.
The local currency code is defined in aleph_start_505. For example:
setenv local_currency
USD
For the local currency defined, the ratio is always 1.000 (the currency table is
never consulted). The system does not allow you to add, replace or delete a ratio
for the defined local currency.
There is an option to load the currency ratios from an outside source, (e.g. Bank of
America) using the Web Service "Upload Currency Ratios" (b-acq-20). This
means that there is no need to update every ratio manually; the system can load the
updated currency from the outside source into the currency list.
To use b-acq-20, you must have a valid data file in the library's files directory
named currency.dat. The file must be in the format:
NNN DDDDDDDD R.R
For example:
USD 20002804 4.035
This chapter explains the Currencies function in the GUI Administration module.
6.1 CURRENCY LIST
Click the
be displayed:
icon to activate the Currencies function. The Currency List will
This window shows the currency ratios that were in effect on the date given in the
title of the window. If a ratio has been defined for a particular currency on a date
later than the date in the title, the ratio will be displayed as 0.000000.
History
To see the currency ratios that were in effect on another date, click History. A form
will be displayed for you to fill in the date of interest.
Add Ratio
To add a new ratio for a currency that has already been defined, highlight the
desired currency and click Add Ratio. A form will be displayed for you to edit. If
you wish to add a ratio for a currency that has not yet been defined, first define it
by clicking Add Currency. The currency will be added to the list and you can then
highlight it and click Add Ratio.
Modify Ratio
To change the ratio for a particular currency, on a particular date, click Modify
Ratio. You will be able to change only the ratio, not the date.
Delete Ratio
To delete a ratio for a particular currency, on a particular date, highlight the entry
and click Delete. You will be asked if you are sure you want to delete.
Add Currency
To define a new currency (but not its ratio), click Add Currency. A form will be
displayed for you to edit. (After you have defined a new currency, you can define a
ratio for it by highlighting it and clicking Add Ratio.)
Modify Currency
To change the description for a currency, highlight any entry for the currency and
click Modify Currency. You will be able to change the description and number of
units per ratio, but not the code, for the currency.
Delete Currency
To delete the currency from the system, highlight the currency and click Delete
Currency. You will be asked if you are sure you want to delete. If you click Yes,
all ratios for the currency will be deleted. Be careful not to delete a currency that
has already been used for orders.
6.2 ADD RATIO
When you click Add Ratio on the Currency List, the following form is displayed:
This form enables you to add a ratio for a particular date. When you are finished
filling in the date and ratio, click OK. (A similar form is displayed when you click
Modify Ratio, but you will be able to change only the ratio, not the date.)
Currency Name
The currency name is automatically filled in for you. You may not change the
information.
Description
The description is automatically filled in for you. If you wish to change it, use the
Modify Currency function.
No. Units Per Ratio
This information is automatically filled in for you. If you wish to change it, use the
Modify Currency function.
Currency ratio date
Enter the date on which the ratio takes effect. Press the hotkey F9 to determine
which format is currently being used for entering the date. For example, there is no
visual difference on the form between the format day/month/year and the format
month/day/year. By pressing F9, you will also be able to change the format for
entering the date.
Currency ratio
In most cases, your local currency will have the ratio 1.000000. All other
currencies would then be measured against this standard.
6.3 ADD CURRENCY
When you click Add Currency on the Currency List, the following form is
displayed:
This form enables you to add a ratio for a particular date. When you are finished
filling in the date and ratio, click OK. (A similar form is displayed when you click
Modify Currency, but you will be able to change only the description, not the
currency code.)
Currency code
This is the 3-character code that uniquely identifies the currency. Be careful when
you enter this code because after you click OK, you will not be able to change it.
An extensive list of currencies and their codes is given in the on-line help.
Description
Use this field to enter a description of the currency, such as "French Franc" to
describe the code "FRF."
No. Units Per Ratio
Most frequently, you will want to specify 1 foreign unit per ratio of local currency.
However, there are instances when you will want to specify more than one foreign
unit per ratio of local currency. (For example, if your local currency is the Israeli
Shekel, you could specify 1000 Italian Lira to 2.4870 Israeli Shekels. To do so,
enter 1000 in this field, and enter 2.4870 in the Currency Ratio field of the
Add/Modify Ratio window.)
Go to next section (ILL Suppliers)
7.0 ILL SUPPLIERS
The ILL Suppliers function is explained in the ILL Suppliers section of the
Acquisitions chapter.
Go to next section (Vendors)
8.0 VENDORS
The Vendors function is explained in the Vendors Section of the Acquisitions
chapter.
Go to next section (System Librarian)
9.0 SYSTEM LIBRARIAN
The system librarian is responsible for the following:
❍ Passwords (9.1)
❍
Functions and Sub-functions (9.2)
❍
Drop-down Menus (9.3)
❍
Client Setup (admin.ini) (9.4)
9.1 PASSWORDS
The passwords for all libraries are contained in a single password file that is managed by a
single administrative library. This means that the file is physically part of one library's Oracle
tables and that when you want to update passwords using the GUI Administration module,
you must connect to that library. The administrative library that manages the passwords file is
defined in the aleph_start_505 file in the /alephe_root directory. Following is an example of
the line in the aleph_start_505 file that defines the password library:
setenv
pw_library
USM50
The default password library is usually USM50 and should be changed during installation to
one of the local libraries. Please consult with Ex Libris before changing the library.
9.1.1 Default Password
Ex Libris has provided you with the default user name and default password for managing
access rights in the Administration module. You may change the default password, if you
wish.
However, if you forget the new password of the default user, the only way to re-instate the
default password is to delete the files that contain users and passwords (files Z66 and Z67),
using UTIL A/17. Before deleting these files, consult with Ex Libris.
Note that you may give other users the authorization to manage passwords and access rights.
9.1.2 Entering Passwords
The first time that a user activates a module of the system, he will be asked to identify
himself by entering his user name and password. The user name and password are then stored
on the local disk in encrypted form and become the default for the client. In this way, the user
does not have to enter his user name and password each time he uses the client.
However, if you DO want the user to identify himself each time the client is activated, go to
the ALEPHCOM/TAB directory of the client and open the ALEPHCOM.INI file. Make sure
that the DeletePasswordOnExit flag is set to Y.
Note that at any time while using a client, the user name and password may be changed by
clicking on the
icon.
Go to top of page
9.2 FUNCTIONS & ACCESS RIGHTS
The list of functions and sub-functions to which users may be given access rights is located in
the user_function file, which may be edited using UTIL/Y/5.
Following is a sample of the table:
USR
USR
USR
USR
USR
L
L
L
L
L
User
User
User
User
User
Registration
Registration
Registration
Registration
Registration
GLOBAL
LIST
SHOW
UPDATE
DELETE
L
L
L
L
L
All subfunctions
Display users list
Display user
Update user
Delete user
The columns in capital letters (columns 1 and 4) are codes used by the system to identify the
function and access right. Do not change these codes.
You may, however, edit columns 3 and 6 which appear in upper- and lowercase letters (e.g.,
"User Registration" and "All subfunctions"). The text in columns 3 and 6 are displayed in the
GUI Administration module. The changes you make in these columns should be limited to
changes of grammar, spelling or phrasing and not to changes in the meaning.
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9.3 DROP-DOWN MENUS
Following is a list of the fields on the Administration module forms that have drop-down
menus. You may add or delete choices for the menus listed below by editing the
pc_tab_exp_field file using UTIL L/2. In order to edit this file, be sure that you are first
connected to the same administrative library that manages the passwords file.
Cataloger Level
You may add new cataloger levels by editing the pc_tab_exp_field file through UTIL L/2. In
that file, the menu is identified by the ID "LEVEL."
Circ. Override Level
You may add new circ. override levels by editing the pc_tab_exp_field file through UTIL
L/2. In that file, the menu is identified by the ID "CIRC. LEVEL."
Delinquency Code
Delinquency codes are taken from the tab.delinq. table in the library's tab directory on the
server. This menu is also used in the Circulation module.
Department Name and Department Code
Department codes and names are taken from the tab40. table in the library's tab directory on
the server. This menu is also used in the Circulation module.
Language
This is the language of correspondence with the patron. You may add new language choices
by editing the pc_tab_exp_field file through UTIL L/2. In that file, the menu is identified by
the ID "PATRON-LANGUAGE." Be sure that the language you add here has also been
defined in tab21 using UTIL G/4/21. The language menu is also used in the Circulation
module.
ILL Library
You can add new ILL Libraries for the user registration form (as long as they also appear in
the tab_sub_library file in the /alephe_tab directory) by editing the pc_tab_exp_field file
through UTIL L/2. In that file, the menu is identified by the ID "ILL-LIB." This menu is also
used by the Circulation module.
Budget group
You may add new choices to the Budget Group menu by editing the pc_tab_exp_field file
through UTIL L/2. In that file, the menu is identified by the ID "BUDGET-GROUP." This
menu is also used by the Acquisitions module.
Notes 1, 2, 3
You may add new options to the menus for Notes 1, 2 and 3 of the Global User Information
screen by editing the pc_tab_exp_field file through UTIL L/2. In that file, the menus are
identified by the ID's "FIELD1," "FIELD2" and "FIELD3." These menus are also used by the
Circulation module.
9.4 CLIENT SETUP (ADMIN.INI)
The admin.ini file defines settings for the Administration client. Most of the definitions in
this file are common to many .ini files and are therefore explained in the Web Guide General chapter - Desktop Customization - Client Setup (Alephcom.ini file) section.
[Vendor]
DuplicateAddress=N
DuplicateAddress determines whether or not the Vendor Address (Z72) is duplicated when
duplicating a Vendor/Supplier(Z70) using the Duplicate buttom on the Vendor List. The
default value is Y. Note that in ACQ and ILL ini files the DuplicateAddress parameter does
not exist and therefore the Vendor Address will always be duplicated (the same as value Y).
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1.0 ALEPHADM OVERVIEW
The ALEPH integrated library system can be adapted to very different library
policies and needs. Most of the configuration setup is made in ALEPH tables. The
ALEPHADM module enables you to access and modify these through a Windows
Interface. Almost any parameter that can be set in ALEPH tables can be reset,
controlled and changed by using ALEPHADM.
ALEPHADM lets you open, view, edit, save and print tables. The module will
keep track of all versions of a table including the information about what was
changed, by whom and when. You can make global and individual changes in the
setup of the different available libraries and databases. It gives you the possibility
to prepare reports and customize INI files. You can use it for global changes when
adapting the system from one language to another or from one terminology to
another. You can also configure many other parameters for the various ALEPH
modules, such as:
❍ Handling of tables
❍ Handling of libraries
❍ Handling of INI files
❍ Handling of languages
❍ Handling of error messages
❍ Configuration set-up for printing, displaying, etc.
Go to next section (Handling of Server Tables)
2.0 HANDLING OF SERVER TABLES
In the ALEPH system, library parameter and configuration tables are housed mainly in library sub-directories on the server. Tables that function on a higher level than library
or are shared by several libraries are in ALEPHE and pop-up messages in ALEPHE_ERROR_<LNG>.
These table files stored on the server cannot be directly modified by a user from his workstation. A user must load a file from the server to his PC in order to handle it. After
editing the file, he sends it back to the server in order to save changes there. ALEPHADM is the appropriate interface for this task.
When opening a table, you must decide whether you want to save changes or just open the table for viewing without being able to make or save changes.
2.1 TABLES NAVIGATOR
Use the Tables Navigator to load from, edit and save tables. The Tables Navigator offers you access to one table per open window. Several windows can be displayed
simultaneously. You can choose between read-only and write mode and different display modes.
To access the Tables Navigator:
From the main menu, click open the main menu at Tables> Tables Navigator (Ctrl + Q) or click on the
icon. The Tables Navigator window opens:
This window contains three work areas. Going from left-to-right, these areas are:
❍ Library selection
❍ Table selection
❍ Command buttons
2.1.1 Library Selection
In the Library selection section you choose the library and directory you want to work on.
2.1.2 Table Selection
In the Table selection section you choose the table you want to work on. The list in this section depends on the library and the directory chosen.
2.1.3 Command Buttons
In order to update a table, follow these steps:
1. Double-click on the name of the file containing the table you want to update. You are asked if you want to check the file out in order to be able to edit it. Click on "Yes"
to proceed to editing mode.
2. Edit the table.
3. After you have modified the table, go to the Tables Navigator and click on "Check In". This sends the table back to the server and overwrites the previous version of the
table file.
Get
The Get button copies the most recent version of a file from the server to your workstation.
Check Out
Check Out "Gets" a file and locks it on the server for all other users accessing the table through ALEPHADM. The table is not locked for users who access it directly on the
server.
The lock is in force for a set amount of time. Lock info shows until the time the file is checked out and therefore locked. Lock time is set in pc_server_defaults:
file_lock_period.
Refresh
You can extend the lock time by clicking the Refresh button as long as the light in the lower left corner of the Table window is green or yellow. The time counter begins a new
countdown.
Check In
Once you have finished your editing you send the file back to the server by clicking on the
button. This saves the file and replaces the old version of the file on
the server. If you do not "check in" the file before the check out time runs out, the file status reverts to read-only mode. The light in the lower left corner turns red. All changes
are lost.
Edit
Edit opens the table in a separate window. Edit is active only if you have used the Get or the Check out command before.
Select All
Clicking this button selects all tables from the sub-directory that you chose in the Library selection section.
Print
Clicking on the Print button prints the list of files displayed in the Tables selection section on the Tables Navigator. If you want to print the content of a file that you have
opened in a Tables window you should use the Print icon on the icon bar on the top of the ALEPHADM window or the command File > Print.
Find
The "Find" button facilitates finding a table by a text string in the table name or the table description. After an initial hit, the button changes to "Find Next".
Find Next
The "Find Next" button lets you search for more occurrences of the same string in all columns of the Tables Navigator.
2.1.4 Open Read-only from the Server
To open a table from the server and view it without effecting changes:
1. Highlight the table and click the Get button.
2. Next, click the Edit button (or double-click the table name). The system asks you if you want to "check out" the file.
3. Click "No" to open it in read-only mode. You can identify this mode by the red light in the lower left-hand corner of the window.
2.1.5 Open for Editing from the Server
To open a table from the server and save changes, highlight a table and click the
button. Check Out "gets" the file and locks it on the server for other users for a
fixed period of time. Lock info shows until what time the file is checked out and therefore locked. Lock time is set in pc_server_defaults: file_lock_period. As long as the file
is still checked out, it is marked with a check.
If the file has already been checked out, clicking on Edit causes the table to be opened in the editing mode. You can identify this mode by the green light in the lower left
corner of the window.
Three minutes before the lock time runs out, the green light turns yellow. You can extend the time available by clicking on the "Refresh" button as long as the light is green or
yellow. The time counter starts a new countdown.
2.1.6 Save to Server
After having "checked out" a table, and after you have finished your editing, you should send the file back to the server by clicking on "Check In". This replaces the old
version of the file on the server. If you do not "check in" the file and the check out time runs out, the file status reverts to read-only mode. The light in the lower left corner
turns red. All changes are lost.
2.1.7 Save to Workstation
The process of saving a table to your workstation is governed by the same rules as saving to the server except that instead of using the "Check In"-function, you should use the
command File > Save. The table is stored locally under the subdirectory containing your profile. (..\alephadm\files\<library>\tab). A backup version is stored in a sub-directory
below this one (..\alephadm\files\<library>\tab\backup) if the table is loaded from the server to the workstation for a second time or if it is saved locally. In this case the latest
version replaces the one in the tab sub-directory which is moved to the backup sub-directory.
2.1.8 Open Read-only from the workstation
If you want to open a table that was saved locally and view it without effecting changes, use the command File > New Tables Editor. An empty window is opened and you
can load a table from your workstation. Choose a table in the appropriate subdirectory by using File > Open. In this case, you do not need to start the Tables Navigator.
2.1.9 Open for editing from the workstation
If, in the Tables selection window, you double-click on a table that has not been checked out yet, you are asked if you want to check it out. If you want to edit and be able to
save afterwards, click on the "Yes" button. If you only want to view it, click "No".
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2.2 DISPLAY OF TABLES
To display a table, you must open it in a Tables Window. You can choose between three table views:
❍ Table view
❍ Form view
❍ Source view
The first is a grid-only type, the second is a combination of grid and form and the third is a plain text, notepad view.
2.2.1 Table view / Form view
Table view shows all lines of a table in a spreadsheet layout. To see a table in Table view, go to Edit > View Tables As and choose "Table".
Form view divides the window in two parts. On the left side of the window, the first few columns (depending on their widths), are displayed in a grid view. On the right side
of the window, all fields are listed with their respective description. The value displayed for each field is according to the highlighted line in the left side of the window. To see
a table in Form view go to Edit > View Tables As and choose "Form".
You can toggle between these two view modes by clicking on their respective icons. Click on
for Table View and on
for Form View.
In both of these modes, there is a toolbar on the top of the window. If the table is not checked out, or if the locked time expires, all toolbar buttons are inactive.
The toolbar buttons (from left to right) effect the following changes:
❍ Adds new line at the end of the table
❍ Inserts new line before the highlighted line
❍ Deletes highlighted line
❍ Moves highlighted line one up
❍ Moves highlighted line one down
❍ Extends lock time when yellow light appears (like Refresh button)
If the file has been opened in View mode, you cannot make changes. You can identify this mode by the red light in the lower left corner of the window. The yellow light icon
is only displayed if the light in the lower left corner of the editing window is turning yellow.
2.2.2 Source view
To view a table in plain text, open it with Edit > View Tables As and choose one of the aforementioned options. Then use the command File/View Source. This opens the
table in a Notepad window:
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2.3 TABLES HISTORY MANAGEMENT
Monitoring and tracking changes is facilitated by using the History and Log functionality.
In order to use the History and Log functions, you must activate the History option. This is done from the main menu by clicking Tables/Activate History. This has to be done
before effecting changes in tables so that ALEPH keeps track of them.
2.3.1 Tables History
The Show History command lets you access older versions of tables. You can use the From/To Date and/or the User filters to limit the range of versions you want to display. If
you want unlimited range, that is, all versions of a table, click OK . You can see a list of all older versions of a table showing user names and time-stamps:
Report
The Report button allows you to decide where your report should be sent to (printer, file or clipboard).
Purge
The Purge button lets you purge any number of older file versions on the server.
Get
The Get button loads the highlighted version of the file from the server to client.
Restore
The Restore button replaces the current version of the table with the highlighted version. The replaced version will then appear in the history window.
View
The View button opens the highlighted table in a new window.
Show Dif
The Show Dif button shows you the differences between the current and the highlighted versions.
2.3.2 Tables Log
Show Log shows you the User name, the IP address and the time-stamp of every Check In action.
Close
The Close button closes the Log window.
Report
The Report button allows you to decide where your report should be sent to (printer, file or clipboard). You can choose between Printer, File and Clipboard.
Clear
The Clear button lets you clear items from the Log list. You can choose how many items you want to delete.
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2.4 ERROR TABLES DICTIONARY
This function is part of the AlephADM Language handling. Contrary to the other Language handling functions which influence the client only, it affects server tables.
The Error Tables Dictionary shows you all error messages from all modules together and lets you edit them. It also shows the filename where the message is written for each
error message.
The error files are in the server's alephe_error_<lng> directory. They can be accessed one by one in individual windows by using the Tables Navigator.
If another user has checked out this same file and thereby locked it, you see this icon
next to the filename.
If another user has checked out this same file and thereby locked it, you see this icon
next to the filename.
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Go to next section (Handling of Client Tables)
3.0 HANDLING OF CLIENT TABLES
Every ALEPH client has a set of sub-directories with tables containing various definitions. Client tables from the \files and \tab
sub-directories are accessible through the ALEPHADM module. They can be recognized by their .dat or .ini extension. These
tables are used to set different parameters pertaining to the client and can be adapted by each user when configuring his
workstation.
3.1 HANDLING OF LIBRARIES
The Libraries Manager lets you handle the list of libraries that can be used in the client. It also lets you determine and view
which libraries each ALEPH client module uses. You access it through the menu Configuration > Libraries Manager. Four tabs
display the current permitted libraries, a list of all available libraries, Bases for Locate and Bases for Search.
Important:
In order to handle libraries, you must access the ALEPH system using the ALEPH Profile default!
3.1.1 Permitted Libraries
"Permitted Libraries for Client" defines which libraries can be accessed from each module. You can add or remove a library by
double-clicking on the appropriate cell.
3.1.2 Libraries
"Libraries" defines the location and PC server port for all the libraries that are accessible through the client. You can change an
entry for one library and apply it to selected libraries or to all of them. You can add or delete a library or move it up and down
by using the toolbar. The permitted libraries are listed in the order shown here.
3.1.3 Bases for Locate
The "Locate" function is available in the Cataloging, ILL and Search modules. It is used in order to find matching records in
remote databases. The choice of databases is taken from the list displayed in "Bases for Locate". Each base listed must also be
listed in the server's tab_base.<lng> table. The information displayed in Bases for Locate is stored in Alephcom\tab\locate.dat.
3.1.4 Bases for Search
The list of bases for the GUI search determines which Bases are offered in the Search module when you use the "Connect to"
menu option. The setup of this list can also be updated through the Search module using Options > Database from the Main
Menu in Search. Each base must also be listed in the server's tab_base.<lng> table. The information displayed in Bases for
Search is stored in Sear\tab\base.dat.
3.2 HANDLING OF INI FILES
3.2.1 Application Configuration
The Application Configuration shows you the standard values and the actual setup of INI files for each module.
The following INI files are viewed and edited in the Application Configuration.
❍ alephcom.ini
❍ alephadm.ini
❍ acq.ini
❍ admin.ini
❍ catalog.ini
❍ circ.ini
❍ jobmgr.ini
❍ ill.ini
❍ items.ini
❍ sear.ini
❍ serial.ini
To edit a field, place the cursor on it and double-click. Lines with a field whose value was changed are highlighted in gray. The
original is always retained in the right-hand column. Clicking on the "Default value" button brings back the original value of
the highlighted line.
3.2.2 Print Configuration
In the Print Configuration, you determine the print settings for each module separately. To edit a field, place the cursor on it
and double-click. Lines with a field whose value has been changed are highlighted in gray.
3.2.3 Font Configuration
The Font configuration options show you the file /alephcom/tab/font.ini in a table-view editing window. Although this looks
like a checked out server table, it is not. You can effect changes and save the file with the command File > Save.
3.2.4 Report
After the client installation is updated from the source, the Report shows the differences between the current and previous
Application.INI and/or Print.INI.
The files that are actually compared are:
❍ X:\AL500 14.2\module\tab\module.ini and
❍ X:\AL500 14.2\module.sav\tab\module.ini
3.2.5 Profile Manager
If there were no changes the Report remains empty. In a network installation, the Profile Manager lets you define users and
their profile paths. You can add, delete and modify each entry. In order to be able to activate the Profile Manager, you have to
access the system with the default ALEPH Profile.
3.3 HANDLING OF LANGUAGES
The ALEPHADM client is used to configure settings for appearance and functionality for the various ALEPH client modules.
3.3.1 Interface Languages
Setting Interface language
The Conversation Languages command lets you set the interface languages that are available in ALEPH. You can add, modify
or delete a language or set any language as the default.
Retaining customized text when updating
When you update from an older to a newer version of ALEPH you may want to keep those parts of your texts which you had
customized. Old lines (shown without hashes) in tables are retained and new lines are added (in English as default).
3.3.2 Language Manager
The Language Manager lets you choose the module and the language files that you want to work on as well as you change all
text entries in each of the modules according to the language you choose.
It shows you which module, which language and which part of the text you are working on. You always see the original and
the new text.
Modifying
Changes in each line of the text are retained by clicking on "Modify".
Saving
After making changes in the text and clicking on "Modify", you can save all changes by clicking on "Save".
Restore
If you want to undo your saved changes, you can go back to the situation before saving by clicking on "Restore".
If you want to use a new terminology for a specific expression, you can change the terms globally using the Language
manager.
3.3.3 Language Report
After the client installation is updated from source, the Language Report shows the differences between the current and
previous versions of text that is displayed in the GUI. This text is stored in the following files:
❍ accel.dat
❍ error.dat
❍ hint.dat
❍ menu.dat
❍ message.dat
❍ month.dat
❍ print.dat
❍ statusbr.dat
❍ tab_col.dat
❍ window.dat
They can be found in: \<module>\Tab\xxx\*.dat and \<module.sav>\Tab\xxx \*.dat.
You can view and print text for each module separately or for all the modules together. If there were no changes, the Report
remains empty.
3.3.4 Common Dictionary
The Common Dictionary displays all text strings of all modules in alphabetical order. There is one Common Dictionary per
language. You can look for any letter string. You can change all entries and save your changes. The Common Dictionary also
shows you the filenames with their paths where the text string is to be found.
To save your changes, click on "Save To Files".
To undo the last save, click on "Restore" to go back to the former version of the text.
To save the New Text column to a *.TXT file, click on "Save As". The default path and filename is
Alephadm/Bin/CommonDictionary.TXT
To send the list a printer, click on "Print". To search for a letter string in the "New Text" column, click on "Find". After you
find the first match, "Find Next.." becomes active.
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Go to next section (System Librarian)
4.0 SYSTEM LIBRARIAN
❍
ALEPHADM Client (alephadm.ini) (4.1) TABLE_KEY (4.2)
4.1 ALEPHADM CLIENT
(ALEPHADM.INI)
[ShowDifferences]
ChangedLines="Changed Lines"
DeletedLines="Deleted Lines"
InsertedLines="Inserted Lines"
FgColorChangedLines=255,000,000
FgColorDeletedLines=000,000,255
FgColorInsertedLines=000,128,000
FgColorIdenticalLines=000,000,000
BkColorIdentical=255,255,255
BkColorDif=192,192,192
ChangedLines="Changed Lines"
The text between the quotation marks will appear at the bottom of the Show
Differences window to refer to changes lines.
DeletedLines="Deleted Lines"
The text between the quotation marks will appear at the bottom of the Show
Differences window to refer to deleted lines.
InsertedLines="Inserted Lines"
The text between the quotation marks will appear at the bottom of the Show
Differences window to refer to inserted lines.
FgColorChangedLines=255,000,000
Sets the color for the changed lines that are displayed in the Show Differences
window and for the text defined in ChangedLines.
FgColorDeletedLines=000,000,255
Sets the color for the deleted lines that are displayed in the Show Differences
window and for the text defined in DeletedLines.
FgColorInsertedLines=000,128,000
Sets the color for the inserted lines that are displayed in the Show Differences
window and for the text defined in InsertedLines.
FgColorIdenticalLines=000,000,000
Sets the color for identical lines that are displayed in the Show Differences
window.
BkColorIdentical=255,255,255
Sets the background color for identical lines that are displayed in the Show
Differences window.
BkColorDif=192,192,192
Sets the background color for changed, deleted and inserted lines that are displayed
in the Show Differences window.
[TableMarkedLines]
FgColor=000,128,000
BkColor=255,255,128
FgColor=000,128,000
Sets the color for marked lines that are displayed in the Tables Editing window.
BkColor=255,255,128
Sets the background color for marked lines that are displayed in the Tables Editing
window.
[TablesNavigator]
WarningTimeOut=1
WarningTimeOut=1
Sets how many minutes before the end of the allowed editing time the green light
should turn yellow in editing mode in the Tables Editing window.
4.2 TABLE_KEY
The TABLE_KEY line defines the columns which make up the "key" of a line in
the table. The TABLE_KEY is used by the ALEPHADM client for display in
FORM mode. List the columns that make up the key, s For example, tab16
TABLE_KEY 1,2,3,4
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1.0 AUTHORITIES OVERVIEW
Authority records are a means of achieving consistency of headings, particularly
those relating to author, subject and series titles. Authority records can also serve
as an aid to searching the bibliographic database.
In ALEPH500, authority records are cataloged and stored in a separate database the AUThority database. An installation can have one or more AUThority
databases linked to its BIBliographic database/s. Generally, a separate authority
database is recommended for different authorities. For example, MeSH and LC
authorities should each have their own database. This is recommended because
different authorities may share terms.
ALEPH500 supports MARC21 (USMARC), UNIMARC and MAB authority
formats. In fact, since the system is table-driven, most types of authorities can be
used. This manual focuses on the MARC21 authority format. In principle, the
functionality and setup is the same for all authority formats.
The next four chapters each focus on different aspects of the use of the authority
database in ALEPH500. These chapters build upon each other, adding additional
facets:
❍ 2.0 The Authority Database. This chapter describes the authority database
with sections on the authority record and on the authority database indexes,
and on how links (e.g. related, narrower and broader terms) are created
between authority records.
❍ 3.0 Authority Control. This section describes the link between the
bibliographic and the authority databases, including update of bibliographic
records and enrichment of the bibliographic headings and word files.
❍ 4.0 Authority Database as Search Aid. This chapter describes how the
authority database can be used as an aid in searching the bibliographic
database. It includes the following topics:
■ Display of/navigation from linked authority records from a
bibliographic heading.
■ 'Jumping' from the authority database to the bibliographic database
❍ 5.0 Multi-lingual Authorities. This section describes how the authority
database is set up as a multi-lingual authority database.
❍ 6.0 Batch Loading of Records to the Authority Database. This section
describes how the Load Authority Records (b-manage-31) batch service
accepts an input file of authority records and uses them to update the
authority database.
❍ 7.0 Batch Jobs for Authority Enrichment and Correction of Bibliographic
Libraries . This section describes how the p_manage_102, p_manage_103
and p_manage_104 batch processes can be used to accomplish faster
enrichment and correction of the bibliographic database based in the
authority records of the authority database.
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Go to next section (The Authority Database)
2.0 THE AUTHORITY DATABASE
2.1 THE AUTHORITY RECORD
The authority record is cataloged using the MARC21 Authority Format with some additional ALEPH proprietary fields. The
following table depicts the most important fields:
Field
Description
Leader (LDR)(Record Label in UNIMARC) A fixed field that comprises the first 24 character positions (00-23) of each
record and provides information for the processing of the record.
008
The appropriate codes are important:
❍ Pos.14 - Are the headings appropriate for use as main/added entries?
❍ Pos.15 - Are the headings appropriate for use as subject entries?
❍ Pos.16 - Are the headings appropriate for use as series entries?
■ a or c= yes
■ b = no
The system uses these codes to determine whether or not an authority
record should be used if the code is set in the tab_aut table (see section
3.5.2). This functionality is relevant only to USMARC libraries.
1XX (2XX in UNIMARC)
The preferred term ("established heading"). A record should have only one
1XX field (except for multi-lingual authority records)
4XX
Non-preferred terms. Note that 1XX and 4XX terms must be unique within
the authority database. Ambiguous headings (the same 4XX field in
different authority records) are problematic. For more details, see section
3.4.
5XX
Related term. The type of relationship is defined in subfield w (or subfield 5
in UNIMARC). Additional information on the creation of links between
authority records based on the 5XX fields can be found in section 2.3.
UPD
UPD is a special ALEPH field that determines whether or not the authority
record can be used to automatically update bibliographic records. The
content of the field:
❍ Y= automatically update the bibliographic record
❍ N=do not update the bibliographic record
If the authority record has no UPD field the default is UPD=Y
COR
COR is a special ALEPH field that is automatically added to an authority
record when the preferred term is changed. If the original preferred term is
not kept in the authority record, the link to the bibliographic records (that
contain the original preferred term) is lost. See section 3.2.4 for more
details.
Authority records can either be cataloged manually or imported from external sources using standard loader procedures (online
and batch).
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2.2 AUTHORITY DATABASE INDEXES
The authority database can be searched like any other ALEPH database. A variety of indexes (headings, words and direct
indexes) can be created. Authority database headings indexes are also used by catalogers when searching the authority database
from the Cataloging module. If necessary, additional indexes can be defined especially for this purpose.
An authority database for MARC21 or UNIMARC subjects and names typically has the following headings files:
USMARC
Personal names
created from 100, 400
Corporate names including created from 110, 410
Meeting names
created from 111, 411
Uniform Titles
created from 130, 430
Topical terms
created from 150, 450
Geographic names
created from 151, 451
Genre terms
created from 155, 455
UNIMARC
Personal Names
created from 200, 400
Corporate Body Names
created from 210, 410
Territorial or Geographic Names created from 215, 415
Family Names
created from 220, 420
Uniform Titles
created from 230, 430
Name/Titles
created from 240, 440
Name/Collective Uniform Titles
created from 245, 445
Topical Subjects
created from 250, 450
If you want the indexes to include related terms (5XX field), separate indexes without these fields should be created for
searching and copying from the authority database in the cataloging module. This is because ALEPH requires that only one
authority record be linked to a heading in order to display information concerning the authority term (e.g.
preferred/non-preferred) and in order to automatically insert the preferred term if a non-preferred term is selected.
2.2.1 The "GEN" Index
In addition to the indexes created for searching the authority database, the system requires a "general" headings index (GEN),
for creating the links between the bibliographic and authority databases. This index should include preferred (1XX) and
non-preferred terms (4XX and COR). Related terms (5XX) fields should not be included as each term must link back to a single
authority record.
Go to top of page
2.3 AUTHORITY DATABASE LINKS
You can create links between related authority records. In MARC21 and UNIMARC, the 5XX field is used for creating links
and the type of relationship is defined in sub-field w (subfield 5 in UNIMARC) of the field. In ALEPH the type of relationship
is defined in a special table and additional types, apart from those available in the MARC standard, can be added (refer to
section 2.4.2.).
The links between records can be used to navigate the authority database; they can also be used to navigate the bibliographic
database (as described in the section on the 'Authority Database as Search Aid')
The relationships between terms do not have to be entered in both authority records (i.e. both sides of the relationship). It is
sufficient to enter the related term in one of the records and based on this, the system creates both sides of the link. Authority
records in which the relationship has been entered in both records can also be used.
The links between authority records are created by a batch procedure "Links between records" (b_manage_12). The links can
also be created as records are added and updated in the authority database. Note, however, that for the link to be created, the
authority record to which the related term points must already be in the database. This means that the database must either be
built following the hierarchy of the relationships, or that all terms (1XX fields in MARC21, 2XX for UNIMARC) must be
entered before related terms are entered. It is recommended to re-build the authority database links periodically by running the
batch procedure.
Note that when a term is changed, the system will not automatically update the authority records in which the term is a related
term. If a term is used in many authority records it may useful to use Global Changes (p-manage-21) to change a term in
multiple records.
Example:
The three following authority records have related terms. Note that related terms, (550 with no subfield w or subfield 5 for
UNIMARC) are entered in this example in both records; while broader terms (550 subfield w-g (subfield 5g for UNIMARC))
are entered in the case of broader-narrower type relationship in only one record. This is typical of Library of Congress authority
records:
Example 1:
Example 2:
Example 3:
(In the above examples, in UNIMARC, Topical Term is created from 250 instead of 150)
In the GUI Search, the links are displayed as follows:
When the 'link' button is clicked the system displays the linked authority record.
A similar display is available in the Web OPAC of the authority database.
Go to top of page
2.4 AUTHORITY DATABASE SETUP
2.4.1 Authority Database Indexes
The authority database indexes are defined in tab00 and tab11
tab00 defines headings and word indexes. For example:
Words:
H
H
H
H
H
H
H
H
WRD
WPE
WCO
WME
WUT
WPL
WPU
WSU
W-001
W-002
W-003
W-004
W-005
W-006
W-007
W-008
00
00
00
00
00
00
00
00
0018
0020
0021
0022
0023
0024
0025
0026
Words
W-person
W-corp
W-meet
W-uni.ti
W-place
W-publ.
W-subj.
Headings:
H PER
ACC
1 A 00
0000 Persons
H COR
ACC
1 A 00
0000 Corporate
H MET
ACC
1 A 00
0000 Meeting
H TIT
ACC
1 A 00
0000 Titles
H TOP
ACC
1 A 00
0000 Topicalsub.
H GEO
ACC
1 A 00
0000 Geopgrasub.
H GNR
ACC
1 A 00
0000 Genre
H GEN
ACC
1 A 00
0000 General
Tab11 defines which fields are sent to the indexes. Example (MARC21 format):
11
11
11
11
W
W
W
W
100##
110##
111##
130##
adq
abcd
acde
B1
B1
B1
B1
WRD
WRD
WRD
WRD
WPE
WCO
WME
WTI
WNA
WNA
WNA
WNA
11 W 150##
11 W 151##
11 W 155##
11
11
11
11
11
11
11
11
11
11
11
11
11
11
11
A
A
A
A
A
A
A
A
A
A
A
A
A
A
A
100##
110##
111##
130##
150##
151##
155##
159##
400##
410##
411##
430##
450##
451##
455##
B1
B1
B1
PER
COR
MET
TIT
TOP
GEO
GNR
LSU
PER
COR
MET
TIT
TOP
GEO
GNR
WRD
WRD
WRD
WST
WSG
WGE
WSU
WSU
WSU
-wi
-wi
-wi
-wi
-wi
-wi
-wi
11 A COR##
GEN
11 A 100##
GEN
11 A 110##
GEN
11 A 111##
GEN
11 A 130##
GEN
11 A 150##
GEN
11 A 151##
GEN
11 A 155##
GEN
11 A 400##
GEN
-wi
11 A 410##
GEN
-wi
11 A 411##
GEN
-wi
11 A 430##
GEN
-wi
11 A 450##
GEN
-wi
Notes:
❍ If the headings files are also used for search/copy in the Cataloging module, do not send 5XX fields, as terms should link
back to one authority record.
❍ Send all 1XX, 4XX and COR fields to the GEN headings index. Do not send 5XX fields, as terms must link back to one
authority record.
❍ When creating a GEN headings index, use the same sub-fields as in the heading file in the bibliographic database that is
used for the match.
Tab11 example (UNIMARC):
!!-!-!!!!!-!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!-!!-!-!-!!!!!!!!!!-!!!!!-!!!!!
11 W 200##
afg
01
WRD WPE
11 W 200##
afg
01
WRD WNA
11 W 210##
abeg
03
WRD WCO
11 W 210##
abef
03
WRD WNA
11 W 220##
af
01
WRD WFA
11 W 220##
af
01
WRD WNA
11 W 215##
ayz
01
WRD WGN
11 W 215##
ayz
01
WRD WNA
11 W 230##
ahi
01
WRD WUT
11 W 235##
ae
01
WRD WTI
11 W 240##
a
01
WRD WTI
11 W 245##
01
WRD WTI
11 W 250##
axyz
01
WRD WSU
11
11
11
11
11
11
11
11
11
11
A
A
A
A
A
A
A
A
A
A
200##
200##
210##
210##
215##
215##
220##
220##
230##
235##
PER
SUB
COR
SUB
SUB
GEO
FAM
SUB
TIT
TIT
-0235678wi
-0234678wi
-0234678wi
-0234678wi
-0234678wi
-0235678wi
-0235678wi
-0234678wi
-0235678wi
-0235678wi
11
11
11
11
11
11
11
11
11
11
11
11
A
A
A
A
A
A
A
A
A
A
A
A
240##
245##
250##
400##
410##
415##
420##
430##
435##
440##
445##
450##
TIT
TIT
TOP
PER
COR
GEO
FAM
TIT
TIT
TIT
TIT
TOP
-0235678wi
-0235678wi
-0235678wi
-0235678wi
-0235678wi
-0235678wi
-0235678wi
-0235678wi
-0235678wi
-0235678wi
-0235678wi
-0235678wi
11
11
11
11
11
11
11
11
11
11
11
11
11
11
11
11
11
11
A
A
A
A
A
A
A
A
A
A
A
A
A
A
A
A
A
A
200##
210##
215##
220##
230##
235##
240##
245##
250##
400##
410##
415##
420##
430##
435##
440##
445##
450##
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
-0235678wi
-0235678wi
-0235678wi
-0235678wi
-0235678wi
-0235678wi
-0235678wi
-0235678wi
-0235678wi
2.4.2 Authority Database Links
tab_z103 (UTIL G-1-c)
In order to create links between authority records the following line must be present in tab_z103 in the AUT library:
update_z103_aut
tab07 (UTIL G-1-07)
This table defines the type of link to be created between authority records. The link is created by finding a match between the
term in the authority record and a record from a headings file. Note that in authority-type databases, headings are created when
records are inserted into the database (i.e. ue_01 does not have to run to create links).
Structure of the table:
Col. 1 Field code
Col. 2 Sub-field to strip or include in finding a match
Col. 3 Headings list used for searching for the heading. Note that the headings file should include all 1XX fields but no 5XX
fields - i.e. the terms in the headings file must point back to a single authority record. For this reason, the 'GEN' headings file is
generally used.
Col. 4 Sub-field which contains link type
Col. 5 Link type code
Col. 6 Type of ALEPH link to build. This code is used to distinguish between the types of links in the formatting tables. Col. 7
Reciprocal link. If the related terms are entered in only one record, a reciprocal link should be defined.
Example of tab07 (MARC21)
510##
510##
511##
511##
550##
550##
550##
GEN
GEN
GEN
GEN
GEN
GEN
GEN
w
w
w
w
w
w
a
b
a
b
g
h
ET
LT
ET
LT
BT
NT
RT
LT
ET
LT
ET
NT
BT
Note: In the sample authority records above, related terms are entered in both records. For this reason 'RT' type relations are
defined for only one side. However, since only broader terms are entered, 550 records with sub-field w-g have a reciprocal
relationship defined.
Example of tab07 in UNIMARC Format:
500## abcdfgxyz
GEN
5 g
BT
NT
500##
500##
500##
500##
500##
500##
510##
510##
515##
515##
515##
520##
520##
530##
530##
520##
520##
520##
520##
520##
545##
545##
540##
540##
550##
550##
abcdfgxyz
abcdfgxyz
abcdfgxyz
abcdfgxyz
abcdfgxyz
abcdfgxyz
abcdfghxyz
abcdfghxyz
a
a
a
axyz
axyz
abhklmnqrs
abhklmnqrs
axyz
axyz
axyz
axyz
axyz
1
1
1
1
abcd
axyz
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
5
h
b
a
z
e
f
g
b
b
a
z
a
b
g
h
g
g
g
g
g
g
g
g
g
g
h
NT
LT
ET
RT
PS
RN
BT
NT
LT
ET
RT
ET
LT
BT
NT
BT
NT
ET
LT
RT
BT
NT
BT
NT
BT
NT
BT
ET
LT
RT
PS
RN
NT
BT
ET
LT
RT
LT
ET
NT
BT
NT
BT
LT
ET
RT
NT
BT
NT
BT
NT
BT
2.4.3 Authority Record Display
Authority records can be displayed using the same tables as bibliographic records. This section illustrates special aspects of
authority record display in the "FULL" display of the record.
edit_doc_999 (UTIL I-8)
The following is an example of edit_doc_999 for an authority record (MARC21):
## SYS
D LSys. no.
Y
E
## 1####
D LHeading
Y Z
E
## 260##
D LSub. CSR
Y
E
## 360##
D LSub. CSAR
Y
E
## 4####
D LSeen from
Y
E
## 5#### w g
D LB.term
Y Z
E
G
## 5#### w h
D LN.term
Y Z
E
G
## 5#### w D LSee also
Y Z
E
G
## 663##
D LName Complex SA Ref Y
E
## 664##
D LName Complex SeeRef Y
E
## 665##
D LHistory Reference
Y
E
## 666##
D LExplantory Ref.
Y
E
## 64### a f
D LSeries-f
Y
E
## 64### a t
D LSeries-t
Y
E
## 64### a s
D LSeries-s
Y
E
## UPD##
D LUpdate Flag
Y
E
## BT
D LBroader term
Y L
E
## NT
D LNarrower term
Y L
E
## RT
D LRelated term
Y L
E
## ET
D LEarlier term
Y L
E
## LT
D LLater term
Y L
E
In addition to the regular field codes, enter authority record links, using the codes defined in columns 6 and 7 of tab07. In
column 10 of edit_doc_999, enter "L" as the type of link.
Note that in the example above, 5XX fields are defined for display only in the GUI search ('G' in last column). This is due to the
fact that the 5XX fields are displayed as linked fields. If both links and 5XX fields are displayed, they are duplicated. However,
the 5XX fields are needed in the display of the authority record from bibliographic headings since when the authority record is
displayed from the BIB, the links do not display. A special expand procedure will add the relevant 5XX fields based on the
authority record links (necessary if the related term is entered in only one side). There is a special table for displaying the
authority record from the BIB but at present it works only in the Web OPAC. This is why, in the example above, the 5XX fields
are retained for GUI search.
Go to top of page
Go to next section (Authority Control)
3.0 AUTHORITY CONTROL
This chapter presents the following topics:
❍ Ambiguous Headings (3.4)
❍
Authority Control Reports (3.7)
❍
Authority Control Setup (3.5)
❍
Background Processes in Authority Control (3.5)
❍
Subdivisions (3.3)
❍
The Authority Control Process (3.2)
❍
Uses of the Authority Database (3.1)
3.1 USES OF THE AUTHORITY DATABASE
The authority database is used in the following ways:
1. Bibliographic record cataloging. The authority database can be consulted during cataloging. Headings can be selected and copied into the bibliographic record.
2. Bibliographic record update. Optionally, the system can automatically update bibliographic records so that non-preferred terms (or "unestablished headings") are
replaced by the preferred term (or "established heading").
3. Searching the bibliographic database. The authority database can be used to enrich the access points (headings and words) to bibliographic records. This means that end
users can search using non-preferred terms in their search. Additional aspects of how the authority database can be used in searching the bibliographic database are
covered in the chapter on "The Authority Database as Search Aid (4.0)".
3.1.1 Search and Copy in Cataloging
You can search the local database, "Search field headings of current library" (F3), or search additional databases, "Search field headings of other library" (Ctrl+F3), from the
cataloging draft form. In the latter case, the database searched is generally an authority database. Refer to section 2.2 above on authority database indexes.
These options are explained in section 5.2 in the "Cataloging" chapter of the online guide.
3.1.2 Update of Bibliographic Records
If the UPD field in the authority record is "Y", the system automatically updates the bibliographic record from non-preferred terms to the preferred term.
In the following example, if the authority record for 'American Bible Society' is Y and a record has:
710
$$aA.B.S.
the system replaces this field with the preferred term when the record is sent to the server:
710 $$aAmerican Bible Society
When the system updates the bibliographic record it replaces the non-preferred term with the complete preferred term from the authority record retaining any additional
sub-divisions (see section 3.3) that are present in the original field. A special table adds end-punctuation (see section 3.5.7 "Punctuation for Headings Display & Adding End
Punctuation").
3.1.3 Enrichment of the BIBliographic Headings Files
Here is a MARC21 authority record for the American Bible Society
Once the system uses this record to enrich the bibliographic headings files, the user can find all non-preferred terms in the bibliographic headings even though they are not in
the records themselves:
For example, if you browse the headings list for "Beikoku Seisho Kaisha" the system displays the following:
The user can access the records with the preferred term by clicking on the cross-reference.
3.1.4 Enrichment of Bibliographic Word Files
Optionally, the system can create words from non-preferred terms. This option is based on a special expand program (see section 3.5.3).
This option enables the user to keyword search with non-preferred terms. For example, here is a keyword search for "beikoku":
locates records with the corporate author: American Bible Society:
Go to top of page
3.2 THE AUTHORITY CONTROL PROCESS
This section describes how the authority control process works.
3.2.1 The BIB-AUT Link - ue_08
The link between the bibliographic database and the authority database is created via the bibliographic headings file.
When a new heading is created in the bibliographic database the system searches for a matching heading in the general headings file (GEN) of the authority database. If a
match is found, the system uses the authority record (found via the authority database's headings file) to enrich the bibliographic database's heading file by adding to it the
preferred term and all non-preferred terms.
A special process called ue_08 performs this function. This process must be working in the background in the bibliographic library. After a heading has been checked by ue_08
it is marked as either being linked to an authority record or, if no matching authority record has been found, as having been processed by ue_08.
3.2.2 Finding a Match
The match between the bibliographic heading and the authority heading is on the display text that is case-sensitive and includes sub-fields and punctuation within a sub-field.
This means that the headings index in the bibliographic database must be created in the same way as the general (GEN) headings index in the authority database. The same
sub-fields must be used.
From version 12.4 onwards, the system strips end sub-field punctuation when headings are created so this punctuation is not considered in the match. The following
punctuation is stripped:
sign
name
:
colon
,
comma
.
period
=
equal sign
;
semi colon
/
slash
For example, the field:
100
$$aGrey Owl,
creates the heading:
$$d1888-1938.
$$aGrey Owl $$d1888-1938
A special table is used to insert sub-field punctuation when headings are displayed (refer to section 3.5.8).
3.2.3 Update of Bibliographic Records
The ue_08 procedure does not update bibliographic records. The procedure identifies records that are candidates for update (it creates Z07 records) and will send a message to
the indexing procedure (ue_01) that these records should be re-indexed. This is the process that updates the records and also indexes non-preferred terms in the word files.
As part of the enrichment process (done by ue_08), the headings in the bibliographic database are marked as being either a preferred or non-preferred term. Based on the UPD
field in the authority record, they are also identified as terms that can or cannot be used to update the bibliographic record. In other words, the update of the bibliographic record
is carried out from the bibliographic headings file and not directly with the authority record.
1.
2.
3.
4.
5.
6.
A BIB record is indexed (by ue-01).
If no corresponding BIB heading exists, a new BIB heading is created, in which event, steps 3-6 occur.
The BIB heading is checked against the AUT database (by ue-08).
The BIB heading is linked to the AUT database record (ue-08) and cross-references are created in the BIB headings.
BIB records linked to the BIB heading are registered for re-indexing (Z07).
BIB records are re-indexed (ue-01) and corrected when required (i.e. if the BIB heading has become a cross-reference to another BIB heading.
3.2.4 Update of the Authority Database (ue-11)
The ue_08 procedure works only on new headings added to the bibliographic database. However, the authority database may also undergo changes. These include the addition
of new records and updates to existing records (deletion, addition of new non-preferred terms, change of preferred term).
When authority records are updated the system sends a message to the bibliographic database. A special process called ue_11 that should be working in background in the
authority library sends the message. ue_11 should also be working in the background in the bibliographic library. ue_11 in the bibliographic library receives the message from
the authority library, identifies potential bibliographic headings that may be affected by the new/updated authority record and changes their status from "checked by ue_08" to
"new" so that ue_08 can start the process from scratch.
3.2.5 Changing the Preferred Term: the COR Field
The authority library's tab_fix table must have the following line:
INS fix_doc_preferred
in order to trigger the automatic creation of a COR field with the original term when the preferred term of the authority record is changed. This is necessary so that the link with
bibliographic records (that have the original preferred term) is retained. The COR field is treated by the system as another non-preferred term (see 3.5.5 "Update of Authority
Records" sub-section "The 'COR' Field - Tab_fix (UTIL M-11)").
For UNIMARC, the tab_fix line must be:
INS fix_doc_preferred_uni
Go to top of page
3.3. SUBDIVISIONS
USMARC authorities can have standard sub-divisions:
❍ $v - Form subdivision
❍ $x - General subdivision
❍ $y - Chronological subdivision
❍ $z - Geographic subdivision
When records are cataloged in the bibliographic database, these sub-divisions can be added to the main authority term. This means that the headings in the bibliographic
database may not match those in the authority database. When the system does not find a match it strips each sub-division and searches for a match without it.
Preferred and non-preferred terms are added to the bibliographic headings file. These headings are not linked to any bibliographic records.
When an authority record is updated, the system updates the matching headings and record in the bibliographic database even if they have sub-divisions.
For example:
Authority record:
150 $$aCancer
450 $$aOncology
Bibliographic record:
65010 $$aOncology $$zItaly.
The bibliographic record is updated as follows (once ue_08, ue_01 have run):
65010 $$aCancer $$zItaly.
The headings files are enriched:
Cancer
Cancer Italy
Oncology
See Cancer
Go to top of page
3.4. AMBIGUOUS HEADINGS
3.4.1 Ambiguous Headings within a Single Authority Database
Authority terms - both preferred and non-preferred - must be unique. The BIB-AUT link is created through the bibliographic headings and a heading record can be linked to
only one authority record.
Within one authority database, preferred terms are unique. However, the same non-preferred term may be used by more than one authority record. This can happen especially
with acronyms.
For example:
Various corporations use the acronym 'ALA':
African Literature Association
American Library Association
Automobile Legal Association
How can ambiguous headings be located? There is a report - 'List Headings Having Multiple Document Records (p_auth_04)' - that lists headings that are linked to more than
one authority record.
Ambiguous headings should be made unique. It is recommended to do this by adding a sub-field 9 with the preferred term (sub-field 9 is a local MARC tag and can be stripped
upon export). Using the example above, this would be done as follows:
110
410
$$a African Literature Association
$$a ALA $$9 (African Literature Association)
110
410
$$a American Library Association
$$a ALA $$9 (American Library Association)
110
$$a Automobile Legal Association
410
$$a ALA $$9 (Automobile Legal Association)
The sub-field 9 can be displayed or suppressed in the headings index. This is controlled by the formatting tables ('H' or 'C' type line in edit_field).
Changing the authority record headings in this way does, of course, affect the automatic update of bibliographic records. For example, if a bibliographic record has the
following field:
710
$$a ALA
ALEPH will not find a matching authority record heading (because all will have sub-field 9). In such cases, the record has to be updated manually by selecting the appropriate
term. The library can locate such cases by running the 'List Unauthorized Headings (p_auth_03)' service. This report lists headings that have not been authorized - meaning
there is no match in the designated authority library.
3.4.2 Ambiguous Headings from Different Authority Databases
The bibliographic database can be linked to more than one authority database. These authority databases may use the same terms, in which case they are ambiguous headings.
This is a problem only if the library wants to have a headings file that combines headings from more than one authority database - for example, a combined Library of Congress
and MeSH subjects index.
The solution is, once again, to make the headings unique.
This has been implemented for MeSH where MeSH is an additional authority database and may share terms with the main authority database. Special fix-doc procedures add
sub-field 2 (the "Source of heading or term") to all MeSH headings in the authority and bibliographic databases (see 3.5.6 "MeSH as an Additional Authority Database").
$$2MeSH
Example:
MeSH Authority record:
150
450
$$aOncology $$2MeSH
$$aCancer $$2MeSH
LC Authority record
150
450
$$aCancer
$$aOncology
Bibliographic record:
65012
$$Oncology $$2MeSH
The LC-MeSH combined subject headings index in the bibliographic database looks like this:
Cancer
Cancer (MeSH)
See Oncology
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3.5 AUTHORITY CONTROL SETUP
3.5.1 BIB-AUT Links
The following tables control the authority-bibliographic links:
Tab00 & Tab11 (UTIL G-1-00 and 11)
These tables define the bibliographic headings files:
Tab00:
H
H
H
H
AUT
SUB
SUM
SLC
ACC
ACC
ACC
ACC
1 A
A
A
A
00
00
00
00
0000
0000
0000
0000
Authors
Subjects
MeSH
LC Subjects
Tab11:
11
11
11
11
11
11
A
A
A
A
A
A
100##
100##
110##
650#2
650#0
650##
AUT
AUT
AUT
SUM
SLC
SUB
Tab_aut (UTIL G-1-d)
This table defines which headings indexes in the bibliographic library should be subject to authority control. This table aslo designates - per headings index - which authority
database should be checked for a match.
Structure of the table:
❍ Col. 1 - headings list code in BIB library
❍ Col. 2 - Usage code from tag 008 of the AUT library:
■ 1 - pos. 14 (Main heading)
■ 2 - pos. 15 (Subject)
■ 3 - pos. 16 (Series);
❍ Col. 3 - code of 1st AUT library
❍ Col. 4 - code of 2nd AUT library
❍ Col. 5 - code of 3rd AUT library
❍ Col. 6 - code of 4th AUT library
Example (in this example the bibliographic database SUB headings index is linked to two authority databases; USM10, Library of Congress and USM12, MeSH):
AUT
SUB
SBD
SLC
Note:
❍
❍
❍
1
2
2
2
USM10
USM10 USM12
USM10
USM10
If the second column is used and the library is a MARC21 library, the system checks the appropriate codes in the 008 field of the authority database.
When a match is not found in the library defined in col. 3, then the library in col. 4 is checked, and so on.
Since SUB is a combined LC and MeSH subjects heading index, it is linked to both USM10 (LC) and USM12 (MeSH)
tab_aut (UNIMARC) example:
AUT
SUB
SRS
UNI10
UNI10
UNI10
Tab20 (UTIL G-1-20)
This table defines which fields from the authority record are used to enrich the bibliographic database's headings.
Structure of the table:
Line One
❍ Col. 1 - line number
■ 1= heading
❍ Col. 2 - source heading code in the BIB base. This is the heading file for which ue_08 tries to find a match in the authority database.
❍ Col. 3 - target heading code in the BIB base. This is the headings file ue_08 enriches.
❍ Col. 4 - AUThority record field text to match to BIB heading.
❍ Col. 5 - subfield filter (used mainly for MARC21 multilingual authorities).
❍ Col. 6 - subfield text -- col. 5 and 6 together filter the Authority record field, depending on particular subfield + content.
❍ Col. 7 - subfields to take or strip from the authority record field as the basis for the creation of the bibliographic heading.
❍ Col. 8 - indicator (first or second) to use for stripping initial non-filing text in MARC21.
(Note: Indexes assigned in Col. 2 and Col. 3 of tab20 should match the indexes used by the library in tab00.lng, tab01.lng, col.6, and tab11, col. 6).
Line Two
❍ Col. 1 - line number
■ 2=cross reference
❍ Col. 5 - Authority record field for building Reference.
❍ Col. 8 - subfields to take or strip for match.
❍ Col. 9 - type of reference (always SEEF).
Example:
!-!!!!!-!!!!!-!!!!!-!-!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!-!-!!!!!
1 AUT
AUT
100##
-8
0
2
COR##
-8
0 SEEF
1 AUT
2
AUT
100##
400##
-8
-8
0
0 SEEF
1 SUM
2
SUM
150##
450##
-8
0
0 SEEF
1 SUM
2
SUM
150##
COR##
-8
0
0 SEEF
1 SUM
2
SUB
150##
450##
-8
0
0 SEEF
1 SUM
2
SUB
150##
COR##
-8
0
0 SEEF
Note:
❍
❍
❍
The COR field should be treated as a non-preferred term - each authority field should be repeated for the 4XX and COR fields.
In the above example, MeSH subject headings are sent to two headings files - SUM and SUB. The source for the match is the specific headings file but both the specific
(SUM) and the common (SUB) headings files are enriched.
In the above example, MARC21 1xx should be replaced with 2xx for UNIMARC.
3.5.2 Enrichment of Word Files
Tab_expand (UTIL G-1-a)
The bibliographic indexing is enriched when the bibliographic record is indexed. Enrichment of the word files is optional and is based on defining the following expand
program:
WORD
expand_doc_bib_accref
This expand program adds all non-preferred terms to the bibliographic record (virtually). When the record is re-indexed after ue_08 has created the BIB-AUT link,
non-preferred terms are added to the word files. The non-preferred terms are "added" to the bibliographic record using the same tag as the preferred term.
The way the expand file works can be demonstrated by adding it to the U39-DOC section in tab_expand and then displaying a bibliographic record with a heading that is linked
to an authority record:
U39-DOC
expand_doc_bib_accref
If the bibliographic record with "American Bible Society" is displayed, the expanded non-preferred terms can be seen:
300
500
546
500
7001
7001
7001
7102
L
L
L
L
L
L
L
L
$$aliii, 1434 p.$$bmaps.$$c25 cm.
$$a"Verzeichnis der Masoretischen Termini": 4 p. inserted.
$$aPrefaces and introductions in German, English, and Latin.
$$aVocalized text.
$$aKittel, Rudolf,$$d1853-1929
$$aBaumgartner, Walter,$$d1887$$aKahle, Paul,$$d1875-1964
$$aAmerican Bible Society (field in record)
expanded fields:
7102
7102
7102
7102
7102
7102
7102
7102
7102
7102
7102
7102
L
L
L
L
L
L
L
L
L
L
L
L
$$aBeikoku Seisho Kaisha
$$aJam??aiyat al-Tawr?aah al-Am?airik?aan?aiyah
$$aTa Mei-kuo sheng ching hui
$$aABS
$$aA.B.S
$$aSociedad B?aiblica Americana
$$aBeikoku Seisho Ky?aokai
$$a?oHevrat Ameri?okah shel Sifre ?okodesh
$$aAmerikan Kitab¸mukaddes ÷Sirketi
$$aPhrakhritsathamsam?aakhom ?Am?aerikan
$$aPhrakhritsatathamsam?aakhom ?Am?aerikan
$$aPhrakhritsatham Sam?aakhom ?Am?aerikan
3.5.3 Display of cross-references in the Web OPAC
The text for the authority library name is taken from line 93nn in the table www_heading (UTIL J/1) in the error_eng directory, where nn is the number of the authority library.
For example, the text "LC Authority Record" is taken from line 9310 when the LC authority library is in USM10 (UNI10 for UNIMARC) and the text "MeSH Authority
Record" is taken from line 9312 when the MeSH authority library is in USM12:
9310 L [LC Authority Record]
9312 L [MeSH Authority Record]
An example of usage can be seen in section 3.1.3
3.5.4 Update of Bibliographic Records
Tab01 (UTIL G-1-01)
Column 7 in tab01 defines which headings file is used to update the bibliographic record, in order to trigger correction in a bibliographic record field where there is a heading
which is a non-preferred term.
Example:
D 100
00 0000
AUT
100
LPersonal Name ME
D 650 0
00 0000
SUL
650
LSubject-Topical-LC
D 650 1
00 0000
SUB
650
Lsubject-Topical
D 650 2
00 0000
SUM
650
LSubject-MeSH
D 65000
00 0000
SUL
650
LSubject-Topical-LC
D 65001
00 0000
SUB
650
Lsubject-Topical
D 65002
00 0000
SUM
650
LSubject-MeSH
D 65010
00 0000
SUL
650
LSubject-Topical-LC
D 65011
00 0000
SUB
650
Lsubject-Topical
D 65012
00 0000
SUM
650
LSubject-MeSH
D 65020
00 0000
SUL
650
LSubject-Topical-LC
D 65021
00 0000
SUB
650
Lsubject-Topical
D 65022
00 0000
SUM
650
LSubject-MeSH
Note:
❍ In order to update a field from a specific headings file, use indicators in this table. Note that a hash sign cannot be used and this means that all variations must be entered.
This enables you to update LC subjects from the LC subjects (650#0) and MESH subjects from the MESH headings (650#2)
❍ In addition to this table, the authority record must have UPD=Y (lack of a UPD field is the same as UPD=Y).
3.5.5 Update of Authority Records
Tab_z105 (UTIL G-1-I)
This table defines to which bibliographic database/s the authority database will send a message when an authority record is added or updated. The table must be defined in the
authority database.
Example:
UPDATE-DOC 4 USM01 USM01
UPDATE-DOC 4 UNI01 UNI01 (in UNIMARC)
In this example, the authority database is sending an update message to the USM01 and CEN01 bibliographic databases. The update message is a Z105 record.
The UE-11 procedure must be working in the background in the authority and bibliographic libraries.
The 'COR' Field - Tab_fix (UTIL M-11)
In order for the system to automatically create a COR field when the preferred term is changed the following line must be defined in tab_fix:
INS
fix_doc_preferred (for both USMARC and UNIMARC)
Note that if you load authority records, the fix should also be defined for the loader program. For example:
OCLC
fix_doc_preferred
3.5.6 MeSH as Additional Authority Database
If the library wants to have a combined headings list controlled from MeSH and an additional authority database (e.g. LC), the following must be defined so that the source is
added to MeSH authority and bibliographic headings:
Tab-fix in authority library:
INS
fix_doc_aut_mesh
OCLC fix_doc_aut_mesh
Tab-fix in bibliographic library:
INS
OCLC
fix_doc_sub
fix_doc_sub
3.5.7 Punctuation for Headings Display & Adding End Punctuation
Tab_subfield_punctuation (UTIL I/5) is used for two purposes:
1. When headings are created the system strips end sub-field punctuation. Tab_subfield_punctuation is used to add punctuation when headings are displayed.
2. Authority records normally do not have end field punctuation, whereas bibliographic record fields do. When the system updates bibliographic records it replaces the
non-preferred term by the preferred term from the authority record. The system uses tab_subfield_punctuation to add end punctuation.
Structure of the table:
❍ col. 1 - Program code (always #)
❍ col. 2 - Heading code or Field code
❍ col. 3 - Subfield code
❍ col. 4 - Following subfield code
❍ col. 5 - Punctuation to add
❍
col. 6 - If the field already ends with one of these punctuation signs, punctuation from the previous column will not be added
Example for display of headings:
! 2
3 4 5
6
!-!!!!!-!-!-!!!!!!!!!!-!!!!!!!!!!
# AUT## a d ,
a 4 ,
a b .
".
a c ,
,
a q .
b c ,
,
q d ,
,
c d ,
,
d c :
d 4 ,
n d :
a
.
.)
d
.
-.
Example for end-punctuation:
# 1#### a
.
.
# 1#### d
.
-.
Example for end-punctuation in UNIMARC:
# 2#### a
# 2#### d
.
.
.
-.
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3.6 BACKGROUND PROCESSES IN AUTHORITY CONTROL
There are several background processes that should be run:
In authority library - ue_01, ue_11 (UTIL E-1, E-11)
In the bibliographic library - ue_01, ue_08 and ue_11 (UTIL E-1, E-8, E-11). Ue_08 should work in "C" mode, and with "Y" for "Write Z07s for related bib records".
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3.7 AUTHORITY CONTROL REPORTS
3.7.1 List Headings Having Multiple Document Records (p_auth_04)
This is a report of headings that are linked to more than one authority record. It is designed to "uncover" ambiguous headings. The report is only meaningful when run on the
authority library.
3.7.2 List Unauthorized Headings (p_auth_03)
This report lists bibliographic headings that have not been authorized - meaning there is no match in the designated authority library. To be meaningful, the report should only
be run on headings that have authority control (that is, they are defined in tab_aut). The report is run in the bibliographic library, and can be run with date and ACC code
parameters to limit output.
3.7.3 Print catalog records with "SEEF" (Non-preferred) Headings (p_print_05)
This report checks the bibliographic library for records that use the non-preferred instead of the preferred form of a heading. This happens only if the Authority record has
UPD:N, in which case the bibliographic record is not updated, and the non-preferred heading remains in the record.
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Go to next section (The Authority Database as Search Aid)
4.0 THE AUTHORITY DATABASE AS SEARCH AID
This section describes how the authority database may be used a tool in searching the bibliographic database beyond the enrichment of the headings and word files.
4.1 DISPLAY OF AUTHORITY RECORD FROM BIBLIOGRAPHIC HEADINGS
The user can display the authority record linked to a bibliographic heading by clicking on the text "Authority record".
The system displays the authority record in a separate window:
From the authority record, the user can navigate in the bibliographic database. Clicking on the caption of the field (e.g. "Heading", "See also") displays the list of headings.
Clicking on the field (if it is underlined) creates a set of records in the Bibliographic database that use the term. ALEPH uses the term as the basis for a FIND type search in
the bibliographic headings file. In the example above, the non-preferred term "Acidic soils" is not underlined because it is not used by any bibliographic records.
The library can modify the display of the authority record in a table that can be defined for each authority database linked to the bibliographic database. It is possible to
suppress the display of non-preferred and/or related terms in the authority record that are not used by any bibliographic records (e.g. suppress related terms that have no
linked records in the bibliographic database). This is the reason why, in the example above, the broader term "soils" does not display - it is not actually used by any
bibliographic record.
4.2 JUMPING FROM THE AUTHORITY DATABASE TO THE BIBLIOGRAPHIC
DATABASE
The user can search the authority database and then "jump" to the bibliographic database by creating a set of the bibliographic records that use a specified term.
This function is available from the FULL display of the authority record in the Web OPAC. Once a user has located an authority term that interests him he can click on the
"Heading" (1XX field) to create a set of bibliographic records that utilizes the term:
When the user clicks on "Priorities" the following window displays:
You can select the bibliographic headings file to be searched for the term. In this example, when the Local Subjects index is invoked, ALEPH creates a set of records in the
bibliographic database that use the term "priorities" as a subject.
4.3 THE AUTHORITY DATABASE AS SEARCH AID - SETUP
4.3.1 Displaying the Authority Record from the Bibliographic Heading
edit_doc_999_aut_AUTLIBRARY.lng (tab directory of Bibliographic Database)
Every authority database to which the bibliographic database is linked should have an "edit_doc_999_aut_AUTLIBRARY.lng' table defined for the display of the FULL
authority record when it is expanded from the bibliographic heading. For example, if the bibliographic database USM01 is linked to two authority databases, USM10 and
USM11, the following tables should be defined in the tab directory of USM01:
❍ edit_doc_999_aut_usm10.lng
❍ edit_doc_999_aut_usm11.lng
Example (for MARC21):
!1
2
3
4
5 6 7
8
9 0 11 2 13
4
!!-!!!!!-!-!!!!!!!!!!-!-!-!!!!!!!!!!!!!!!!!!!!-!-!-!!!-!-!!!!!-!
## SYS
D LSys. no.
Y
E
## 1####
D LHeading
Y Z
E
## 260##
D LSub. CSR
Y
E
## 360##
D LSub. CSAR
Y
E
## 4####
D LSeen from
Y
E
## 5#### w g
D LBroader term
Y X
E
## 5#### w h
D LNarrower term
Y X
E
## 5#### w D LSee also
Y X
E
## 663##
D LName Complex SA Ref Y
E
## 664##
D LName Complex SeeRef Y
E
## 665##
D LHistory Reference
Y
E
## 666##
D LExplantory Ref.
Y
E
## 64### a f
D LSeries-f
Y
E
## 64### a t
D LSeries-t
Y
E
## 64### a s
D LSeries-s
Y
E
## 7####
D LLink
Y
E
Note:
❍ The table has the same characteristics as the 'edit_doc_999" table. One special feature is a special type of link in column 10 - "X". "X" informs the system to
suppress the display of the term if it is not in use in the bibliographic database.
❍ Note that unlike edit_doc_999 of the authority database, the table does not include the linking fields. It includes the 5XX fields. A special expand procedure will add
the relevant 5XX fields based on the authority record links (necessary if the related term is entered in only one side) - see the following section.
tab_expand (UTIL G-1-a of Authority Database)
expand_doc_aut_aut is an expand program that adds all related terms to the authority record. This is necessary when "related" 5XX or RT fields are not entered in both
records but only in one of the records, and when the library has built reciprocal relations using tab07. The expand program is based on the links that are created between
authority records (as described in section 2.4.2 above).
The following line should be defined in tab_expand of the authority library so that when the authority record is displayed from the bibliographic database, all related terms
display:
WEB-ACCREF expand_doc_aut_aut
Note that this expand file is hard-coded for the GUI search and does not need to be added in the table.
4.3.2 Navigating from the Display of the Authority Record
tab11 (UTIL G-1-11 of Bibliographic Database)
As described in section 4.1, when the authority record is displayed, the user can navigate the bibliographic database using the authority record fields. This navigation is
based on the bibliographic headings files.
Tab11 is used to define which heading file the system will create hypertext links to - FIND and BROWSE - when the authority record is displayed. This is defined in
section "R" in tab11 of the bibliographic database.
Structure of the section:
❍ Col.1 - 11
❍ Col.2 - R
❍ Col.3 - Authority record field. Note that if an authority term is linked to more than one headings file (personal names, 100, can be used for both authors and
subjects), several lines can be created for the field. The system runs the search from the current headings file.
❍ Col.4 - Bibliographic headings file on which Browse/Find is activated.
❍ Col.5 - Subfields to include/strip from authority record field for Search. The system looks for the exact text of the field in the headings file.
Example (MARC21):
11
11
11
11
11
11
R
R
R
R
R
R
100##
100##
110##
110##
111##
111##
AUT
SUB
AUT
SUB
AUT
SUB
-wi
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Go to next section (Multilingual Authority Database)
5.0 MULTILINGUAL AUTHORITY DATABASE
Note:At the time of writing, the Multilingual Authority Database only works with the MARC21 format.
An ALEPH500 authority database can work with multilingual authority records. Maintaining a MARC21 multilingual authority database offers users
several advantages:
❍ Enrichment of bibliographic access points (headings and words). A user can search for records using terms from different languages
❍ Language-specific user interface can include language specificity for indexes and the display of records. This means, for example, that in the
French interface, a user searches only French indexes and in the records, the system displays the French term even though the record itself was
cataloged with the English term.
A multilingual authority database can be maintained for a variety of authorities. The examples, below, are thesaurus records.
5.1 MULTILINGUAL AUTHORITY RECORDS
A multilingual authority record in ALEPH is identical to a regular authority record with the following exceptions:
In a multilingual authority record the preferred term is duplicated for each language. Non-preferred terms are entered as necessary for each language.
The language code for all preferred, non-preferred and related terms is entered in $$9.
As in regular authority records, you may enter related terms in only one of the related authority records and in addition, in only one language. Based on
the links created between the authority records, the system is able to display the term in a specified language.
Example of a multilingual record:
5.2 MULTILINGUAL AUTHORITY INDEXES AND RECORD DISPLAY
In a multilingual authority database, the library may be interested in creating separate indexes per language. This can be done by filtering the indexing by
the language code in sub-field 9 (see section 5.5.1.).
If you have created a separate index for each language and for the 'search other database' option in the Cataloging module, the library can define a
language-specific index for Search. Note that this definition is not sensitive to interface language. In other words, a French cataloger using the French
interface cannot use the French headings while an English cataloger is using the English headings .
The authority record display can also be filtered by the language code. For example, this is the display of the authority record from the example described
above, with its links, with only French:
5.3 BIBLIOGRAPHIC DATABASE RECORDS AND UPDATE OF
BIBLIOGRAHIC RECORDS
Records in the bibliographic database that are linked to a multilingual authority database should be cataloged with the term in only one of the languages
used by the authority database. The language code must be entered in subfield 9.
Example:
If a non-preferred term is used, the system updates the bibliographic record using the preferred term of the same language.
5.4 THE BIB-AUT LINK AND THE MULTILINGUAL AUTHORITY DATABASE
The links between the bibliographic database and a multilingual authority database work as described above with some additional features.
5.4.1 Enrichment of Headings and Word Files
In addition to enriching the bibliographic headings and words files with non-preferred terms, the system add alls language versions.
In the example above, the headings file includes all languages. You can define separate headings and word files for each language (see section 5.5.2).
5.4.2 Enrichment of Bibliographic Display
Based on the enrichment of the bibliographic headings file, you can expand to the bibliographic record all language versions for the term that is used in
the bibliographic record. In the display tables, it is possible to filter the display by the language code in subfield 9. As shown in the example in section 5.2
you can, for example, display the French term in the French interface and the English term in the English.
5.4.3 Display of Authority Record from Bibliographic Headings
When the authority record is displayed from the bibliographic headings, the system displays related terms in all languages. Once again, this display can be
filtered using the language code in sub-field 9 so that each language interface displays terms in the language of interface.
5.5 MULTILINGUAL AUTHORITY SETUP
The tables below have already been mentioned in sections 3.5 and 4.3 above. The following sections point out the special aspects of multilingual authority
set-up.
5.5.1 AUT Library
Tab10 (UTIL G-5-10)
Switch 27 (TAB10-AUT-TYPE) should be set to "M" - i.e. multilingual. This is necessary so that the system enriches the bibliographic headings files
with all language versions.
Indexes.
The library may want to define indexes per language (especially if each language has its own user interface). Definition, for example, in tab00.lng:
H DES
ACC
H DESE ACC
H DESF ACC
And in tab11:
A
A
A
00
00
00
11 A 150##
11 A 150## 9 eng
11 A 150## 9 fre
0000 Descriptors
0000 Descriptor ENG
0000 Descriptor FRE
DES
DESE
DESF
Authority Record Display (edit_doc_999 - UTIL I-8)
The following is an example of the table as defined for the French interface:
!!-!!!!!-!-!!!!!!!!!!-!-!-!!!!!!!!!!!!!!!!!!!!-!-!-!!!-!-!!!!!-!
## SYS
D LSys. no.
Y
E
## 1#### 9 fre
D LHeading
Y Z
E
## 260##
D LSub. CSR
Y
E
## 360##
D LSub. CSAR
Y
E
## 45### 9 fre
D LSeen from
Y
E
## 5#### 9 fre
D Lrelated term
Y Z
E
## 663##
D LName CSAR
Y
E
## 664##
D LName CSR
Y
E
## 665##
D LHist. Ref.
Y
E
## 666##
D LExpl.Ref.
Y
E
## 64### a f
D LSeries-f
Y
E
## 64### a t
D LSeries-t
Y
E
## 64### a s
D LSeries-s
Y
E
## 7####
D LLink
Y
E
## UPD##
D LUpdate Flag
Y
E
## BT
9 fre
D LB.term
Y L
E
## NT
9 fre
D LN.term
Y L
E
## RT
9 fre
D LR.term
Y L
E
Note:
❍ All fields are filtered by the language code in subfields
❍ There is a limitation in that the display can be filtered only by one subfield. This means that the 5XX fields cannot be filtered both by language and
by subfield w which indicates the type of relationship.
tab_expand (UTIL G-1-a)
The following expand file must be present in the tab_expand of the authority database so that when the authority record is displayed from the
bibliographic headings file, the system adds related terms in all languages (as noted above it is sufficient to enter related terms in only one language).
WEB-ACCREF expand_doc_aut_aut
5.5.2 Bibliographic Database
Indexes The library may want to have indexes per language (especially if each language has its own user interface). A common headings file for all
languages must be defined.
An example of a definition in tab00.lng:
H DES
ACC
H DESE ACC
H DESF ACC
And in tab11:
11 A 650##
11 A 650## 9 eng
11 A 650## 9 fre
A
A
A
00
00
00
0000 Descriptors
0000 Main Descriptor ENG
0000 Add. Descriptor FRE
DES
DESE
DESF
tab20 (UTIL G-1-20)/tab_aut (UTIL G-1-d) If separate indexes are defined for each language, these indexes must be defined in tab20 so that they are
enriched from the authority record:
1 DES
2
DES
150##
450
0
0 SEEF
1 DES
2
DES
150##
COR
0
0 SEEF
1 DES
2
DESE
150## 9 eng
450
0
0 SEEF
1 DES
2
DESE
150## 9 eng
COR
0
0 SEEF
1 DES
2
DESF
150## 9 fre
450
0
0 SEEF
1 DES
DESF
150## 9 fre
0
2
450
0 SEEF
Note that the source code is always the common headings file to which all languages is sent. Only this code must be present in tab_aut:
DES
USM11
Tab_expand (UTIL G-1-a) The following line is necessary so that ALEPH links the bibliographic record to headings in all the languages:
ACC
expand_doc_bib_acc
The following lines are necessary to display, in each language interface, the term in the language of the interface.
WEB-FULL
expand_doc_bib_acc
GUI-DOC
expand_doc_bib_acc
This means that all languages are expanded to the BIB record. The display is limited to the specific language in edit_doc_999 of each language. For
example, edit_doc_999.eng:
65014 9 eng
C LMain Descriptor
Y Z eng E
tab01 UTIL G-1-01) This table is used to indicate which headings file should be used to update the bibliographic record if a non-preferred term has been
used. The headings file should be the common language headings file to which all languages are sent. The system updates the bibliographic record using
the preferred term of the language code indicated in sub-field 9 of the field.
D 650
00 0000
DES
650
Ldescriptor
edit_doc_999_aut_XXXX
edit_doc_999_aut_XXXXX (where XXXX is replaced by the authority library code e.g. USM10) is used to define the display of the authority record
when accessed from the bibliographic headings. The authority record fields can be filtered using the language code in subfield 9.
!1
2
3
4
5 6 7
8
9 0 11 2 13
4
!!-!!!!!-!-!!!!!!!!!!-!-!-!!!!!!!!!!!!!!!!!!!!-!-!-!!!-!-!!!!!-!
## SYS
D LSys. no.
Y
E
## 1#### 9 eng
D LHeading
Y
E
## 4#### 9 eng
D LSeen from
Y
E
## 5#### 9 eng
D LRelated term
Y
E
Note:
❍ All fields are filtered by the language code in sub-fields
❍ There is a limitation in that the display can be filtered by one sub-field only. This means that the 5XX field cannot be filtered both by language and
by sub-field w which indicates the type of relationship.
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Go to next section (-)
6.0 BATCH LOADING OF RECORDS TO THE
AUTHORITY DATABASE
6.1 OVERVIEW
The Load Authority Records batch service (b-manage-31) accepts an input file of LC authority records in
ALEPH sequential format and uses them to update the authority database. "Update" can include the following:
deletion of an existing record, update of an existing record or the addition of a new record. Records that were
modified or created locally are not updated unless they contain a 010 tag with $$aTEMP.
At present, the b-manage-31 batch service is accessed from the Services Menu defined for the AUT library by
clicking Load Authority Records:
This batch program performs the following functions:
Adds new records to the database.
Replaces existing records (update): Records are replaced for update purposes. If the record was modified
locally, it will not be replaced by the batch process.
Deletes records from the authority database.
Reports deleted records. The system gives a report of records that have been deleted.
Reports when replacing records: The system checks for changes in these 008 fixed field positions:
❍ 008/06 (Geographic) any change
❍ 008/32 (Unique) changes from "b" to "a"
This report can be placed in the "rejected records" report as a separate section.
Checks for duplicates. After every update (new record or updated record), the system must check for duplicate
terms - every 1xx and 4xx term must be unique. Non-unique terms are reported and records with duplicate terms
are "blocked" by changing the usage codes of 008 pos. 14,15,16 to uppercase ("a" to "A"; "b" to "B"; and "c" to
"C"). A blocked authority record is not linked to the bibliographic database.
Rejects and reports - In certain cases, records are rejected and are placed in a special "rejected" database.
6.2 ALGORITHM
The batch program (b-manage-31) has the following algorithm:
1. Compare the records in input file and records in the database based on 010 field - Library of Congress
control number - $$a
2. If a match is found, pos. 5 of the leader is checked:
d - delete the matched record from the database
c - check if 040 $$d = XxXXX (Note: there may be multiple $$d's - any $$d XxXXX is considered). If it
does, then reject the record and report - if not, replace the current record.
n - treat like c
3. If no match is found using the 010, the system goes on to check for a match based on the preferred term that is, the 1xx field of the record.
4. If a match is not found, the system checks pos.5 of the leader:
n - add to the database as new record
d - reject and report
c - treat like n
5. If a match is found and the record in the database has 010 $$aTEMP (that is, it is a temporarily created
local AUT record), pos. 5 of the leader is checked:
d - reject record and report
c - replace current record
n - replace current record
6. If a match is found and there is no 010 $$aTEMP reject the record and report.
6.3 REPORT
The system reports the following situations. Each case is identified by a separate code.
6.3.1 Rejected Records
05 - The record was rejected; a match was found on the 010 field but $$d=XxXXX; LDR (05) = 'n'
07 - The record was rejected; a match was found on the 010 field but $$d=XxXXX; LDR (05) = "c"
06 - The record was rejected; no match was found but its LDR (05) = "d"
04 - The record was rejected; a match was found on the preferred heading but 010 is not $$aTEMP (that is, this
is a local record).
03 - The record was rejected. A match was found on the preferred term (010 = $$aTEMP); but system LDR (05)
= "d"
6.3.2 Deleted Records
13 - The record has been deleted from the database. A match was found on the 010 field and the LDR (pos. 6)
was "d". The report includes field 682.
6.3.3 Updated Records
16 - The record updated an existing record; there was a change in the 008 field.
22 - The record updated an existing record but the system found a duplicate heading; there was a change in the
008 field.
25 - The record updated an existing record but a duplicate heading was found.
24 - The record updated an existing record based on a preferred term (010 = $$aTEMP); but the system found a
duplicate heading; LDR (05) = "c".
20 - The record updated an existing record based on a preferred term (010 = $$aTEMP); but the system found a
duplicate heading; LDR (05) = "n".
18 - The record updated an existing record based on a preferred term (010 = $$aTEMP); there was a change in
008; LDR (05) = "c".
11 - The record updated an existing record based on a preferred term (010 = $$ATEMP); there was a change in
008; LDR (05) = "n".
26 - The record updated an existing record based on a preferred term (010 = $$ATEMP); but the system found a
duplicate heading; there was a change in 008; LDR (05) = "c".
27 - The record updated an existing record based on a preferred term (010 = $$ATEMP); but the system found a
duplicate heading; there was a change in 008; LDR (05) = "n".
6.3.4 New Records
21 - A new record was added but a duplicate heading was found; LDR (05) = "n".
23 - A new record was added but a duplicate heading was found; LDR (05) = "c".
6.3.5 No Problems Found
15
08
14
17
19
- The record updated an existing record.
- A new record was added; LDR (05) = "c".
- A new record was added; LDR (05) = "n".
- The record updated an existing record based on a preferred term (010 = $$aTEMP); LDR (05) = "c".
- The record updated an existing record based on a preferred term (010 = $$aTEMP); LDR (05) = "n".
6.3.6 Report Format
The report includes the system numbers of new and updated records in the authority database, together with
those of rejected records that have been loaded to the "reject" database. The first system number is for an existing
record (the record that was updated or that a match was found for) and the second is for new records or rejected
records.
Examples:
000080237:000000182:
:04:010 not = TEMP
In this case, a match has been found on system no. 80237 based on the preferred term but since 010 was not
"TEMP", the record has been rejected. The record has been loaded to the reject database as system number 182.
000079159:000000000:sh 98001899
:15:Record Corrected
In this case, an existing record has been updated. The system also prints the content of the 010 field on which the
match was made.
The report can be sorted as follows: :
❍ NEW - sort by the system number of new records created in the AUT database.
❍ MATCH - sort by the system number of records that have been updated in the AUT database.
❍ TYPE - sort by the type of update.
Up to two sorts are possible when the service is run; each sort creates its own report. For example:
csh -f p_manage_31 XXX10,test2,test2out,,,,,MATCH,TYPE
creates two reports (test2out and test2out-2); one sorted by the matching record, and the other sorted by the type
of update.
6.4 RUNNING THE REPORT
Use the following command in order to run the report:
>> ap
>> csh -f p-manage_31 AUT library,input file,output file,,,,,sorttype,sorttype
Note that there should be 5 commas between the output file name and the sort types.
Note that the code of the library should be in uppercase.
For example:
>> ap
>> csh -f p-manage_31 XXX10,inaut,outaut,,,,,NEW,TYPE
The input file must be in ALEPH sequential format and must be in the scratch directory of the authority library
on which the procedure is run. The output file is created in the scratch directory.
6.5 SETUP
6.5.1 Setup for "Reject Library"
An ALEPH library for rejected records should be created. The library must be defined as the reject library in a
special type of relationship in library_relations (UTIL Y-7) - "ERR".
For example:
ERR XXX10 XXX19
ERR XXX12 XXX19
In this example, XXX19 is the reject library for two authority libraries - XXX10 and XXX12.
6.5.2 tab_fix
Several fix programs work with the authority update program. These programs should be defined under the P-31
routine of the tab_fix table.
At present, the following fix programs should be defined in the tab_fix table of the authority library:
fix_doc_preferred - this fix program adds a "COR" field if the preferred term has been changed
fix_doc_aut_mesh - this fix program is for a MESH authority library only. $$2[MeSH] is added to the terms.
For example:
P-31
P-31
fix_doc_preferred
fix_doc_aut_mesh
6.5.3 LCC Direct Index
The system matches the 010 field using the LCC direct index. The following line must be defined in tab11:
11 I 010&$35;#
LCC
a
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Go to next section ( Batch Jobs for Authority Enrichment and Correction of Bibliographic Libraries)
7.0 BATCH JOBS FOR
AUTHORITY ENRICHMENT
AND CORRECTION OF
BIBLIOGRAPHIC LIBRARIES
The p_manage_102, p_manage_103 and p_manage_104 batch jobs are three batch
processes that can be used to replace the background running of the ue_08 process
(see 3.2 The Authority Control Process). You use these processes to accomplish
faster enrichment and correction of the bibliographic database based in the
authority records of the authority database during the initial upload of the
databases or when large quantities of authority records are imported into the
system.
The processes:
1. p_manage_102: This process is used to pre-enrich the bibliographic browse
headings index based on the authority database. The job should be run on all
the authority libraries that are used for enrichment and correction of the
bibliographic library.
Parameters: bibliographic library, authority library, delete flag, from
document number, to document number, number of processes.
Note that for the first authority library, the batch should be run with the
delete flag set to Y, or otherwise the existing headings will be kept.
After running p_manage_102, the regular browse headings index should be
built (p_manage_02) without deleting existing indexes.
2. p_manage_104: This process resets the Z01-AUT-LIBRARY field of the
headings records from -NEW- to -CHK-. All headings from the authority
database were marked with the authority library during p_manage_102
process. Headings marked as -NEW- originated from the regular indexing of
the bibliographic records (by p_manage_02) and they do not have a
matching record in the authority database. For this reason they should be set
to -CHK- by using the p_manage_104 process.
Parameters: bibliographic library, number of processes.
3. p_manage_103: Since p_manage_02 does not trigger Z07 records, this
process should be used for triggering a Z07 record to enable re-indexing of
the records which are linked to non-preferred headings.
Parameters: bibliographic library, from document number, to document
number, number of processes.
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1.0 CATALOGING OVERVIEW
The Cataloging Module of ALEPH lets you create, edit and delete bibliographic
records, authority records and holdings records. This overview includes the
following sections:
❍ The Cataloging Process
❍
Type of Records
❍
Passwords and Authorizations
❍
Offline Cataloging
1.1 CATALOGING PROCESS
You can catalog in ALEPH either in free format or via pre-designed forms.
Because of the variable content of records, and the need to provide for different
types of materials, the system does not impose any restrictions, and enables free
cataloging. Therefore the cataloger may enter as little or as much information as he
needs.
To facilitate use of the Cataloging module, ALEPH incorporates:
❍ Pre-designed forms including forms for positional data elements, e.g.,
MARC 21 tag 008 and UNIMARC tag 100.
❍ Pre-designed forms including templates for the body of the record.
❍ Comprehensive help available on tag and sub-field at all times during data
entry.
1.2 TYPE OF RECORDS
The Cataloging module in ALEPH supports four types of records:
❍ Bibliographic records
❍ Authority records
❍ Holdings records
❍ Administrative records.
The first three types can be created, updated and deleted through the Cataloging
Module. An administrative record is for internal use and is automatically created
by the system. It is unusual to edit or update an administrative record through the
Cataloging module.
Bibliographic records: A bibliographic record commonly includes titles, names,
subjects, notes, publication data, and information about the physical description of
an item.
Authority records: Authority records contain authoritative information
concerning: The standard forms of names and subjects to be used as access points
on bibliographic records; the forms of these names and subjects that should be
used as references to the standard forms; the interrelationships among these forms.
Holdings records: Holdings records contain holdings and location information for
bibliographic items.
Administrative records: Administrative records, commonly refered to as ADM
records, are linked to bibliographic records. Attached to the administrative record
are item level information; acquisitions; circulation; and item-specific copy and
arrival data. The administrative record is also used to store the 853/853X fields
used to generate serial predictions and publication schedules.
1.3 PASSWORDS AND
AUTHORIZATIONS
Cataloging functions require a password and are limited to authorized users.
Password authorization can be given per function or globally for all functions.
Update access to all types of MARC records is controled by a special ALEPH
field, the OWN field. This field works in accordance to the password information
defined for the user (see 10.4 OWN Field ).
Also at the record level, catalogers are assigned allowed and denied tags for
editing (see 13.16.1 Allowed and Denied Tags ).
1.4 OFFLINE CATALOGING
The Offline Cataloging option enables you to work with the Cataloging module
and catalog records, without having a server connection. You can access functions
such as Help on Fields and Open Form that rely on data that has already been
downloaded onto your local PC. Other functions that rely on the server, such as
searching field headings, checking the record or the values entered in a the form,
are unavailable until the server connection is reinstated.
Note that when working in offline cataloging mode, you must save the records on
your local drive. When the server connection is reinstated, the cataloged records
must be sent to the server for the database update.
You can switch manually to the offline cataloging mode by clicking the Offline
Cataloging option on the File menu. To reinstate online cataloging, click again the
Offline Cataloging option from the File menu.
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Go to next section (Home Library)
2.0 HOME LIBRARY
Although you may work with records from several libraries at the same time, you
must first connect to a Home Library. Thereafter, when you open a new record, it
is marked as belonging to the Home Library, and when you call up a record
number from the server, it is retrieved from the Home Library.
1. To activate the 'Choose a Library' function and connect to a home library,
icon at the right bottom of the screen, or select the
click on the
'Connect to' option from the File menu. The following menu is displayed:
2. Use the up and down arrow keys to highlight the desired database, or point
to it with the mouse cursor and double-click.
2.1 CONNECTING AUTOMATICALLY TO
A HOME LIBRARY
You can set the system to connect automatically to a particular Home Library as
soon as you enter the Cataloging module. To do so, follow these steps:
1. Go to the CATALOG/TAB directory of the client and open the PER_LIB.INI
file located there. It lists valid libraries. Make sure that the library you want to be
automatically connected to appears at the top of the list.
2. Go to the ALEPHCOM/TAB directory of the client and open the
ALEPHCOM.INI file. Make sure that the DataBaseAutoSelect flag is set to Y.
2.2 IMPORTING LIBRARY TABLES
When you connect to a Home Library, the system checks to make sure that the
Cataloging module is using the most recent version of the database tables.
If the tables have been changed since the last time you connected to the library,
you will be asked if you want to load the library tables now. It is recommended
that you choose Yes. This will ensure the correct functioning of several features,
such as the cataloging templates, the forms, and the help screens.
If you choose No, you can load the library tables later by selecting Import Tables
from the Libraries menu.
To load library tables, from the Libraries Menu select the Import tables option.
If the tables of the library to which you are connected have been changed since the
last time they were imported, the system loads the updated database tables to your
client.
2.3 AUTOMATIC IMPORT OF UPDATED
TABLES
You may set the system to automatically load updated tables on entry to the
Cataloging module, without a message being displayed.
To automatically load updated tables, go to the CATALOG/TAB directory of the
client and open the CATALOG.INI file located there. Make sure that the
AlwaysImport flag is set to Y.
Next time you connect to a Home Library, if the tables have been updated, they
will be automatically loaded to the client.
Go to next section (Creating Records)
3.0 CREATING RECORDS
There are a variety of ways to create a new record:
❍ Open new record
❍
Open template
❍
Duplicate unopened local record
❍
Duplicate any open record
3.1 OPEN NEW RECORD
This function enables you to create a new record from scratch. To do so, follow these steps:
1. Select New Record from the File menu.
2. Highlight the appropriate format for your record from the Choose Record Format dialog box (i.e., book, serial, etc.).
3. A form will pop up for the leader. For help filling in the form, click the Help on Field button on the form.
4. If default fields with forms were defined for new records, the form for the field will pop up (e.g. in MARC 21 format
libraries, a form will pop up for field 008 - fixed length data elements - if the field is present in the library's
pc_tab/catalog/tagonnew.dat table). If the field does not have a form, it is added empty to the cataloging draft for the
cataloger to fill.
5. A new record will be created with default required fields (i.e. the 008 field in MARC 21) and the required leader. You may
now continue adding fields and sub-fields to the record. (See Editing a Record.)
The record will automatically receive a temporary filename that begins with the prefix "NEW" and a number.
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3.2 OPEN TEMPLATE
This function enables you to create a new record based on a pre-defined template. To do so, follow these steps:
1. Select the Open Template option from the File menu or click the
icon.
2. Select the appropriate template from the List of Templates dialog box. Different templates may be created and used for
various physical formats (for example, the MARC 21 formats), types of materials (e.g. books, serials, etc.), and so on. (See
Templates.)
3. A new record will be created with a full complement of fields. The content of each field will be blank. You may now
continue editing the record. For help on a field, use the hotkey F2 or choose Help on Field from the Edit menu. You may fill
in the content of a field or sub-field by typing directly, by searching field or sub-field headings, or by searching sub-field
options. .
The record will automatically receive a temporary filename that begins with with the prefix "NEW" and a number.
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3.3 DUPLICATE UNOPENED LOCAL RECORD
This function enables you to create a new record by duplicating an unopened one that is located on your local drive. To do so,
follow these steps:
1. Select Open Record on the Local Drive from the File menu or click the
icon.
2. A list of records will be displayed. Highlight the desired record. A preview of the contents of the record will be displayed on
the right side of the window.
3. Click the Duplicate button on the list of records. A copy will be made of the highlighted record and a new local filename will
be assigned with the prefix "NEW". You may now edit the copied record. (See Editing a Record).
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3.4 DUPLICATE ANY OPEN RECORD
This function enables you to copy the currently displayed record and then edit the copy. The new record will be located on your
local drive. The original filename (and system number, if any) will not appear on the new record; a new local filename will be
assigned, instead.
To use this function with the currently displayed record, use the hotkey Ctrl+N or select Duplicate Record from the File menu.
Depending on how your System Librarian has set up the Duplicate Record function, you may be given the opportunity to choose the
library in which you want the new record saved.
This can be defined in the CATALOG.INI file in the CATALOG/TAB directory by customizing the [DuplicateRecord] section.
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Go to next section (Editing Records)
4.0 EDITING RECORDS
❍
Available editing functions
❍
Editing portions of a field
❍
Floating Keyboard
❍
Moving around a record
The screen below shows a sample catalog record. It is provided so that you may refer to it while reading the sections of this chapter.
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4.1 MOVING AROUND A RECORD
Up/Down arrows - moves up/down one line
Left/Right arrows - moves left/right one space
Tab - moves from field to field
PageUp - moves up one page
PageDn - moves down one page
Ctrl+Home - moves to the beginning of the record
Ctrl+End - moves to the end of the record
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4.2 EDITING PORTIONS OF A FIELD
Editing the tag
The tag works in overwrite mode only. If you wish to change the tag, simply type over it. To delete a character, use the space bar (not the
delete key).
Editing the indicator
The indicator works in overwrite mode only. If you wish to change the indicator, simply type over it. To delete a character, use the space
bar (not the delete key).
Editing the sub-field code
The sub-field code works in overwrite mode only. If you wish to change the code, simply type over it. It is not possible to delete a character
with either the space bar or the delete key. If you wish to delete a sub-field, use the hotkey Ctrl+F7 or select Delete Sub-field from the
Delete sub-menu of the Edit menu. This will delete both the sub-field code and the contents.
Editing the contents
The contents area is set to work in insert mode. To work in overwrite mode, press the Insert key. Note, however, that when using the space
bar while working in insert mode to enter a blank space, you may enter only one blank space at a time; you are prevented from inserting a
number of blank spaces in a row.
To delete a single character while working in insert mode, use the Delete key (not the space bar). To delete a group of characters, select the
text, then use the Delete key or the space bar.
You may select text to be deleted or copied by pressing the left mouse button and dragging the mouse cursor over the desired text.
To cut text, use the hotkey Ctrl+X or select Cut from the Cut sub-menu of the Edit menu. To copy text, use the hotkey Ctrl+C or select
Copy from the Copy sub-menu of the Edit menu. To paste text, use the hotkey Ctrl+V or select Paste from the Paste sub-menu of the Edit
menu.
Note that you cannot enter consecutive dollar signs ($$) as the system uses two consecutive dollar signs to define sub-fields. Consecutive
dollar signs should be entered with spaces in between.
Additionally, note that fields are limited in ALEPH to 2000 characters; you cannot enter more than 2000 characters in a single field.
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4.3 AVAILABLE EDITING FUNCTIONS
Function
Hotkey
Description
Undo
Ctrl+Z
This function enables you to reverse your last action. Each click reverses one more action.
Redo
Ctrl+Y
This function enables you to restore the last action that was undone by using the Undo function.
Open form
Ctrl+F
Opens a form that enables you to edit the contents of a field. If no form is available, the system will open the
sub-field(s) for you to edit directly in the catalog record.
Expand from template
Ctrl+E
Adds fields and sub-fields from a template to your current record.
Help on field
F2
Provides a guide to the use of valid indicators and sub-field codes.
Locate similar record
none
Finds a record in your local database or in another database that is similar to the one currently being edited.
Record's triggers
none
A trigger is a reminder to perform a task related to the record. This function enables you to view, add and delete
triggers from the Cataloging module that relate to the record currently being edited. These triggers may include
messages produced by the system, regarding errors found when the Check Record function was used.
Change record's format
none
This function enables you to change the record's format. Changing the record's format will also change the
forms (for entering field data) and the checks that are performed on the record.
Enter unicode values
F11
This function enables you to enter unicode values for characters not present in your keyboard. The unicode
values can be entered after selecting the Enter unicode values option from the Edit menu or using the F11
hotkey, and to finish, you must select the Enter unicode values option again or use the F11 hotkey. The title bar
of the record that is being edited displays a message to indicate that the user is currently working with the Enter
unicode values option.
New field (choose from list)
F5
Enables you to add a new field by choosing from a list of fields.
New field (user-defined)
F6
Enables you to add a field whose tag, indicator and subfields you may define by yourself.
Change ALPHA
None
This option enables you to change the ALPHA of the current field and the default ALPHA for new fields added
to the record. After selecting a new ALPHA, all new fields will be added in the selected ALPHA.
The only functionality of the ALPHA of the field is related to the direction of the script (Left/Right) as in, for
example, entering a Hebrew field in a Latin record.
New sub-field
F7
Opens a new sub-field below the current sub-field.
Cut
Ctrl+X
This function enables you to move the selected text to the Windows clipboard. This can be used for deleting
text. Since the text is moved into the clipboard, it is also possible to paste the text somewhere else in the record
or to another record.
Cut sub-field(s)
None
This function enables you to move the selected sub-field(s) to the Windows clipboard. This option can be used
for deleting the sub-field(s). Since the sub-field is moved into the clipboard, it is also possible to use this option
together with the Paste sub-field option in order to move the sub-field(s) from one place to another
(cut-and-paste).
Cut field(s)
None
This function enables you to move the selected field(s) to the Windows clipboard. This option can be used for
deleting the field(s). Since the field is moved into the clipboard, it is also possible to use this option together
with the Paste field option in order to move the field(s) from one place to another (cut-and-paste).
Copy
Ctrl+C
Copies highlighted text into the Windows clipboard.
Copy sub-fields
Ctrl+S
Copies the selected sub-field(s) into the Windows clipboard. Both the sub-field code(s) and contents will be
copied.
Copy field(s)
Ctrl+T
Copies the selected field(s) into the Windows clipboard. The tag(s), indicators, sub-field codes and the contents
will all be copied.
Copy record
Ctrl+D
Copies the entire contents of the current record into the Windows clipboard. Used with Paste Record, this option
can be used to merge records.
Paste
Ctrl+V
Inserts the copied text.
Paste sub-field(s)
Alt+S
Inserts the copied subfield(s) below the current sub-field. Both the sub-field code(s) and the contents will be
pasted.
Paste field(s)
Alt+T
Inserts the copied field(s) below the current field. The field's tag(s), indicator(scurrent), letters of the sub-fields
and the contents will all be pasted.
Paste record
Alt+D
Pastes the entire contents of the copied record into the current record. This option can be used to merge records.
Note that duplicated fields will appear one after the other if a sorting procedure is defined by your system
librarian for the pasting routine.
Delete sub-field
Ctrl+F7
To delete a sub-field, place the cursor anywhere in the desired sub-field (either in the sub-field or in the contents
of the sub-field). Then use the hotkey Ctrl+F7 to select Delete Sub-field(s) from the Delete sub-menu from the
Edit menu.
To delete a group of sub-fields from the field, highlight the desired sub-fields to select them. Then use the
hotkey Ctrl+F7 to select Delete Sub-field(s) from the Delete sub-menu from the Edit menu.
Note that if only an "a" sub-field is remaining, you can delete its contents, but not the letter "a". If any other
sub-field is the only remaining sub-field - for example, only a "c" sub-field remains - you can delete both the
sub-field code and its contents. In their place, an "a" sub-field with empty contents is displayed.
Delete field
Ctrl+F5
Deletes the current field.
To delete a field, place the cursor anywhere in the desired field (on the tag, the indicator, the code of any
sub-field, or the contents of any sub-field).
To delete a group of fields, higlight the desired fields to select them. Then use the hotkey Ctrl+F5 or select
Delete Field(s) from the Delete sub-menu of the Edit menu.
Delete record from server
Ctrl+R
Deletes the current record from the server. Note that the record will not actually be deleted, but all fields except
the LDR field will be removed. In addition, all links from the record to the OPAC indexes will also be removed.
It is possible to set up the system so that when a cataloger tries to delete a record, the system will check to see if
there are any links from the record to another record or if there are any associated items, subscriptions, or
orders.
Find
None
This function enables you to find text in the current record. You can find text with the same capitalization style
as the text you type and find whole words instead of parts of words.
Replace
None
This function enables you to find and replace in the current record a character string with another string
wherever the first string appears in the record. This option has two replace modes. In the first mode, all
replacements are done automatically (Replace All). In the second mode, each replacement requires you to press
the Replace button. You can find and replace whole words instead of parts of words and find and replace text
with the same capitalization style as the text you type.
Check field
Ctrl+W
For the current field, this function:
❍
Checks that the indicators and/or sub-field codes are valid for the tag.
❍
❍
Checks that mandatory sub-fields are present.
Checks that non-repeatable sub-fields are not repeated.
❍
Checks dependencies between the selected field and other fields in the record.
❍
Checks whether or not a new record will be opened in the headings list.
Checks whether or not a duplicate record will be opened in the Direct Request Index.
❍
Check record
Ctrl+U
For the current record, this function:
❍ Checks that the indicators and/or sub-field codes are valid for the tag.
❍
Checks that the required fields and sub-fields are present.
❍
❍
Checks that non-repeatable fields and sub-fields are not repeated.
Checks that all dependent fields are present.
❍
Checks whether or not a new entry will be opened in the headings list.
❍
Checks whether or not a duplicate record will be opened in the Direct Request (Get) Index.
Sort record
Ctrl+M
Sorts the fields of the current record according to the order defined in the ALEPH table of codes. However, for
MARC 21 libraries, within the 5xx, 6xx and 7xx groups of fields, the order of the fields remains as they were
entered by the cataloger. Fields that do not have any content are deleted.
Fix record
None
Automatically fixes the current record according to standard library-defined procedures which make changes
such as:
Derive new record
None
❍
Inserting punctuation into the catalog record.
❍
Changing tags, e.g., for translation from MARC 21 codes to UNIMARC codes.
Enables you to use fix routines in order to create a new record rather than fix the current one. For example, you
can create an authority record based on the current bibliographic record.
Routines that have been set to fix the current record appear under the Fix record option. Routines that have been
set to create a new record appear under the Derive new record option.
View record's catalogers
None
This option enables you to view the list of catalogers who have edited the selected record. The Cataloger Level
of each person is given, along with the Date and Hour that each cataloger edited the record.
Reverse the layout of the record
Ctrl+Shift
If the CtrlShiftReverseScreen flag in the CATALOG/TAB/CATALOG.INI file is set to Y, then while you are
working with the Catalog Record, you can press Ctrl+Shift to reverse the layout of the record (left-to-right /
right-to-left). This is especially useful when entering script that is written from right-to-left.
Opening Forms
A form enables you to edit the contents of a field. If no form is available, the system will open the sub-field(s) for you to edit directly in the
catalog record. To open a form, follow these steps:
1. Place the cursor on the field you want to edit. On the Edit Menu, select the Open Form option or use the hotkey Ctrl+F.
The form for editing the field will be displayed. The form lists the sub-fields and provides spaces for you to type in the contents. The
form below is an example of the form for the MARC 21 field for the imprint (260):
2. Edit the contents of the field. You may move from space to space by using the tab key or the up and down arrows. Note that the
spaces of the form are of fixed length; you may not enter text that is longer than the space provided on the form. Click the OK button.
The contents of the field will be automatically inserted into the cataloging record.
Expand from template
The Expand from template function adds fields and sub-fields from a template to your current record. To do so, follow these steps:
1. On the Edit Menu, select the Expand from template option or use the hotkey Ctrl+E. A popup dialog box will appear for you to select
the template of your choice.
2. Select an appropriate template from the popup dialog box and click the Open button.
The current record will be enhanced with the fields and sub-fields in the template.
Note that the fields and sub-fields are not sorted in alpha-numeric order. For example, if a sub-field is repeated, the sub-field is
placed at the end of the field and is not sorted according to the order defined in the codes table (tab01.lng); in other words, $a$a$b$c
are sorted as follows: $a$b$c$a and not $a$a$b$c.
Help on field
When you are positioned on a field or sub field, you can press the F2 function key to display the Tag Information popup help. This window
gives a description of the currently active field, along with information regarding the indicators, valid sub-fields, and a description of the
sub-fields. It also specifies which fields and sub-fields are repeatable. An example for MARC 21 tag 260 is shown below.
Locate similar record
The Locate similar record function finds a record in another database or in the local database similar to the one you are currently editing. To
locate similar records, follow these steps:
1. On the Edit Menu, select the Locate similar record option. The Locate Similar Record window will be displayed.
2. Highlight the desired database(s) and click the Locate button.
The right column of the window, No. Records, displayes the number of hits for each database. To see the records, select one of the
databases and click the Show Record button.
If only one similar record was found, a window with the record in Full format will be displayed. You can either view or merge the record
with the one you are currently editing by clicking the Select button. The system will ask you if you want to merge the record to the current
record. Clicking the Yes button will merge the records; clicking the No button will display the cataloging card of the selected record.
The MergeRecord variable in the catalog.ini file of the catalog/tab directory specifies whether or not the located record should be
automatically merged to the current record.
If the variable is set to Y, the selected similar record is merged automatically to the current record without a message being displayed. If the
variable is set to N, the cataloging draft of the selected similar record is displayed.
If the variable is set to Q, a message is displayed asking you if the records should be merged.
If more than one record was found, a window with the list of the records in brief format will be displayed. Highlighting a record and
clicking the Full View button will display the selected record in full format. From both windows, you can either view or merge the record
with the one you are currently editing by clicking the Select button. The system will ask you if you want to merge the record to the current
record. Clicking the Yes button will merge the records, clicking the No button will display the cataloging card of the selected record.
To see the find command performed by the Locate function, click the Show Request button. The system displays a message containing the
search request (e.g. wau= Auster, Paul and wti= chance and music).
Record's Triggers
A trigger is a reminder to perform a task related to the record. To view, add or delete triggers for the current record, select the Record's
triggers option from the Edit Menu. The List of Triggers for Record window will be displayed.
❍
Adding Triggers
To add a trigger to the list, follow these steps:
1. Click the New button. The Trigger Information for Record window will be displayed.
2.
3.
4.
5.
6.
The Open date field will be automatically filled by the system. It contains the date on which the trigger is defined.
Fill in the Trigger date field. This is the date on which you should perform a particular task related to the record.
If needed fill in the Department optional field.
Fill in the Trigger text field. Enter information reminding you of the task that must be performed.
Click the OK button.
❍
Modifying triggers
To modify a trigger from the list, follow these steps:
1. Click the Modify button. The Trigger Information for Record window will be displayed.
2. Change the trigger's date, department or text.
3. Click the OK button.
❍
Deleting triggers
To delete a trigger from the list, follow these steps:
1. Highlight the desired trigger from the list.
2. Click the Delete button. You will receive a prompt asking if you are sure you want to delete the trigger.
3. Click the Yes button. The trigger will be removed from the list.
Change the record's format
This function changes the record's current format. The Change record's format option will also change the forms (for editing fields) and the
checks that are performed on the record. To do so, follow these steps:
1. On the Edit Menu, select the Change record's format option. The Choose Record Format window will be displayed.
2. Highlight the format of your choice and click the OK button.
The new format will appear on the title bar of the record. Forms and checks that are format sensitive will match the new format of the
record.
Adding new fields from a list
You can open a new field below the current field by selecting a field from a standard library-defined list. To do so, use the hotkey F5 or
choose the New field (choose from list) option from the Edit menu. The dialog box with the list of fields will pop up.
To add a new field, press the first character of the field code to jump to the relevant section of codes. Then highlight the desired field and
click the OK button. If sub-fields have been defined, the tag and its sub-fields will be displayed. If sub-fields have not been defined, by
default only sub-field "a" will be displayed.
If you wish to change the ALPHA of the field, after highlighting the desired field to select it, click the ALPHA button. Select the desired
ALPHA from the dialog box that pops up and click the OK button.
Find
To find specific text on the current record, select the Find option from the Edit menu. The Find window pops up:
1. In the "Find what" field, type the text you want to find in the record. To find only text with the same capitalization style as the text
you type, select the "Match case" check box. To find only whole words instead of parts of words, select the "Match whole word only"
check box.
2. Click the Find Next button.
To find more occurrences of the text, click the Find Next button.
The direction of the find command in the record is defined according to the selected option in the Direction section of the window (Up or
Down).
Replace
To find and replace text with another string, select the Replace option from the Edit menu. The Replace window pops up:
1. In the "Find what" field type the text you want to replace in the record. To find only text with the same capitalization style as the text
you type, select the "Match case" check box. To find only whole words instead of parts of words, select the "Match whole word only"
check box.
2. In the "Replace with" field type the replacement text.
The Find Next button is used to find the selected text ("Find what" string). The Replace button replaces the first occurrence of the text with
the new string. The Replace All button replaces automatically all occurrences of the text in the record with the new string.
Check field and check record
To check the current field, place the cursor on the tag of the relevant field or in the context area and select the Check field option from the
Edit menu or use the hotkey Ctrl+W.
To check the current record, select the Check field option from the Edit menu or click the Check record icon
.
Upon completion of either check, the system displays a message listing potential problems. If no problems were found, an empty message
window will be displayed.
The View Related button becomes enabled when the highlighted message is related to a check routine that performs checks that are
associated with another record connected to the one that is being checked. For example, whether or not a duplicate record is opened in the
Direct Request Index. When clicking on the View Related button, the system retrieves the related record, for example, the record that
contains the direct index that appears as duplicate in the current record.
An example of the message window is shown below:
Fix record and derive new record
The Fix record option automatically fixes the current record according to standard library-defined procedures (fix routines). The Derive
new record function enables you to use fix routines in order to create a new record rather than fix the current one.
Routines that have been set to fix the current record appear under the Fix record option. Routines that have been set to create a new record
appear under the Derive new record option. For both functions, the fixing procedures are listed in the Choose Fixing Routine window:
View record's catalogers
This option enables you to view the list of catalogers who have edited the current record. To do so, select the View record's catalogers
option from the Edit Menu. A window will be displayed listing the all catalogers who have edited the selected record. The cataloger level of
each person is given, along with the cataloging hour and date.
4.4 FLOATING KEYBOARD
The Floating Keyboard enables you to insert characters that are not present in your workstation's standard keyboard.
The Floating Keyboard is activated by selecting the Activate keyboard option from the Options menu of the Cataloging module. The
Floating Keyboard will then be displayed.
According to the configuration settings, the Floating Keyboard may be divided into tabs, each one displaying a group of characters.
To use the Floating Keyboard in the Cataloging module, follow the steps described in this step-by-step example:
1. From the Options menu of the Cataloging module, select the Activate Keyboard option. The Floating Keyboard displays:
2. Click your desired tab and select a character from the Floating Keyboard by pressing on the corresponding character key. The
character is added to the lower section of the Keyboard window.
In the example below, the title of a book in German is Osterreich. The first character of the title contains a diacritic, an "O" with an
umlaut:
Note that you may add more than one character.
The character is also copied automatically onto the Windows clipboard.
3. Highlight the record you are editing in the Cataloging module. To paste the selected characters, use the hotkey Ctrl+V or select the
Paste option from the Edit menu. The characters are added to the record at the cursor's position:
Note:
The font in which the characters are displayed is defined as follows:
1. From the Options menu of the Keyboard, select the Choose Font option. A window with the list of fonts installed on your computer
is displayed:
2. Select a font type and click OK. The characters are displayed in the font you have chosen.
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Go to next section (Search Headings & Options)
5.0 SEARCH HEADINGS & OPTIONS
Several search functions are available to help you fill in the contents of a field.
The ability to search headings speeds up data entry and ensures consistency of cataloging standards by
allowing you to select previously used text which you can use as the basis for data entry in your
catalog record. It is also possible to add data from a library other than the home library to which you
are currently connected, e.g. from an authority library or from any other database defined by the
system librarian.
❍ Search field headings of current library
❍
Search field headings of other library
❍
Search sub-field headings of current library
❍
Search sub-field headings of other library
❍
Search sub-field options
5.1 SEARCH FIELD HEADINGS OF CURRENT
LIBRARY
When adding contents to a field of a bibliographic record, you may choose from a list of headings in
your current library. To do so, follow these steps:
1. Place your cursor on the tag of the relevant field, or in the contents area and enter initial text of
the field.
2. Use the hotkey F3 or choose the Search field headings of current library option from the Search
menu.
3. A popup dialog box will appear with headings for the relevant field.
Highlight the desired heading and click the OK button.
The highlighted heading is copied into the contents area of the field. If the heading also has
information for individual sub-fields attached to it, all the sub-fields are copied into the contents area
of the record. If the selected heading is a "See From" reference, then the actual heading from the
authority record is inserted to the catalog draft. For example, if "Aplaton" is selected, the preferred
term - "Plato" - is inserted into the contents area of the field (this occurs only if the UPD field of the
authority record is set to Y). If the selected heading is not in the authority database, then it is inserted
as is. Refer to the Search Headings section of the System Librarian chapter for more details on the
setup for the replacement of headings.
To search another portion of the Headings List, click the Jump to button. Enter the starting text for the
desired heading and click the OK button.
The list re-displays from the text requested; you may now highlight the selected heading and copy it to
the catalog draft.
You may also change the scan code on the fly through the Jump to window. To do so, select a new
scan code from the pull down menu, enter the starting text for the heading and click the OK button.
The new Headings list displays.
5.1.1 Expand
Headings (preferred or non-preferred) that have an associated Authority record display Authority
information (for example, authority library code, field code, usage codes, UPD field) in the Authority
Information column in the List of Headings dialog box. Note that if the heading in the authority
database is an ambiguous heading, the Authority Information column contains ??? (three question
marks). A plus sign in the Ref. Column indicates that the heading is a non-preferred term. In both
cases, non-preferred or preferred
When clicking on the Expand button, the associated Authority record is displayed in Full format. If
you want to edit or view the catalog card of the retrieved Authority record, then click the Select
button. The catalog draft of the Authority record is displayed.
5.1.2 View Docs
Clicking on the View Docs button allows you to view all the records related to the selected heading.
If only one record is related to the heading, a window with the record in Full format is displayed. You
can view the catalog draft or edit the record by clicking the Select button.
If more than one record is related to the heading, a window with the list of the records in Brief format
will be displayed. Highlighting a record and clicking the View Full button will display the selected
record in full format. From both windows, you can either view the catalog draft or edit the record by
clicking the Select button.
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5.2 SEARCH FIELD HEADINGS OF OTHER
LIBRARY
When adding contents to a field of a bibliographic record, you may choose from a list of headings in a
library other than the home library to which you are currently connected. For example, you could
search Authority libraries. To do so:
1. Place your cursor on the tag of the relevant field, or in the contents area and enter initial text of
the field.
2. Use the hotkey Ctrl+F3 or choose the Search field headings of Other Library option from the
Search menu.
3. If more than one library is available, a popup dialog box will appear from which to choose.
Highlight the desired library and click the OK button.
4. A popup dialog box will appear with headings for the relevant field. Highlight the desired
heading and click the OK button.
The highlighted heading is copied into the contents area of the field. If the heading also has
information for individual sub-fields attached to it, all the sub-fields will be copied into the contents
area of the record. If the selected heading is a "See From" reference, then the actual heading from the
authority record will be inserted to the catalog draft. For example, if "Aplaton" is selected, the
preferred term - "Plato" - will be inserted into the contents area of the field (this occurs only if the
UPD field of the authority record is set to Y). Refer to the Search Headings section of the System
Librarian chapter for more details on the setup for the replacement of "See From" headings by the
preferred heading.
To search another portion of the Headings List, click the Jump to button. Enter the starting text for the
desired heading and click the OK button.
The list will re-display from the text requested; you may now highlight the selected heading and copy
it to the catalog draft.
You may also change the scan code on the fly through the Jump to window. To do so, select a new
scan code from the pull-down menu, enter the starting text for the heading and click the OK button.
The new Headings list will be displayed.
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5.3 SEARCH SUB-FIELD HEADINGS OF CURRENT
LIBRARY
When adding contents to a sub-field of a bibliographic record, you may choose from a list of headings
in your current library. For example, you could search for publishers for the MARC 21 field 260,
sub-field b. To do so:
1. Place your cursor on the tag of the relevant sub-field code, or in the contents area and enter
initial text of the sub-field.
2. Use the hotkey F4 or choose the Search sub-field heading of current library option from the
Search menu.
3. A popup dialog box will appear with headings for the relevant sub-field. Highlight the desired
heading and click the OK button.
The highlighted heading will be copied into the contents area of the sub-field.
To search another portion of the Headings List, click the Jump to button. Enter the starting text for the
desired heading and click the OK button.
The list will re-display from the text requested; you may now highlight the selected heading and copy
it to the catalog draft.
You may also change the scan code on the fly through the Jump to window. To do so, select a new
scan code from the pull down menu, enter the starting text for the heading and click the OK button.
The new Headings list will be displayed.
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5.4 SEARCH SUB-FIELD HEADINGS OF OTHER
LIBRARY
When adding contents to a sub-field of a bibliographic record, you may choose from a list of headings
in a library other than the home library to which you are currently connected. For example, you could
search for publishers in for the MARC 21 field 260, sub-field b. To do so:
1. Place your cursor on the tag of the relevant sub-field code, or in the contents area and enter
initial text of the sub-field.
2. Use the hotkey Ctrl + F4 or choose the Search sub-field headings of other library option from
the Search menu.
3. If more than one library is available, a popup dialog box will appear from which to choose.
Highlight the desired library and click the OK button.
4. A popup dialog box will appear with headings for the relevant sub-field. Highlight the desired
heading and click the OK button.
The highlighted heading will be copied into the contents area of the sub-field.
To search another portion of the Headings List, click the Jump to button. Enter the starting text for the
desired heading and click the OK button.
The list will re-display from the text requested; you may now highlight the selected heading and copy
it to the catalog draft.
You may also change the scan code on the fly through the Jump to window. To do so, select a new
scan code from the pull down menu, enter the starting text for the heading and click the OK button.
The new Headings list will be displayed.
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5.5 SEARCH SUB- FIELD OPTIONS
For a select number of sub-fields, you may choose text from a list of options that have been defined by
your local library. To do so, follow these steps:
1. Place the cursor on the sub-field of interest.
2. Use the hotkey F8 or select the option Search Sub-field Options from the Search menu.
3. A popup dialog box will appear with choices of text for the relevant sub-field. Highlight the
desired text and click the OK button.
An example of the options defined for sub-field 'a' of the field 655 MARC 21 is shown below:
The highlighted text will be copied into the contents area of the sub-field.
For sub-fields that have a list of options defined, you may also type the beginning of the text and press
the Tab key - if the string is unique, the system will automatically fill in the text. On the other hand, if
the text is not unique, e.g. "Di" for MARC 21 field 655, sub-field a, the options window will display
all options that match the string enabling you to choose the desired option. An example for the options
that start with "Di" for sub-field 'a' of the field 655 MARC 21, is shown below:
In order for this to work, the cursor must be at the end of the text string (i.e. not in the middle of the
string). Note that this feature is case-sensitive.
For the "Tab" mechanism functionality, the TabCompletion flag of the catalog.inifile should be set to
Y.
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Go to next section (Saving Records)
6.0 SAVING RECORDS
There are three options for saving records:
❍ Save on local drive
❍
Save all on local drive
❍
Save on server and local drive
6.1 SAVE RECORD ON LOCAL DRIVE
You may wish to save records on your local drive either to continue working on
them later or because communication links with the server have dropped. The Save
on Local Drive option will save your record on your PC's hard disk, making it
unavailable for anyone else to find in the OPAC.
To save the current record on your local drive, select the Save on Local Drive
option from the File menu or click the
icon.
The record will be saved but you will not receive a message informing you that it
has been saved. You may immediately continue editing the record. No updates will
be registered unless the record is saved again.
Local records can be saved automatically by defining the interval (in minutes)
between "autosaves" through the AutoSaveTimeout variable in the catalog.ini file
of the catalog/tab directory. If the variable is set to 0 (zero), the local record is not
saved automatically.
6.2 SAVE ALL ON LOCAL DRIVE
The Save All on Local Drive option is similar to Save on Local Drive except that it
saves every record that is open on your cataloging client.To save all open records
on your local drive, select the Save All on Local Drive option from the File menu.
The records will be saved but you will not receive a message informing you that
they have been saved. You may immediately continue editing the records. No
updates will be registered unless the record is saved again.
Local records can be saved automatically by defining the interval (in minutes)
between "autosaves" through the AutoSaveTimeout variable in the catalog.ini file
of the catalog/tab directory. If the variable is set to 0 (zero), the local record is not
saved automatically.
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6.3 SAVE ON SERVER AND LOCAL
DRIVE
The Save on Server and Local drive option updates the server database and assigns
a system number to new records (as opposed to the their current local number).
This option will also save the selected record on your local drive.
Step 1: To save the current record on the server and in your local drive, select
the Save on Server and Local drive option from the File menu or click the
icon.
If the record originated on your local drive and has not yet been assigned a system
number, using this function will assign a system number to the record.
Step 2:
You will receive a prompt asking you if you do, in fact, want to save the record.
If you do want to save the record now, click the Continue button.
The prompt also enables you to change the cataloger level. This is useful if you
wish to close a record to catalogers at your level and pass it on to catalogers of a
higher level, or vice versa, to open a record to catalogers of a lower level. If you
leave this field blank, the system will automatically assign your cataloger level to
the record.
The system follows certain rules about which person's changes will be saved on
the server:
1. A lower-level cataloger cannot overwrite records that were saved by a
higher-level cataloger.
2. In case more than one person works on a record at the same time: If
someone else updates a record while you are holding it, your changes will
not be saved on the server. This also means that if you update a record while
someone else is holding it, his changes will not be saved on the server. In
order to make additional changes to the record, one must call up the record
again.
3. Update authorization based on the OWN field of the record. If the OWN
field (Cat. OWN permission) of the user is equal to the OWN field of the
record; or if the OWN field of the user is 'GLOBAL'; or the content of the
OWN field of the record is 'PUBLIC'; then the cataloger will be allowed to
update the record.
4. Cataloging authorizations defined at the field level.
Note: When a record is saved on the server, fields that do not have any content are
deleted.
Before updating the database, the system automatically checks the current record.
Upon completion of the check, you will receive a message listing potential
problems.
This window lists two types of errors:
❍ Forbidden errors (in red text with an exclamation mark). The record cannot
be saved if there are any forbidden errors. Click the Cancel button to
continue editing the record.
❍ Triggers (in green text with a question mark). The record may be saved if
there are triggers and the override button appears on the window. To save
the record, click the Override button or click the cancel button to continue
editing the record.
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Go to next section (Open Existing Records)
7.0 OPEN EXISTING RECORDS
Existing records can be called up for re-editing. There are seven ways to call up existing records:
❍ Open record on local drive
❍
Load record from server
❍
Search for a record
❍
Scan for a record
❍
Push from OPAC
❍
Load ADM Record from Server
❍
Load HOL Record from Server
7.1 OPEN RECORD ON LOCAL DRIVE
Local records may be called up for re-editing or saving on the server. To open a record located on your
local drive, follow these steps:
1. Select Open Record on the Local Drive option from the File menu or click the
option opens the dialog box that lists all local records.
icon. This
2. From the popup dialog box, highlight the record of your choice and click the Open button.
3. You may now re-edit or save the record on server. (See Editing A Record and Saving A Record.)
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7.2 LOAD RECORD FROM SERVER
To retrieve a record that is located on the server, follow these steps:
1. Select Load record from the server option from the File menu or click the
enter the system ID of the record is displayed.
icon. A prompt to
2. A copy of the record is made on your local drive and is opened on your screen for you to edit. (See
Editing A Record).
3. The record is given a temporary, local, filename that begins with the prefix "NEW" and a number.
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7.3 SEARCH FOR A RECORD
The Search function enables you to retrieve records by entering keywords. The system searches Word
Indexes (such as Words in Title, Words in Author, etc.) for records containing the keywords entered. To
perform a Search, follow these steps:
1. Select the Find option from the Search menu or click the
icon.
2. Specify the searching parameters in the Search for a Record window and click the Search button.
3. If only one record matches the selected parameters, a copy of the record will be made on your local
drive and the cataloging draft will be displayed on your screen for you to edit (See Editing A
Record).
Note that if more than one hundred records match the selected parameters, the system displays a message
requesting you to refine the query.
7.4 SCAN FOR A RECORD
The Scan function enables you to scroll through an alphabetical index and retrieve the records attached to
the desired entry from the list. Some of the indexes available are Author Index, Title Index and any other
index that your library has made available to you. To retrieve a record by using the Scan function, follow
these steps:
1. Select the Scan option from the Search menu or click the
displayed:
icon. The following window is
2. From the Scan for a Record window, select the desired scan code from the pull-down menu and
enter the text from which you want to start browsing. Click the Search button. This text will appear
at the top of a scrollable list. For example, entering "b" will give you an alphabetical list with "b"
in second place. Entering "great" will give you an alphabetical list with "great" in second place.
You can then scroll down to entries such as "Great Britain" and "Great Danes". The number of
documents associated with each heading is also shown. If the heading is linked to an authority
record, then authority information will also be displayed.
3. Highlight the desired heading from the list and click the Full button. If only one record is attached
to the heading, the record will be displayed in Full format. Click the Select button. A copy of the
record is made on your local drive and the cataloging draft opens on your screen for you to edit
(See Editing A Record).
4. If more than one record is attached to the heading, a window listing the records in Brief format is
displayed. To view the record in Full format, highlight the desired record and click the View Full
button. To retrieve the catalog draft of the record, click the Select button either from the Brief List
window or from the Full View window of the record. A copy of the record is made on your local
drive and the catalog draft opens on your screen for you to edit (See Editing A Record).
7.5 PUSH FROM OPAC
A bibliographic record can be transferred from the OPAC to the Cataloging module in order to re-edit the
record. To do so, while viewing any of the Full record formats in the OPAC, click the
icon.
Alternately, while viewing the Full record, you may click the Nav. Map button; when the Navigation
Window is displayed, click the Catalog BIB button.
7.6 LOAD ADM RECORD FROM SERVER
To retrieve the administrative record linked to the current bibliographic record, select the Load ADM
Record from Server option from the File menu. If more than one administrative libraries are linked to the
bibliographic library, the 'Choose administrative library' window is displayed:
Select the appropriate library and click the OK button. The administrative record is displayed for you to
edit. If no administrative record is linked to the bibliographic record, one is created automatically for you.
This function can only be used for a record that has a system number assigned to it.
Note that up to 70 administrative libraries can be displayed from the 'Choose administrative library'
window.
7.7 LOAD HOL RECORD FROM SERVER
To retrieve the holdings record(s) linked to the current bibliographic record, select the Load HOL Record
from Server option from the File menu. The Holdings List screen is displayed:
This screen lists the holdings records linked to the current bibliographic record.
To edit/retrieve a holdings record, highlight it and click the Edit button.
To add a new Holdings Record, click the Add Record button.
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Go to next section (Locking Records)
8.0 LOCKING RECORDS
The system will not allow a cataloger to save a record to the server if another cataloger has retrieved and saved it before the
first cataloger.
In addition to this automatic security, you may lock a record so that only your changes can be saved on the server until you
unlock the record. No one else can save this edited version on the server. Note that you may only lock a record that has a
system number assigned to it.
To lock the current record, choose the Lock Record option from the File menu. The record will be locked but you will not
receive a message informing you that it has been locked. You may immediately continue editing the record.
8.1 Impact on Other Users
Note that when you lock a record, someone else may call up the record from the server. When a cataloger loads a locked
record from the server, a warning message is displayed.
He may read the record, and even edit it, but he will not be able to save any changes on the server while the record is locked.
In addition to the warning message displayed when the record is first called up, the phrase "locked by another user" is
displayed on the title bar of the record.
To unlock the currently locked record, choose the Unlock Record from the File menu. The record will be unlocked but you
will not receive a message informing you that it has been unlocked.
If you save changes on the server and then unlock the record the other cataloger will not be able to save his changes on the
server. (This is due to the design of the system that ensures that if you update a record while someone else is holding it, his
changes will not be saved). If, however, you unlock the record without saving any changes on the server, the other user may
then save his changes on the server.
8.2 Automatic Unlocking
Locked records are automatically unlocked after a period defined by your system librarian. When the cataloger activates any
functions that involve the server (such as Save on Server, Fix, Sort or Check), the record will be locked for an additional
period. For example, if the locking period is one hour and the user activates the Fix function after 20 minutes, the record will
be locked for a total of 1 hour and 20 minutes.
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Go to next section (Deleting Records)
9.0 DELETING RECORDS
There are three options for deleting records:
❍ Delete New* records from local drive
❍
Delete record from local drive
❍
Delete record from server
9.1 DELETE NEW* RECORDS FROM LOCAL
DRIVE
This function deletes all records whose filenames begin with the prefix "New...." from your
local drive.
If there is a "New..." file that you do not want to delete, first call up the record from your local
drive and rename it by choosing the Rename on local drive option from the File menu. A
popup dialog box will be displayed for you to fill in the new name for the record.
Enter the new file name and click the OK button. The record will be saved on your local drive
under the new name and will not be deleted by the Delete New* records function.
You may now delete the New* records from your local, to do so follow these steps:
Step 1: Choose the Delete New* Records options from the File menu.
Step 2: You will receive a prompt asking if you are sure you want to delete.
Click the Yes button.
All "New..." records will then be deleted without a further message.
New records can be deleted automatically by the system. This is by setting the interval (in
days) for records that have not been updated/created to be deleted. The interval can be set
through the DeleteTempDocumentInterval variable of the catalog.ini file of the catalog/tab
directory.
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9.2 DELETE RECORD FROM LOCAL DRIVE
To delete a record from your local drive, follow these steps:
Step 1: Select the Open record on local drive option from the File menu or click the icon.
This option opens the dialog box that lists all local records.
Step 2: Highlight the desired record and click the Delete button. You will receive a prompt
asking you if you are sure you want to delete the record. If you want to delete the record, click
the Yes button.
The selected record will be deleted without any further messages.
9.3 DELETE RECORD FROM SERVER
To delete a record from the server, follow these steps:
Step 1: From the File menu, choose the Load Record From Server option. Skip this step if
the record you wish to delete is the one currently being displayed.
Step 2: In the form that pops up, enter the system ID of the desired record and click the OK
button. Skip this step if the record you wish to delete is the one being displayed.
Step 3: From the Edit menu, choose the Delete sub-menu and select the Delete Record From
Server option.
Step 4: You will receive a prompt asking if you are sure you want to delete.
Click the Yes button.
The record will not actually be deleted, but all fields except the LDR field will be removed. In
addition, all links from the record to the OPAC indexes will also be removed.
Note that some sites need to inform utilities with which they are associated that bibliographic
records have been deleted from their catalog. They do this by sending the record with a deleted
status (in the leader) to the utility. Therefore, the Delete Record from Server cannot be used
since all the fields except the leader are deleted. For this sites, it is possible to add an STA
$$aDELETED field that indicates that the record is "deleted" without deleting all the fields in
the record. In spite of the fact that the indexable fields remain in the record, index entries for
them are removed to prevent the display of these records from the Web and GUI OPAC.
You can set up the system so that when you try to delete a record, the system will check if
there are any links from the record to another record, or if there are any associated items,
subscriptions, or orders. Upon completion of the check, if there are any links, you will receive
a message listing them and you will be unable to delete the record.
Additionally, you can set up the system so that when you try to delete an authority record, the
system checks if there are any bibliographic records linked to the heading of the authority
record to be deleted. Upon completion of the check, if there are any bibliographic records
linked to the heading, you receive a message listing up to three bibliographic records attached;
if more records are attached, you receive a message informing you that more bibliographic
records are linked to the record.
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Go to next section (Special Fields)
10.0 SPECIAL FIELDS
This section covers special fields and ALEPH-specific fields:
❍ External link - 856
❍
LKR
❍
OWN
❍
852
❍
853 and 853X
❍
Z30 Item's permanent location
❍
STA Status
10.1 EXTERNAL LINK - FIELD 856
The 856 field contains the information needed to locate and access an electronic
resource relevant to the record. The external link can be to any machine that is
served by an http daemon.
The field is repeated when the location data elements vary. Following is the list of
sub-fields that are used by ALEPH to create the link:
Sub-fields
Sub-field
Description
a
Host name (the IP address for files that are NOT in the local PC
directory system. For example: www.scj.albany.edu)
d
Path or directory (contains the path, the series of logical directory
and subdirectory names where the file is stored).
f
Filename (contains the name of the file as it exists in the directory/
subdirectory indicated in sub-field $d).
p
Port number (to be used with the host name for files that are NOT in
the local PC directory system). If no port is specified, the default is
80.
u
Uniform Resource Locator (contains the URL). If sub-field $u is
present, it overrides the information stored in sub-fields $a, $d, $f,
$p.
Special ALEPH sub-fields in the 856 field are:
Sub-field
Description
4
A copyright message is displayed when executing the 856 external
link through the WEB OPAC. If sub-field $4 is added to the field,
the message is not displayed.
9
Code for type of program (e.g., "htm" for HTML files; "doc" for
Word files). This sub-field is needed for display from the GUI
OPAC. Assigns "HTM" by default if the sub-field is not present.
Define Application
In addition, you must define the application that should be invoked for running the
program or displaying the file. For the GUI OPAC, this is done in the SEAR.INI
file which is located in the SEAR/TAB directory. The relevant section in the
SEAR.INI file is called "External." Click here to jump to the OPAC (GUI) chapter
for an explanation.
For the Web OPAC, the location for defining the application depends on which
version of Windows you are using, and which Internet browser:
Windows 95
❍ Netscape 4: Edit/Preferences/Navigator/Applications
❍ Explorer 4: the setup is built into Windows:
My computer/Display/Options/File Types
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10.2 LKR FIELD
Links in ALEPH can either be system-generated (e.g. links of copies to a
bibliographic record), or user-generated (e.g. links between two bibliographic
records and/or a bibliographic record and items that belong to another
bibliographic record).
The LKR field is used to create links from one bibliographic record to another, e.g.
for analytic purposes, changed titles for serial publications etc. The possible types
of links and the values that must be entered to generate these links are shown in the
table below. Note that the LKR field is cataloged in only one of the records; the
system will create the other side of the link.
Sub-field
a
Description
Value Use
UP
The UP link creates an up link from the record that has the
LKR field to the record to which it is linked, and a down
link from the linked record back to the record with the
LKR field.
DN
The DN link creates a down link from the record that has
the LKR field to the record to which it is linked, and an up
link from the linked record back to the record with the
LKR field.
PAR
The PAR link creates a parallel link from the record that
has the link to the record with which it is linked, and a
parallel link from the linked record back to the record with
the LKR field.
ANA
The ANA link creates both ITM and UP-DN type links. In
other words, it creates a link between the two bibliographic
records and to the item/s.
* Note that sub-field $b for this type of link contains the
system number of the bibliographic record to which the
record is linked (unlike the ITM type link).
ITM
The ITM link creates a link between a bibliographic record
and the items of another bibliographic record. The item
filter fields ($y, $v, $p, and $i must be used for this type of
link.
*Note that sub-field $b for this type of link contains the
ADM system number.
b
System number of the linked record (the target record).
i
Issue link.
k
Pages
l
Library where target record is located
m
Down link note.
n
Up link note.
p
Part link.
r
MARC tag link.
v
Volume link.
y
Year link.
Note that values entered in sub-field $a must be in upper case.
The System Librarian may have the system check the validity of the library and
document number in the LKR field when the cataloger chooses the "Check
Record" option on the "Edit" menu. To do so, the System Librarian must include
the "check_doc_lkr" program in the list of programs that appear in the check_doc
table (UTIL M/8).
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10.3 "OWN" FIELD
The OWN field is used to control update access to all types of MARC records
(BIB, HOL, ADM, AUT). The user is checked for access/update permission
according to the contents of the record's OWN field(s).
The OWN field can contain any kind of text for grouping (e.g. sub-library).
Access permission is defined through the Privileges function (Administration
module - 2.2 User - Password Information) by assigning the cataloger the
following:
1. A default value of the OWN field for new records created by the cataloger
(Cat. OWN ID). The OWN field with the defined value can be set to be
inserted in the record by performing a fix program, fix_doc_own_1.
2. The value of the OWN field of the user that will be checked against the
OWN field(s) of the record for update authorization (Cat. OWN
Permission). If the value of the Cat. OWN Permission field is equal to any
of the OWN fields of the record; or if the content of one of the OWN fields
of the record is 'PUBLIC'; or if the value of the Cat. OWN Permission field
is 'GLOBAL', then the user will be allowed to update the record. Otherwise,
the user will not be allowed to update the record.
If the user is a proxy to another user, and if the TAB10-OWN-BY-PROXY switch
of the library's tab10 table is set to 'Y', then the OWN values for the user are taken
from the proxy's record.
Note that the system librarian can assign a group of allowed OWN values for a
cataloger (see Cataloging "OWN Permissions).
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10.4 852 LOCATION FIELD
The MARC 21 field 852 is defined to contain information in as much detail as is
needed to locate an item.
A switch in tab10 of the ADM and HOL libraries (TAB10-ITEM-OVERRIDE)
determines whether or not the holdings record is the "master" record for location
information. If the flag is set to 'Y', the system will always override the location
information (sub-library, collection, call number and call number type) in the item
using the location information from the holdings record (field 852). This will
happen unless the item record is flagged as having a temporary location.
The following information will be overridden:
❍ Item sub-library by sub-field $b of the 852 field.
❍ Item collection by sub-field $c of the 852 field.
❍
❍
❍
Item call number type by the first indicator of 852 field.
Item call number by sub-fields $h, $i, $j, $k, $l, and $m of the 852 field.
Item copy number by sub-field $t if the sub-field contains a copy numberand
not a range of numbers for copies.
In addition, when a holdings record is created based on data in an item or
subscription record, the 852 field, sub-fields $b (sub-library) and $c (collection),
will be automatically generated. If the bibliographic record to which the holdings
record is linked has call number information, then the system will also create
sub-fields $h (classification part) and $i (item part).
If the TAB10-CREATE-852-HOL switch in the tab10 table of the holdings library
is set to "Y" when a holdings record is created, data from the bibliographic record
is used as default for the content of the 852 (Location) field. The data is taken from
one of the following MARC 21 fields of the bibliographic record, and preferences
are set in descending order:
❍
❍
❍
❍
❍
❍
❍
"099##"
"098##"
"090##"
"092##"
"096##"
"050##"
"055##"
"060##"
"070##"
"082##"
"086##"
For "099##" OR "098##" OR "086##" sub-field $a is copied to sub-field $h
of the new 852 field.
For all other fields, sub-field $a is copied to sub-field $h, and sub-field $b is
copied to sub-field $i.
For "090##" and "050##" the first indicator is set to 0.
For "092##" and "082##" the first indicator is set to 1.
For "096##" and "060##" the first indicator is set to 2.
For "099##" OR "098##" the first indicator is set to 8.
For "055##" and "070##" the first indicator is set to 7.
For "086##" if the first indicator of the field is 0, then the first indicator of
the new 852 field is set to 3, otherwise the first indicator of the field is set to
8.
10.5 853 AND 853X PUBLICATION
SCHEDULE
The 853 and 853X fields of the ADM record may be used instead of the
Publication Schedule Form to create publication schedule issues for serials. (See
explanation on the use of the fields in Serials - Publication Schedule section).
10.6 Z30 ITEM'S PERMANENT
LOCATION
When temporary changes are made to an item's information, the original
information of the item is stored in the Z30 field of the administrative record
(ADM). The data is automatically stored by the system in this field when the item's
information is changed. The Z30 field is used by the system to restore the original
information when the librarian uses the Restore Item Information function.
Following is the structure of the Z30 field of the ADM record:
$1
$2
$3
$4
$5
$6
$7
$8
$9
-
Item sequence number
Sub-library
Collection
Call number
Item status
Item process status
Second call number
Material type
Temporary location flag
10.7 STA STATUS
The STA field is an ALEPH field that contains information on the status of the
record. For example, you could add an STA field to mark catalog records that are
provisional by adding the following field:
STA $$aPROVISIONAL
This field can then be indexed and records with this status can be retrieved later on
for further processing.
The STA status is a free-text field that can be user-defined to suit the needs of
specific sites. However, there are two exceptions:
STA $$aDELETED
STA $$aSUPPRESSED
The STA $$aDELETED field can be added to records that are considered
"deleted" records. When records are deleted using the Delete Record from Server
option from the Cataloging modules, all fields in the record are deleted except the
LDR field. The STA $$aDELETED field can be used to indicate that the record is
"deleted" but without deleting all the fields in the record. In spite of the fact that
the indexable fields remain in the record, index entries for them are removed to
prevent the display of these records from the Web and GUI OPAC.
The STA $$aSUPPRESSED field can be used to prevent the public from seeing
the records to which the field is added. This field does not prevent index entries
from being generated. To prevent the public from seeing these entries, it is
necessary to explicitly exclude the STA $$aSUPPRESSED field through the
standard logical bases mechanism.
Expand programs that, for example, expand holdings records into associated
bibliographic records skip those holdings records in which the STA
$$aSUPPRESSED field is present.
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Go to next section (Templates)
11.0 CREATING TEMPLATES
New records can be created based on pre-defined templates. There are two types of
templates:
❍ Local templates
❍
Library dependent templates (saved on server)
11.1 LOCAL TEMPLATES
Cataloging templates can be created based on the currently open record. To do so,
choose the Create Template on Local Drive option from the File menu. A popup
dialog box is displayed for you to fill in the name for the new template.
Click the OK button. You receive a message informing you that the template has
been created. The template is saved in the list of templates (accessible through the
Open Template option on the File menu. Note that the template is only available
for the station from which it was created).
11.2 LIBRARY DEPENDENT RECORDS
(SAVED ON SERVER)
You can define library-specific templates. These templates are created by your
system librarian and are saved in the library's cataloging directory. When you open
a template on the Cataloging module, in addition to the local templates, templates
from the home library to which you are connected will be listed in the List of
Templates window. For example, if you are connected to a bibliographic library,
only templates defined for this database will be shown in the List of Templates
window. If you are connected to the authority database, only templates belonging
to this library will be listed. All users connected to a library will be able to work
with the templates defined for the library by your system librarian.
Refer to the System Librarian chapter for instructions for creating a
library-dependent template.
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Go to next section (Importing Records)
12.0 IMPORTING RECORDS
It is possible to convert external records into ALEPH format and import them into
your system. This is done using the option on the Import Record menu. To do so,
follow these steps:
Step 1: Select the Convert Records option from the Import Records menu. A
dialog box similar to that shown below will be displayed.
Step 2: From the popup dialog box, select the drive, directory and filename of
the file you wish to convert. Click the Open button.
Step 3: Having chosen your source data, a dialog box similar to that shown
below will appear. Select the conversion program that should be used to convert
the file and click the OK button.
Step 4: The file will be converted and a list of records will be displayed in a
dialog box. An example of a list of converted records is shown below:
The contents of the currently highlighted record will be displayed in a window in
the upper portion of the dialog box.
If you do not wish to edit a record immediately, click Cancel. You will be able to
edit a converted record later by selecting Open Converted Records on the Import
Records menu.
If you do want to edit a record immediately after the conversion, then highlight the
desired record and click the Add button. To edit all records, click on the Add All
button.
The list of records to be edited will be displayed in the lowest portion of the dialog
box. If you wish to remove a record from the list, highlight the record and click the
Remove button.
Step 5: To edit the selected records, click the Edit button. The records will be
displayed, ready for you to edit.
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Go to next section (System Librarian)
13.0 SYSTEM LIBRARIAN
The system librarian is responsible for the following:
❍ Material Types (13.1)
❍
Templates (13.2)
❍
Valid Fields (13.3)
❍
Forms (13.4)
❍
Which Sub-fields Should Open (13.5)
❍
Default Fields (13.6)
❍
Help on Fields (13.7)
❍
Search Headings (13.8)
❍
Search Sub-field Options (13.9)
❍
Check Field (13.10)
❍
Fix Record (13.11)
❍
Locate (13.12)
❍
Duplicate Record (13.13)
❍
Import Updated Catalog Tables (13.14)
❍
Floating Keyboard (13.15).
❍
Authorizations (13.16)
❍
Merging Records (13.17)
❍
Updating the Tables Package (13.18)
❍
Sub-Field Punctuation (13.19)
❍
Validation of Contents of a Field (13.20)
❍
Check Field Occurrences and Dependency between Fields (13.21)
❍
Check Routines for Document Deletion (13.22)
❍
Forbidden Errors and Triggers (13.23)
❍
Checking Routines for New Headings in the Headings List (13.24)
❍
Checking Routines for New Headings in the Bibliographic and Authority Headings Lists (13.25)
❍
Checking Routines for New Direct Indexes (IND) (13.26)
❍
Locking Period for Locked Records (13.27)
❍
Check Routines for Check Record (13.28)
❍
Fixed-Length Field Checking Routines (13.29)
❍
Validation Messages (Table-Dependent) (13.30)
❍
Validation Messages (System-Driven) (13.31)
❍
Expand Record (13.32)
❍
Expand-Related Tables (13.33)
❍
Cataloging Productivity Report (13.34)
❍
Column Headings (pc_tab_col.lng) (13.35)
❍
Client Setup (catalog.ini) (13.36)
❍
Cataloging Tables (13.37)
13.1 MATERIAL TYPES
You may define material types by editing the "formats" table, using UTIL M/6.
You may create a template for each material type.
Following is an example from the table:
BK
CF
MP
MU
SE
VM
MX
L
L
L
L
L
L
L
Books
Computer file
Maps
Music
Serials
Visual materials
Mixed materials
Key to table:
❍
❍
❍
Column 1 - Code
This is the unique code by which the system identifies the format. The code must be two characters long.
Column 2 - ALPHA
This is the ALPHA of the description format displayed in the GUI. L stands for Latin and should be used for the
"formats.lng" (Material Types) table. Other languages and their equivalent "formats" table may use: S for Cyrillic; R for
Greek; H for Hebrew; A for Arabic.
Column 3 - Description
Enter a description of the format up to 20 characters long.
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13.2 TEMPLATES
You can define different templates for various record types by adding a file to the library $data_root/pc_tab/catalog directory.
The files should have the *.mrc file extension. When you open a template from the Cataloging module, in addition to the local
templates, templates defined for the home library to which you are connected are available. For example, if you are connected
to a bibliographic library - XXX01 -, the templates defined for this library are listed in the List of Templates window. If you
are connected to an authority library - XXX10 -, templates defined for this library are listed in the List of Templates window.
Following is a MARC21 sample template for books:
DB
L LOCAL
SYSID L 0
FMT
L BK
LDR
L ^^^^^nam^^22^^^^^^u^4500
008
L ^^^^^^s2000^^^^^^^^^^^^r^^^^^000^0^eng^d
020
L $$a
040
L $$a
080
L $$a
1001 L $$a $$b $$c $$d
2401 L $$a
2451 L $$a $$b $$c $$h
24611 L $$i $$a$$b
250
L $$a $$b
260
L $$a $$b $$c
300
L $$a
440
L $$a $$n $$p $$v
500
L $$a
502
L $$a
5050 L $$a
650 2 L $$a
690
L $$a
7001 L $$a $$b $$c $$d
7101 L $$a $$b
7102 L $$a $$b
7112 L $$a $$n $$c $$d
740
L $$a $$h
Key to template:
❍
❍
❍
Column 1: Field tag code and indicators
In addition, there are three codes for the use of the system: DB and SYSID and FMT. FMT is for the code of the
material type.
Column 2 - ALPHA
This is the ALPHA of the the contents of the field. L stands for Latin; S for Cyrillic; R for Greek; H for Hebrew; A for
Arabic.
Column 3 - Sub-field codes & contents
■ Sub-field codes are prefixed by two dollar signs $$.
■ The value of DB is always LOCAL.
■ The value of SYSID is always 0.
■ The value of FMT is the code of the material type.
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13.3 VALID FIELDS
The system librarian is in charge of defining the valid tags and aliases for the Cataloging client. The list of valid tags and
aliases is activated in the Cataloging module by using the hotkey F5 or by selecting the New field (choose from list) option
from the Edit menu. Valid tags and aliases are defined by editing the codes.lng table, using UTIL M/1.
The "codes" table enables you to define the following three aspects:
1. Defines if the tag is displayed in the list of tags available in the Cataloging module.
2. Defines if the tag can be edited only through a form or through a form and directly on the catalog draft.
3. Defines if the tag can have sub-fields or not.
Following is an example from the table:
!1
2 3 4 5
6
7
8
!!!!!-!-!-!-!-!!!!!!!!!!!!!!!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
LDR
001
003
005
006
007
008
010
013
015
N
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
N
N
Y
Y
Y
N
N
N
Y
Y
Y
Y
Y
Y
Y
N
N
N
L
L
L
L
L
L
L
L
L
L
Leader
Control No.
Control No. ID
Date and Time
Linking Field
Phys.Descrip.
Fixed Data
LC Control No.
Patent Info.
Nat.Bib. No.
L
L
L
L
L
L
L
L
L
L
Leader
Control Number
Control Number Identifier
Date and Time of Last Transaction
Linking Field
Physical Description Fixed Field
Fixed Length Data Elements
Library of Congress Control Number
Patent Control Information
National Bibliography Number
Key to table:
❍
❍
❍
❍
❍
❍
❍
❍
Column 1 - Field tag
Enter a field tag up to 5 characters long. The # character may be used as a placeholder for indicators in positions 4 and
5. For example, entering 245## includes 2451, 2452 or 24514. Fields in the "codes" table should be first defined in the
"Codes and names of MARC and ALEPH fields" (tab01.lng, edited using UTIL G/1/01).
Column 2 - Display
This column defines if the tag can be chosen from the list of tags available in the Cataloging module. Values are Y and
N. If you choose Y, the tag is displayed in the list. If you choose N, the tag will not be displayed in the list but it is still
possible to add manually to the catalog draft.
Column 3 - Edit
This column defines if the tag can be edited only through an editing form or if it is possible to edit the tag both from a
form and directly from the catalog draft. Values are Y and N. If you choose Y, you are able to edit the tag only through a
form. If you choose N, you are able to edit the tag either from a form or directly in the cataloging draft.
Note that this option should be used in conjunction with the setup of the forms. If the field is a fixed-length field and the
form for the field is set as a form for fixed-length fields, enter Y. If you want the cataloger to edit a fixed-length field
from the catalog draft, then the form for the field should be defined as a form for a non fixed-length field, and this
column should be set to N.
Column 4 - Sub-fields
This column defines if the tag can have sub-fields or not. Values are Y and N. If you choose Y, the cataloger will not be
able to add sub-fields to the field. If you choose N, the cataloger is able to add sub-fields to the field.
Column 5 - ALPHA of name tag
L stands for Latin; S for Cyrillic; R for Greek; H for Hebrew; A for Arabic.
Column 6 - Catalog name tag
The catalog name tag (also called an alias) may be up to 15 characters long. It may be the same name tag defined for the
field in tab01 (in UTIL G/1) although it doesn't have to be. Name tags are displayed in the catalog record in addition to
the (usually numeric) field tags ONLY if the DisplayTagInfo field of the PC's catalog.ini file is set to Y.
Column 7 - ALPHA of description
L stands for Latin; S for Cyrillic; R for Greek; H for Hebrew; A for Arabic. The description is displayed in the list of
valid tags available in the Cataloging module.
Column 8 - Description
Enter a description of the field, up to 38 characters long. The description is displayed in the list of valid tags available in
the Cataloging module by using the hotkey F5 or choosing the New field (choose from list) option from the Edit menu.
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13.4 FORMS
You may define the forms that catalogers may use to enter data for a field. The files that define forms are located in the
library's $data_root/pc_tab/ catalog directory.
The file format for cataloging forms can include up to 5 characters for defining the tag and its indicators. The possible
formats for the form are the following:
■
■
■
■
■
■
nnn_xx.lng is in use for undefined indicators.
nnny_xx.lng or nnnyy_xx.lng are in use for specific indicators.
y can be used to define a specific first indicator.
yy can be used to define specific indicators.
xx is the code for the material type (record format), as defined in the Material Types table (e.g., BK for book).
The notation xx is used to signify that the form may be used for any record type (e.g., 260_xx.lng could be used
for any record type for the MARC21 260 field).
lng is the code for the language (e.g., eng for English).
The exceptions are for forms for MARC21 field 007 and MARC21 field 006. They are in the format 007_x.lng and
006_x.lng, where x is the code for the material type, as defined in the files scr_007.lng and scr_006.lng (which are also
located in the library's $data_root/pc_tab/ catalog directory.
Note that the fonts for the forms are defined in the font.ini field of the alephcom tab directory under the EditorForm
section.
Sample form #1:
Following is a sample form for MARC21 field 260:
15x70
#C3 Imprint (NR)
#C1 No Indicators &&
#C1 Place of publication
(a)
#C2______________________________.
#C1 Name of publisher
(b)
#C2______________________________.
#C1 Date of publication
(c)
#C2______________________________.
F abc
Sample form #2:
Following is a sample form for MARC21 fixed-length field 008:
24x40
#C3 008 Fixed length data elements (BOOKS)
#C1
#C1
#C1
#C1
#C1
#C1
#C1
#C1
#C1
#C1
#C1
#C1
#C1
#C1
#C1
#C1
#C1
#C1
#C1
Date entered on file #C4$$$$$$
Type of date
#C2_
Date 1
#C2____
Date 2
#C2____
Publication Place #C2___
Illustration codes #C2_ _ _ _
Target audience
#C2_
Form of item
#C2_
Nature of contents #C2_ _ _ _
Govt.publication
#C2_
Conference publ.
#C2_
Festschrift
#C2_
Index
#C2_
Undefined
#C2_
Literary form
#C2_
Biography
#C2_
Language
#C2___
Modified record
#C2_
Cataloging source #C2_
D ^^^^^^s^^^^^^^^^^^^^^^^r^^^^^000^0^eng^d
V
Key to form:
■
Window size - At the top left-hand corner of the file is the size of the GUI window in characters. For example,
22x40 means 22 lines high by 40 lines wide. Note that the number of lines should not include the lines for
additional information, only the lines that you want to displayed in the form through the Cataloging module.
For long cataloging forms it is possible to add a scrolling bar to the form. The scroll bar is defined together with
the window definitions at the top left-hand corner of the form file.
For example, 24(14)x40 means that of the 24 lines 14 are displayed at first and the scroll bar appear in the form to
allow the user to view the remaining lines.
Following is a sample form with scroll bar for MARC21 fixed-length field 008:
24(14)x40
#C3 008 Fixed length data elements (BOOKS)
#C1 Date entered on file(00-05) #C4$$$$$$
#C1 Type of date(06)
■
■
■
■
■
#C2_
Indicators - For fields that have indicators, the line for indicators must appear before the lines for text input and
must be two characters long, using $$ to indicate the characters.
& - Indicates that the information will not be displayed on the screen (is hidden).
$ - Indicates that the information is displayed on the screen, but the user cannot change it.
_ - Indicates that the information is displayed on the screen and may be edited by the user.
#Cn - Indicates the color of the text. "n" represents a number. The colors are defined in the catalog.ini file of the
catalog/tab directory. For example, if #C2 is red, the catalog.ini file contains the following:
[form]
color2=255,000,000
Lines for additional information
At the bottom of the screen are lines for additional information. Be sure that these lines are placed below the area
defined (in the first line of the file) for the size of the window.
■ V - indicates that form should be verified for correctness before letting the user leave the form. Messages are
displayed in a special area at the bottom of the form. If the contents are not valid, the system will display a
prompt informing you that checking the field reported warnings and asking if you are sure you want to close the
form.
■ F - The "F" line is used for non-fixed-length fields to indicate which subfields are in the form. For example, "F
ab" (without the quotation marks), means that there are subfields "a" and "b" in the form. Be sure to leave a space
between the "F" and the beginning of the first subfield. Do not leave a space between subfields.
The following lines for additional information are only valid for forms for fixed-length fields:
■ D - indicates default text. Type the entire string of text, using the character that is used to define blanks in
documents, e.g the carat sign - ^ - for libraries of MARC21 type (the blank character is defined by setting
TAB10-DOC-BLANK-CHAR in the library's tab10 table) as placeholders for text that does not have a default.
Here is an example from the form for MARC21 008 field:
■
D ^^^^^^s^^^^^^^^^^^^^^^^r^^^^^000^0^eng^d
You must be sure to type the exact number of characters that make up the field.
S -The "S" line is used for fixed-length fields that have sub-fields. It defines the sub-fields for the form, and the
length of each sub-field. When the form is filled in, all sub-fields and sub-field positions not used are filled with a
blank character (according to the settings of TAB10-DOC-BLANK-CHARACTER in the tab10 table of the
library's tab directory).
Note that if the "S" line is used, there is no need for an "F" line.
Following is an example of an "S" line:
S a(11)b(7)c(12)d(9)
which means that sub-field 'a' is of size 11, sub-field 'b' is of size 7, etc. Note that the order of the sub-fields
should be the order in which you want them to appear on the form.
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13.5 DEFAULT SUB-FIELDS
You can define the default sub-fields for fields by editing the marc_exp.dat table through UTIL M/2. The sub-fields defined in
this table are displayed in the following circumstances:
❍ When a field is selected from the list of valid fields - available by using the hotkey F5 or by selecting the New field
(choose from list) option from the Edit menu-.
❍ When the Open form option from the Edit menu is chosen for a field for which no form is available.
Note that you do not have to define ALL sub-fields, just the most common ones. This is because the cataloger may manually
add sub-fields to the catalog record that are not included in the list of defaults.
Following is an example from the table:
Col: 1 2 3 4
!--+--+--+-----------------------011
XX a
017
XX ab
024 # MU adz
025
XX a
027
XX a
028 ## MU ab
032
SE ab
033 ## XX abc
Key to table:
❍
❍
❍
❍
Column 1 - Field tag
Enter a 3-character field tag.
Column 2 - Indicators
Enter specific indicators, or use the "#" character as a wild card to indicate any indicator.
Column 3 - Record Format
Enter a specific record format, or use XX as a wild card to indicate that the field is appropriate for any format. If you
enter a specific format, it must be one that has been defined in the Material Types table.
Column 4 - Sub-fields
Enter the sub-fields that you want to be displayed as defaults. Enter them one after the other, without spaces between
them. For example: acd
Remember that you do not have to define ALL sub-fields, just the most common ones. This is because the cataloger
may manually add sub-fields to the catalog record that are not included in the list of defaults.
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13.6 DEFAULT FIELDS FOR NEW RECORD
You may define the fields that will appear automatically in a new record when the cataloger chooses New Record from the
File menu.
Default fields for new records are defined in the tagonnew.dat table that can be edited through UTIL M/9.
Following is an example from the table:
!!!!!!
L008
L007
Enter each desired field on a separate line, in the order in which you want the fields to appear.
If the field has a form, then the form will open automatically when the cataloger creates the new record. If no form is
available, the tag without indicators or sub-fields is displayed ready for the cataloger to edit.
Note that the LDR field is inserted automatically when a new record is created, there is no need to define it in the
tagonnew.dat table.
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13.7 HELP ON FIELDS
You can provide help on fields by editing the "taginfo" table, using UTIL M/5. Following is a sample of the table. It shows the
help for MARC21 field 260:
### 260_XX
CT1 260
PUBLICATION, DISTRIBUTION, ETC. (IMPRINT)
CT2
(NR)
Indicators - Both undefined; each contains a blank (#)
CT3 Subfield Codes
CT3
$a
Place of publication, distribution, etc. (R)
CT3
$b
Name of publisher, distributor, etc. (R)
CT3
$c
Date of publication, distribution, etc. (R)
CT3
$d
Plates of publisher's number for music (Pre-AACR 2)
CT3
$e
Place of manufacture (NR)
CT3
$f
Manufacturer (NR)
CT3
$g
Date of manufacture (NR)
CT3
$6
Linkage (NR)
(R)
Key to table:
❍
Start of help - Indicate the beginning of help for a particular field by typing ### at the beginning of a new line.
❍
All text that appears below this line (with the exception of the color code command CTn) is displayed as written when
the cataloger chooses the Help on Field function.
Tag and Format - After typing ### (explained above), enter the tag and format information in the following manner:
❍
❍
❍
❍
nnn_xx is in use for undefined indicators. nnnyy_xx or nnny_xx are in use for specific indicators.
nnn is the field tag
y can be used to define a specific first indicator
yy can be used to define specific indicators
xx is the code for the material type (record format), as defined in the Material Types table (e.g., BK for book).
For example, for MARC21 field 010, material type 'book': 010_BK
❍
Enter a specific record format, or use XX as a wild card to indicate that the field is appropriate for any format.
Color code - Enter the prefix CT plus the color code as defined on the client in the alephcom.ini file of the
alephcom/tab directory under the TextListBox section (for example, CT1). If no color code is defined, the default color
is black.
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13.8 SEARCH HEADINGS
You can define the headings file that should be used when the cataloger chooses one of the Search Headings functions by
editing the "scancode" table, using UTIL M/3. Following is a sample of the table:
LOCAL BIB01 AUT01 RES01 AUT02
!
!----+++---+++---+++---+++---+++---+++---+++---+++---+++---+++-----------------100##
AUT
PER
AUT
NAM
110##
AUT
COR
AUT
NAM
111##
AUT
MET
AUT
NAM
130##
AUT
TIT
AUT
NAM
245##
TIT
TIT
260##
IMP
260##a PLA
260##b PUB
Key to table:
❍
Column 1 - Local
The Local column lists the field tags and indicators for which the cataloger may search a headings list. The # character
may be used as a placeholder for indicators in positions 4 and 5. For example, 245## includes 2451, 2452 or 24514.
If you are using specific indicators, be sure to sort the lines as the search will proceed according to the first field tag in
the list. (Example: 24510 and 245## - If the lines are sorted, 24510 is listed first and the search is performed including
the specified indicators. If the lines are not sorted, and therefore 245## is listed first, the search looks for matches to
245##.)
❍
You may define sub-fields for the cataloger to search by placing the sub-field code next to the field tag and indicator
(see MARC21 field 260 in the above sample table).
Columns 2-10
At the top of each column is the code of a searchable library. Below that, for each field tag, is the code of the headings
list that is displayed for the library. Use a code for the headings list that appears in the library's "Access file codes and
❍
names" table (tab00.lng, accessed through UTIL G/1/00).
Column 11 - Optional.
You may specify up to 20 sub-fields that are not to be overwritten. When a heading is selected from a list of headings
displayed by any of the Search Headings options, the selected heading replaces the ENTIRE field (therefore, all
sub-fields) in the record unless specified in this column.
Note that the maximum number of lines that the table can contain is 200.
In addition, note that the TAB10-USE-ACC-TEXT flag of the tab10 table of the Authority library is used to define if the
preferred heading from the authority record is taken when selecting a heading that is a "See From" reference from the list of
authority headings displayed when the "Search field/sub-field headings of other library" options are used from the Cataloging
Module. If the flag is left blank or is set to 'N, then when selecting a "See From" heading from the "Search field/sub-field
headings of other library" (Ctrl + F3/F4) options of the Cataloging module, the preferred form of the heading is inserted
automatically to the catalog draft. If the flag is set to 'Y', the selected headings (even if it is the non-preferred form of the
heading) is inserted to the cataloging draft.
When the "Search field/sub-field headings of current library" options are used, if the heading is not connected to an authority
record, then the heading is taken as is and inserted to the cataloging draft. If the heading is connected to an authority record,
the system checks the TAB10-USE-ACC-TEXT flag:
❍
❍
❍
If the flag is set to 'N' (or blank), the system inserts automatically the preferred form of the heading from the associated
authority record.
If the flag is set to 'Y' and the heading is a "See From" heading pointing to another heading (to the preferred form of the
heading) in the bibliographic list of headings, then the system takes the heading to which the "See From" is pointing
(from the bibliographic database and not from the authority record).
If the flag is set to 'Y' and the heading does not point to another heading in the database (in other words, the heading is
connected to an authority record but it is the preferred heading), then the system takes the heading as is from the
bibliographic database and not from the authority record.
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13.9 SEARCH SUB-FIELD OPTIONS
You may define the menu options that are displayed when the cataloger chooses Search Sub-field Options by editing the
"tag_text" table, using UTIL M/13. Following is a sample of the table:
!--+--+-+-+--------------------------------------------->
655 ## L a Biographies
655 ## L a Catechisms
655 ## L a Essays
655 ## L a Hymns
655 ## L a Reviews
655 ## L a Daybooks
655 ## L a Diaries
655 ## L a Directories
655 ## L a Journals
655 ## L a Memoranda
655 ## L a Questionnaires
655 ## L a Syallabi
655 ## L a Time sheets
655 ## L a Bird's eye views
BAS
BAS
BAS
BAS
BAS
L
L
L
L
L
#
#
#
#
#
01//Base
02//Base
03//Base
04//Base
05//Base
01
02
03
04
05
Key to table:
❍
❍
❍
❍
Column 1 - Field tag
Enter a 3-character field tag.
Column 2 - Indicators
You may enter a specific indicator, or use the # character as a wild card to indicate any indicator.
Column 3 - ALPHA for menu option
Choose the ALPHA to be used for the text of the menu option. L stands for Latin; S for Cyrillic; R for Greek; H for
Hebrew; A for Arabic.
Column 4 - Sub-field
Enter the sub-field for which you are providing a menu option. You may use the # character as a wild card to indicate
any sub-field.
❍ Column 5 - Text for menu option
Enter the text as you want it to appear in the Choose Sub-field text window displayed when the Search sub-field options
function is used. You may enter up to 45 characters. You may use two slashes // to separate the actual value from
additional text that appears in the menu but will not be entered in the catalog record. (See the BAS field above where 01
is the value that is entered in the catalog record, and Base 01 is additional text that is displayed in the menu.)
In addition to defining menu options, you can have the system check the validity of text entered into sub-fields when the user
chooses the "Check Record" function, accessible from the Edit menu. To do so, follow these steps:
Step 1: Edit the check_doc_tag_text table located in the library's tab directory, accessible through UTIL M/8/j. This table
lists valid text for each field that you want to be checked.
The structure of the table is similar to the table used to define the text options; the following is a sample of the table:
! 1
2 3
4
!!!!!-!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
655## L a Biographies
655## L a Catechisms
655## L a Essays
655## L a Hymns
655## L a Reviews
655## L a Daybooks
655## L a Diaries
655## L a Directories
655## L a Journals
655## L a Memoranda
655## L a Questionnaires
655## L a Syllabi
655## L a Time sheets
655## L a Bird's eye views
655## L a Cartoons
Note that this table contains the valid values to be checked and should not include the description that can be added to the
tag_text.dat table.
The check_doc_tag_text table can be used independently from the tag_text.dat table to check text validity for sub-fields
without enabling the Search sub-field options.
Step 2: Ensure that the "check_doc_tag_text" program is listed in the check_doc table, accessible by using UTIL M/8/i.
(The check_doc table lists all the checking programs that are run when the user chooses the "Check Record" function.)
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13.10 CHECK FIELD
You may define the checks that are made when the cataloger chooses the Check Field function. To do so, edit the
check_doc_line table, using UTIL M/8. There are two sections in this table:
❍ AL
❍
D
AL section of table:
This section enables you to define the following checks:
❍ Valid indicators and/or sub-field codes for the tag.
❍ Presence of mandatory sub-fields.
❍ Non-repeatability of non-repeatable sub-fields.
Following is a sample of the section:
!!-!!-!!!!-!!!!!-!-!-!
AL XX
260
AL XX
260
a 0 AL XX
260
b 0 AL XX
260
c 0 AL XX
260
d 0 AL XX
260
e 0 1
AL XX
260
f 0 1
AL XX
260
g 0 1
AL XX
260
6 0 1
Key to AL section of table:
❍
❍
❍
❍
❍
Column 1 - Section ID
Enter AL for each line in this section of the table.
Column 2 - Record Format
Enter a specific record format, or use XX as a wild card to indicate that the field is appropriate for any format. If you
enter a specific format, it must be one that has been defined in the Material Types table.
Column 3
Not in use.
Column 4 - Field tag
Enter a field tag.
Column 5 - Sub-field/Indicators
Enter the sub-field that you want to be included in the check.
To define valid indicators for the tag, enter a hyphen (-) in this column.
❍
❍
Note that the indicator portion (for all formats) must be listed before the sub-field portion, for each field.
Column 6 - Mandatory - Non-mandatory sub-field/valid first indicator
If column 5 contains a sub-field code, this column is used to define if the sub-field is a mandatory sub-field of the field.
Values are 0 and 1. If the sub-field is mandatory, enter 1. If the sub-field is optional, enter 0.
If column 5 contains a hyphen, this column is used to define possible values for the first indicator of the field.
Column 7 - Repeatable sub-field/Valid second indicator
If column 5 contains a sub-field code, this column is used to define the repeatability of the sub-field. Values are 1 - 9
and hyphen (-). If the sub-field is not repeatable, enter 1. If the sub-field can be repeated unlimitedly, enter hyphen (-).
You may use values 2 - 9 to determine that the sub-field can be repeated up to the number of times represented by the
selected value.
If column 5 contains a hyphen, this column is used to define possible values for the second indicator of the field.
Example:
AL
AL
AL
AL
AL
XX
XX
XX
XX
XX
020
020
020
020
020
AL XX
022
AL XX
022
AL XX
022
AL XX
022
AL XX
022
AL XX
022
AL XX
022
In the above example:
a
c
z
6
0
0
0
0
1
1
1
a
y
z
6
0
1
0
0
0
0
1
9
1
For tag 020:
■ Both first indicator and second indicator are undefined (blank)
■ All sub-fields $a, $c, $z, and $6 are optional
■ Sub-field $a, $c and $6 are not repeatable
■ Sub-field $z is repeatable an unlimited number of times
For tag 022:
■ First indicator can be blank, 0 or 1
■ Second indicator is blank
■ All sub-fields $a, $y, $z, and $6 are optional
■ Sub-fields $a and $6 are not repeatable
■ Sub-field $y is repeatable an unlimited number of times
■ Sub-field $z can be repeated up to 9 times
D section of table:
This section enables you to determine the rules for checking dependencies among sub-fields of a single field. Following is a
sample of the section:
!
field contents
field contents
......
!!-!!-!!!!-!!!---[-!!!!!!!!!!!!!!-!-[-!!!!!!!!!!!!!!-!-[-!!!!!!!!!!!!!!-!-
D
D
D
XX 9036 260
XX 9036 300
XX 9036 300
a
a
a
Y b
Y c
Y
Y c
N
b
N
N
Key to D section of table:
❍
❍
❍
❍
❍
❍
❍
❍
Column 1 - Section ID
Enter D for each line in this section of the table.
Column 2 - Record Format
Enter a specific record format, or use XX as a wild card to indicate that the field is appropriate for any format. If you
enter a specific format, it must be one that has been defined in the Material Types table.
Column 3 - ID # of error message
Choose the ID # of the error message that is appropriate for the check. The message is displayed to the cataloger when
the system performs a check and finds an error.
User-defined messages can be defined in the library's tab/check_doc.lng table (accessible through UTIL M/8/w).
Column 4 - Field tag
Enter a field tag.
Column 5 - Sub-field
Enter the sub-field that you want to be included in the check. See also column 8 below.
Column 6 - Sub-field contents
Optional. Enter any contents that you want the system to check for.
Column 7 - Type of dependency
Enter Y if the sub-field should be present. Enter N if the sub-field must not be present.
Columns 8, 9, 10 and 11, 12, 13
The sub-field, contents, and dependency columns are repeated. This enables you to create if, then statements. For
example, you can say that if sub-field a appears (defined in columns 5, 6, 7), then sub-field b must appear (defined in
columns 8, 9, 10), and sub-field c must not appear (defined in columns 11, 12, 13).
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13.11 FIX RECORD
Fix routines are standard library-defined procedures that automatically "fix" or make changes to cataloging records. The
system librarian is in charge of defining which fix programs are available and when are they run. Two tables are involved in
the setup of fix procedures:
❍ tab_fix (UTIL M/11)
❍ fix_doc (UTIL M/12)
13.11.1 tab_fix
The tab_fix table defines three aspects:
❍ The fix program that defines the type of change that is performed on the cataloging record.
❍ The fix routine in which the fix program runs.
❍ If required, additional parameters for the fix program.
Following is a sample of the tab_fix table:
1
2
3
!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
INS
fix_doc_tag_008
INS2 fix_doc_001
MERGE fix_doc_merge_04
AUT
fix_doc_new_aut_2
Key to tab_fix table:
❍
Column 1 - Routine name
Fix routines are "logical names" for defining a group of fix programs. Reserved fix routines also define when the
programs are run. For example, it is possible to define a group of fix programs to run when the record is loaded to the
server.
The following are ALEPH's reserved routines:
INS
Fix programs linked to the INS routine are automatically activated when a record is sent to the server.
INS2
Fix programs linked to the INS2 routine are automatically activated when a record is sent to the server. The difference
between INS and INS2 is that this routine is executed just before the record is updated in the database, and therefore it
can make use of the document's system number even if it is a new document. Note that INS2 programs are run after
check_doc procedures, therefore the outcome of INS2 programs is not checked before update.
INSFS
Fix programs linked to the INSFS routine are automatically activated when fast cataloging is done from the Circulation
module.
MERGE
Fix programs linked to the MERGE routine are automatically activated when the Paste Record function is used in the
Cataloging module.
LOCAT
Fix programs linked to the LOCAT routine are automatically activated when the Locate Record function is used.
HOL
Fix programs linked to the HOL routine are automatically activated when HOL records are created in the Items or
Serials modules. Note that this routine should be used in the holdings library (xxx60).
P-31
Fix programs linked to the P-31 routine are automatically activated when the Load Authority Records batch process
(p_manage_31) is used. Currently, the fix_doc_preferred and fix_doc_aut_mesh programs should be defined in the
tab_fix table of the authority library under the P-31 routine.
❍
❍
The system librarian may add user-defined routine names to the lower section of the table.
Column 2 - Program name
This is the name of the program that will perform a particular fix. Each routine may have up to 20 program names
assigned to it, so that a number of different fixes can be performed together. In order to assign more than one program
to a routine, open a separate line for each program and repeat the routine name in column 1. For example:
■ FIX2 fix_doc_tag_008
■ FIX2 fix_doc_tag_100
■ FIX2 fix_doc_tag_250
In this example, whenever FIX2 is selected, three programs are run.
Column 3 - Parameters Certain fix programs require additional information such as table names. This column is used
to define additional parameters for fix programs. Note that the documentation for each fix program indicates whether or
not parameters are needed.
ILL-L
Fix programs linked to the ILL-L routine are automatically activated when the Locate function is activated from the ILL
module (Locate button in the BIB Info tab of the ILL request).
Following are the available fix programs:
fix_ced_uid
Creates UID fields from the 020 field or the 022 field for loading purposes (p_manage_18).
fix_doc_001
Inserts a 001 field with the system number of the record into the cataloging draft (for example, $$1000010091). This fix
program must be attached to INS2 and not to INS, since it needs the system number of the document.
Column 3 of the tab_fix table of the library's tab directory must be used to define if the program should overwrite existing 001
fields or not. Following are the available options:
❍ OVERWRITE (always replaces existing 001 fields)
❍ NO-OVERWRITE (does not replace existing 001 fields)
❍ OVERWRITE-NON-NUMERIC (replaces only 001 field where there is at least one non-numeric character)
If no parameter is defined in the parameters column, then the default value is OVERWRITE.
Note that when the update_z103_uni linking program (UNIMARC links - Italian version) is used in the tab_z103 table of the
library's tab directory, this program must be used .
fix_doc_001_prefix_sysno
This fix program automatically creates a 001 field containing a prefix defined in column 3 of the library's tab_fix table and in
the system number of the record with leading zeros (for example, $$USM01-000003526 - in this example, USM01 has been
defined in column 3 of the tab_fix table as the prefix). If a 001 field already exists, this program overrides the field and adds
the new 001 field with the defined prefix.
Note that this fix program must be attached to INS2 and not INS, as it needs the system number of the document.
fix_doc_001_sysno
Automatically creates a 001 field with the library name and the system number of the record (e.g.
$$aUSM01000000000000000111142). This fix program must be attached to INS2 and not INS, for it needs the system
number of the document.
fix_doc_004_lkr
Add MARC21 004 field to the HOL record. The 004 field contains the system control number of the bibliographic record for
which the holdings record was created.
fix_doc_005
This routine inserts a 005 field with the current date and time into the cataloging draft record. Note that this new program
should run only under the fix routine INS2. This ensures that the field is created just before updating
fix_doc_aut_lc
This program adds sub-field $$2 [LC] to fields 1XX, 4XX, 5XX and COR of AUT records for record from the LC authority
database.
fix_doc_aut_mesh
This program adds sub-field $$2[MeSH] to fields 1XX, 4XX, 5XX and COR of AUT records for records from the MeSH
authority database. the database.
fix_doc_create_035
This program moves the MARC21 001 field (Control number) and the MARC21 003 field (Control number identifier) to the
MARC21 035 field (System control number) deleting the original fields. The new 035 field is added in the following format:
035## $a(003)001
Additionally, this program also automatically adds to the record a new 001 field. The value for the new field is taken from the
sequence "last-001-number" in UTIL G/2.
fix_doc_create_fmt
This program, according to the definitions of the LDR field, adds the FMT field with the record format (for example, BK for
books). The program can be used to add the FMT field to records imported through the Z39.50 server that do not have the
FMT field. If the field is present, the program does nothing.
fix_doc_do_file_08
This program is similar to the Modify MARC Record File (b-file-08) batch process. Both functions are used to perform
table-driven modifications of records. The fix program can be used when a separate document sequential file does not exist.
Examples of usage: fixing records imported via the OCLC server; fixing records that are saved in the cataloging client (INS
fix), or imported via any batch job that allows fix programs to be run.
Note that this program requires that a parameter be present in column 3 of the library's tab_fix table. The parameter is the
processing script that defines the modifications to be performed. The script should be defined in the $data_tab/import directory
of the library.
Following is an example of the use of this fix program in the tab_fix table:
1
2
3
!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
FILE8 fix_doc_do_file_08
oclc.fix
fix_doc_fixed_fields
This program replaces the hyphens ("-") in fixed-length fields (such as MARC21 LDR, 006, 007 and 008 fields) by carat ("^").
This program can be used to correct MARC21 records in which blanks in fixed-length fields are marked by hyphens (hyphen
is a valid value in MARC21 and should not be used to mark spaces).
fix_doc_hol_852_1
This program inserts a space between the main class and the first cutter of the location. The space is inserted if the first cutter
is held in sub-field $h of the MARC21 852 field and if there is not already a space.
For example, this program changes:
LOC0
to:
L $$bMAINX$$cLIB$$hE183.8.B7$$iW45 1993$$oBOOK$$4MAIN$$5LIB$$3Book
LOC0 L $$bMAINX$$cLIB$$hE183.8 .B7$$iW45 1993$$oBOOK$$4MAIN$$5LIB$$3Book
This fix program should be run when holdings data are loaded after conversion. blank).
fix_doc_lkr_up
This program adds sub-field $n (Up link note) and sub-field $m (Down link note) to the LKR field of type UP (up link).
fix_doc_marc21_spaces
This program converts contiguous runs of two or more blanks (spaces) into the blank character specified by the
TAB10-DOC-BLANK-CHAR flag of the library's tab10 table. The following MARC 21 fields are affected by the fix:
010##, 260##, 310##, 321##, 362##,
515##, 525##, 533##, 76###,
77###, and 78###,
fix_doc_merge_(01-99)
This program merges cataloging records according to merging definitions in the
tab_doc_merge table located in the library's tab directory. The suffix
defines which set of merging routines is chosen from the table (for example,
fix_doc_merge_01 refers to set 01 in tab_doc_merge).
fix_doc_new_ana
This program creates an analytic record from the current record. The new record is created as follows:
❍ LDR: Position 07 is set to b.
❍ 008: This field is open by default to the book format. Position 06 (type of date/publication status) is set to s. Position 23
(form of item) is set to r. Position 29 (conference publication) is set to 0 (zero). Position 30 (Festschrift) is set to 0
(zero). Position 31 (index) is set to 0 (zero). Position 33 (literary form) is set to 0 (zero). Positions 35-37 (language
code) are left as is. Position 39 (cataloging source) is set to d.
❍ 050: If the field exists in the parent record it is taken to the new record.
❍ 080: If the field exists in the parent record it is taken to the new record.
❍ 245: The field is opened but remains empty.
❍ 260: The field is taken from the parent record.
❍ 300: Sub-field c is taken from the parent record.
❍ LKR: Points to the parent record.
fix_doc_new_aut_1
This program creates an AUT record from the current record. The new record is created as follows:
❍ The 100 field is taken as is.
❍ A new 670 field is built based on the 245 (sub-field $a) and 260 (sub-field $c) fields of the bibliographic record. The
new program also adds text to the new 670 field. The text can be configured via a message file in $alephe_error called:
fix_doc_new_aut_1.
The program uses either the default of XXX10 as the authority library (this is done by replacing the last two digits in the
active library to 10) or the authority library definitions of the AUT section in the library_relations table (UTIL Y/7).
fix_doc_new_aut_2
This program is used by MARC21 libraries to create an authority record from the current bibliographic record. The new record
is created as follows:
❍ If the 100 field is present in the bibliographic record, then the authority record will be derived with a 100 field.
❍ If the 110 field is present in the bibliographic record, then the authority record will be derived with a 110 field.
❍ If the 111 field is present in the bibliographic record, then the authority record will be derived with a 111 field.
❍ If the 130 field is present in the bibliographic record, then the authority record will be derived with a 130 field.
The 670 field of the authority record is created from the 245 (sub-field $a) and 260 (sub-field $c) fields of the bibliographic
record. This program also adds text to the new 670 field. The text can be configured via a message file in $alephe_error called:
fix_doc_new_aut_2.
This program uses either the default of XXX10 as the authority library (this is done by replacing the last two digits in the
active library to 10) or the authority library definitions of the AUT section in the library_relations table (UTIL Y / 7).
fix_doc_new_aut_3
This program is used by UNIMARC libraries to create an authority record from the current bibliographic record. The new
record is now created as follows:
❍ If the 70# field is present in the bibliographic record, then the authority record is derived with a 200 field.
❍ If the 71# field is present in the bibliographic record, then the authority record is derived with a 210 field.
❍ If the 72# field is present in the bibliographic record, then the authority record is derived with a 220 field.
❍ If the 73# field is present in the bibliographic record, then the authority record is derived with a 200 field.
The 810 field of the authority record is created from the 200 field - sub-field $a and from 210 - sub-field $c and $d. This
program also adds text to the new 810 field. The text can be configured via a message file in $ alephe_error called
fix_doc_new_aut_3.
This program uses either the default of xxx10 as the authority library (this is done by changing the last two digits in the active
library to 10) or the authority library definitions of the AUT section in the library_relations table (UTIL Y/7).
fix_doc_non_filing_ind
Automatically inserts the relevant non-filing indicators according to the stopwords defined in the library's tab02 (UTIL
G/1/02). Non-filing indicators
fix_doc_oclc
The fix_doc_oclc program is used for the OCLC record loader. The program moves the OCLC 001 field to the ALEPH
(MARC21) 035 field. For authority records the fix_doc_oclc also adds the UPD field (Y or N).
fix_doc_oclc2
This program is similar to fix_doc_oclc except that it deletes any existing 035 field in the incoming record before writing the
001/OCLC number to a new 035 field. The fix also adds the UPD field (Y or N) to authority records.
fix_doc_oclc_retain_001
This program is similar to fix_doc_oclc and fix_doc_oclc_2 except that this procedure adds the new 035 field without deleting
the OCLC 001 field or the 003 field.
fix_doc_own_1
The fix_doc_own_1 program inserts the value of the Cat. OWN ID field of the cataloger to the OWN field of new created
record.
fix_doc_preferred
Automatically creates a COR field when the preferred term of the authority record is changed. The COR field contains the
original term. This is necessary so that the link with bibliographic records (that have the original preferred term) is retained.
fix_doc_punctuation_usm
Adds punctuation to MARC21 245, 260 and 300 fields.
fix_doc_ref
Changes non-preferred terms to the preferred term in the BIB catalog draft. This fix can be used to check before updating what
is going to happen to the record.
fix_doc_sort
Sorts the fields of the current record according to the order defined in the ALEPH table of codes (tab01.lng). However, within
the MARC21 5xx, 6xx and 7xx groups of fields, the order of the fields remains as they were entered by the cataloger. Note
that for the sorting of the 5xx, 6xx and 7xx blocks, the 500, 600 and 700 codes must be explicitly listed in the table even if
they are not
fix_doc_sort_lkr
This program sorts the LKR fields of the record in the following order: DN, PAR, UP. Note that for this program to run, it is
also necessary to define the fix_doc_sort program that is used to sort the fields of the record.
For the fix_doc_sort_lkr program, the tab_fix table should include the following lines:
! 1
2
3
!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
INS
fix_doc_sort
INS
fix_doc_sort_lkr
* Note that INS is used here as an example. The fix can be attached to any routine name (reserved or user-defined).
fix_doc_sub
This program adds sub-field $$2[MeSH] to fields 6XX of BIB records. The sub-field is only added when the second indicator
of the field is 2 (Medical Subject Headings).
fix_doc_tab04_(01-99)
Translates the codes of the record into another set of codes defined in the library's tab04 table. The suffix defines which set of
codes is chosen from the table (e.g. fix_doc_tab04_01 refers to set 01 in tab04). for each tag are defined in the library's
tab01.lng table, column 6.
fix_doc_tag_008
Automatically adds the date of publication to positions 07-10 (or corrects the existing values) of MARC21 008 field according
to the date entered in MARC21 260 field, sub-field $c.
fix_doc_tag_100_open_date
Automatically adds the current date (creation date) to positions 00-07 of UNIMARC 100 field. The date is entered in the
pattern YYYYMMDD.
fix_doc_tag_008_open_date
Automatically adds the current date (creation date) to positions 00-05 of MARC21 008 field.
fix _doc_type
This fix program is used to add a new field to the cataloging record according to the specifications defined in a configuration
table which is itself a parameter that must be defined in the parameters column of the tab_fix table (see Configuration tables
(expand_doc_type) . This program - together with the table - can be used, for example, to create a field that contains the
format of the record based on the contents of other field(s) present in the record (for example, a combination of the LDR and
the 008 field). In the following example, the new field contains the string 'FILM' according to a match performed on the values
of both the LDR and the 008 field:
TYP
Film
LDR
F06-01
EQUAL
g
008
F33-01
EQUAL
m
In the above example, the TYP field ($aFilm) is created when position 06 of the LDR contains a 'g' and position 33 of the 008
field contains an 'm'. Following is the structure of the new field:
TYP
L $$aFilm
The tab_type_config table of the library's tab directory is a sample table that can be used to define the specifications for the
creation of the new field by the fix_doc_type program. If necessary, similar tables can be added and passed as parameters.
Note that in the tab_fix table, the name of the configuration file - for example, tab_type_config - should be added as a
parameter in column 3. Following is a sample of the setup needed in the tab_fix table to use the new program:
! 1
2
3
!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
TYP
fix_doc_type
tab_type_config
fix_doc_uk_222
This program adds a new 222 UKMARC field to SE (serial) format records. The 222 field is created from fields 245 and 240,
sub-fields $a, $j and $s.
fix_doc_uni_100
Automatically adds date of publication to positions 09-12 (or corrects the existing values) of UNIMARC 100 field according
to the date entered in UNIMARC 210 field, sub-field $d.
fix_doc_uni_100_advanced
The fix_doc_uni_100_advanced program is similar to the fix_doc_uni_100 program. This program automatically inserts or
corrects the dates in the 09-12 and 13-16 positions of the UNIMARC 100 field according to the date entered in the UNIMARC
210 field, sub-field $d. Additionally, the dates of the 210 field (sub-field $d) are standardizes. For example, for dates like 198?
or 19?, the fix program replaces question marks and spaces with "-" (hyphens).
fix_doc_usm_001
Automatically creates a 001 field. The value is taken from the sequence "last-001-number" in UTIL G/2. If the 001 field
already exists, a new 001 field is created based on the "last-001-number" and the old field is stored in a new 035 field.
fix_doc_usm_222
This program adds a new 222 MARC21 field to SE (serial) format records. The 222 field is created from the 245 field,
sub-fields $a and $b.
Key to fix_doc.lng table:
❍
❍
❍
❍
Column 1 - Procedure ID
This is the unique code by which the system identifies the procedure. It must be an ID defined in column 1 of the
tab_fix table.
Column 2 - Fix current record / Derive New record
This column defines if a new record is going to be created when performing a fix routine, or if the current record is
going to be fixed. Values are Y (Open as new record) and N (Fix current record). Routines that have been set to N
appear under the Fix record option in the Edit menu. Routines that have been set to Y appear under the Derive new
record option in the Edit menu.
Column 3 - ALPHA
This is the ALPHA of the menu option. L stands for Latin; S for Cyrillic; R for Greek; H for Hebrew; A for Arabic.
Column 4 - Text of menu option
Enter a description of the procedure up to 45 characters long. This text will appear under the Fix record option and the
Derive new record option in the Edit menu according to the setup of column 2.
It is possible to write external programs for fixing records. External programs may be written in any programming language
and can be executed without linkage to ALEPH 500. They are especially useful for special on site developments.
The program must reside in $alephe_exe. On UNIX it should have no extension whereas in NT it should have a *.exe
extension. When the program is compiled, it will be placed in $alephe_proc.
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13.12 LOCATE FUNCTION
The Locate function of the Cataloging module enables you to find records in other databases or in your local database that are
similar to the current record you have selected. The System Librarian is responsible for setting up the criteria that the system
uses in order to determine which records are similar. (For example, you can decide that if the records have the same words in
the title and author fields, then the records are "similar.") You can define the criteria by editing the tab_locate table (UTIL
G/1/h). Note that the criteria defined in this table also affect the Locate function in the OPAC.
The tab_locate table defines the locate routine that is to be used when searching for a record in other databases. Multiple lines
can be set up for one library, in which case all lines are taken with an AND condition between them. The tab_locate table
should include both the source and target library.
Bases for the locate function are defined in the ALEPHCOM/TAB/LOCATE.DAT file.
Following is a sample of the tab_locate table:
!
1
2
3
4
5
!!!!!!!!!!!!!!!!!!!!-!!!!!-!-!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
USM01
100## a wau=
locate_str_1
USM01
245## a wti=
locate_str_0
USM01
008##
wyr=
locate_str_2
UNI01
UNI01
100## a wau=
245## a wti=
locate_str_1
locate_str_0
Key to tab_locate table:
❍
❍
❍
❍
❍
Column 1 - Library Code
Enter the library code of the library in which you want to locate records.
Column 2 - Tag and indicators
Enter a field tag that is used as a "locate" parameter. You may define specific indicators. Use the # character to indicate
any indicator. Note that this is always the local tag (e.g. see the tag definitions for locating in UNI01 -UNIMARC type
library- from USM01 which is a MARC21 library).
Column 3 - Sub-field
Enter the sub-field that is used as a "locate" parameter.
Column 4 - Find command
Enter the WRD code that is used with the find command to search for similar records.
Column 5 - Extract function
The extract functions define in which way are the contents of the field going to be treated.
Extract functions:
locate_str_0:
Takes sub-field content as is.
locate_str_1:
Runs "build_filing_key" on sub-field and takes 2 longest words. A word must be at least two characters in order to be
considered to be a "word". If the sub-field has only one word, that word is taken.
locate_str_2:
Takes year from 008## Position 8 Length 4.
The "locate" section in the CATALOG/TAB/CATALOG.INI file defines if the record found using the Locate function should
be merged automatically to the current record or not.
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13.13 DUPLICATE RECORD FUNCTION
The Duplicate Record function enables you to copy the currently displayed record and then edit the copy. The new record is
located on your local drive.
It is up to you, the System Librarian, to determine whether the new record should be assigned automatically to the Home
Library (the library to which the user is currently connected); assigned automatically to another specific library; or assigned to
the library of the cataloger's choice (in which case, a list of all available libraries is displayed for the cataloger to choose
from).
In order to determine which of the above is in effect, open the CATALOG.INI file (found in the client's CATALOG/TAB
directory). Go to the [DuplicateRecord] section. Following is an example of what you may find there:
[DuplicateRecord]
Library=HOME
If you want the new record to be assigned automatically to the Home library, type HOME to the right side of the equal (=)
sign. If you want a different library, type the code for the library, e.g., USM01. If you want the cataloger to choose from a list
of all available libraries (that is, all libraries listed in the per_lib.ini file in the CATALOG/TAB directory), type ALL. If you
want to define the list of libraries that the cataloger can choose from, type the list of libraries, e.g.,
Library=USM01,USM20,ACC01,UBW01
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13.14 IMPORTING UPDATED TABLES
You may determine whether or not the system will automatically import updated Catalog tables when the Cataloger opens the
Catalog module. To do so, go to the Client's CATALOG/TAB directory and open the CATALOG.INI file. Go to the section
labelled [Package]. Following is an example of the relevant section:
[Package]
AlwaysImport=Y
Enter Y to the right of the equal sign if you want the system to import updated tables automatically.
Enter N to the right of the equal sign if you want the system to ask the Cataloger whether or not he wants to import the updated
tables.
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13.15 FLOATING KEYBOARD
The Floating Keyboard enables you to insert characters that are not present in your workstation's standard keyboard. The
Floating Keyboard is configured by the System Librarian according to the needs of the library. The Floating Keyboard below
is an example of a floating keyboard.
Two files define the Floating Keyboard setup:
❍ Keyboard.ini
❍ Keyboard.txt
Both files are located in the ALEPHCOM/TAB directory.
Keyboard.ini
The keyboard.ini defines the configuration settings.
The sample below matches the example Floating Keyboard shown above.
[Main]
Title=Keyboard
MainMenu=Options
MenuFont=Choose Font
MenuExit=Exit
[WindowLocation]
KeyboardWindowPosition=594,291
KeyboardWindowRelocate=Y
;[UnicodeEdit]
;Font=16Bitstream Cyberbit
[Tabs]
NoTabs=5
[Tab1]
Caption=Latin Supplement
Font=14 AlLatin
FontCharset=ANSI_CHARSET
NoCols=10
BtnWidth=40
BtnHeight=25
[Tab2]
Caption=Hebrew
Font=12 XL Fixed Hebrew
FontCharset=DEFAULT_CHARSET
NoCols=10
BtnWidth=40
BtnHeight=25
[Tab3]
Caption=Modern Cyrillic
Font=14 AlCyril
FontCharset=DEFAULT_CHARSET
NoCols=10
BtnWidth=40
BtnHeight=25
[Tab4]
Caption=Greek
Font=14 AlGreek
FontCharset=DEFAULT_CHARSET
NoCols=10
BtnWidth=40
BtnHeight=25
[Tab5]
Caption=Old Cyrillic
Font=18 AlOldCyr
FontCharset=DEFAULT_CHARSET
NoCols=10
BtnWidth=40
BtnHeight=25
Table sections:
1. [WindowLocation] This section defines the position of the Floating Keyboard and whether or not it is possible to
relocate it.
2. [Tabs] This section defines the number of tabs that appear in the Floating Keyboard.
3. [Tab(number)] For example, [Tab3] This section defines the configuration settings for each tab of the keyboard.
❍ Caption: Defines the caption of the tab (e.g. Upper).
❍ Font: Defines the font and the font size for the tab. This is filled in automatically by the system according to the
selection made through Choose font function from the Options menu of the Keyboard.
❍ FontCharset: Defines the charset of the font. This is filled in automatically by the system according to the selection
made through Choose font function from the Options menu of the Keyboard.
Note:You may need to modify this setup in accordance with the operating system of the client. In order to prevent this
necessity, we recommended that you choose bitmap fonts with unique names and Unicode encoding, such as, for
example AlOldCyr.
❍ NoCols: Defines the number of columns for the tab.
❍ BtnWidth: Defines the width of the character keys for the tab.
❍ BtnHeight: Defines the height of the character keys for the tab.
Keyboard.txt
The Keyboard.txt file defines the characters that are displayed in each tab.
The sample below matches the example Keyboard shown above.
! First line is font and font size definition
[Latin Supplement]
!!!!!!!!!!-!!!!!!!!!!
! Text
Code
!!!!!!!!!!-!!!!!!!!!!
\192
\00C0
\193
\00C1
\194
\00C2
\195
\00C3
etc...
[Hebrew]
!!!!!!!!!!-!!!!!!!!!!
! Text
Code
!!!!!!!!!!-!!!!!!!!!!
\224
\05D0
\225
\05D1
\226
\05D2
\227
\05D3
etc...
[Modern Cyrillic]
!!!!!!!!!!-!!!!!!!!!!
! Text
Code
!!!!!!!!!!-!!!!!!!!!!
\192
\0410
\193
\0411
\194
\0412
\195
\0413
etc...
[Greek]
!!!!!!!!!!-!!!!!!!!!!
! Text
Code
!!!!!!!!!!-!!!!!!!!!!
\162
\184
\185
\186
\0386
\0388
\0389
\038A
etc...
[Old Cyrillic]
!!!!!!!!!!-!!!!!!!!!!
! Text
Code
!!!!!!!!!!-!!!!!!!!!!
\192
\0410
\193
\0411
\194
\0412
\195
\0413
etc...
This file contains two columns:
❍ Column 1 - Text:
This column defines the display on the keys of the Floating Keyboard. You can enter any alphabetic string or the ASCII
value of the character itself. If you enter an ASCII value, it must be preceded with a backslash (\) in order to display the
character.
❍ Column 2 - Code:
This column contains the Unicode value of the character that is inserted in the cataloging draft.
Note that the table is divided according to the tabs for the keyboard. Each section should be entered in the same order in which
it is defined in the Keyboard.ini file. The link between a tab in the two files is determined by order, and not by the capture.
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13.16 AUTHORIZATIONS
13.16.1 Allowed and Denied Tags
The permission.dat table, accessible through UTIL M/10, defines allowed and denied tags for different catalogers.
Following is a sample of the table:
!1
2
3 4
!!!!!!!!!!-!!!!!-!-!!!!!!!!!!
YOHANAN
##### Y
YOHANAN
650## N
OMRI
OMRI
TAMI
TAMI
YIFAT
#####
100##
#####
245##
#####
Y
N
Y
N
N
IVGENIA
TAMI
YIFAT
##### P OMRI
##### P YOHANAN
##### P YOHANAN
Key to permission.dat:
❍
❍
❍
Column 1 - User Name
This is the unique string by which the system identifies the cataloger/user.
Column 2 - Tag Code
This column contains the allowed or denied tag and indicators. Use the hash (##) as a placeholder for undefined tags
and/or indicators (e.g. 100## means tag 100 any indicators; ##### means ALL tags).
Column 3 - Type of Permission
Values are Y, N and P. Enter Y for allowed tags and N for denied tags. In the above sample of the table, the user OMRI
has authorization to edit all fields except the 100 field. P can be used to define that a user is a proxy of another user
already defined in the table. The user will have the same editing rights as the other user. In the above sample of the
table, all entries assigned to the user YOHANAN are assigned to the users TAMI and YIFAT. The value P indicates
that all other entries for TAMI and YIFAT are ignored.
In the Cataloging module, denied tags will appear in a different color and the GUI's status bar will denote that there is
no permission to edit the tag.
A user that does not have an entry in the permission.dat table is denied permission to edit any tag. If the library does not
want to use the permission.dat mechanism, the table can be removed and all users will then be allowed to edit any tags.
Note that a switch in the library's tab/tab10 table, TAB10-CAT-PERM-BY-PROXY, defines whether or not the system will
automatically create entries for all users that are linked by Z66-USER-PROXY when packing the cataloging tables (UTIL
M/7).
13.16.2 Cataloging "OWN" Permissions
The system librarian can assign a group of allowed OWN values for a cataloger. This can be done by setting up the
tab_cat_own table in the library's tab directory (UTIL M/16).
Up to five different OWN values of cataloging records can be allowed for a single OWN value of a user.
Following is a section of the table:
!
1
2
3
4
5
6
!!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!!
CAT
AA
BB
CAT1
BB
CC
DD
In this example, any user with the value CAT in its Cat. OWN Permission field has authorization for updating records with
OWN values of AA and BB. Those users with the value CAT1 in their Cat. OWN Permission field, have authorization for
updating records with OWN values of BB, CC and DD.
Note that it is possible to assign more than 5 different OWN values of cataloging records to a user's OWN value by using the
hash (#) character as a wildcard. Following is a sample of the table in which the # sign is used to cover more OWN values:
!
1
2
3
4
5
6
!!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!!
MECAT
ME###
MECAT1
#####
MECAT2
##########
MECAT3
ME###
GR####
MACA##
MACAT1
Based on the sample above:
❍ ME### includes, for example, MEDUC, MELEC, and so on.
❍ ##### includes all OWN values that are up to five characters.
❍ ########## includes all possible OWN values (this is equal to the GLOBAL authorization).
Key to the tab_cat_own table:
❍
Column 1 - User's OWN Permission
❍
This column contains the value of the Cat. OWN Permission field assigned to the user(s). Use the hash (#) character as a
placeholder for any character. For example, CAT## includes users with OWN Permission CAT, CAT1, CATXX, and so
on.
Columns 2 to 6 - Record's OWN value
Columns 2 to 6 contain the record's OWN values which the user with the OWN permission defined in column 1 is
allowed to update. Use the hash (#) character as a placeholder for any character. For example, ME### includes,
MEDUC, MELEC, and so on.
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13.17 MERGING RECORDS
The system librarian is in charge of defining which fields are retained or overwritten when merging two cataloging records,
this is done by editing the library's tab/tab_doc_merge table (UTIL M/15).
The Merging records function runs when the Paste record option is selected from the Edit menu of the Cataloging module. The
system uses the definitions of the tab_doc_merge table if the following line is defined in the library's tab/fix_doc table:
MERGE fix_doc_merge_(01-99)
The Merging records function can also be used when the Locate similar records is selected from the Edit menu of the
Cataloging module. The system uses the definitions of the tab_doc_merge table if the following line is defined in the library's
tab/fix doc table:
LOCAT fix_doc_merge_(01-99)
Following is a sample of the tab_doc_merge table:
!1 2 3
4
!!-!-!-!!!!!
01 1 Y #####
01 1 N 008##
01 1 C 245##
01 1 Y 245##
Key to tab_doc_merge
❍
❍
❍
❍
Column 1 - Merge set
This column is used to define different merging routines. Up to 99 different merging routines may be defined, values are
01 to 99. Note that the routine should match the definitions of the library's tab/fix_doc table (e.g. if you want to work
with the 03 routine, then fix_doc_merge_03 should be defined in the fix_doc table). Additionally, please note that the
lines of the table are limited to 99.
Column 2 - Merging direction
Values are 1 and 2. 1 defines lines for the original record, i.e. the document into which fields are merged/pasted. 2
defines lines for the document from which fields are copied.
Column 3 - Action
Values are Y, N and C:
Y - For the original record (1) - retains the field.
For the copied record (2) - copies the field.
N - Does not retain the field.
C - Retains the field only if it does not appear in the other record.
Column 4 - Tag code
This column contains the field tag and its indicators. Use the hash (#) as a placeholder for undefined tags and/or
indicators (e.g. 100## means tag 100 any indicators; ##### means ALL tags).
This column can also be used for sub-field and sub-field contents to use as filters as shown in the following example:
01 2 Y 590##5,*abc*
In the above example, the tag 590 is disregarded if sub-field $5 of the field does not contain the string "abc" as part of
its contents.
In the example above, all fields are taken from the original document (1) except the 008 field. The 245 field is always taken
from the copied record. If the copied record does not have a 245 field, the 245 field of the original record is retained.
Otherwise it is overlaid from the second document to the original record.
Note that the search for the code is sequential. For example:
01 1 N 008##
01 1 Y #####
At first, the system will not take the 008 field because of the N in column 3 for the field. Then, the system continues "reading"
the next line that defines that all fields should be taken. The result is that the 008 field is taken too.
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13.18 UPDATING THE TABLES PACKAGE (UTIL M/7)
After making changes to any of the tables of the catalog directory ($data_root/pc_tab/catalog), the system librarian is in charge
of repackaging the cataloging tables. The cataloging tables are repackaged by performing UTIL M/7. This updates the
packaged file of tables (pc_cat.pck) in the library's catalog directory. When a user connects to a home library in the Cataloging
module, the system compares the tables on the client with the date of the pc_cat.pck package on the server. If the dates are
different, the user is prompted to update the tables on the client.
Among other tables/files, the catalog directory contains cataloging forms (for example, 008_bk.lng for MARC21), cataloging
templates (e.g., 008_bk.lng for MARC21), help screens (taginfo.lng), codes for the FMT field (formats.lng), field contents for
fixed text fields (tag_text.dat), list of valid tags and aliases (codes.lng), and so on.
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13.19 SUB-FIELD PUNCTUATION
The tab_subfield_punctuation in the library's tab directory is used to define the punctuation that is added to the headings in the
catalog draft and to the headings for display in the Web OPAC and GUI applications. The table is required to add punctuation
to headings from which punctuation has been stripped in order to normalize them. The tab_subfield_punctuation table can be
edited through UTIL M/16.
Following is a sample of the tab_subfield_punctuation table:
! 2
3 4 5
6
!-!!!!!-!-!-!!!!!!!!!!-!!!!!!!!!!
1 AUT##a d ,
a 4 ,
a b .
".
d
.
-.
1 TIT## a b :
:
A
A
A
A
A
1####
1####
100##
100##
110##
a
.
d
.
a 4 ,
d 4 ,
b
.
.
-.
.
Key to tab_subfield_punctuation:
❍
❍
Column 1 - Program code
Use "1" for sub-field punctuation for headings (column 2 contains a heading code).
Use "A" for sub-field punctuation for fields (column 2 contains a field tag).
Column 2 - Access code / tag and indicators
The tab_subfield_punctuation has two types of lines or section, lines that define sub-field punctuation for a heading and
lines that define sub-field punctuation for a field.
This column contains an ACC code (e.g. TIT, SUB) for lines that define sub-field punctuation for headings. Punctuation
for headings is necessary for the display of headings in the Web and GUI OPAC.
❍
❍
❍
❍
This column contains a MARC tag with indicators for lines that define sub-field punctuation for fields. Use the hash (#)
as a placeholder for undefined indicators. Punctuation for fields is necessary when the system automatically updates the
bibliographic record from a linked authority record. When the bibliographic record is updated from the authority
database the system always uses the preferred term (1XX) from the authority record. Originally the bibliographic record
may have more data then the authority record. These data should be retained. In MARC, authority records do not have
end punctuation while bibliographic records do. The tab_subfield_punctuation table is used to add end punctuation to
the updated field. The table can be also used to add punctuation between the end of the preferred term from the
authority record and the additional sub-fields retained from the bibliographic record (e.g. between sub-field $a personal name - and sub-field $t - title of MARC21 600 field).
Column 3 - Sub-field code
Enter the sub-field to which the end punctuation is going to be added.
Column 4 - Following sub-field code
Enter the sub-field that follows after the end punctuation added to the sub-field defined in the previous column.
Column 5 - Punctuation to add
Enter the punctuation signs that should be added to the sub-field.
Column 6 - If punctuation
This column is used to determine whether or not the punctuation defined in column 5 is added to the field. If the field
already ends with the punctuation defined in column 6, punctuation from column 5 is not added.
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13.20 VALIDATION OF CONTENTS OF A FIELD
You can set up ALEPH to check the contents of some fields. This can be done through the check_doc_line_contents table in
the library's tab directory. The table can be accessed through UTIL M/8/b.
Following is a sample of the check_doc_line_contents table:
! 2
3
4
5
!!-!!!---!-!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!
## 020## a isbn
## 260## c range
1850 2001
## 260## c length
4
Key to the check_doc_line_contents table:
❍
❍
❍
❍
❍
Column 1 - Record's format
Enter a specific record format (e.g. BK), or use ## as a wild card to indicate that the field is appropriate for any format.
If you enter a specific format, it must be one that has been defined in the Material Types table.
Column 2 - Field tag and indicators
Enter the field tag of the field to be checked. Use the hash (#) as a placeholder for undefined indicators.
Column 3 - Sub-field code
Enter the sub-field code of the sub-field to be checked. If the column is left blank, then the field is taken as is.
Column 4 - Name of check program
The existing check programs are "isbn", "issn", "length", "number_length", and "range":
"isbn" - verifies that the ISBN entered in the field is a valid ISBN.
"issn" - verifies that the ISSN entered in the field is a valid ISSN.
"length" - verifies that the length of a numeric string matches the values defined in column 5.
"number_length" - verifies that the number_length of a numeric string matches the values defined in column 5.
"range"- verifies that the numeric string entered in the field matches the range defined in column 5.
Column 5 - Values to check
For "length" enter (e.g. for sub-field $c of MARC21 field 260, the length is "4" for the year).
For "range" enter (e.g. for sub-field $c of MARC21 field 260, enter reasonable values for the range of the year, for
example 1850 - 2001).
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13.21 CHECK FIELD OCCURRENCES AND DEPENDENCY
BETWEEN FIELDS
Definitions for field occurrences and dependency between fields for checking routines are set up in the check_doc_doc table in
the library's tab directory. This table can be edited through UTIL M/8/c.
The table contains two sections:
❍ OC
❍
D
Following is a sample of the OC
section:
OC BK 5001 00 01 100## 110## 111## 130##
OC XX 5002 01 01 245##
OC BK 5003 01 01 260##
OC SE 5007 01 01 310##
This section enables you to define which fields are mandatory and their repeatability.
Key to the OC section of check_doc_doc:
❍
❍
❍
❍
Column 1 - Section ID
Enter OC for each line of this section of the table.
Column 2 - Record format
Enter a specific record format (e.g. BK), or use XX as a wild card to indicate that the check is appropriate for any
format. If you enter a specific format, it must be one that has been defined in the Material Types table.
Column 3 - Error message code
Enter the code of the error message that is displayed in the Cataloging module. The code should match the definitions of
the check_doc.lng table (UTIL M/8/w) located in the library's tab directory.
Column 4 - Minimum of occurrences
00 indicates that the field is not mandatory. Any number from 01 indicates that the field must be present.
❍
❍
Column 5 - Maximum number of occurrences
If the field is not repeatable enter 01. If the field is repeatable, you may use values 02 to 99 to define that the field can
be repeated up to the number of times according to the selected value.
Column 6 - Field code
Enter the field code of the fields for which occurrences are being defined. Up to 5 field codes can be entered (with "OR"
implied).
In the above sample of the table, the first line indicates that a record may have only one occurrence of either MARC21 field
100, or 110, or 111 or 130. These fields are not mandatory.
Following is a sample of the D
section:
D BK 7003 2450#
Y 1####
N
D BK 7004 2451#
Y 1####
Y
This section of the table enables you to define dependencies between fields, such as if one is present another must be present,
or if one is present another must not be present.
Key to the D section of check_doc_doc:
❍
❍
❍
❍
❍
❍
❍
Column 1 - Section ID
Enter D for each line of this section of the table.
Column 2 - Record format
Enter a specific record format (e.g. BK), or use XX as a wild card to indicate that the check is appropriate for any
format. If you enter a specific format, it must be one that has been defined in the Material Types table.
Column 3 - Error message code
Enter the code of the error message that is displayed in the Cataloging module. The code should match the definitions of
the check_doc.lng table (UTIL M/8/w) located in the library's tab directory.
Column 4 - Field code
Field code for the first part of the condition. Use the hash (#) as a placeholder for undefined tags and/or indicators (e.g.
100## or 1#0##)
Column 5 - Type of dependency
This column defines if the check relates to the field being present or not. Values are Y and N. Use Y to define that the
field is present. Use N to define that the field is not present.
Column 6 - Field code
Field code for the second part of the condition. Use the hash (#) as a placeholder for undefined tags and/or indicators
(e.g. 100## or 1#0##).
Column 7 - Type of dependency
This column defines if the check relates to the field being present or not. Values are Y and N. Use Y to define that the
field is present. Use N to define that the field is not present.
In the above sample of the section, if a record has a 245 field with 0 as first indicator, then the 1XX fields must not be present.
If the record has a 245 field with 1 as first indicator, then a 1XX field must be present.
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13.22 CHECK ROUTINES FOR DOCUMENT DELETION
The check_doc_delete table lists all the checking programs that are run when the user chooses the "Delete record from server"
option from the Edit menu.
Up to 100 programs may be defined.
Following is an example of the check_doc_delete table - this example lists the existing checking routines:
!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
check_doc_delete_lkr
check_doc_delete_item
check_doc_delete_order
check_doc_delete_copies
The check_doc_delete_lkr program checks if there are any links from the record to another record.
The check_doc_delete_item program checks if the record has any associated items.
The check_doc_delete_order program checks if the record has any associated order.
The check_doc_delete_copies program checks if the record has any associated subscriptions.
The check_doc_delete_aut_bib program checks if the authority record to be deleted has any bibliographic records associated
with the heading of the record.
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13.23 FORBIDDEN ERRORS AND TRIGGERS
You can set up the system to have check programs that are run when the record is sent to the server to activate a trigger or be
defined as forbidden. This can be done by editing the check_doc_mandatory (UTIL M/8/e) table in the library's tab directory.
Following is a sample of the check_doc_mandatory table:
! 1 2
!!!!-!
0001 M
0002 M
0003 M
0004 M
0005 M
0101 T
0110 T
0141 M
Key to the check_doc_mandatory table:
❍
❍
Column 1 - Identifying number of the check program
Enter the error code of the check program. User defined error codes are defined in the check_doc.lng (UTIL M/8/w)
table in the library's tab directory. System defined error codes are defined in the check_doc (UTIL M/8/x) table in the
$alephe_root/error_lng directory.
Column 2 - Type of error
This column is used to define the type of error. Values are M and T. Errors of type M are considered forbidden errors
and will not allow the user to update the record. Errors of type T activate a trigger and allow database update. The
record's triggers can be retrieved through the Record's triggers option from the Edit menu of the Cataloging module.
Note that if error code 9999 (Too many errors) is not defined in the table, it is considered by the system as a forbidden errror
(type 'M').
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13.24 CHECKING ROUTINES FOR NEW HEADINGS IN THE
HEADINGS LIST
The system librarian can define which fields are ignored for purposes of the check message that informs the cataloger that the
heading is a new heading in the headings list (acc file). This is done by including the field in the check_doc_new_acc (UTIL
M/8/f) table in the library's tab directory.
Following is a sample of the check_doc_new_acc table:
! 1
!!!!!
245##
260##
Key to the check_doc_new_acc table:
❍
Column 1 - Field code
Enter the field code of the fields that should be ignored while checking for unique headings in the Heading List (ACC
index). Use the hash (#) as a placeholder for undefined tags and/or indicators. In the above sample, the title headings
and the imprint headings are ignored by the checking routine for new headings in the list.
Note that for the "New headings" check routine to be performed, the check_doc_new_acc program should be listed in
the check_doc table of the library's tab directory. The check_doc table lists all the checking programs that are run when
the user chooses the "Check Record" function.
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13.25 CHECKING ROUTINES FOR NEW HEADINGS IN THE
BIBLIOGRAPHIC AND AUTHORITY HEADINGS LIST
The check_doc_new_acc_aut table (UTIL M/8/g) in the library's tab directory defines the fields that should be ignored when
checking for new headings in the Headings List of the relevant authority library and in the Headings List of the bibliographic
library.
Following is a sample of the check_doc_new_acc_aut table:
! 1
!!!!!
245##
260##
Key to the check_doc_new_acc_aut table:
❍
Column 1 - Field code
Enter the field code of the fields that should be ignored while checking for unique headings in the Heading List (ACC
index) of the bibliographic library and in the Headings List of the relevant authority database. Use the hash (#) as a
placeholder for undefined tags and/or indicators. In the above sample, the title headings and the imprint headings are
ignored by the checking routine for new headings in the bibliographic list of headings and in the list of headings of the
relevant authority library.
Note that for the "New headings" check routine to be performed, the check_doc_new_acc_aut program should be listed in the
check_doc table of the library's tab directory. The check_doc table lists all the checking programs that are run when the user
chooses the "Check Record" function.
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13.26 CHECKING ROUTINES FOR NEW DIRECT INDEXES
(IND)
The system librarian can define which fields are ignored when the system checks whether or not a duplicate record is opened
in the Direct Request Index. This is done by including the field to be ignored in the check_doc_unique_index (UTIL M/8/h)
table in the library's tab directory.
Following is a sample of the check_doc_unique_index table:
! 1
!!!!!
050##
020##
Key to the check_doc_unique_index table:
❍
Column 1 - Field code
Enter the field code of the fields that should be ignored while checking for unique headings in the Direct Request Index.
Use the hash (#) as a placeholder for undefined tags and/or indicators. In the above sample, the Library of Congress call
number and the ISBN are ignored by the checking routine for new headings in the list.
Note that for the "Duplicate Direct Index" check routine to be performed, the check_doc_unique_index program should be
listed in the check_doc table of the library's tab directory. The check_doc table lists all the checking programs that are run
when the user chooses the "Check Record" function.
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13.27 LOCKING PERIOD FOR LOCKED RECORDS
Locked records are automatically unlocked after a period defined by the system librarian by defining the setenv
doc_lock_period variable in the pc_server_defaults table located in the $alephe_root directory. The period is defined in
seconds. By default, the variable has been set up to lock records for one hour:
setenv doc_lock_period
3600
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13.28 CHECK ROUTINES FOR CHECK RECORD
The check_doc table lists all the checking programs that are run when the user chooses the "Check Record" option from the
Edit Menu or clicks the "Check Record" icon.
Up to 100 programs may be defined.
Following is an example of the check_doc table:
!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
check_doc_new_acc
check_doc_new_acc_aut
check_doc_unique_index
check_doc_tag_text
check_doc_line
check_doc_line_contents
check_doc_lkr
check_doc_doc
13.28.1 Checking Programs
❍
check_doc_852
This program checks if the sub-library and collection codes - cataloged in sub-fields $b and $c of the MARC21 location
field (852) of the holdings record - match the definitions of the tab_sub_library and tab40 tables. Note that this program
shold be included in the check_doc table of the holdings library (xxx60).
❍
check_doc_adm_lkr This program checks if the bibliographic record to which the LKR field in the
administrative record is pointing (sub-field $b) is already linked to another administrative record. This program should
be used only in administrative libraries (XXX50).
❍
check_doc_aut_duplicate:
This program checks if the authority heading already exists in the GEN index of the authority database. Note that this
program should be included in the check_doc table of the authority database (xxx10).
❍
check_doc_doc
This program checks field occurences and dependencies between fields. list of the library.
❍
check_doc_line:
This program checks the validity of indicators and sub-fields; the presence of mandatory sub-fields according to the
definitions of the check_doc_line table; and dependencies between sub-fields.
❍
check_doc_line_contents:
This program checks the contents of some fields according to the definitions of the check_doc_line_contents table.
❍
check_doc_lkr:
This program checks the validity of the library and document number in the LKR field (sub-fields $l and $b).
❍
check_doc_locate
This program checks if there are records in the database that are similar to the one currently being updated.
❍
check_doc_new_acc:
This program checks whether or not a new record is opened in the headings list of the library.
❍
check_doc_new_acc_aut:
This program checks whether or not the cataloged heading is a new entry in the headings list of the bibliographic library
or of the authority library.
❍
check_doc_tag_text:
This program checks the validity of text entered into a sub-field defined in the check_doc_tag_text table.
❍
check_doc_unique_index:
This program checks whether or not a duplicate record is opened in the Direct Request index.
The View Related button of the Message List window can be used with the following check routines:
❍ check_doc_unique_index
❍ check_doc_delete_lkr
❍ check_doc_locate
❍ check_aut_duplicate
The button retrieves the related record associated with the message displayed for the record being checked.
Go to top of page
13.29 FIXED-LENGTH FIELDS CHECKING ROUTINES
Fixed-length fields checking routines are table-driven. These routines are flexible and can be customized by the system
librarian. Each fixed-length field has its own table for defining validation routines; the structure of the table is the same for all
fields. Currently, fixed-length validation routine tables have been defined for MARC21 006, 007, 008 and LDR (leader), and
for UNIMARC 100 and LDR (leader).
The fixed-length tables for MARC21 are the following:
❍ check_doc_field_006
❍ check_doc_field_007
❍ check_doc_field_008
❍
check_doc_field_ldr
The fixed-length tables for UNIMARC are the following:
❍ check_doc_field_100
❍ check_doc_field_ldr
Note that for the fixed-length validation checks to be functional, the check_doc_line program must be listed in the check_doc
table, accessed by using UTIL M/8/i.
Following is a sample of a check_doc_field_<tag> table, check_doc_field_006:
1
2 3 4
5 6 7
!!-!!!-!-!!!-!!!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
XX
000
1 acdefgijkmoprst
XX
XX
XX
XX
XX
000
000
000
000
000
a
a
a
a
a
001
002
003
004
001-004
1 ^abcdefghijklmop|
1 ^abcdefghijklmop|
1 ^abcdefghijklmop|
1 ^abcdefghijklmop|
3 check_val_left_just
3 check_val_alpha_order
XX 000 a 005
1 ^abcdefgj|
2 uv
XX 000 a 006
1 ^abcdfrs|
2 ghiz
XX 000 a 007
1 ^abcdefgijklmnopqrstvwz|
2 34hxy
XX 000 e 005-006 1 ^^,aa,ab,ac,ad,ae,af,ag,am,an,ap,au,az
1 ba,bb,bc,bd,be,bf,bg,bh,bi,bj,bo,br,bs
1 bu,bz,ca,cb,cc,ce,cp,cu,cz,da,db,dc,dd
1 de,df,dg,dh,dl,zz,||
Key to the check_doc_field_ tables:
Note that for columns that contain positions of the field a zero is added to the left of the position.
❍ Column 1 - Record Format
Enter a specific record format, or use XX as a wild card to indicate that the values for the position(s) of the field are
appropriate for any format. If you enter a specific format, it must be one that has been defined in the Material Types
table .
❍
❍
❍
❍
Column 2 - Match Offset
If needed, enter the field position used as a matching point for the character specified in column 3 (Start position). For
example, in the section above:
XX 000 a 001
1 ^abcdefghijklmop|
^abcdefghijklmop| are valid values for position 01 of the 006 MARC21 field when position 00 of the field contains
value "a".
Column 3 - Match Character
If needed, enter the field character (value) of the position given in the previous column. For example, in the section
above:
XX 000 a 001
1 ^abcdefghijklmop|
^abcdefghijklmop| are valid values for position 01 of the 006 MARC21 field when position 00 of the field contains
value "a".
Column 4 - (Start) Position
Start of the position range to check. For example, in the section above:
XX
000
1 acdefgijkmoprst
acdefgijkmoprst are the valid values for position 00 of the 006 MARC21 field.
Column 5 - End Position
If needed, end of the position range to check. For example, in the section above:
XX 000 e 005-006 1 ^^,aa,ab,ac,ad,ae,af,ag,am,an,ap,au,az
1 ba,bb,bc,bd,be,bf,bg,bh,bi,bj,bo,br
1 bs,bu,bz,ca,cb,cc,ce,cp,cu,cz,da,db
1 dc,dd,de,df,dg,dh,dl,zz,||
^^,aa,ab,ac,ad,ae,af,ag etc. are the valid values for positions 05 to 06 of the 006 MARC21 field when position 00 of
the field contains value "a".
❍
❍
Column 6 - Check Type
Defines the type of check that should be applied. Values are 1, 2 and 3:
■ 1 = Check for valid values.
■ 2 = Check for obsolete values.
■ 3 = Run an external check program.
Column 7 - Check Values
The check values depend on the check type defined in column 6.
If the check type is 1, then this column contains the list of valid values that are valid for the position range. If the value
being checked is present on the list, then no error message is displayed.
Values are separated by commas. If the position range is only one character wide, the commas may be omitted. For
example, in the section above:
XX
000
1 acdefgijkmoprst
acdefgijkmoprst are the valid values for position 00 of the 006 MARC21 field.
If the check type is 2, then this column contains a list of values that may be present but are obsolete. If the value being
checked is present on the list, an error message will be displayed informing the cataloger that the value is obsolete.
Values are separated by commas. If the position range is only one character wide, the commas may be omitted. For
example, in the section above:
XX 000 a 006
1 ^abcdfrs|
2 ghiz
^abcdfrs| are valid values for position 06 of the 006 MARC21 field when position 00 of the field contains value "a".
ghiz are obsolete values for the same position.
Note that for values of type 1 and 2, the blank should be indicated using the TAB10-DOC-BLANK-CHARACTER as
set in the tab10 table of the library's tab directory.
If the check type is 3, then this column contains the name of the external check routine that must be performed for the
position range. For example, in the section above:
XX 000 a 001-004 3 check_val_left_just
In this instance, for positions 01 to 04 of the 006 MARC21 field, when the value of position 00 is "a", the system
performs the check_val_left_just checking routine. This program verifies that the values in the position range are
left-justified.
Following are ALEPH's external check routines for fixed-length field validation tables:
❍
check_val_left_just
Verifies that the values in the position range are left-aligned.
❍
check_val_alpha_order
Verifies that the values in the position range are in alphabetical order, ignoring spaces.
❍
check_val_run_time
Verifies that the three characters specified constitute a valid running time (i.e., 000-999, ---, and nnn).
❍
check_fixed_field_length
Verifies that the field is as long as the start and stop offsets would indicate.
❍
check_val_red_ratio
Verifies positions 06-08 of the 007 MARC21 field for microforms (reduction ratio).
The specific reduction ratio of the microform, recorded as three digits. The number is right-justified and each unused
position contains a zero. A hyphen is used for any unknown portion of the reduction ratio.
❍
check_val_date_6
Verifies positions 17-22 of the 007 MARC21 field for motion pictures (film inspection date). Six characters that
indicate the most recent film inspection date; the date is recorded in the pattern ccyymm (century/year/month). A
hyphen is used for any unknown portion of the date. Six fill characters (||||||) are used if no attempt is made to code these
character positions.
❍
check_val_blank
Verifies that the position range consists only of blanks (^).
❍
check_val_date_4
For a four-position range, verifies that it forms a valid date (i.e., 1999, 19uu, ||||, etc.). The program does not permit the
first position to be "u", nor does it allow "uuuu".
❍
check_val_all_9
Verifies that the position range consists only of the digit 9.
❍
check_val_date_8
For an eight-position range, verifies that it forms a valid date (yyyymmdd). The program allows the last two positions
(corresponding to the day) to be blanks.
❍
check_val_numeric
Verifies that the position range consists only of digits.
❍
check_val_all_u
Verifies that the position range consists only of the value "u".
❍
check_val_date_4_or_u
Like check_val_date_4, for a four-position range, verifies that it forms a valid date. The difference is that "uuuu" is
permitted.
❍
check_val_country
Verifies that the position range forms a valid MARC country code. Valid country codes are defined in the
marc_country_codes table in the library's tab directory.
❍
check_val_language
Verifies that the position range forms a valid MARC21 language code. Valid language codes are defined in the
marc_language_codes table in the library's tab directory.
❍
check_val_bitdepth
Verifies positions 06-08 of the 007 MARC21 field for computer files (image bit depth).
A three-character number specifying the exact bit depth of the scanned image(s) that comprise(s) the computer file, or a
three-character alphabetic code which indicates that the exact bit depth cannot be recorded. Since the exact bit depth is
useful, coding should not include missing digits represented by hyphens (-). Three fill characters (|||) are used when no
attempt has been made to encode this data element.
❍
check_val_heading_use
Verifies that there is at least one "a" in the headings use codes of MARC21 008 field (positions 14-16). This routine
checks if the heading has been marked valid for any use.
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13.30 VALIDATION MESSAGES (TABLE DEPENDENT)
Table dependent error messages can be defined in the check_doc.lng table of the library's tab directory accessible through
UTIL M/8/w. This table contains user-defined validation messages that are table dependent and must be between the range of
5000-7000 only - e.g. checks in program check_doc_doc (UTIL M/8/c) such as:
OC XX 5002 01 01 245##
The message 5002 for the above example must be defined in the check_doc.lng table. Following is a section of the table that
contains the message (message 5002) for the line from the check_doc_doc table:
! 1 2
3
!!!!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
5001
5002
5003
5007
L
L
L
L
Multiple
Required
Required
Required
1XX! A record cannot have more
245 field is either missing or
260 field is either missing or
310 field is either missing or
than 1 main entry.
duplicated.
duplicated.
duplicated.
Key to the check_doc.lng table:
❍
❍
❍
Column 1 - Error Message Number
Error message number between the range of 5000-7000.
Column 2 - ALPHA
ALPHA of the message text. L stands for Latin; S for Cyrillic; R for Greek; H for Hebrew; and A for Arabic.
Column 3 - Error Message Text
Enter the message text that is displayed in the Cataloging module when performing the check routine.
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13.31 VALIDATION MESSAGES (SYSTEM-DRIVEN)
The check_doc table in the alephe/error_emg directory provides for validation messages for the check doc programs. The error
messages defined in this table are system-driven and are between the range of 0001-4999 and of 9000-9999.
Following is a section of the check_doc table:
1 2
3
!!!!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
0001
0002
0003
0004
0005
L
L
L
L
L
Document number $1 in library $2 points to current document.
Document has $3 item(s) attached to ADM record $1 in library $2
ADM record has $1 item(s) attached.
Document has $3 order(s) attached to ADM record $1 in library $2
ADM record has $1 order(s) attached.
Key to the check_doc table:
❍
❍
❍
Column 1 - Error Message Number
Error message assigned by ALEPH.
Column 2 - ALPHA
ALPHA of the message text. L stands for Latin; S for Cyrillic; R for Greek; H for Hebrew; and A for Arabic.
Column 3 - Error Message Text
Message text that is displayed in the Cataloging module when performing the check routine.
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13.32 EXPAND RECORD
The ALEPH integrated library system holds information in different types of records and in different types of "libraries"
(databases).
A standard system has a BIB library, for storing bibliographic data, and an ADM library, for storing administrative data. Most
installations will also have an AUT library, storing authority information, and a HOL library, storing holdings and location
information.
Libraries may want to display information from the non-bibliographic databases together with the linked bibliographic record.
Libraries may also want to enable the user to search the bibliographic database using information from other databases location, for example.
ALEPH enables the installation to "expand" information from one database record to another database record. This is possible
because there are links between the records in the various databases. The information that is "expanded" can be used for
display and/or for indexing. "Expand" routines can also be used to "expand" data within a record.
The "expand" function works with the tab_expand table (UTIL G/1/24). Every library has such a table, although it is the
bibliographic library that uses the table the most.
The tab_expand table defines three aspects:
1. The system function in which the expand program works.
2. The expand program that defines which data from the record can be expanded.
3. If required, additional parameters for the expand program.
Following is a sample of the tab_expand table:
!
1
2
3
!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
U39-DOC
expand_doc_fmt
U39-DOC
expand_doc_join
ACC
expand_doc_bib_acc
Key to tab_expand table:
❍
Column 1 - System context
This column contains the "context" wherein the expand is operative. Following are the available "context" functions:
RET
Context: Retrieval of records (b_ret_01) and sorting (b_ret_21).
WORD
Context: Word index creation/update (b_manage_01).
SORT-DOC
Context: Sort keys creation/update (b_manage_27).
ACC
Context: Headings index creation/update (b_manage_02).
INDEX
Context: Direct index creation/update (b_manage_05).
E-DOCContext: Specific format display. Used for running expand programs that should be applied only to specific formats. For
example, the expand_doc_uni_merge program should be functional only when the record is displayed in ISBD format.
The format number of the instance should match the format number defined in the edit_doc.lng table for the desired
format. For the expand_doc_uni_merge example mentioned above, if the ISBD format has been defined as 038 in the
edit_doc.lng table, then the tab_expand table should be defined as follows:
E-DOC-038
expand_doc_uni_merge
This replaces WEB-FULL, WEB-FULL-1, GUI-DOC-D and GUI-DOC-P.
CREATE-Z13
Context: Short bibliographic record creation/update (b_manage_07).
UPDATE-Z103
Context: Links creation/update (b_manage_12).
WEB-BRIEF
Context: Brief display (Web OPAC).
WEB-FULL
Context: Full display (Web OPAC).
WEB-SAVE
Context: Full print - save (Web OPAC).
WEB-MAIL
Context: Full print - mail (Web OPAC).
WEB-FULL-1
Context: Full display - format 01 (Web OPAC).
WEB-SCNIND
Context: Title display when browsing Direct indexes (Web OPAC).
WEB-ACCREF
Context: Authority record display from bibliographic heading (Web OPAC).
GUI-ACCREF
Context: Authority record display from bibliographic heading (GUI OPAC).
GUI-DOC-D
Context: Full display (GUI OPAC).
GUI-DOC-P
Context: Full print (GUI OPAC).
GUI-BRIEF
Context: Brief display (GUI OPAC).
HOLDING
Context: Display of item list.
PRINT-CUST
Context: Print custom format (b_print_01).
PRINT-REC
Context: Download records (b_print_03).
PRINT-CAT
Context: Print catalog (b_print_04).
PRINT-COL
Context: Print columnar format (b_print_08).
TAB33-DOC
Context: Navigation window.
UE-08
Context: UE-08 (for expanding authority records for UE-08 procedures).
Z39-SERVER
Context: Z39-SERVER.
HOL-LOC
Context: Use in the holdings library with expand_doc_hol_loc_1_a.
❍
❍
U39-DOC
Context: Record display through UTIL / F / 4.
Column 2 - Expand program
The expand program that defines which data is expanded.
Column 3 - Parameters
Certain expand programs require additional information such as field codes. This column is used to define additional
parameters for expand programs. Note that the documentation for each expand program indicates whether or not
parameters are needed (see for example, expand_doc_sort_field).
The following are the available expand programs:
Note that some expand programs have suffixes like "usm" and "mab". This convention is used for expand programs dependent
on the MARC format (such as MARC21, MAB, UNIMARC, and so on).
❍
expand_doc_856
The expand_doc_856 program expands external links (MARC field 856) of the bibliographic record to the holdings
record. This program should be added to the tab_expand table of the holdings library (XXX60).
Note that for this program to run, it is necessary also to define the expand_doc_hol_bib expand program that is used to
add bibliographic data to the holdings record.
For this expand program, the tab_expand table of the holdings library should include the following lines:
!
1
2
!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
WEB-FULL
expand_doc_hol_bib
WEB-FULL
expand_doc_856
Note that in the edit_paragraph (used by edit_doc 101) of the holdings library, the following should be defined:
109 URL## D -^
❍
##
A
expand_doc_adm_bib
The expand_doc_adm_bib program adds bibliographic data to the administrative record.
❍
expand_doc_aut_aut
For multilingual applications, the expand_doc_aut_aut program identifies the authority record of a heading that is a "see
also" in the authority record. The program adds all forms of the heading from the "main" authority record. This program
builds all languages for Broader and Narrower terms.
❍
expand_doc_bib_001
The expand_doc_bib_001 program builds a 001 field that contains the system number of the record. The field is built
only if the 001 field does not already exist in the record.
❍
expand_doc_bib_852_1
The expand_doc_bib_852_1 program expands the 852 MARC21 location field into the bibliographic record. The field
is brought from the holdings record and/or built from the information in the Z30 (item record). If the holdings record
has an 866 MARC21 field (textual holdings statement), the field is appended to the 852 field from the holdings record
that is expanded into the bibliographic record.
Sublibrary (subfield $b) and collection (subfield $c) codes are are expanded into subfields $4 and $5 in which the
sublibrary code and collection code are replaced by names using the tab_sub_library (sublibrary definitions) and tab40
(collection definitions) tables.
The second call number (Z30-CALL-NO-2) is expanded using the same subfield definitions used for expanding the
regular call number (Z30-CALL-NO) but in upper case. For example:
852
L $$bULINC$$cGEN$$HHG939.5 D38 1970$$bLincoln Library$$cGeneral$$HHG939.5 D38
1970
You can define field, sub-field and sub-field contents to filter the holdings records that are expanded. This can be done
by defining the field, sub-field and sub-field contents in the parameters column (col. 3) of the library's tab_expand table.
For example, if the tab_expand table contains the following line:
!
1
2
3
!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
U39-DOC
expand_doc_bib_852_1
852
,b,ULINC
when the bibliographic record is displayed using the UTIL F/4 utility (U39-DOC routine), the holdings records attached
to the bibliographic record are expanded only if sub-field $b of the 852 field contains the value 'ULINC'. Holdings
record that do not match this definition are not expanded.
The format for the filtering definitions is the following:
FIELD,SUB-FIELD,CONTENTS
❍
expand_doc_bib_acc
For multilingual applications, the expand_doc_bib_acc program adds other language fields to the record. The program
adds all the headings (Z01 records) that are linked to the same authority record as the heading field in hand, and are not
cross references.
Note that expand_doc_bib_accref includes expand_doc_bib_acc, therefore there is no need to have it listed under the
WORD system function. The expand_doc_bib_acc program should only be used with the ACC system function.
❍
expand_doc_bib_accref
The expand_doc_bib_accref program adds non-preferred terms to the bibliographic record in order to build word entries
from cross-references. This feature allows the user to perform a "find" search on preferred or non-preferred terms with
the same result.
The expand_doc_bib_accref should only be used with the WORD system function.
❍
expand_doc_bib_hol
The expand_doc_bib_hol program adds holdings data (the holdings record) to the bibliographic record.
❍
expand_doc_bib_hol_usm
The expand_doc_bib_hol_usm program takes the 866 MARC21 field (textual holdings - basic bibliographic unit) of the
holdings record and concatenates it with the 852 MARC21 field (location) of the holdings record, creating a new 866
field. In addition to the new 866 field, the program adds the holdings record to the bibliographic record.
Note that if the holdings record has field STA, the record displays in the Web OPAC only if the field text is
"DISPLAY". If the record does not have an STA field, the record displays.
❍
expand_doc_bib_hol_usm_2
The expand_doc_bib_hol_usm_2 program takes the 866 MARC21 field (textual holdings - basic bibliographic unit) of
the holdings record and concatenates it with the 852 MARC21 field (location) of the holdings record, creating a new
866 field.
❍
expand_doc_bib_inv
The expand_doc_bib_inv program builds an INV field from the inventory number of the item record
(Z30-INVENTORY-NUMBER). Following is the structure of the INV field:
INV $a [inventory number]
❍
expand_doc_bib_loc_n and expand_doc_sort_loc_x
The following expand programs are used to include location information in bibliographic indexes and displays. They are
a modular set of expand programs that integrate the functionality of expand_doc_bib_loc_usm and
expand_doc_bib_psts.
This expand mechanism generates intermediate PS1 fields; the PS1's are sorted and de-duplicated into PST fields.
Codes (for example, sublibrary) in the PST fields are expanded into display forms.
Following is the list of the programs:
■
expand_doc_bib_loc_1_a
■
expand_doc_bib_loc_1_b
■
expand_doc_bib_loc_1_b2
■
expand_doc_bib_loc_1_c
■
expand_doc_bib_loc_1_c2
■
expand_doc_sort_loc_a
■
expand_doc_sort_loc_b
■
expand_doc_bib_loc_3_a
■
expand_doc_bib_loc_4_a
■
expand_doc_bib_loc_4_b
■
expand_doc_bib_loc_cleanup
■
expand_doc_hol_loc_1_a
Additionally, note that a Z07 record is triggered for the bibliographic record linked to the item when one of the
following fields of the item record is updated:
Z30-SUB-LIBRARY
■ Z30-MATERIAL
■ Z30-ITEM-STATUS
■ Z30-COLLECTION
■ Z30-CALL-NO-TYPE
■ Z30-CALL-NO
■ Z30-CALL-NO-KEY
■ Z30-CALL-NO-2-TYPE
■ Z30-CALL-NO-2
■ Z30-CALL-NO-2-KEY
■ Z30-DESCRIPTION
■ Z30-INVENTORY-NUMBER
This ensures that the expanded bibliographic record is updated when information related to the item is changed.
■
The following is an example of the setup for a site where items are linked to holdings records:
!
1
2
!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
XXX-XXX
expand_doc_bib_loc_1_a
XXX-XXX
expand_doc_bib_loc_1_b
XXX-XXX
expand_doc_bib_loc_1_b2
XXX-XXX
expand_doc_bib_loc_1_c
XXX-XXX
expand_doc_sort_loc_b
XXX-XXX
expand_doc_bib_loc_2_a
XXX-XXX
expand_doc_bib_loc_3_a
XXX-XXX
expand_doc_bib_loc_cleanup
Following is an example of the setup for a site where item are not linked to holdings records:
!
1
2
!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
XXX-XXX
expand_doc_bib_loc_1_a
XXX-XXX
expand_doc_bib_loc_1_b
XXX-XXX
expand_doc_bib_loc_1_b2
XXX-XXX
expand_doc_bib_loc_1_c2
XXX-XXX
expand_doc_sort_loc_a
XXX-XXX
expand_doc_bib_loc_2_a
XXX-XXX
expand_doc_bib_loc_3_a
XXX-XXX
expand_doc_bib_loc_cleanup
❍
expand_doc_bib_loc_1_a
This expand imports the holdings library code (XXX60), the holdings system number and the indicators and sub-fields
of the MARC21 location field (852) into the temporary PS1 field.
❍
expand_doc_bib_loc_1_b
This expand imports items into the temporary PS1 field using links of type ADM. This should be used in the
bibliographic library (XXX01) and in Course Reading libraries (XXX30).
❍
expand_doc_bib_loc_1_b2
This expand imports items into the temporary PS1 field using links of type ITM. The expand should be used in Course
Reading libraries (XXX30) and in any regular bibliographic library that uses ITM links (e.g. analytical records).
Note that for expand_doc_bib_loc_1_b and expand_doc_bib_loc_1_b2 the Z16 is not included as in
expand_doc_bib_loc_usm and expand_doc_bib_psts.
❍
expand_doc_bib_loc_1_c
1. In order to set priority for processing status over item status, this expand stores the item process in sub-field $e. If
the item is not in process, this expand routine takes the loan status of the item and stores it in sub-field $d.
2. Creates PST directly from the holdings record, bypassing the creation of the temporary PS1, if there are no items
linked to the holdings record.
This program should be used for sites where the items and the holdings records are linked.
❍
expand_doc_bib_loc_1_c2
This program is like the expand_dco_bib_loc_1_c program except that it does not create the PST directly from the
holdings record if there are no items linked to the holdings record.
This program should be used for sites where the items and the holdings records are not linked.
❍
expand_doc_sort_loc_a
This program sorts uniquely the PS1 fields (items + holdings) creating a PST field for each unique PS1. PS1 match for
uniqueness is on sub-library, collection, call number and status.
This program should be used for sites where the items and the holdings records are not linked.
❍
expand_doc_sort_loc_b
This program sorts uniquely the PS1 fields (items) creating a PST field for each unique PS1. PS1 match for uniqueness
is on sub-library, collection, call number and status. Note that holdings records that do not have linked items already
have PST created directly by expand_doc_bib_loc_1_c.
This program should be used for sites where the items and the holdings records are linked.
Note that as expand_doc_sort_loc_a and expand_doc_sort_loc_b are mutually exclusive, it is only possible to use one of
these at a time. present in the item (for example, copy-level notes).
❍
expand_doc_bib_loc_3_a
This expand program adds the following sub-fields (replaces codes by names) for display purposes:
$3 - Material type (display form)
$4 - Sub-library name
$5 - Collection name
$6 - Item loan status (display form)
$7 - Item process status (display form)
❍
expand_doc_bib_loc_4_a
Imitates expand_doc_bib_loc_usm creating a LOC field.
❍
expand_doc_bib_loc_4_b
Imitates expand_doc_bib_psts creating a PSTS field.
❍
expand_doc_bib_loc_cleanup
This program removes the intermediate PS1 fields.
❍
expand_doc_hol_loc_1_a
This program creates an STA field with $aSUPPRESSED-TEMP if all the items attached to the holdings record are in a
temporary location. SUPPRESSED holdings records are not displayed at the head of items list in the Web OPAC.
❍
expand_doc_bib_loc_disp
The expand_doc_bib_loc_disp program expands sub-fields $b, $c and $o of the LOC field created by
expand_doc_bib_loc_usm, adding sub-fields $4 (sub-library), $5 (collection) and $3 (material type) in which the codes
are replaced by names.
❍
expand_doc_bib_loc_usm
The expand_doc_bib_loc_usm program builds three fields from the Z30 (item record), the Z16 (subscription record),
and the 852 field (location) of the holdings record: SBL, LOC and STS.
Structure of the SBL field:
Indicators - both undefined, each contains a blank.
$a [sub-library code]
Structure of the LOC field:
1st indicator: Location type (0-8).
2nd indicator: undefined, contains a blank.
$b [sub-library code]
$c [collection code]
$h [location] if location type is 0-3 or 6-8.
$j [location] if location type is 4.
$l [location] if location type is 5.
$o [material type]
Structure of the STS field:
Indicators - both undefined, each contains a blank.
$a [item status code]
This program uses the same environment variable that is used when ALEPH automatically updates the Z16
(subscription record) and the Z30 (item record) from the 852 field of the linked holdings record. The program only
expands the sub-fields of the 852 field defined in the correct_852_subfields environment variable defined in the
aleph_start_505 file. In this way, call numbers from the item and the holdings record are treated consistently when they
are merged into a single list during the expand.
Additionally, please note that a Z07 record is triggered for the bibliographic record linked to the item when one of the
following fields of the item record is updated:
- Z30-SUB-LIBRARY
- Z30-MATERIAL
- Z30-ITEM-STATUS
- Z30-COLLECTION
- Z30-CALL-NO-TYPE
- Z30-CALL-NO
- Z30-CALL-NO-KEY
- Z30-CALL-NO-2-TYPE
- Z30-CALL-NO-2
- Z30-CALL-NO-2-KEY
- Z30-DESCRIPTION
- Z30-INVENTORY-NUMBER
A Z07 for the bibliographic record is also triggered when the linked subscription record is updated.
This ensures that the expanded bibliographic record is updated when information related to the linked item or to the
linked subscription information is changed.
❍
expand_doc_bib_psts
The expand_doc_bib_psts program builds a PSTS field from the Z30 (item record), the Z16 (subscription record), and
the 852 field of the holdings record. This routine shows the processing status of the item record if available, as well as
the location, collection and the sub-library.
Structure of the PSTS field:
Indicators - both undefined, each contains a blank:
$b [sub-library code]
$c [collection code]
$h [location] if location type is 0-3 or 6-8.
$j [location] if location type is 4.
$l [location] if location type is 5.
$d [item status] if no item process status.
$e [item process status] if there is an item process status.
Note that the item process status is stored in sub-field $e. If the item is not in process, the expand routine takes the loan
status of the item and stores it in sub-field $d.
This program uses the same environment variable that is used when ALEPH automatically updates the Z16
(subscription record) and the Z30 (item record) from the 852 field of the linked holdings record. The program only
expands the sub-fields of the 852 field defined in the correct_852_subfields environment variable defined in the
aleph_start_505 file. In this way, call numbers from the item and the holdings record are treated consistently when they
are merged into a single list during the expand.
Note that the expand_doc_bib_psts program extracts items linked the bibliographic record through ADM and ITM
links. It is necessary to extract ITM links so that the expand program will display items in a Course Reading library
whether or not the ADM record is linked to the Course Reading document or to a bibliographic document.
This expand routine skips those holdings records that have been suppressed ($$aSUPPRESSED or
$$aSUPPRESSED-REF).
Additionally, note that a Z07 record is triggered for the bibliographic record linked to the item when one of the
following fields of the item record is updated:
- Z30-SUB-LIBRARY
- Z30-MATERIAL
- Z30-ITEM-STATUS
- Z30-COLLECTION
- Z30-CALL-NO-TYPE
- Z30-CALL-NO
- Z30-CALL-NO-KEY
- Z30-CALL-NO-2-TYPE
- Z30-CALL-NO-2
- Z30-CALL-NO-2-KEY
- Z30-DESCRIPTION
- Z30-INVENTORY-NUMBER
A Z07 for the bibliographic record is also triggered when the linked subscription record is updated.
This ensures that the expanded bibliographic record is updated when information related to the linked item or to the
linked subscription information is changed.
❍
expand_doc_bib_psts_disp
The expand_doc_bib_psts_dip program expands sub-fields $b and $c of the PSTS field created by
expand_doc_bib_psts, adding sub-fields $4 (sub-library name) and $5 (collection name) in which the codes are replaced
by names.
Note that expand_doc_bib_psts is intended for indexing, while expand_doc_bib_psts_disp is intended for display.
❍
expand_doc_bib_tab04
The expand_doc_bib_tab04 program is primarily intended for the Z39_SERVER instance in the tab_expand table of the
library's tab directory. This program can be used in order to translate alphabetic tags into numeric values (for example,
LOC to 952). Note that the Z39 protocol does not recognize o non-numeric tags and ALEPH fields (such as LOC, CAT,
Z30, and so on) need to be converted using the expand_doc_bib_tab04 program.
The program works with the tab04 table of the library's tab directory. The tab04 table is used to set up the specification
for the conversion of one set of cataloging tags to another. The expand_doc_bib_tab04 program uses entries defined
under the conversion routine 90. Following is a sample from the tab04 table:
90 Z####
9#### N
90 CAT##
956
N
90 #####
##### N
Note that the last line in this sample should always be present.
❍
expand_doc_bib_z30
This program is used to expand the item's information into the bibliographic record. The expand_doc_bib_z30 program
is used with the expand_doc_bib_z30 table of the library's tab directory. The expand program creates a new virtual field
- Z30-1 (for copy items) or Z30-2 (for issue items) - that contains the item's information; the table is used to define
which fields from the item record are expanded and to determine the sub-field structure of the new expanded field.
Note that this program should be used with special care as it can create performance problems, due to the potential
overflow of the buffers. This program should be avoided by libraries that have numerous item records linked to one
bibliographic record (usually due to the individual listing of serial issues).
❍
expand_doc_bnu_initials
This expand program adds a virtual sub-field $G to UNIMARC fields 701, 702, 711, 712 and 200. The virtual sub-field
is built from the pinyin translation of these fields which is stored in sub-field $A. The sub-field contains the initials of
the contents of sub-field $A (initials of the intellectual responsibility or/and title). Note that this expand program is to be
used by Chinese installations only and enables the retrieval of records using initials.
❍
expand_doc_course
The expand_doc_course program must be used for the implementation of the Course Reading management. The
program should be present in the tab_expand table of the Course Reading library (XXX30), under all instances (system
function).
❍
expand_doc_extract
The expand_doc_extract program is used with the tab_expand_extract table of the library's tab directory. This table
defines extraction of sub-fields for indexing. For example, if the library wants to create a headings list of "chronological
subdivisions" for "subject added entries - topical terms", it is possible to define that MARC21 650 field, sub-field $y is
to be expanded into a new tag (for example, y650). The virtual field may then be indexed or displayed.
❍
expand_doc_fmt
The expand_doc_fmt program builds a TYP field from the record's format (FMT field).
Structure of the TYP field:
Indicators - both undefined, each contains a blank: $a [record's format code] $b [record's format name]
❍
expand_doc_fmt_mgu
The expand_doc_fmt_mgu program builds a TYP field indicating the type of record. The TYP field is created based on
coding in the LDR (positions 06 and 07), 006 (position 00), 007 (positions 00 and 01), and 008 (position 23) fields.
Structure of the TYP field:
Indicators - both undefined, each contains a blank.
$a [<type of record>]
The TYP field is generated with one of the following:
<Electronic Resource>
<Web Resource>
<Microform>
<Serial>
<Electronic Journal>
<Web Journal>
<Microform Serial>
<Computer File>
<Map>
<Digital Map>
<Score>
<Sound>
<Archive/MSS>
<Visual>
<Graphic>
<Kit>
<Realia>
❍
expand_doc_hol_852_disp
The expand_doc_hol_852_disp program expands sub-fields $b and $c of the 852 MARC21 location field adding
sub-fields $4 and $5 in which the sub-library code and collection code are replaced by names.
❍
expand_doc_hol_bib
The expand_doc_hol_bib program adds bibliographic data to the holdings record.
❍
expand_doc_join
The expand_doc_join program is used with the tab_expand_join table of the library's tab directory. This table creates a
virtual field out of two or more MARC fields. The tab_expand_join table determines which fields and which of its
sub-fields should be joined, in which order and what the resulting field should be called.
For example, if the library wants to create a headings list of authors and titles, it is possible to define that MARC21
fields 100 and 245 are to be expanded into a new tag (e.g. TMP01). You may then send the new virtual tag and 7XX
fields that have sub-field $t to a common author/title list.
❍
expand_doc_join_simple
The expand_doc_join_simple program is used with the tab_expand_join_simple table of the library's tab directory. This
table creates a virtual field taking specific occurrences or all occurrences of a field and joins it with specific or all
occurrences of another field. The tab_expand_join_simple table determines which fields and which of its sub-fields
should be joined, in which order and what the resulting field should be called.
Note that the expand_doc_join program is useful for indexing, while expand_doc_join_simple is useful for creating
virtual fields for display.
❍
expand_doc_rotate
The expand_doc_rotate program builds a virtual 600 field from sub-fields $a (personal name) and $t (title of a work) of
the MARC21 600 field (subject added entry - personal name). In the new 600 field, sub-field $t is sorted before
sub-field $a.
For example, from 600 $a $c $d $t expand_doc_rotate adds 600 $t $a.
❍
expand_doc_sort
The expand_doc_sort program is used with the tab_expand_sort table of the library's tab directory. The program sorts
the sub-fields of a specific field according to the sorting order setup in the table.
❍
expand_doc_sort_field
This program sorts a specific field according to the parameters defined in column 3 of the library's tab_expand table. In
the following example, 260 MARC21 field is sorted according to the contents of sub-field $b (Name of publisher,
distributor, etc.):
tab_expand is defined as follows:
!
1
2
3
!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
U39-DOC
expand_doc_sort_field
260##,b
260 fields were cataloged as follows:
260
L $$aBogota :$$bOveja Negra,$$c1999.
260
L $$aLondon :$$bHeadline Book Publishing,$$c1994.
According to the above definitions of tab_expand for expand_doc_sort_field, the fields are now sorted as follows:
260
260
❍
L $$aLondon :$$bHeadline Book Publishing,$$c1994.
L $$aBogota :$$bOveja Negra,$$c1999.
expand_doc_split
The expand_doc_split program is used with the tab_expand_split table of the library's tab directory. The program cuts
the content of a tag into separate tags on each occurrence of a sub-field, taking all the sub-fields from the sub-field to
the next sub-field. For example, if sub-field $a is set in the table, then $a $b $c $a $a $c split into:
$a $b $c
$a
$a $c
❍
expand_doc_type
This program can be used to create a new field according to the specifications defined in a configuration table which is
itself a parameter that must be defined in the parameters column of the tab_expand table (see Configuration tables
(expand_doc_type) . This program - together with the table - can be used, for example, to create a field that contains the
format of the record based on the contents of field(s) present in the record (for example, a combination of the LDR and
the 008 field). In the following example, the new field contains the string 'FILM' according to a match performed on the
values of both the LDR and the 008 field:
TYP
Film
LDR
F06-01
EQUAL
g
008
F33-01
EQUAL
m
In the above example, the TYP field ($aFilm) is created when position 06 of the LDR contains a 'g' and position 33 of
the 008 field contains an 'm'. Following is the structure of the new field:
TYP
L $$aFilm
Note that the name of the configuration table - for example, tab_type_config - should be added as a parameter in column
3 of the library's tab_expand table.
❍
expand_doc_uni_merge
The expand_doc_uni_merge program is used by UNIMARC libraries to merge linked records and display them
together. For example, for displaying linked records in brief format, the following line should be present in tab_expand:
!
1
2
!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
WEB-BRIEF expand_doc_uni_merge
❍
expand_doc_yr
This expand program builds a virtual YR field that contains the publication date (year) based on the parameters entered
in column 3 of the tab_expand table. Following is the structure of the YR field:
YR $a [year]
In the following example, the tab_expand table is set up so that the year is taken from the 008 MARC 21 field. If the
008 field has no publication date, the contents expanded into the new YR field are taken from subfield $c of the 260
MARC 21 field:
!
1
2
3
!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
U39-DOC
expand_doc_yr
008,260##c
If the publication year is 2001, for example, then the new field is built as follows:
YR
L $$a2001
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13.33 EXPAND-RELATED TABLES
13.33.1 Configuration tables (expand_doc_type)
The tab_type_config table of the library's tab directory is a sample table that can be used to define the specifications for the
creation of the new field created by the expand_doc_type expand/fix program. This program - together with the table - can be
used, for example, to create a field that contains the format of the record based on the contents of various fields present in the
record (for example, a combination of the LDR and the 008 field). In the following example, the new virtual field contains
'FILM' according to the values of both the LDR and the 008 field:
TYP
Film
LDR
F06-01
EQUAL
g
008
F33-01
EQUAL
m
In the above example, the TYP field ($aFilm) is created when position 06 of the LDR contains a 'g' and position 33 of the 008
field contains an 'm'.
Note that tab_type_config is a sample table and - if necessary - more configuration tables (with the same structure) can be
added and passed as parameters in the parameters column of the tab_fix and tab_expand tables. This allows for flexibility, for
example, different configuration tables can be used for display and for indexing.
Following is a sample from a configuration table:
! 1
2
3
4
5
6
7
8
!!!!!-!!-!!!!!!!!!!!!!!!!!!!!-!!!!!-!!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!
982
Media
LDR
F06-01
EQUAL
[g,k,r,o]
982
BK Book
LDR
F06-01
EQUAL
a
982
Film
LDR
008
F06-01
F33-01
EQUAL
EQUAL
g
m
982
Videorecording
LDR
F06-01
008
F08-01
Key to the configuration tables (for example, tab_type_config):
EQUAL
EQUAL
g
v
Key to the configuration tables (for example, tab_type_config):
❍
❍
Column 1 - Target tag
Target field created with the contents of column 2 and/or column 3 by the expand_doc_type.
Column 2 - Format code
Format code, for example, BK (for book). The value entered in this column is expanded into sub-field $a of the new
field created by expand_doc_type. If the column is left blank, then the format name (value of column 3) is added to
sub-field $a of the new field. For example, if the table contains the following line:
TYP
BK Book
LDR
F06-01
EQUAL
a
then a new TYP field with the following structure is added when position 06 of the LDR field contains an 'a':
TYP
L $$aBK$$bBook
If this column is left blank, the new field will be created/expanded as follows:
❍
TYP
L $$aBook
Column 3 - Format name
Format name, for example, Book. If a format code is present (column 2), then the format name is added/expanded into
sub-field $b of the new field. If no format code is defined, then the format name is added/expanded into subfield $a of
the new field. For example, if the table contains the following line:
TYP
BK Book
LDR
F06-01
EQUAL
a
then a new TYP field with the following structure is added when position 06 of the LDR field contains an 'a':
TYP
L $$aBK$$bBook
If the format code column is left blank, the new field is created/expanded as follows:
❍
❍
TYP
L $$aBook
Column 4 - Field tag
Field from the record used to determine the material type that is expanded into the new field. In the following line, the
LDR (position 06 with 'a') is used to define that the record is for a book:
TYP
BK Book
LDR
F06-01
EQUAL
a
Column 5 - Sub-field(s) or fixed field position
This column contains the subfield codes or the fixed field positions (of the field defined in column 4) to be checked. In
the following line, the program checks position 06 of the LDR:
TYP
BK Book
LDR
F06-01
EQUAL
In the following line, the program checks sub-field $a of the 490 field:
❍
a
TYP
Thesis
4901# a
MATCH
[masters*,education*]
Column 6 - Match criteria
This column is used to define the match criteria in relation to the contents of the subfield or the fixed field positions
defined in column 5. Following are the available options: EQUAL, N-EQUAL, EXIST, N-EXIST, MATCH and
N-MATCH.
Usage:
EQUAL (N-EQUAL) - checks for direct match
■ EXIST (N-EXIST) - checks if the field exists without checking the contents of the field contents. For example, if
a record has a 027 MARC 21 field, then the record is a technical report (contents are irrelevant).
■ MATCH (N-MATCH) - checks for a match that is not case sensitive
Column 7 - Contents
This column contains the contents of the field or of the fixed field position that are used to match on (according to the
match criteria defined in column 6). Use [] to enclose multiple values to match on. The relationship between the values
is of type OR. In the following line, the match is based on values 'e' or 'f' of position 06 of the LDR field:
■
❍
❍
TYP
Map
Column 8 - Case-sensitive matching
Case-sensitive matching flag. Values are:
LDR
F06-01
EQUAL
[e,f]
Y = Matching is case-sensitive
■ N = Matching is not case-sensitive
Note that if the column is left blank, the default is no case-sensitive matching.
■
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13.34 CATALOGING PRODUCTIVITY REPORT
A cataloging productivity report can be produced by performing UTIL S/5/3.
This service measures the productivity of the catalogers within a specific time period. The report includes the number of new
records cataloged and the number of updated records by each cataloger. In addition, this service summarizes the total
cataloging activity (total number of new records and total number of updated records) for the library between the given time
period.
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13.35 COLUMN HEADINGS (PC_TAB_COL.LNG)
pc_tab_col.lng defines the columns of information that are displayed in list windows in the GUI clients.
In order to define column headings, edit the bibliographic library (USM01) table pc_tab_col.lng using UTIL I/9 or the
ALEPHADM module. For more information about pc_tab_col.lng, see the Web Guide - General chapter - Desktop
Customization - GUI and Toolbars section.
The following is a list of the Cataloging windows which use pc_tab_col.lng for formatting data, and their identifiers (Column
1 in pc_tab_col.lng).
Identifier
Acquisitions GUI Windows
CAT_CHECK_DOC Messages *
PC_CAT_SCAN
Headings in Library (Search headings options)
* In this GUI table, an optional color/font can be used by the system for color/font differentiation between values of the same
column. The alternative font and color are defined in Column 8 and 9 of pc_tab_col.lng.
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13.36 CLIENT SETUP (CATALOG.INI)
The *.ini files define font sizes, colors, window locations, and so on, as well as module-dependent defaults. The following are
the catalog.ini sections:
[ConvertFile]
The ConvertFile section is used for the conversion mechanism of the Import records option of the Cataloging module.
Convert1=L,Books in print conversion,..\..\catconv\bin\convert.exe,BIP,0
The "convert" lines list the available conversion programs. In the example above, the "Books in print" string is the conversion
name displayed Conversion Program window.
The definitions of the "convert" line include the exact location of the conversion program and - if needed - specific parameters
(for example, type of conversion and character conversion).
The following is the basic structure for the "convert" lines:
ConvertN=TextALPHA,Text,ProgramPath,[Parameter1,Parameter2,...,ParameterN]
Text: Text that is displayed in the GUI (Choose Conversion Program window in the Cataloging module).
TextALPHA: Alpha of the text.
ProgramPath: The path of the program to be executed.
Parameters: Parameters for the conversion program (optional and program-dependent).
When converting external records into ALEPH format and importing them into your system, it is possible to convert different
codepages into UTF-8. To support this, a parameter can be added to the convert lines of the Convert section of the catalog.ini
file. The parameter is used to define the input codepage that is to be converted into UTF-8. Following is the convert line for
CDMARC records in Cyrillic:
Convert5=L,CDMARC conversion for Cyrillic,..\..\catconv\bin\convert.exe,CDMARC,C
P1251
This parameter is defined by defining CP + the codepage number (for example, CP1251 for Cyrillic).
If no conversion is needed, this parameter can be set to CPUTF.
DefaultInputDir=..\..\catconv\cnvfiles
The DefaultInputDir variable contains the default directory that is opened when the Convert records option is selected from
the Import records menu of the Cataloging module.
DefaultOutputDir=c:\temp
The DefaultOutputDir variable contains the default directory in which the converted file is temporarily stored.
[WindowLocation]
The WindowLocation section defines the location and size of the windows of the module. For example, the following lines
define the location of the messages window:
MessageListResize=Y
MessageListRelocate=Y
MessageListSize=400,300
MessageListPosition=100,100
The MessageListResize and MessageListRelocate flags determine if the user can change the size and positions of the window
from the window in the module.
The MessageListSize and MessageLostPosition variables contain the size and location of the message window.
[DialogLocation]
The DialogLocation section defines the location of the dialog boxes of the module. For example, the following lines define the
location of the cataloging forms and of the Fix record dialog box:
Form=Center
FixDoc=80,80
The location is defined in pixels as in the Fix record dialog box example. If the dialog box is set to "Center", the box will be
located in the center of the screen (not the center of the application).
[Form]
Color1=000,000,000
Color2=255,000,000
Color3=000,000,128
Color4=000,096,000
Color5=255,255,192
The Color[n] lines are used to define the color of the text in the cataloging forms. In this example, string that is preceded by
#C2 will be displayed in red.
FontSizeX=12
FontSizeY=20
The FontSizeX and FontSizeY lines are used to define the grid for the fonts of the cataloging forms.
[Editor]
CtrlShiftReverseScreen=Y
If the CtrlShiftReverseScreen flag is set to Y, then while working with a cataloging draft, Ctrl+Shift can be used to reverse the
layout of the record (left-to-right / right-to-left). This is especially useful when entering script that is written from right-to-left.
TabCompletion=Y
If the TabCompletion flag is set to Y, then for sub-fields that have a list of options defined (tag_text.dat), it is possible to type
the beginning of the text and press the Tab key so that the system fills in automatically the complete string.
AutoSaveTimeout=1
The AutoSaveTimeout variable is used to define the interval - in minutes - between autosaves of local records. If the variable
is set to 0 (zero), the records are not saved automatically.
UseOldSystemNumber=N
The UseOldSystemNumber flag is used to define whether the system number of a record that is being duplicated should be
kept as the system number of the new copy of the record. This flag should be set to N.
DisplayTagInfo=Y
The DisplayTagInfo flag determines whether or not the catalog name tags are displayed in the catalog draft in addition to the
(usually numeric) field tags. If the flag is set to Y, the name tags are displayed.
HighLightTag=Y
The HighLightTag flag determines whether the tag of the field that is currently being edited appears highlighted or not. If the
flag is set to Y, the tag is highlighted while the field is edited.
EditTag=Y
The EditTag flag determines whether the code tag can be edited/changed or not. If the flag is set to N, the cataloger will not be
able to overwrite tags.
ExpandNewTag=Y
The ExpandNewTag flag determines whether the sub-fields defined in the marc_exp.dat are displayed when a field is selected
from the list of valid fields - available by using the hotkey F5 or by selecting the New field (choose from list) option from the
Edit menu -.
SortDeleteEmptyFields=Y
The SortDeleteEmptyFields determines whether or not empty fields are deleted when the Sort record option is selected from
the Edit menu.
FontSizeX=10
FontSizeY=17
The FontSizeX and FontSizeY variables are used to define the grid for the fonts of the cataloging draft (e.g. tags, indicators,
contents).
Width=85
Height=30
The Width and Height variables define the width and height of the editor in characters.
BackGroundColor=255,255,255
InfoColor=128,000,000
TagColor=000,000,255
IndColor=000,000,255
SubColor=192,000,000
FieldColor=000,000,000
DeniedFieldColor=128,128,128
DeniedFieldBackGroundColor=255,255,255
SelectForeGroundColor=255,255,255
SelectBackGroundColor=000,000,128
TagHighLightColor=255,255,255
TagHighLightBackGroundColor=128,000,000
FieldColor1=000,000,000
BackGroundColor1=000,255,000
FieldColor2=000,000,000
BackGroundColor2=255,000,000
The above variables are used to define the colors of the different elements of the cataloging draft (e.g. the color of highlighted
tags, the color of the indicators, etc.).
LocalDocumentNumber=597
The LocalDocumentNumber variable is a counter that contains the last local number + 1. The variable is updated
automatically by the system. Note that the user should not change the value of the variable.
DeleteTempDocumentsInterval=7
The DeleteTempDocumentsInterval variable is used to define the interval (in days) for NEW* records that have not been
updated/created to be deleted automatically from the local drive. If the variable is set to 0 (zero), records will not be deleted
automatically.
[ExpandTemplate]
BK=..\template\temp_bk.mrc
This section can be used to define a default template for a specific record format. In this case, the default template is selected
automatically by the system when the cataloger uses the Expand from template option for a record with the defined format. In
the above example, the tem_bk.mrc template - located in the CATALOG/TEMPLATE directory - has been defined as the
default template for records of BK (book) format. If no default template is defined, a popup dialog box is displayed for the
user to select the appropiate template.
[DuplicateRecord]
Library=ALL
This variable is used to define the library/libraries options when duplicating a record. Values are:
❍ HOME - The record is duplicated automatically to the Home Library (this is the library to which the user is currently
connected)
❍ ALL - A window listing all libraries defined in the CATALOG/PERLIB.INI file is displayed allowing the user to select
the library in which he wants the new record to be saved.
❍ <library code > [, <library code>] - To define specific libraries for selection (e.g. USM01, USM10, USM30).
[Package]
AlwaysImport=Y
When you connect to a Home Library, the system checks to make sure that the module is using the most recent version of the
database tables. If the AlwasysImport flag is set to Y, the system will load automatically the updated tables without a load
prompt being displayed. If the AlwasysImport flag is set to N, the user will be asked if she/he wants to load the library tables.
[OffLine]
OffLine=N
The OffLine flag determines whether the Cataloging module will work with a server connection or not. If the flag is set to Y,
the client connects automatically to the server when opening the module. If the flag is set to N, no connection is launched and
the cataloger may continue working in Offline mode. When working in Offline mode, the user has access to data that has
already been downloaded to the local PC (for example, help screens, forms, and so on), but he will not be able to perform
functions related to the server (for example, checking procedures, database update, and so on).
[Locate]
MergeRecord=Q
The MergeRecord variable specifies whether the located similar record should be merged automatically to the current record.
If the variable is set to Y, then the selected similar record is merged automatically to the current record without a message
being displayed. If the variable is set to N, then the catalog draft of the selected similar record is displayed. If the variable is
set to Q, a message is displayed asking the user if the records should be merged.
[AdjustToolbar]
BitmapType=NormalWithoutText
The BitmapType variable specifies the Toolbar properties (icon size and text). The variable is updated automatically by the
system and should not be changed by the user.
[StatusBar]
IndicatorServer=Y
The IndicatorServer flag determines whether information related to the server - to which the module is connected - should be
displayed in the status bar at the bottom of the screen. Values are Y and N. If the flag is set to N, then no information
associated to the server is displayed.
IndicatorLibraryInfo=Y
The IndicatorLibraryInfo flag determines whether the name and code of the home library - to which the module is connected should be displayed in the status bar at the bottom of the screen. Values are Y and N. If the flag is set to N, then the home
library name and code are not displayed.
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13.36 CATALOGING TABLES
Library Tables
1.
check_doc
The check_doc table lists all the checking programs that are run when the user chooses the "Check Record" option from
the Edit menu or clicks the "Check Record" icon.
2.
check_doc.lng
The check_doc.lng table provides validation messages for the check doc programs. The error messages defined in this
table are system driven and are between the range of 0001-4999.
3.
check_doc_delete
The check_doc_delete table defines the check programs activated before a record is deleted from the system. Up to 100
programs may be defined.
4.
check_doc_doc
The check_doc_doc table defines field occurences and dependencies between fields.
5.
check_doc_line
The check_doc_line table is used when performing tag specific validity checks on a field. The program checks:
1.
2.
3.
4.
6.
Validity of indicators and sub-fields.
Repeatablity and non-repeatability of sub-fields.
The presence of mandatory sub-fields.
Dependencies between sub-fields.
check_doc_line_contents
The check_doc_line_contents table is used to validate the contents of a field (for example, the ISSN).
7.
check_doc_mandatory
The check_doc_mandatory table is used to define that certain check programs activate triggers or are defined as
forbidden. Forbidden errors cannot be overridden and the user is unable to save the record.
8.
check_doc_new_acc
This table defines the fields that should be IGNORED for purposes of the check messages regarding new acc headings.
Up to 1000 codes that should be IGNORED can be defined. # may be used as a wild card.
9.
check_doc_new_acc_aut
This table defines the fields that should be IGNORED when checking for new acc headings, combined with a check in
the relevant AUT library (using tab_aut -UTIL G/1/d).
10.
check_doc_tag_text
The check_doc_tag_text table validates pre-defined texts for fields.
11.
check_doc_unique_index
The check_doc_unique_index table is used to define the field that should be ignored when the system checks whether or
not a duplicate record is opened in the Direct Request index.
12.
expand_doc_bib_z30
The expand_doc_bib_z30 table is used to define the information from the item record that is expanded by the
expand_doc_bib_z30 program. The table defines which fields from the item record are taken; defines in which cases
these fields should be taken (for issues, for copy items, and so on,); defines in which sub-fields of the expanded field the
information should be stored; and for some specific item fields, it defines if the codes should be replaced by names (for
example, the sub-library code can be replaced by the sub-library name).
13.
tab00.lng
The tab00.lng table defines the system index files. There should be one such table for each language defined.
14.
tab01.lng
The tab01.lng table contains the tag codes and names of MARC and ALEPH fields.
15.
tab02
The tab02 table defines text that is used by the fix_doc_non_filing_ind program. The program sets the value of a field's
non-filing indicator. Fix programs are defined in the tab_fix table.
16.
tab04
The tab04 table converts one set of cataloging tags to another. Different conversion routines can be defined and linked
to the fix_doc_tab04_(01_99) program. This can be used when importing records from a database with a different
cataloging system.
Note that all tags not defined in this table are deleted from the record when activating the fix routine.
17.
tab05
The tab05 table defines captions for links between records using subfields in the LKR field. In the LKR tag, the MARC
tag defining the reason for linking two records is registered in sub-field 'r'. Tab05 defines the caption to display in the
OPAC before sub-fields $$n and $$m.
18.
tab11
The tab11.lng table is used to define the connection between the record fields and the access (ACC), index (IND) and
word (WRD) files.
19.
tab_aut The tab_aut table establishes which headings indexes in the bibliographic database should be subject to
authority control. This table also designates per ACC index which authority database should be checked for a match.
20.
tab_doc_merge
The tab_doc_merge table defines the fields to be retained, when overlaying cataloging records.
21.
tab_expand
The tab_expand table defines two aspects:
1. The expand program that defines which data from the record can be expanded.
2. The system function in which the expand program works.
22.
tab_expand_extract
The tab_expand_extract table defines extraction of subfields (in a virtual manner) for indexing. This allows separate
indexing of every occurrence of a sub-field.
23.
tab_expand_join
The tab_expand_join table creates a single virtual field out of two MARC fields. The table determines: which fields
(and which of its sub-fields) are joined; in which order fields and sub-fields are joined; by what name the resulting field
should be called. The new virtual field can be used for indexing and display.
24.
tab_expand_join_simple
The tab_expand_join_simple table creates a virtual field taking specific occurences of another field. The table
determines which fields and which of its sub-fields should be joined, in which order, and what the resulting field should
be called.
25.
tab_expand_split
The tab_expand_split table is used to cut the contents of a tag into seperate virtual tags on each occurence of a sub-field,
taking all the sub-fields from the sub-field to the next sub-field. For example, if sub-field $a is set in the table, then
$a$b$c$a$a$c split into:
$a$b$c
$a
$ac
26.
tab_fix
Fix routines are standard library-defined procedures that automatically "fix" or make changes to cataloging records. The
tab_fix table defines two aspects:
1. The fix program that defines the type of "change" performed on the cataloging record.
2. The fix routine in which the fix program runs.
27.
tab_locate
The tab_locate table defines the locate routine to be used when searching for a similar record in other databases.
Multiple lines can be set up for one library, in which case ALL lines are taken with an AND condition between them.
The tab_locate table must include both the source and the target library.
28.
tab_z103
The tab_z103 table defines which program runs for the building of links between records.
29.
tab_z105
The tab_z105 table defines messaging between libraries. For example, the update of an authority record should cause an
update of a z01 (heading) in the bibliographic library.
30.
codes.lng
The codes.lng table defines the valid tags and aliases for the database.
31.
fix_doc.lng
The fix_doc.lng table contains the text that appears next to fix routines when they are run maually from the Edit menu
of the module. The table also determines if the fix routine appears under the Fix record option or under the Derive New
Record option.
32.
formats.lng
The formats.lng table defines the material types codes (2 characters).
33.
marc_exp.dat
The marc_exp.dat table is used to define default sub-fields. The sub-fields defined are displayed in the following
circumstances:
■
■
34.
When a field is selected from the list of valid fields.
When the Open form option from the Edit menu is chosen for a field for which no form is available.
permission.dat
The permission.dat table defines allowed and denied tags for different catalogers.
35.
scancode.dat
The scancode.dat table defines the heading lists that are used when the cataloger chooses one of the Search Headings
functions.
36.
tab_doc_merge
The tab_doc_merge table in the library's tab directory is used to define the merging routine that is performed when
using the fix_doc_merge program for merging documents. The table defines which fields are to be retained from the
original and the copied record.
37.
tab_subfield_punctuation
The tab_subfield_punctuation in the library's tab directory is used to define the punctuation that is added to the headings
in the catalog draft and to the headings for display in the Web OPAC and GUI applications. The table is required to add
punctuation to headings from which punctuation has been stripped in order to normalize them. The
tab_subfield_punctuation table can be edited through UTIL M/16.
38.
marc_country_codes
The marc_country_codes table in the library's tab directory is used to define the list of valid marc country codes. This
table is used by the check_val_country that verifies that the position range of a given fixed-length field forms a valid
country code (e.g. positions 15-17 of the 008 MARC21 field).
39.
marc_language_codes
The marc_language_codes table in the library's tab directory is used to define the list of valid marc language codes. This
table is used by the check_val_language that verifies that the position range of a given fixed-length field forms a valid
language code (e.g. positions 35-37 of the 008 MARC21 field).
40.
check_doc_field_xxx
The check_doc_field_xxx tables are used to define valid values for fixed-length fields. For example, the
check_doc_field_008 table is used to define valid MARC21 values for the MARC21 008 field.
41.
tag_text.dat
The tag_text.dat table defines fixed values for specific sub-fields.
42.
taginfo.lng
The taginfo.lng table defines the help screen that is displayed in the Cataloging GUI for each tag. The display is
activated by F2 or from the Edit menu by, the Help on Field option, or by, the Help on Field button, on the form.
43.
tagonnew.dat
The tagonnew.dat table defines the default fields when a new record is created.
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1.0 CIRCULATION OVERVIEW
The ALEPH Circulation module enables you to register and monitor the various circulation activities of the library (loans, returns, holds, photocopy requests),
according to each library's policies.
The system supports different circulation periods, based on the status of an item, the status of a borrower and due date formulas. These three elements may be
defined by the library to suit its circulation policies and may be changed as the need arises.
When an item is loaned, the system checks both the item and the borrower. If there are any restrictions on either one, the librarian is notified. When an item is
returned, the system checks whether there is an outstanding hold or photocopy request, and whether the item was returned late.
1.1 RELATIONSHIP TO OPAC
The Circulation and OPAC modules are interconnected. Circulation information relevant to each item (if out on loan, expected return date, number of reservations
in line) may be viewed in the OPAC. Each user may use the OPAC to see a list of all his loans and holds; to renew loaned items; to check his cash transactions and
to place holds or photocopy requests. (Renewals, holds and photocopy requests may be limited, depending on user authorization and/or item status.)
1.2 SUB-LIBRARIES
Circulation activities are linked to the Administrative library. Within one administrative library, several sub-libraries or branches may be defined and circulation
activities can be handled separately for each sub-library. In this case, the password of the circulation librarian must be defined at the sub-library level.
Circulation is handled at the level of items. Every item belongs to a sub-library. The relationships between the Administrative library, sub-libraries and items is
shown below.
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Go to next section (Users)
2.0 USERS
The User Information window comprises nine tabs:
❍ Global Information - administrative information that is relevant to the entire library system
❍
❍
Local Information - information relevant to the local sub-library only, such as circulation privileges and
expiration date
Addresses
❍
Cash Transactions - lists all transactions for which the user is charged a fee, as well as free transactions
and credits due the user
Loans
❍
Hold Requests
❍
Photocopy Requests
❍
Advance Booking - a list of time slots that the user has booked for using reserve items
❍
ILL Requests
❍
In order to reach the User Information window, you must first select a user. To do so, go to the User Info option
on the Main Menu and select either Get User (and then enter the user's ID/barcode/ID-2) or User List (explained
below).
2.1 USER LIST
Click on the
icon to retrieve the User List (shown below).
The User List offers a number of options that facilitate your search for the desired user:
Sort by
You may choose to have the list sorted by name, user ID Number or barcode number.
Local users only
To limit the list to only those users of the library to which you are currently connected, put a mark in the box by
clicking on it. To include all users of the library system, leave the box blank. (If there is already a mark in the
box, clicking on the box will remove the mark.)
Enter Starting Point
You can jump to a particular point in the list by typing in text in the space provided and pressing Enter. Text for
User ID and Barcode can only be entered in capital letters.
2.1.1 Buttons on the User List
The following buttons are available on this screen:
Select
To select a user, highlight the entry and click the Select button. The User Information window will be displayed.
New
Click New to add a user. The Global User Information form will be displayed for you to fill in.
Duplicate
Click Duplicate to make a copy of the highlighted user's record. The Global User Information form will be
displayed for you to edit.
Delete
Click Delete to remove the highlighted user from the list. You will receive a prompt asking you if you are sure
you want to delete it.
Note that the system will not delete a user who owes money or has outstanding loans. In the case of outstanding
loans, you must first delete the loan transactions and then delete the user record (using the Administration or
Circulation module).
If a user has Hold/Photo Requests, the system will warn you, but you may still delete the user record.
Note that when the user record is deleted, all of the information about the user (address, hold and photo requests,
privileges, etc.) is deleted from all of the related libraries and sub-libraries.
Keywords
Click Keywords to retrieve Users whose names or addresses include the keyword(s) you designate.
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2.2 GLOBAL INFORMATION TAB (READ-ONLY)
When you click the Global Information tab, the following read-only screen is displayed:
To activate a particular section, click on the relevant tab, or use one of the following hotkeys:
Global Information Alt+1
Local Information Alt+2
Addresses
Alt+3
Cash Transactions Alt+4
Loans
Alt+5
Hold Requests
Alt+6
Photocopy Requests Alt+7
Advance Booking Alt+8
ILL Requests
Alt+9
You may read, but not change, the information on this screen. The ability to change the information is provided
by the buttons on the right side of the dialog box. The buttons are explained below.
Update
Click Update to see administrative information about the borrower that is required by the library system as a
whole, not just by the local library to which you are currently connected. If you have the privileges, you will be
able to modify the information, as well. See the Global User Information Form (Edit).
Check
Click Check to see information about the patron's current status. This status affects his ability to check out
items, such as delinquencies, "patron owes money" or "patron has borrowed a full quota of items".
Letter
Click Letter to print a letter to a borrower. You will be able to select from a number of letter formats defined by
your library system.
E-Mail
Click E-mail to send an electronic message to the borrower.
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2.2.1 Global User Information Form (Edit)
When you click the Update button on the Global Information tab, the Global User Information Form (shown in
two parts below) is displayed. This form enables you to register administrative information about a user that is
important for the library system as a whole, not just borrower's privileges for a particular library. The System
Librarian will decide whether or not the system will allow more than one Global User Information record to
have the same name-birthdate combination.
When you are finished filling in the form, click Update.
Global User Information (1)
Open Date
This is the date that the Global User Information Form was first opened. The date is filled in automatically by
the system.
Update Date
This date is the last time the User Information Form was changed.
User ID
The User ID may be up to 12 alphanumeric characters and is a unique value. Its uniqueness is also in relation to
other keys such as Barcode and Additional IDs, allowing cross key uniqueness.
Pincode
The Pincode may be used for verification, providing an additional security check beyond that provided by the
User ID, Barcode or additional IDs.
Barcode
The Barcode may be up to 20 alphanumeric characters and is a unique value. If you want the barcode to be used
for verification, be sure to enter it in the Pincode field too. Its uniqueness is also in relation to other keys such as
User ID and Additional IDs, allowing cross key uniqueness.
Barcode Verification
This verification is to be used together with the barcode when signing in to the Web OPAC.
Name
The name may be up to 100 characters. Enter the name as it should appear in the alphabetical list of users. Many
libraries use the format "Last name First name". For example, Jones Jane.
Title
This is the form of address, such as Ms. or Professor. The Title may be up to 10 characters.
Birthdate
To determine which format is currently being used for entering the date, place your cursor over the date and
press the hotkey F9. This may be necessary because, for example, there is no visual difference on the form
between the format day/month/year and the format month/day/year. By pressing F9, you will also be able to
change the format for entering the date. In order to enter the date, click on the arrow new to the field and select
the date from the calendar that is displayed.
Language
This is the language that will be used for correspondence with the borrower.
Budget
This is the budget from which cash transactions should be debited. Automatic budget debit is not yet functional.
Profile
The Profile identifies the set of logical bases to which the user is denied access. If this field is left blank, the
system will use the "ALEPH" profile that is defined in the Administration module.
Home Library
This field can be set to the user's "home" library. The field is for informative purposes only and has no
functionality in the system.
Dispatch Library
Not yet implemented.
Data Export Consent
Check this box if the patron agrees to have his information shared with external groups.
Send All Letters to Borrower
This box is checked by default. When it remains checked, all letters to the borrower are printed. Clear the
checkbox if the letters that refer to the Send All Letters to Borrower parameter should not be printed. These
letters are:
1. hold request letter (hold_request_letter_nn)
2. photo request letter (photo_request_letter_nn)
3. ill arrival (ill_arrival_nn)
ILL Library
Choose the sub-library that will attend to this borrower's interlibrary loan requests. If this field is left blank, the
user will not have the right to place an ILL request.
ILL Total Limit
The ILL total limit specifies the maximum number of ILLs that a borrower may request. There is no time limit
on this figure, so if the limit is set to 15, the borrower will be prevented from requesting further items once the
15th ILL request is made.
A field in the WWW OPAC user information screen shows the total number of ILLs that a borrower has
requested. Clicking on the hyperlink gives information relating to each ILL.
ILL Active Limit
The ILL active limit specifies the number of ILL requests that may be active at any one time. Setting the value
to 9999 effectively suppresses this function.
If you wish to create several supplier requests for a single user request, but place them on hold for later dispatch,
it is important to change the status to 'PND - Pending'. Otherwise, the ILL active limit for the borrower will be
inaccurate.
A field in the Web OPAC User Information window shows the active number of ILLs that a borrower has
requested. Clicking on the hyperlink gives information relating to each ILL.
This limit is active only when the ILL request is placed through the Web OPAC.
Sponsor's ID
The Proxy and Sponsor fields are optional.
In the standard library system, each user is able to borrow items for himself but not for anyone else. However, in
more complex systems, the library may allow a user to borrow items for someone else who acts as his sponsor.
For example, a teaching assistant may be able to borrow items for sponsoring professors.
In order to support this situation, you should first create a primary user record for the teaching assistant and fill
in the User ID, leaving the Proxy ID field blank. Create additional user records for the teaching assistant acting
as proxy for his sponsor (one for each professor). Each of the teaching assistant's user records will have its own
unique User ID. In the Sponsor's ID field of each user record fill in the User ID of the sponsoring professor.
Primary ID
The Primary ID is the regular User ID of a patron who is also a proxy.
Proxy Type
This field defines which circulation activities will be attributed to the sponsor, and which will be attributed to
the proxy.
The list of available Proxy Types is defined in pc_tab_exp_field (UTIL L/2), under the PROXY-TYPE section.
Global User Information (2)
Block 1, 2 & 3
These are reasons that the borrower may be denied privileges (loan, hold, etc.). One reason may be, for example,
vandalizing property. When the user tries to borrow an item, the system will check for delinquencies and if there
are any, the reasons will be displayed to the librarian. The Block field consists of a 2-character code, and a note
of up to 200 characters.
Note 1, 2 and 3
You may enter any additional information, such as birthdate, special status (foreign exchange student), special
interests, and so on. You may enter up to 100 characters in each field. Alternatively, you may choose from a list
by clicking on the button to the right of the field.
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2.2.2 ID's Information
This window allows you to update several additional IDs. It is possible to use a few types of additional IDs, but
only one of them is in use at any given time. This is according to the setup of the system by your system
administrator.
The ID field cannot be updated. The pincode, barcode and barcode verification can only be updated via the User
Information(1) window.
Add ID
Click ID to add an additional ID field.
❍ Key type: The key type is the type of the ID field. On the list, the ID and Barcode are also listed but not
updatable. Select the additional ID type from the list.
❍ Key Data: In the Key Data field, enter the additional ID itself.
❍ Verification Type: The only type available is 00=normal.
❍ Verification: In the Verification Field, enter the verification itself.
❍ Status: You can define an ID as AC=Active or NA=Non-Active.
Save ID
After you finish filling in the fields, click Save ID to save the data you have entered.
Delete ID
To delete an Additional ID, click the Delete ID button. Note that the button is only active when an additional ID
is activated.
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2.3 LOCAL INFORMATION TAB
Local information determines the patron's circulation privileges. We call this local information the borrower
record.
When you click the Local Information tab, the following screen is displayed:
You may read, but not change, the information on this screen. The ability to change the information is provided
by the buttons on the right side of the dialog box. The buttons are explained below.
Update
Click Update to view and change information about the borrower that affects his ability to borrow and renew
items and to make hold and photocopy requests. See the Local User Information Form (Edit).
Delete
To delete the borrower's registration from a library, highlight the library and click Delete. You will be asked to
confirm that you want to delete the borrower. The system will check to see whether or not there are any
outstanding loans or hold requests and if there are, the borrower will not be deleted.
Renew
To renew the borrower's registration in a library, highlight the library and click Renew. A text box opens with
the default date for registration renewal. Accept the date or enter a renewal date manually. You will be asked to
provide the new expiration date.
Last Activity Date
The last activity date is updated only for loans or loan renewals. A borrower renewal does not update last
activity date.
2.3.1 Local User Information Form (Edit)
When you click the Local Information tab on the User Information screen, select a line and then click Update.
The Local User Information form (shown below) is displayed. The information on this form is information
about the borrower that affects his ability to perform transactions in the sub-library you have highlighted. The
form has three parts, accessible by clicking the tab for each part.
2.3.1.1 General Information (1) Tab
When you click the General Information (1) tab, the following screen is displayed:
Buttons
Update
When you are finished filling the three parts of the form, click Update.
Get Defaults
Default borrower privileges have been defined by your System Librarian for each category of borrower. As soon
as you select a status for the borrower, you may have the system automatically assign privileges and an
expiration date by clicking Get Defaults.
You can also set privileges manually using the Privileges tab. See section 2.3.1.3: Privileges Tab.
Fields
The User ID, Barcode, Name, and Title are for display only. The information may only be changed on the
Global User Information form.
Sub-library
The Sub-library is the sub-library you entered in the previous window for display only and for which you want
to set the patron privileges.
Status
As soon as you select a status for the borrower, you may have the system automatically assign an expiration date
and privileges by clicking Get Defaults.
Expiration Date
You may assign an expiration date manually, or, as soon as you select a status for the borrower, you may have
the system automatically assign an expiration date by clicking Get Defaults. Press the hotkey F9 to determine
which format is currently being used for entering the date. For example, there is no visual difference on the form
between the format day/month/year and the format month/day/year. By pressing F9, you will also be able to
change the format for entering the date. To enter the date, click on the arrow next to the field and select the date
from the displayed calendar.
Type
This field specifies the type of borrower, and is for information only. It does not affect the borrower's ability to
perform transactions.
Photo charge
This field indicates whether or not the borrower should be charged for photocopies. Two options are available in
the ALEPH system: Free (F) and Charge (C).
Cash limit
This is the maximum amount of money that the borrower may owe before he is prevented from borrowing
additional items. If the borrower attempts to borrow an item once this limit is reached, the system will "catch"
him and send an alert to the librarian saying that the borrower owes money.
Note
You may enter a note of up to 80 characters.
2.3.1.2 General Information (2) Tab
When you click on the General Information (2) tab, the following screen is displayed:
Note 1, 2 & 3
This information is optional. Any note you enter will only appear on the Local User Information form.
Block 1, 2 & 3
Any delinquency codes you assign prevents the borrower from performing certain transactions. The system
"catches" him and sends an alert to the librarian. The delinquency code is displayed for the librarian's reference.
The borrower is prevented from performing transactions only at that specific sub-library. This does not affect
the other borrower records related to this patron. In some cases, depending on the borrower's privileges, the
librarian may override the restriction.
Block Note 1, 2 & 3
This field is optional. If you enter a note, it will be displayed along with the delinquency code above whenever a
borrower is "caught". (See Block 1, 2 & 3 above).
Block Date
This is the date until which the borrower is prevented from borrowing items. The block date is calculated based
on definitions set by your System Librarian in the database table that controls due dates, fines and limits.
2.3.1.3 Privileges Tab
When you click on the Privileges tab, the following screen is displayed:
The privileges defined here will apply to the borrower if he does not have delinquencies. If he does have
delinquencies, certain privileges may be blocked by the System Librarian.
Loan
This field determines whether or not the patron may borrow material from the library.
Renewal
This field determines whether or not the borrower may renew a loan (if he has no delinquencies that would
otherwise prevent him). Note that an item may not be renewed if there is a hold request for it.
Hold Request
This field determines whether or not the patron may put a hold request on material that is requestable.
Multiple Hold Requests
This field determines whether or not the patron may place more than one hold request for the same item.
Photocopy Requests
This field determines whether or not the patron may request a photocopy of material in your library.
Check Transactions
If you select "Yes," then when the patron tries to borrow an item, the system will check for any delinquencies
such as overdue items, or limitations such as having already checked out his quota of items. The librarian will be
notified and the borrower will be prevented from checking out an item. (See Override Privileges below.)
If you select "No," the system will not check for delinquencies. You should select "Yes" for regular borrowers
and "No" for institutional borrowers such as other libraries.
Override Privilege
The system automatically stops a borrower from checking out materials if there are delinquencies such as
overdue items, or limitations such as having already checked out his quota of items. If you check "Yes" to
Override Privileges, the librarian will still be able loan material to the borrower in spite of these delinquencies.
Late Return Ignored
If you check "Yes," the borrower will not receive a fine for returning material late.
Allow Hold on Available Item
This field determines whether or not the borrower may place a hold request on an item that is available on an
open shelf (that is, the item is not checked out).
Reading Room Permission
This field determines whether or not the borrower has permission to request items for pickup at a Reading Room
sub-library and/or for loan at a Reading Room loan station.
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2.4 ADDRESSES TAB
When you click on the Addresses tab on the User Information window, the following screen is displayed:
This screen lists the addresses available for the selected user.
When a new User is created, his name is taken as a default address if no address is entered. This address
contains the username instead of an address. The address is type "01" (permanent address) and it is valid for one
month from the day that the user has been created.
New
To add a new address for this user, click New. The Address Information form will be displayed for you to edit.
Update
To change an address, highlight the address and click Modify. The Address Information form will be displayed
for you to edit.
Duplicate
To make a copy of the highlighted address, click Duplicate. The Address Information form will be displayed for
you to edit.
Delete
To delete an address, highlight the address and click Delete. You will receive a prompt asking you if you are
sure you want to delete.
2.4.1 Address Information Form (Edit)
When you click the New, Update or Duplicate button on the Addresses tab, the Address Information form is
displayed.
This form shows address information for the selected user. When you are finished filling in the form, click
Update.
Name
The system will automatically fill in the name for you but you may change it if you wish. The way the name
appears in this field is the way it will appear on letters to the borrower. Therefore, if the system displays the
name with the last name first (e.g., Jones Jane), you may wish to reverse the order and put the first name first
(e.g., Jane Jones).
Address
Each line of the address may be up to 50 characters.
Zip
The zip code may be up to 9 characters.
Email
The e-mail address may be up to 60 characters.
Telephone
There are four available fields for phone numbers (home, work, etc.) The telephone number may be up to 30
characters.
Valid From/To
Enter the dates between which this address is valid. If the address is valid indefinitely, then enter a very distant
date such as 31/12/2099. To determine which format is currently being used for entering the date, place your
cursor over the date and press the hotkey F9. For example, there is no visual difference on the form between the
format day/month/year and the format month/day/year. By pressing F9, you will also be able to change the
format for entering the date. To enter the date, click on the arrow next to the field and select the date from the
displayed calendar.
Address Type
Various types of addresses may be available, such as a permanent address (e.g., 01 - the address of a student's
parents) and a mailing address (e.g., 02 - the student's local address). The System Librarian sets the system to
choose the relevant address for letters according to one of 2 schemes, in accordance with this type field:
1. The relevant record depends on "02" in type and current from/to dates. If no 02 with current date is found,
the system uses 01 with current date.
2. The relevant record depends on a table which sets which record type is valid for a specific time period,
with no relation to the valid from/to dates in this record.
The two schemes cannot be combined.
See the System Librarian chapter, section 18.20 Valid Dates Of User Addresses for more details.
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2.5 CASH TRANSACTIONS TAB
When you click on the Cash Transactions tab on the User Information window, the following screen is
displayed:
This window lists cash transactions for which the user is charged a fee, as well as free transactions and credits
due to the user.
To display transactions of a particular status (paid, non-paid, cancelled or all) go to the User Info option on the
Main Menu, and select "Filter Cash List by". The following menu will be displayed, allowing you to choose the
desired status.
You can choose among four options:
❍ All Transactions
❍ Paid Transactions
❍ Non-paid Transactions
❍ Cancelled Transactions
When you highlight a transaction and right click on it, a tool tip window is opened with the full details of the
transaction.
Previously when you right clicked on a highlighted transaction, the system displayed a cash sort sub-menu.
You may read, but not change, the information on this screen. The ability to change the information is provided
by the buttons on the right side of the window. The buttons are explained below.
Pay Sum
If the user wants to pay the total amount due, make sure that amount appears in the Sum to pay field. Then click
the Pay Sum button.
If the user wishes to pay less than the total amount due, enter the amount he is going to pay in the Sum to pay
field. Then click the Pay Sum button. You will be asked to confirm that the user really does want to pay the
specified amount. After confirmation, the system will register as paid as many transactions as can be covered by
the amount paid, starting with the earliest unpaid transaction.
A given transaction may also be partially paid. In this case, the transaction will be split into two transactions,
one for the paid portion and one for the unpaid portion. When you try to pay a partial sum, the system will try to
place the new debit record as the following sequence (in the Z31 record). If this cannot be done, the record will
be added at the end.
Depending on how your System Librarian has set up the system, one or more receipts will be printed.
Pay Selected
If the user wants to pay for an individual transaction, highlight the transaction and click Pay Selected. You will
be asked to confirm that the user really does want to pay the specified amount. After confirmation, the
transaction will be registered as paid.
The user can also pay for several transactions at once. Highlight the desired transactions and click Pay Selected.
In order to highlight a continous list of transactions, press Shift and click on the desired transactions. In order to
highlight non-continous transactions, press Ctrl and click on the desired transactions.
Depending on how your System Librarian has set up the system, one or more receipts will be printed.
New
You may register a cash transaction on an ad hoc basis by clicking the New button. The New Cash Transaction
form will be displayed, enabling you to define the transaction as a debit or credit, write a descriptive note about
the transaction and link the transaction to a particular target, sub-library or item record.
Waive
To cancel one or more non-credit transactions, highlight them and click the Waive button. A form is displayed
for you to enter a comment or reason for cancelling the transaction(s). ALEPH does not let you waive a credited
cash transaction. If the user wants to cancel a credited transaction, a debited transaction of the same value must
be created.
Print
To print transactions, click the Print button. (There is no need to highlight any transactions.) If the window is
currently displaying all transactions, then all transactions will be printed. If the window is currently displaying a
filtered view, you will be asked whether you want to print all of the user's transactions or only those in the
filtered view.
Expand
Click Expand to view extensive details about the highlighted transaction. From the Expand window that opens,
you can print the cash transaction with full details.
2.5.1 New Cash Transaction Form
When you click the New button on the Cash Transactions tab, the following form is displayed:
This form enables you to register a cash transaction on an ad hoc basis. Help for each field of the form is given
below.
Enter Item Barcode
Optional. If you wish to link this transaction to a particular item, select the item by entering its barcode, or by
searching for it (by clicking on the arrow to the right of the field). After selecting an item, its bibliographic
description, ADM record number and item sequence number will be displayed.
Type
Optional. Enter the code of the transaction or choose from a list of transactions by clicking on the arrow to the
right of the field. Only numerical values are displayed for you to choose from. Note that system-activated
transactions are assigned numbers from 0000-8999 while manually-activated transactions are assigned numbers
from 9000-9999.
Sum
Enter the fee for the transaction. The fee may be zero. When there is a library-defined fee for the selected
transaction type, it will appear in this field. Otherwise you can enter the fee manually.
Debit or Credit
If the user owes the library money for the transaction, click Debit. If the library owes the user money, click
Credit.
Key
If you choose a cash parameter type as explained above, the system fills in the matching description.
Target
Optional. Enter the department that will receive the fee.
Sub-library
Optional. If the transaction relates to a particular sub-library, enter the sub-library code here or choose from a
list of sub-libraries by clicking on the arrow to the right of the field.
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2.6 LOANS TAB
When you click the Loans tab on the User Information window, the following screen is displayed:
This is a list of items which have been loaned to the borrower.
Expand
Click Expand to read detailed information about each loan.
Renew
Click Renew to renew a highlighted item. The system will then check for factors that affect the borrower's
ability to check out items, such as debts, overdue items or already having checked out a full quota of items.
Renew All
Click Renew All to renew all items in the list without having to highlight each one. The system will then check
for factors that affect the borrower's ability to check out items. A log window will appear at the bottom of the
screen. This log specifies which loans were renewed, which loans were not renewed and why.
Delete
Warning: If you delete a loan transaction from this screen, the system will NOT perform the usual checks to
see if the item is late, and whether there are holds or photocopy requests pending for the item. The record of the
loan will simply be deleted from the database. To have the system perform the usual checks, use the Return
function from the Main Menu.
Item List
Click Item List to see all copies of a particular bibliographic record. You will be able to see information such as
the sub-library that owns each copy, and the status of each copy (how long the copy may be checked out).
Change Date
Click Change Date to change the due date of the highlighted item.
Note
Click Note to add up to two notes regarding this loan. These notes will appear on printouts such as loan receipts
and overdue notices.
Lost
Click Lost if you want to declare a loaned item as lost. You will be given a prompt asking if you are sure. When
an item is declared lost, the borrower will be charged. (The System Librarian can define three cash transactions:
replacement costs, handling fees and notices charges. These transactions are entered in the borrower cash
record).
The user can change the replacement costs for lost material, overriding the default value that is displayed.
Claim Return
Click Claim Return if you want to give the item an interim status ("C") that indicates that the borrower claims
the item has been returned even though the item still appears as an outstanding loan.
Usually the library staff will then check the shelf for the item. If it is found, it may be checked in using the
Return function of the Circulation module. If the item is not found, the system will automatically send the
borrower a series of library-defined letters requesting the return of the item. If the item is not returned after a
specific period, the item will be declared lost and the borrower will be charged.
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2.7 HOLD REQUESTS TAB
When you click the Hold Requests tab on the User Information window, the following screen is displayed:
This is a list of hold requests made by the borrower.
Expand
Click Expand for detailed information about the highlighted hold request.
Update
Click Update to update the hold request. For example, to change the last date until which the borrower is
interested in receiving the material. See the Update Hold Request form.
Delete
Click Delete to remove a highlighted request from the list.
Item List
Click Item List to see all copies of a particular bibliographic record. You will be able to see information such as
the sub-library that owns each copy, and the status of each copy (how long the copy may be checked out).
2.7.1 Update Hold Request Form
When you click the Update button on the Hold Requests tab, the following window is displayed:
Author of Part
This information is present in case the library decides to provide the patron with a free photocopy of the material
instead of the original. Type the author of the portion of the item that the patron is interested in if it is different
from the item as a whole. For example, a chapter may be written by one person, while the work as a whole was
edited by another person.
Title of Part
This information is present in case the library decides to provide the patron with a free photocopy of the material
instead of the original. Type the title of the portion of the item that the patron is interested in if it is different
from the title of the item as a whole. For example, a chapter may have a title that is different from the title of the
work as a whole.
Pages to Copy
The pages that the patron is interested in (again, for the purpose of photocopying).
Note 1 and 2
Optional.Enter notes for the library staff.
Request Date/End Request Date
Enter the period of time during which the patron is interested in receiving the material. To determine which
format is currently being used for entering the date, press the hotkey F9. This is important because, for example,
there is no visual difference on the form between the format day/month/year and the format month/day/year. By
pressing F9, you will also be able to change the format for entering the date.
Status
This field indicates whether or not the hold request has been processed. There are three possible values: Active
(A) means the request has not yet been processed. Waiting (W) means that a hold request wait letter has been
printed because all copies are on loan. Notice Sent (S) means the item is being held on the shelf, ready for the
patron to pick up.
Letter Status
This indicates whether or not a letter has been sent to the patron. There are two types of letters that may be sent:
"hold request not filled" and "hold request filled". If the Status above is W (Waiting), and letter status is P
(Printed), this means that a "hold request not filled" letter has been sent to the patron telling him that currently
the library is unable to fulfill his request and asking him whether the request should remain on file. If the Status
above is S (Shelf) and letter status is P (Printed), this means that a "hold request filled" letter has been sent to the
patron. If the space is blank for letter status, neither letter has been sent to the patron.
Pickup Location
This is the location where the material will be held for the patron to pick up.
Recall Type
If you want the item to be recalled, choose the level of urgency, 01 (regular) or 02 (rush). If you do not want the
item to be recalled, choose 03 (no recall). If you select 02 (rush), the system will automatically assign the
highest Priority (explained below) to the hold request.
Priority
You can determine the position of the Hold Request in the queue by assigning a Priority. The highest level
priority is "00", the lowest is "99".
Rush Request
If this is a rush request, put a check-mark in the box by clicking on it. This is for information only.
Item Matching Filter
Use these fields to define the pool of items from which the hold request may be filled, and volume identification
in cases of multivolume titles. If you have not entered new details, the filters are filled according to the
sub-library, item status and collection of the highlighted item.
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2.8 PHOTOCOPY REQUESTS TAB
When you click the Photocopy Requests tab on the User Information window, the following screen is displayed:
This is a list of photocopy requests made by the borrower.
Expand
Click Expand for detailed information about the highlighted photocopy request.
Update
Click Update to update the hold request. For example, to change the pages to be copied. See the Update
Photocopy Request form.
Delete
Click Delete to remove a highlighted request from the list.
Item List
Click Item List to see all copies available for a particular bibliographic record. You will be able to see
information such as the sub-library that owns each copy, and the status of each copy (how long the copy may be
checked out).
2.8.1 Update Photocopy Request Form
When you click the Update button on the Photocopy Requests tab, the following form will be displayed:
Use this form to update the photocopy request. When you are finished making your changes, click OK.
Author of Part
This is the author of the portion of the item that the patron wants photocopied, if it is different from the item as a
whole. For example, a chapter may be written by one person, while the work as a whole was edited by another
person.
Title of Part
This is title of the portion of the item that the patron wants photocopied if it is different from the title of the item
as a whole. For example, a chapter may have a title that is different from the title of the work as a whole.
Pages to Copy
These are the pages that the patron would like photocopied. A range may be entered such as 13-42.
Note 1 and 2
Optional. Enter notes for the library staff.
Pickup Location
This is the location where the material will be held for the patron to pick up.
Charge
This field indicates whether or not the patron will be charged for the photocopy. Two options are available in
the ALEPH system: Free (F) and Charge (C).
This field is automatically filled according to the information in the User Local Information screen (according to
sub-library). You can also change this field manually.
Status
This indicates whether or not the photocopy request has been processed. Active (A) means the request has not
yet been processed. Waiting (W) means that the slip was not printed because all copies are on loan.
Letter Status
This indicates whether or not a "Photocopy request" slip has been printed for fetching the item from the shelf.
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2.9 Advance Booking Tab
When you click the Advance Booking tab of the User Information window, the following screen will be
displayed:
This window lists the time slots that were reserved (Date from-to, Hour from-to) and the bibliographic
information of the item.
Delete
It is possible to delete an advance booking using the Delete button. A delete letter will be issued.
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2.10 ILL Requests
When you click the ILL Requests tab of the User Information window, the following screen will be displayed:
This window lists the active Interlibrary Loan Requests that are registered for the user. It is for information
purposes only.
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Go to next section (Items)
3.0 ITEMS
Item statuses are defined by the system librarian according to the library's policy. See the System Librarian chapter for
more information. Each item is assigned a status in the Items module.
In the Circulation module, you have access to the following Item functions:
❍ Item list
❍
Change item information
❍
Restore item information
❍
Catalog item
3.1 ITEM LIST
You may access the Item List by:
❍ Barcode or location (i.e., call number).
Use the
icon or < Ctrl b >.
❍
Note that the first digit of the search string you enter has to consist of the Call Number Type (one digit). Then,
right next to it, enter the Call Number proper.
Find Record function.
❍
Use the
icon or < Ctrl f >.
Scan Record function.
Use the
icon or < Ctrl s >.
When you activate the Find Record function, the following window is displayed:
This window enables you to retrieve an administrative record and its associated items by specifying various
parameters, such as Bibliographic Record Number, partial title or author's name. If more than one administrative
record matches your search parameters, you will be able to view the bibliographic information of each record and then
choose the record of interest.
When you activate the Scan Record function, the following window is displayed:
This window enables you to browse through a list of records and its associated items by specifying various parameters,
such as title, author's name or word index.
3.1.1 Item List Window
Click the Search button on the Search for an Administrative Record form. If there is only one hit, the Item List form
will appear:
If there is more than one hit, a Brief List will appear where you can select an entry to be displayed in Full View.
The Item List shows the list of copies, for a particular bibliographic record, that are located in the sub-library(ies) to
which you have access. If there is no due date indicated for an item (and no other note appears such as "Lost" or
"Claimed Returned"), this means that the item is not currently checked out.
If you wish to see only those copies that have been checked out, put a checkmark in the box next to "Loan Filter".
Marking the box will show only the loaned copies, with the borrower's name, ID and loan details.
There is a drop-down list for choosing the sort order of the list of items. When the "Loan Filter" is turned off, the
choices the same as the choices available in OPAC and ITEMS; when the "Loan Filter" is checked, you can choose
between sort by Due Date (ascending), and by Sublibrary/Status/Collection/Due date (ascending).
The following buttons are available on this screen:
Photos
Click Photos to see the list of photocopy requests for the highlighted item. You can view the details of the patron who
asked for the photocopies, see the full details and update or delete the requests.
Holds
Click Holds to see the list of hold requests for the highlighted item. You can view the details of the patron who placed
a hold request, see the full details and update or delete the requests. There is also an option to indicate that the
requested item is now available for the patron. To do so, click Letter. This changes the status of the request to "S", and
prints accompanying forms.
Advance
Click Advance to see the list of booked time slots for advance booking. This button is active only if there are advance
booking reservations.
From the Advance Booking list you can delete advance booking reservations with the Delete button.
Photo Request
Click Photo Request to place a photocopy request for the highlighted item. You may place a photocopy request only if
the patron has photocopy request privileges.
Hold Request
Click Hold Request to place a hold on the highlighted item. You may place a hold request only if the borrower has hold
privileges.
Borrower
Click Borrower to see information about the person who is currently borrowing the highlighted item.
Claim Return
Sometimes, a borrower claims that he returned an item, even though there is no record of it having been returned. If
you want to make note of this situation, click the Claim Return button. You will be asked to confirm that the item was
claimed as returned.
Lost
If you want to declare a loaned item as lost, click the Lost button. You will be asked to confirm that the item is
considered lost. When you do so, a "Lost Material Bill" will be sent automatically to the person who borrowed (and
lost) the item.
Print
To print an item slip, highlight the item and click Print.
Push->ITEMS
Click Push->ITEMS to go to the ALEPH Items module to continue working with the item record of the highlighted
entry.
Item History
To see a list of the previous loans and hold requests made for the selected item, as well as information about current
loans and hold requests, click the Item History button.
Circ. Summary
The Circ. Summary displays the item's circulation summary, including for example, whether the item is currently on
loan, the number of loans, hold requests, photocopy requests, etc. (The content of this window depends on the setup of
the table tab_item_summary.lng, see System Librarian 18.21 Item History and Summary Window).
Refresh
Click Refresh to reload the Item List from the server so that it reflects changes that have occurred since you first
opened the window.
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3.2 CHANGE ITEM INFORMATION
This function lets you change information about an item such as its item status, the sub-library and collection to which
it belongs, and its location. This function assumes that you have an existing item (or a group of items) whose
information you wish to change.
Choose this option by selecting Items/Change Item Information from the Circulation module's main menu. The
following screen is displayed:
This screen asks you to determine the new item status, sub-library, collection, etc. for the item(s). You only need to fill
in the information that you want changed in the items' records.
If you want the data in a particular field to be deleted, enter a minus sign.
If you want the change(s) to be permanent, with no chance to restore the original information, then put a mark in the
box labeled Permanent Change. When the Item has a HOL record attached to it, no permanent change is possible in the
fields relating to the HOL record (852 field): sub-library, collection, location. You can always make a temporary
change.
Note that if you change an item status to an advance booking item status, an advance booking schedule is automatically
created. If you change an item status from an advance booking item status to another item status the advance booking
schedule is automatically deleted.
When you are finished filling in the form, click OK.
You will then receive a prompt (Step 2, shown below) enabling you to scan in the barcode number(s) of the item(s).
This screen shows you the changes that will be made to the item record(s) as soon as you enter the barcode number(s).
(Note that a blank in the New Value column means that the data for a particular field will be deleted.)
You may use the barcode reader to scan in the barcode(s). Click OK or press Enter after each barcode number that you
enter. (If you want to scan barcodes for a number of items, you may set your barcode reader to automatically insert a
carriage return (Enter) command after each barcode is scanned in.)
When you have finished changing the information for all the items you wish, click Close.
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3.3 RESTORE ITEM INFORMATION
This function lets you restore information about an item that was changed using the Change Item Information function.
You can only restore information if the change you made was not permanent.
Choose this option by selecting Items/Restore Item Information from the Circulation module's main menu. The
following screen is displayed:
To restore the information for a particular item, enter the item barcode and click OK. If the change you made was
temporary, the screen will then display the field values that were changed earlier and restored now.
If the change you made was permanent, then after you click OK, you will receive an error message and no information
will be restored.
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3.4 CATALOG ITEM
This option enables you to briefly catalog an item with minimum information. Once such a bibliographic record exists,
the item may be loaned. The item may be cataloged in full later using the Catalog module.
Note: When an item is cataloged and created using Catalog Item in the Circulation module, a hold request is created, if
your library has a user whose ID is "CATALOGER". The request is made for the user ID "CATALOGER", and will
become active at a later date so as not to interfere with the loan process. The request is created in order to display a
message when the item is returned, so that it can be transferred to the Cataloging department where the cataloging
process will be completed.
If no CATALOGER ID is present, no hold request is created.
It is NOT intended that this function be used for large-scale cataloging instead of the cataloging module. If it is
extensively used, problems may arise because of the large number of hold requests that are automatically created for
the "CATALOGER". The same "catalog item" functionality, available in the Items and Acquisitions modules under
"Quick Catalog", does not automatically generate a hold request.
Choose this option by selecting Items/Catalog Item from the Circulation module's main menu. The Catalog Record
window will be displayed. It has two tabs: Document Information and Item Information.
The Document Information window displays up to ten fields that were defined by the System Librarian.
The Item Information window has the following fields:
Open Date
The Open Date is the date the item record was first opened. The date is filled in automatically by the system.
Barcode
This information is mandatory. You can use your barcode reader to scan in the barcode that you stick on the item.
Alternatively, you may leave the field blank and the system will automatically assign a number as soon as you click the
Update button.
Sub-library
This information is mandatory. Choose the sub-library from the drop-down menu. The specific choices available on the
menu are determined by the System Librarian. Note that no matter what access rights you have, you may add an item
to any library. However, after that you may update an item in a sub-library only if you have access rights to that
sub-library.
Collection
This information is optional. Your library may designate collections such as Maps, Oversize or 4th floor. You may
choose from a list of collections that are valid for the selected sub-library, by clicking on the button to the right side of
the field.
Call Number Type
The Call Number Type is the method your library will use to arrange this item on the shelf. This is an optional field
and should be used according to library policy.
Call Number
This is an alphanumeric code that identifies the shelf location of the item. Depending on how your System Librarian
has set up the Items module, you may type in text, choose from a drop-down menu, or activate an automatic counter by
typing ? and the code of the counter. In this case, the system will automatically assign a location as soon as you click
the Update button. If your library assigns only one location to an item, be sure to fill in this location field and leave the
"Second Call Number" field blank.
Second Call Number Type
If your library assigns only one location to an item, be sure to fill in the first call number fields and leave the "Second
Call Number" fields blank. Information about the Second Call Number Type is not used when the system creates a
holdings record.
Second Call Number
This is an alphanumeric code that identifies the shelf location of the item. Depending on how your System Librarian
has set up the Items module, you may type in text, choose from a drop-down menu, or activate an automatic counter by
typing ? and the code of the counter. In this case, the system will automatically assign a location as soon as you click
the Update button. If your library assigns only one location to an item, be sure to fill in the first location field and leave
the "Second Call Number" field blank. Information about the Second Call Number is not used when the system creates
a holdings record.
Description
The description field can be used for "volume information (such as v.16, 1995). It is used for defining sort options
Material Type
This information is mandatory. Choose the material type from the drop-down menu. The specific choices available on
the menu are determined by the System Librarian.
Item Status
This field is mandatory. Item status defines how long the item may be checked out by the borrower. Choose the
sub-library from the drop-down menu. The specific choices available on the menu are determined by the system
administrator.
Process Status
Choose one of the options that describe the item's current process status or leave the field blank.
OPAC Note
This note will appear in the OPAC.
Internal Note
This note will appear on the Item form.
Circulation Note
This note will appear in Circulation transactions.
Go to top of page
Go to next section (Due Dates)
4.0 DUE DATES
This section explains how to set up due dates that will be applied to future loans; how to change the due dates for
items that are currently checked out; how to change a due date at the time you loan an item; how to determine which
format is being used to enter dates in a form; and how to back-date a return date when an item is being returned.
4.1 DUE DATES FOR FUTURE LOANS
Due dates are computed daily for each combination of item/borrower status, and take into account days on which the
library is closed. (For information about tables related to due dates, see the System Librarian chapter.)
The results of the computation may be viewed in the GUI Circulation module by clicking the
icon. A screen
will appear. Choose a sub-library and click OK and the Active Due Dates screen will then be displayed:
The Active Due Dates screen, displays the due date and due hour that will be given to items when they are checked
out. The "Requested" columns show the due date and due hour that will be given to items that have hold requests. If
there is no date under "Requested", the regular due date will be used.
Refresh
Click Refresh to reload the list of due dates from the server so that it reflects changes that have occurred since you
first opened the window.
Modify
You may change specific due dates for future loans by following these steps:
Step 1: If you have the privilege to change due dates, the Modify button will appear on the dialog box.
Highlight a line and click Modify.
Step 2: In the form that pops up, enter new due dates. To determine which format is currently being
used for entering the date, place your cursor over the date and press the hotkey F9. This is important
because there is no visual difference on the form between the format day/month/year and the format
month/day/year. By pressing F9, you will also be able to change the format for entering the date.
Step 3: Click OK. The title of the window will change to Local (Not Active) Due Dates and the Server
button will now appear on the window.
Step 4: Save the changes on the server by clicking the Server button. The new dates will now be active
for all users of the system. The title of the window will change back to Active Due Dates.
Note: The changed date will stay in effect until the next day when the due dates are in use for the first time and the
system resets the due dates.
4.2 DUE DATES OF CURRENT LOANS
You may change due dates for items that are currently checked out. You may change the due dates for a group of
items meeting particular criteria, or for an individual item loaned to a specific borrower.
4.2.1 Group of Items
To change the due dates for a group of items that are currently checked out, choose Dates from the Main Menu, then
select Change Due Dates of Current Loans. The following screen will be displayed:
Fill in the form and click OK. Following is help for each field of the form:
Sub-library
Enter the sub-library of the items whose due dates you want to change. To choose from a list, click on the arrow.
Item status
Enter the status of the items whose due dates you want to change. To choose from a list, click on the arrow.
General Help on All Dates
Press the hotkey F9 to determine which format is currently being used for entering the date. For example, there is no
visual difference on the form between the format day/month/year and the format month/day/year. By pressing F9, you
will also be able to change the format for entering the date.
From Date
You may change all loans whose due dates fall AFTER this date. Alternatively, you may use this field together with
the "To Date" to enter a range of dates between which the items are currently due. In this case, the From Date is the
earliest date in the range.
Due Hour
This is the hour by which the item must be returned on the date shown to the left . The system runs on a 24-hour
clock, so if you wish the due hour to be 9 p.m., enter 21:00.
To Date
You may change all loans whose due dates fall BEFORE this date. Alternatively, you may use this field together with
the "From Date" to enter a range of dates between which the items are currently due. In this case, the To Date is the
latest date in the range.
New Due Date and Due Hour
Enter the New Due Date and Due Hour on the last line of the form and click OK. A pop-up message tells you how
many of the due dates matching your filter were changed.
4.2.2 Individual Item Loaned to Borrower
To change the due date for an item that is currently out on loan to a borrower, follow the steps below:
Step 1: Click
to retrieve a user record.
Step 2: In the form that pops up, enter the user's ID or barcode. The User Information form will be displayed.
Step 3: On the User Information form, click the Loans button. The borrower's Loan List will be displayed.
Step 4: On the Loan List, highlight the loan whose details you wish to change and click the Change Date button.
Step 5: Enter the new due date and due hour and click OK. Note that if a user's expiration date is prior to the due
date of an item being loaned, the system will automatically shorten the loan period to correspond with the user's
expiration date.
4.3 CHANGE DUE DATE WHILE LOANING ITEM
You may change the due date when loaning an item to a borrower. To do so, follow the steps below:
Step 1: Click
to activate the Loan function.
Step 2: In the form that is displayed, enter the user ID and item barcode. Click the Loan button. The due date and
due hour that were automatically assigned by the system will be displayed.
Step 3: Click the Change Date button. In the form that pops up, enter a new due date and due hour. Then click OK.
Note that if a user's expiration date is prior to the due date of an item being loaned, the system will automatically
shorten the loan period to correspond with the user's expiration date.
Go to top of page
Go to next section (Loans)
5.0 LOANS
This section explains
❍ Setting up loan options
❍
Loaning an item
❍
Recalling a loaned item
Before loaning any items to a borrower, you should first set up the system's loan
options.
5.1 SETUP LOAN OPTIONS
The Setup function lets you determine when loan receipts will be printed and
whether or not a Circulation Note will be displayed when the item is loaned.
To activate this function, select Circulation from the Main Menu, then from the
Circulation menu, select Setup Loan Options. The following window will then be
displayed:
Display Circulation Note
If you check this box, the Circulation Note that was entered in the Item Record
will be displayed when the item is loaned. The Circulation Note field can be found
in the Items module, in the Item form under the tab General Information (2).
Display Borrower "On Hold" Message
If you put a check-mark in the box next to "Display Borrower "On Hold"
Message," a message will be displayed if the patron has an item on hold waiting
for him.
Display Item is requested Message
If you put a check-mark in the box next to "Display Item is requested Message," a
message will be displayed if the item has a hold from other patrons.
User Verification Required
If you put a check-mark in the box next to "User Verification Required" then when
a user ID or barcode is entered in the Loan window, the user verification will be
required in order to perform the loan.
Display Process Status
If you put a check-mark in the box next to "Display Process Status", when a
process status is attached to the item, it will be displayed as a prompt before the
transaction is completed.
Loan Receipt Printing
You can determine whether or not the system will automatically print loan
receipts. If you wish to have the system automatically print receipts, you can
choose whether they should be printed after each loan transaction or only at the
end of a session with a borrower (in which case, one receipt will be printed listing
all of the loans made to the borrower during the current session).
For the System Librarian
Occasionally, a user may try to check out an item that has not been checked in.
(This may happen, for example, if a patron takes a book off the Return counter
before it has been checked in.) The System Librarian, must decide whether or not
your library will permit an item to be returned in the middle of a loan transaction.
To read how to do so, go to the System Librarian chapter.
5.2 LOANING AN ITEM
When loaning an item, the system checks both the user and the item to verify that
the loan is valid. The system checks that:
❍ The borrower has the right to borrow the item
❍ The borrower's registration has not expired
❍ The borrower has no delinquency codes
❍ The borrower has no overdue items or fines
❍ The borrower has not reached his limit of items
that may be checked out
❍ The item may be borrowed
❍ The item has no hold requests
There are two paths you can take to loan an item:
❍ Direct path
❍
Fast Circulation path
❍
Off-line path
Each path is described below.
If the item is loaned to a proxy, the loan is nevertheless registered under the name
of the sponsor.
5.2.1 Direct Path
Click the
displayed:
icon to activate the Loan function. The Loan screen will be
To loan an item to a user, follow these steps:
Step 1: Enter the user's ID or barcode number. If you wish to refer to a list of
users, click the arrow.
Step 2: Enter the item barcode. You may use the barcode reader to scan in the
number.
Step 3: Click the Loan button. Information identifying the user will appear in the
upper window. If there are any delinquencies, they will be reported in the lower
window.
Step 4: If there are delinquencies, and the borrower's privileges permit you to
override them (and you, the librarian, have the privilege to override delinquencies),
the Override button will appear. To continue with the loan, click Override.
Step 5: You may change the due date by clicking the Change Date button. A
small window will appear enabling you to enter a new due date.
Note: If a borrower's expiration date is prior to the due date of an item being
loaned, the system will automatically shorten the loan period to correspond with
the borrower's expiration date.
5.2.1.1 Buttons
Other actions available on this screen are:
Clear
Click Clear to erase information about the user and item that appear on the loan
form.
Cancel Loan
Click Cancel Loan to stop the loan transaction.
User
Click User to see the User Record. You will be able to see information such as the
borrower's loans, holds, photocopy requests, cash transactions and privileges.
Item
Click Item to see all copies available for the bibliographic record. You will be able
to see information such as the sub-library that owns each copy, the status of each
copy (how long the copy may be checked out), and the due dates of loaned items.
Print Session
Click Print Session to print a receipt for the loans performed during the current
session with the borrower. When a loan receipt is printed for a loan that was
effected through a proxy for his sponsor, the proxy's user details (and not the
sponsor's) are taken to fill in the loan receipt.
New Cash
You may register a cash transaction on an ad hoc basis by clicking the New Cash
button. A form will be displayed, enabling you to define the transaction as a debit
or credit, write a descriptive note about the transaction, and link the transaction to
a particular target, sub-library, or item record.
Pay Cash
If the patron wants to pay some or all of the money he owes, enter the amount in
the Pay field and click the Pay Cash button. You will be asked to confirm that the
patron really does want to pay the specified amount. After confirmation, the
system will register as paid as many transactions as can be covered by the amount
paid, starting with the earliest unpaid transaction. (A given transaction may also be
partially paid. In this case, the transaction will be split into two transactions, one
for the paid portion and one for the unpaid portion.) Depending on how your
System Librarian has set up the system, one or more receipts will be printed.
Viewing Cash Transactions
To view the Cash Transactions tab of the User Information window, click the
arrow next to the Pay field.
Change Date
Click Change Date to change the due date for the current loan. A small window
will pop up enabling you to enter a new date.
Note
Click Note to enter a note that will appear on the expand window of this specific
loan.
Loan History
Click the iconized Loan History window to see a running list of all loan
transactions performed over a certain time period. You can also select Loan
History from the Circulation menu or use Shift F5.
Go to top of page
Go to Loaning an Item
5.2.2 Fast Circulation Path
The Fast Circulation option gives you the possibility to perform a loan or a return
from one screen. Details of the item and the user are not retrieved by the system so
the transactions are performed more quickly than when using regular Loan and
Return options.
For the sake of speed, the item's bibliographic information, loan details or the
return date and the user's details are not retrieved and are therefore not displayed.
There is also no access to the User List or to any search for items.
The same checks that are performed in the usual Loan and Return windows, are
also performed when using the Fast Circulation option.
To perform a return using Fast Circulation, follow these steps:
Step 1: Open the regular Circulation client. Choose Circulation from the Main
Menu. From the Circulation menu, choose Fast Circulation. The following window
will be displayed:
Step 2: Click on the Loan radio button. Fill in the User ID/Barcode and Item
Barcode fields and click on the Loan button.
For the System Librarian:
Whether the "Override" button in the "Errors Report" window at the end of the
circulation transaction will enabled or not is dependent on the following:
❍
Column 4 in pc_tab_fast_circ:
If set to Y, overriding is allowed according to the librarian's or user's
"Override" privileges.
If set to N, overriding is not allowed, no matter what privileges the librarian
or user have.
❍
If the librarian does not have the privilege to override loan errors, or the user
for whom the loan is performed does not have this privilege, then the
"Override" button is disabled when the errors report is displayed.
5.2.3 Off-line Path
This option lets you record a loan transaction on your local computer in case there
is a disruption with your computer's connection to the server. Your transactions
will be saved in a file which you may send to the server when the connection is
re-established. The system will then check the transactions and produce a check
report. The system checks if the item exists or not; if there is a user/borrower
record; if there are system problems in Loan/Return (i.e. the system was unable to
register the Loan/Return for any reason). If a cash transaction could not be
registered when the item was returned late, the system will check if it was already
on loan or if the item was declared as lost or claimed returned.
To activate this function, choose Circulation from the Main Menu, then from the
Circulation menu, choose Off-line Circulation. The following form will be
displayed:
To record a loan transaction, follow these steps:
Step 1: Choose the type of transaction by clicking the Loan radio button.
Step 2: Fill in the ADM library, borrower ID, and item barcode.
Step 3: Click the Loan button.
Note: For more information on what to do when the connection with the server is
re-established, see the chapter on Off-line Circulation.
Go to top of page
Go to Loaning an Item
5.3 RECALLING A LOANED ITEM
There is no recall function per se. All requested items are potentially recalled
items, if the library is set up for recalls. When the Circulation librarian creates a
hold request for the item, the Recall Type field (regular or rush) and the Priority
field, are set. Depending on Recall type, the "Recall" batch procedure will make
this item a recalled item.
When the patron places a request using the Web OPAC, his request will always be
registered as a regular recall and he cannot change this. When the Recall batch
function is run, the request will be included.
Go to the Recalls chapter for an explanation of how to set up the Recall
functionality; how to identify items that should be recalled and items whose recalls
should be cancelled; and how to send recall-related letters to borrowers.
Go to top of page
Go to next section (Renewals)
6.0 RENEWALS
In addition to renewing loans in the Circulation module, the user of the OPAC may
renew his loans if he has been given this privilege in the local user record, and if
the item status permits renewal in the OPAC.
In the Circulation module, there are three paths you may take to renew a loan:
❍ Direct path
❍
Item path
❍
User path
Each path is described below.
6.1 DIRECT PATH
To go directly to the renewal function, select Circulation from the Main Menu,
then from the Circulation menu, select Renew Loan by Barcode. The following
screen will then be displayed:
Enter the item barcode. You may use the barcode reader to scan in the number.
Then click OK. The following 2-part form will be displayed:
The only information in this form that you may change is the renew date and hour.
The other information is for reference only.
Renew Date
You can enter a new date manually or use the default that was calculated by the
system using various parameters from tab16.
There is a calender correction mechanism that is activated if you change the date
manually. If you accept the default as calculated by the system, then
correct_calendar is not used. If the DATE has been changed, then the above
routine is used. A manual change of the HOUR (but not the date) does not trigger
the correct_calendar routine.
To determine which format is currently being used for entering the date, place your
cursor over the date and press the hotkey F9. This is important because there is no
visual difference on the form between the format day/month/year and the format
month/day/year. By pressing F9, you will also be able to change the format for
entering the date.
Hour
This is the hour by which the item must be returned on the date shown to the left.
The system runs on a 24-hour clock, so if you wish the due hour to be 9 p.m., enter
21:00.
Go to top of page
6.2 ITEM PATH
You may renew an item from the Item List. To do so, follow these steps:
Step 1: Click the appropriate icon to retrieve an item by its:
Barcode or Location
❍
❍
❍
❍
Administrative record number
Or bibliographic record number
Or bibliographic record fields
❍
Bibliographic record fields
Step 2: In the Item List that appears, highlight an item and click the Borrower
button.
If you chose the Scan icon, highlight a document and click the Full button.
If there is more than one document matching your scan, a Brief list will appear.
Highlight an item and click the Select button. In the Item List that appears,
highlight an item and click the Borrower button.
Step 3: On the User Information screen that appears, click the Renew button.
Step 4: On the Renewal form that pops up, fill in the new due date and due hour.
Go to top of page
6.3 USER PATH
You may renew an item from a User record. To do so, follow these steps:
Step 1: Click
to retrieve a user record.
Step 2: In the form that pops up, enter the user's ID or barcode. The User
Information form will be displayed.
Step 3: On the User Information form, click the Loans tab. The borrower's Loan
List will be displayed.
Step 4: On the Loan List, click the Renew or Renew All button.
Step 5: On the Renewal form that pops up, fill in the new due date and due hour.
6.4 RENEW ALL
The "Renew All" function performs the Renew for all the items on the user's loan
tab without the need to highlight every single item.
When performing "Renew All", the system performs the checks as follows :
❍
If DisplayRenewAllCheckWindows = Y:
Firstly, the system checks the renew all, by using the section
"RENEW-GBL" in tab_check_circ, in order to catch a general error, usually
caused by a passed borrower expiry date. If a reason for not renewing the
loan is encountered (according to the section RENEW-GBL in
tab_check_circ), then an error message box pops up which shows all
specific item errors. This error message can be overridden by clicking on the
"Override" button. If it is not overridden, the system cannot proceed and no
renewal can be initiated.
Secondly, the system checks all items, trying to renew every one. For every
item that is renewed, a message, "Successful renew", is displayed in the
lower part of the Borrower Loan window. If a reason for not renewing the
loan is encountered (according to the section RENEW in tab_check_circ),
then an error message box pops up which shows all specific item errors.
This error message can be overridden by clicking on the "Override" button.
If it is not overridden, the item that it refers to cannot be renewed. At the
same time, a matching line with errors is added to the Renew All log section
in the lower part of the Borrower Loan window. If the error message is
overridden, the item is renewed and the message "Successful renew
(override)" is displayed in the lower part of the Borrower Loan window.
All the items that have not been renewed due to errors that were not
overridden are highlighted, and the error messages are shown numbered line
by line in the log section in the lower part of the Borrower Loan window.
For every renewed item, a message "Successful renew" or "Successful
renew (override)" is displayed in the lower part of the Borrower Loan
window. Clicking on a specific line in the lower part of the Borrower Loan
window highlights the matching item in the upper part. Clicking on an item
in the upper part of the Borrower Loan window highlights its message line.
The unrenewed items are not displayed as highlightened the next time the
user record is retrieved.
❍
If DisplayRenewAllCheckWindows = N:
No error message boxes are displayed during the "Renew All" process, and
all the loans in the list are handled automatically, according to the flag
OverrideRenewAllChecks in the [LoanList] section of circ.ini.
❍
If OverrideRenewAllChecks = "Y":
all renew errors are ignored and the message "Successful Renew (override)"
is displayed in the log window for each renewal that encounters a reason for
not renewing the loan (simulating the "Override" button of the error
messages window).
❍
If OverrideRenewAllChecks ="N":
renewals are not performed (simulating the "Cancel" button of the error
messages window), and the errors of such renewal attempts are displayed in
the renew log window.
❍
If the line WantBorListOnRenewAll in circ.ini is set to "Y":
a form is automatically printed after the "Renew All" procedure has been
performed. This is a new form which is called bor-list-renew-all. It includes
the same information as bor-list. In addition to this, it also lists the hindering
reasons for those items which have not been renewed.
After the end of the renew-all procedure the following dialog window pops up
which contains a check box asking whether or not the borrower is present in the
library:
If the check box is filled, meaning that the borrower is present, the printing
parameters are taken from print.ini, function name "BorListRenewAll". If not, they
are taken from the function "BorListRenewAllRemote".
If the line WantBorListOnRenewAll in circ.ini is set to "N", automatic printing is
not triggered. If the check box "send all letters to borrower" which can be set in the
Global information tab of User Form of the Circ GUI is unchecked, no letters are
printed.
Go to top of page
Go to next section (Recalls)
7.0 RECALLS
The Circulation librarian can initiate the recall process by creating a hold request for the
item and filling in the Recall Type field (regular or rush).
The Web OPAC user can request an item by placing a hold request. The user's request
automatically receives the status set in www_server_defaults. The patron cannot change
this status.
While the Circulation librarian or the Web OPAC user may request an item, it is not
actually recalled until the "Recall Items on Hold" function is run in the Web Services
module.
This chapter explains how to set up the Recall functionality; how to identify items that
should be recalled and items whose recalls should be cancelled; and how to send
recall-related letters to borrowers.
The workflow for Recalls is shown in the diagram below. Each step is described in detail
following the diagram.
7.1 SETUP
To set up the Recall functionality, follow these steps:
Step 1: Define the fine method, the recall period and the minimum guaranteed loan
period. To do so, edit tab16 (UTIL G/5/16):
❍ In column 14 "Fine method", fill in the preferred fine method. Note that you can
choose fine method number 7 that will take the recall into account when the item
is returned late.
❍ Fill in column 19 to define the number of days from the day the recall notice is
sent to the new due date (this is known as the recall period). This sets the new due
❍
date.
Fill in column 20 to define the minimum guaranteed loan period. This is the
number of days that the original borrower can have the item on loan, even if it has
been requested by another user and recalled.
Step 2: Define fine rates for late return of recalled items. This is required when you
use the number 7 fine method which takes the recall into account when the item is
returned late. To do so, edit tab18 (UTIL G/5/18). Examples of the relevant lines of this
table are shown below:
0050 #### ## Y 1.5
LRecall late return fine (ratio)
0051 #### ## Y 1.5
LRush Recall late return fine (ratio)
Note that the number 1.5 in column 5 means that in addition to the fee on the late return,
the borrower will be charged an extra 1.5 times the late fee because the item was
recalled. In other words, instead of paying a fee of X, the borrower will pay a fee of X +
1.5X = 2.5X.
Go to top of page
7.2 RECALL
While the Circulation librarian or Web OPAC user may request an item, it is recalled
only if you run the "Recall" function in the Web Services module. If your policy is to use
recall functionality, it is recommended that you run this function every day. When you
do so, the following occur:
New Due Date
The system will calculate a new due date for each recalled item. Note that the due hour
will not be changed. If it is a regular (not rush) recall, the original borrower may keep the
item for the minimum guaranteed loan period.
If the new due date falls after the original due date, the original due date will remain in
effect, but the borrower will receive a letter informing him that the item has been
recalled.
If it is a rush recall, the minimum loan period is ignored and the original borrower must
return the item by the new due date, which is calculated according to the recall period in
tab16.
Recall Letters
Running the "Recall" Web service (b-cir-13) will generate recall letters for borrowers,
asking them to return the recalled items. The letters will use one of the following files in
the library's form_lng directory:
❍ loan-recall-01-nn: tells borrower he must return the item before the original due
date. If he is late, he can be fined at a high rate for returning a recalled item late.
This is according to the library's policy and the setup in tab18.
❍ loan-recall-02-nn: tells borrower that the item has been recalled but he can keep it
until the original due date. If he is late, he will be fined as follows: first at the
regular overdue rate (since the item was returned after its original due date), and
later at the higher "recall overdue" rate (since the item was returned after its recall
due date). An extra "recall overdue" charge is optional, and is set in tab16, column
14.
Update Display
The Item List and Borrower's List of Loans will be updated, indicating that the item has
been recalled. The List of Loans will show both the original due date and the new due
date, now that the item has been recalled.
Go to top of page
7.3 RETURN ITEM
When the item is returned, it should be checked in using the Return function.
7.4 DELETE REQUEST
There are three ways to delete a hold request. All of them affect the recall:
Librarian Deletes Request
Librarians may delete hold requests in the Circulation module.
OPAC User Deletes Request
The OPAC User can go to the User Info screen, click on the Hold Requests link and view
the list of hold requests that he has made. From there, he can select a hold request to
delete.
"Like" Copy Found
The recall was placed on the exact copy that the user selected. However, in the
meantime, another, "like" copy was returned and the hold request is filled with this copy.
If this happens, the hold request will be deleted and the recall cancelled. This is
irrelevant in cases where the library allows patrons to place holds on exact copies.
7.4.1 Cancel Recall
In order to identify which requests have been deleted, run the "Recall" function in the
Web Services module and for the "Reset loans of cancelled requests" field, choose
"Yes". The system will print "Recall Cancelled" letters to borrowers, informing them that
they no longer need to return the item early because it is no longer being recalled. The
template used for these letters is loan-recall-03-nn in the library's form_lng directory.
Go to top of page
Go to next section (Returns)
8.0 RETURNS
Before returning any items, you should first set up the system's return options.
8.1 SETUP RETURN OPTIONS
This function lets you determine:
❍ Whether return receipts should be printed automatically
❍ Whether or not you should receive messages during a return transaction
about late returns and about the return of an item that the system has no
record of having been checked out
❍ Whether or not a list of holds and photocopy requests for the returned item
will be displayed automatically
To activate this function, select Circulation from the Main Menu, then from the
Circulation menu, select Setup Return Options. The following screen will then be
displayed:
Print Return Receipt
Click this box if you want the system to automatically print a receipt for each
return transaction.
Print Return Receipt - Transfer
Click this box if you want the patron to receive a receipt even though the item
needs to be transferred to another site.
Holds List Display
Click this box if you want the system to automatically display a list of holds for the
returned item.
Print Photocopy Requests
Click this box if you want the system to automatically print photocopy request
slips for the returned item.
Item Not Loaned Message
Click this box if you want to be notified about the return of an item that the system
has no record of having been checked out.
Display Circulation Note
If you check this box, the Circulation Note that was entered in the Item Record
will be displayed when a user returns the item. The Circulation Note field can be
found in the Items module, in the Item form under the tab General Information (2).
Display Process Status
Click this box if you want to display a prompt with the item's process status.
Late Return Message
Decide if and when you want to be notified that an item has been returned late.
❍ No Message: Click this button if you do not want to be notified.
❍ Per Single Loan: Click this button if you want to be notified after each
return transaction.
❍ End of Session With Current User: Click this button if you want to be
notified at the end of a series of return transactions for a specific patron.
8.2 RETURNING AN ITEM
There are three paths you may take to return an item:
❍ Direct path
❍
Fast Circulation path
❍
Off-line path
Each path is described below.
8.2.1 Direct Path
To go directly to the return function, select Circulation from the Main Menu, then
from the Circulation menu, select Return. Alternatively, click on the Return icon
on the Menu Bar, or press F6 on the keyboard. The following window will be
displayed:
Enter the item barcode. You may use the barcode reader to scan in the number.
Depending on the Setup return options, in a case where the system detects that
your work station is not identified as the home sub-library of the item being
returned, but does accept returns for another sub-library, the system will
automatically print out a transfer slip for the item, and display a message
instructing you to transfer the item to the owning sub-library.
Depending on the Setup return options, in a case where there are photocopy
requests for the item, a message will appear, informing the librarian.
Depending on the Setup return options, in a case where there are hold requests for
the item, either a warning message will be displayed or the List of Hold Requests
will be displayed. You can use this window to select a request and notify a user
that the item is available. Again, depending on your setup, if there is only one
request on your list, after a few seconds, it is automatically selected.
The Return window also shows whether or not an item that the patron requested is
available for him on the hold shelf. When a patron returns any item, the librarian
can tell him that a requested item can now be picked up.
The information is on the last line of the lower part of the Return window. The
caption of the line is: "Holds on shelf". The messages are "No holds for borrower"
or "Borrower has holds on shelf" accordingly. This is not dependent on the Return
options and will always be displayed.
Return
Click Return to perform the actual return.
Clear
Click Clear to erase information about the user and item that appear on the Return
form.
Override Date
Click on Override Date to register a return date that is earlier than the current date.
The override is active until it is deactivated or until the Return window is closed.
Enter a new due date and hour and click OK.
User
Click User to see the User Record. You will be able to see information such as the
borrower's loans, holds, photocopy requests, cash transactions and privileges.
Item
Click Item to see all copies available for the bibliographic record. You will be able
to see information such as the sub-library that owns each copy, and the status of
each copy (how long the copy can be checked out).
New Cash
You may register a cash transaction on an ad hoc basis by clicking the New Cash
button. A form will be displayed, enabling you to define the transaction as a debit
or credit, write a descriptive note about the transaction, and link the transaction to
a particular target, sub-library, or item record.
Pay Cash
If the user wants to pay some or all of the money he owes, enter the amount in the
Pay field and click the Pay Cash button. You will be asked to confirm that the user
really does want to pay the specified amount. After confirmation, the system will
register as paid as many transactions as can be covered by the amount paid,
starting with the earliest unpaid transaction. (A given transaction may also be
partially paid. In this case, the transaction will be split into two transactions, one
for the paid portion and one for the unpaid portion.) Depending on how your
System Librarian has set up the system, one or more receipts will be printed.
View Cash Transactions
To view the Cash Transactions tab of the User Information window, click the
arrow next to the Pay field.
Return History
If you wish to see a list of all return transactions performed since you logged onto
the system, click the iconized Return History window, or go to the Circulation
menu and select Return History. You can also use Shift+F6.
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8.2.2 Fast Circulation Path
The Fast Circulation option gives you the possibility to perform a loan or a return
from one screen. Details of the item and the user are not retrieved by the system so
the transactions are performed more quickly than when using regular Loan and
Return options.
For the sake of speed, the item's bibliographic information, loan details or the
return date and the user's details are not retrieved and are therefore not displayed.
There is also no access to the User List or to any search for items.
The same checks that are performed in the usual Loan and Return windows, are
also performed when using the Fast Circulation option.
To perform a return using Fast Circulation, follow these steps:
Step 1: Open the regular Circulation client. Choose Circulation from the Main
Menu. From the Circulation menu, choose Fast Circulation. The following window
will be displayed:
Step 2: Click on the Return radio button. The screen will change to:
Fill in the Item Barcode field and click on the Return button.
For the System Librarian:
Whether the "Override" button in the "Errors Report" window at the end of the
circulation transaction will enabled or not is dependent on the following:
❍
Column 4 in pc_tab_fast_circ:
If set to Y, overriding is allowed according to the librarian's or user's
"Override" privileges.
If set to N, overriding is not allowed, no matter what privileges the librarian
or user have.
❍
If the librarian does not have the privilege to override loan errors, or the user
for whom the loan is performed does not have this privilege, then the
"Override" button is disabled when the errors report is displayed.
8.2.3 Off-line Path
This option lets you record a return transaction on your local computer in case
there is a disruption with your computer's connection to the server. Your
transactions will be saved in a file which you may send to the server when the
connection is re-established. The system will then check the transactions and
produce a check report, listing delinquencies found and other conditions (such as
the existence of hold requests for an item).
To activate this function, you can use either the stand-alone off-line Circulation
Client, or the regular Circulation client. This chapter explains the regular
Circulation client. Details about the stand-alone off-line Circulation client can be
found in the Off-line Circulation chapter.
In the regular Circulation client, choose Circulation from the Main Menu, then
from the Circulation menu, choose Off-line Circulation. The following form will
be displayed:
To record a return transaction, follow these steps:
Step 1: Choose the type of transaction by clicking the Return radio button.
Step 2: Fill in the ADM library and item barcode.
Step 3: Click the Return button.
Note: For more information on what to do when the connection with the server is
re-established, see the Off-line Circulation chapter.
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Go to next section (Off-line Circulation)
9.0 OFF-LINE CIRCULATION
This option lets you record transactions on your local computer in case there is a
disruption with your computer's connection to the server. Your transactions,
including loan, return and cash debiting will be saved in a file which you may send
to the server when the connection is re-established. The system will then check the
transactions and produce a check report. The system checks:
❍ If the item exists or not.
❍ If there is a borrower record.
❍ If there are system problems in Loan/Return (i.e. the system was unable to
register the Loan/Return for any reason).
There are two ways that you can activate the Off-line Circulation functionality:
❍ Through a stand-alone off-line Circulation Client
❍
Through the regular Circulation Client
9.1 REGULAR CIRCULATION CLIENT
To activate this function, choose Circulation from the Main Menu, then from the
Circulation menu, choose Off-line Circulation. The following form will be
displayed:
To record a transaction, follow these steps:
Step 1: Choose the type of transaction, Loan or Return, by clicking the
appropriate radio button. The window will change according to the transaction
type that you have selected.
Step 2: Fill in the ADM library, borrower ID, and item barcode fields.
Step 3: Click the Loan or Return button.
9.1.1 When the Server Connection is
Re-established
When the server connection is re-established, you may use the following buttons:
Send File
Click Send File to send the transaction file that was created to the server.
Clear File
Click Clear File to erase the transaction file from your local computer.
Import File
This function is used with the stand-alone off-line Circulation client. It imports the
transaction file from the stand-alone off-line client to the regular Circulation client,
so it can be sent to the server to be checked.
Check Rpt (Check Report)
After you have sent the transaction file to the server, click Check Rpt to see the list
of delinquencies and other conditions related to these transactions.
The system checks:
❍ If the item exists or not.
❍ If there is a borrower record.
❍ If there are system problems in Loan/Return (that is, the system was unable
to register the Loan/Return for any reason).
❍ If the due date of the loan was shortened because of patron expiry before the
normal due date (this exception is noted in the report).
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9.2 STAND-ALONE OFF-LINE
CIRCULATION CLIENT
To activate this function, go to the "Offcirc" directory on the client, click on the
Bin sub-directory, then click the Offcirc.exe file. The following form will be
displayed:
Note that depending on how the system librarian set up the system, you might need
to enter a user login and password before you can access offline circulation.
For the System Librarian: If you would like to allow users to access offline
circulation without being asked for a user login and password, set the alephcom.ini
AlephLogin flag to N.
[Main]
AlephLogin=N
To record a transaction, follow these steps:
Step 1: Choose the type of transaction, Loan or Return, by clicking the
appropriate radio button. The window will change according to the transaction
type that you have selected.
Step 2: Fill in the ADM library, User ID/Barcode (if the field appears), and Item
Barcode.
Step 3: Click the Loan or Return button.
Step 4: The lower half of the window will display the barcode and action that
was performed. Click the Send button and the transactions that were performed
will be saved in the Offcirc.dat file.
9.2.1 When the Server Connection is
Re-established
When the server connection is re-established, follow these steps:
Step 1: Open the regular Circulation client. Choose Circulation from the Main
Menu. From the Circulation menu, choose Off-line Circulation. The following
window will be displayed:
Step 2: Click the Import File button. A window will pop up, enabling you to
browse through directories to choose the desired file. Select the
/Offcirc/files/<lib>/Offcirc.dat file and click Open. This will import the transaction
file from the stand-alone off-line Circulation client to the regular Circulation
client.
Step 3: If the transaction file in the regular Circulation client is not empty, you
will receive a message asking you whether you want to overwrite the file. Choose
"No", because this means there are some transactions in the regular Circulation
client that have not yet been sent to the server. Take care of these transactions first
(by clicking the Send File button and the Check Rpt button). Then return to Step 2
to continue.
Step 4: A message will pop up, asking you whether you want to delete the
import file. It is recommended that you choose "Yes" so that future transactions
performed with the stand-alone client will be written in a new transaction file.
(Otherwise, if the file is not deleted, the transactions will be appended to the old
file.)
Step 5: Another message will pop up, asking you whether you want to send the
imported file to the server now. It is recommended to choose "Yes". However, if
you choose "No", you can send the file to the server later by clicking the Send File
button on the regular off-line Circulation window (shown in Step 1 above).
Step 6: After sending the file to the server, be sure to click the Check Rpt button
to see the list of delinquencies and other conditions related to the loan and return
transactions.
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Go to next section (Hold Requests)
10.0 HOLD REQUESTS
This chapter includes the following sections:
❍ Hold request management
❍
Creating a hold request
❍
Viewing a hold request
❍
Updating a hold request
❍
Deleting a hold request
❍
Returning items with holds
❍
Unclaimed items on hold shelf
❍
Printing letters to users
❍
Display information about hold request during return
10.1 HOLD REQUEST MANAGEMENT
10.1.1 System Librarian Responsibilities
The system librarian determines whether the system will:
❍ Check item availability for a hold request
❍ Deliver an item to a particular location or hold the item for pickup.
❍ Provide different limits on the amount of time that an item may remain on the hold shelf,
depending on the action that triggers the hold request.
Check Item Availability
The system librarian may have the system check the availability of an item when a batch of call
slips are printed in the Services module. If an item is unavailable, the system will print a "wait"
letter to the patron and the status of the request will be changed automatically from A (Active)
to W (Waiting). If the item is available, the status will be changed to S when the patron is
informed that the item is being held for him.
Alternatively, the system librarian may decide that the system should not check item
availability, but simply print out the call slip. In this case, the request status will be changed to
W (Waiting) only after the circulation librarian sends a "wait" letter to the patron by using the
function Print Letter - Hold Request Not Filled.
Pickup/Delivery Location
For each combination of sub-library, item status and borrower status, you may define the
location from which the user will pick up the held item, or the location to which the item will be
delivered. To do so, use UTIL G/5/37 to edit tab37 (Hold requests configuration).
Time Limit on Hold Shelf
You may define different limits on the amount of time that an item is kept on the hold shelf,
depending on whether the hold is triggered by the return of the item, or triggered by the menu
entry User Request, "Print Letter - Hold Request Filled". Many libraries use the utility for
closed stack management and want a shorter hold period for items from closed stacks than for
other requested items, that have been returned.
The system does not differentiate between a Hold Request for an unavailable (loaned) item and
a pickup request for an item which is on the shelf. The difference is in the checks made and in
the printed reports.
To define the different limits, edit tab44 using UTIL G/5/44.
Note: For more information about the tables used for defining these hold request management
policies, see the System Librarian chapter .
10.1.2 Circulation Librarian Responsibilities
The Circulation Librarian can determine whether or not the system will automatically display a
list of hold requests for an item as soon as the item is returned, by using the function Setup
Return Options.
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10.2 CREATING A HOLD REQUEST
A patron may place a hold request through the Web OPAC if he has been given this privilege in
the local user record.
In the Circulation module, there are two paths the librarian may take to place a hold request:
❍ Item path
❍
Direct path
Each path is described below. To select a user from a list, click the arrow.
10.2.1 Create Request - Item Path
You may place a hold request from the Item List. To do so, follow these steps:
Step 1: Click the appropriate icon to retrieve an item by its:
❍
❍
❍
❍
❍
Barcode or Location
Administrative record number
Or bibliographic record number
Or bibliographic record fields
Bibliographic record fields
Step 2: On the Item List that appears, highlight an item and click the Hold Request button.
If you chose the Scan icon, highlight a document and click the Full button. If there is more than
one document matching your scan, a Brief list will appear. Highlight an item and click the
Select button. On the Item List that appears, highlight an item and click the Hold Request
button.
The following form will be displayed:
You can only place a hold request for an item if the patron has hold privileges. To place a hold
request, fill in the form and click OK.
Following is help for each field of the form:
User ID
If you enter a proxy User ID, the request is nevertheless registered under the name of the
sponsor.
Author of Part
Enter this information in case the library decides to provide the patron with a free photocopy of
the material instead of the original. Type the author of the portion of the item that the patron is
interested in if it is different from the item as a whole. For example, a chapter may be written by
one person, while the work as a whole was edited by another person.
Title of Part
Enter this information in case the library decides to provide the patron with a free photocopy of
the material instead of the original. Type the title of the portion of the item that the patron is
interested in if it is different from the title of the item as a whole. For example, a chapter may
have a title that is different from the title of the work as a whole.
Pages to Copy
Enter the pages that the patron is interested in (again, for the purpose of photocopying).
Note 1 and 2
Optional. Enter notes for the library staff.
From Date/To Date
Enter the period of time during which the patron is interested in receiving the material. (The
system default period is one year but you may change this manually.) Press the hotkey F9 to
determine which format is currently being used for entering the date. For example, there is no
visual difference on the form between the format day/month/year and the format
month/day/year. By pressing F9, you will also be able to change the format for entering the
date.
Pickup Location
This is the location where the material will be delivered or held for the patron to pick up.
Recall Type
If you want the item to be recalled, choose the level of urgency, 01 (regular) or 02 (rush). If you
do not want the item to be recalled, choose 03 (no recall). If you select 02 (rush), the hold
request will automatically be assigned 00 priority (see explanation below).
Priority
You can determine the position of the Hold Request in the queue by assigning a Priority. The
highest level priority is "00", the lowest is "99". Regular requests in the GUI receive a priority
of 20 and a request that is classified as a rush recall will automatically receive a priority of 00.
See the System Librarian chapter for instructions about setting the default value of the Priority
field.
No. of Requests
Depending on the number entered here, multiple requests will be made for the patron
(regardless of the patron's multiple requests privilege). This is for special use.
Rush Handling
If this is a rush request, that is, the user is currently waiting in the library for the material, put a
check-mark in the box by clicking on it. "Rush" will print on the call slip.
Item Matching Filter
Use these fields to define the group of "like" items from which the hold request may be filled.
Only Selected Item
If you want the hold request to be filled only by the specific copy that was highlighted in the
previous Item List window, put a check-mark in the box by clicking on it.
10.2.2 Create Request - Direct Path
To go directly to the Create Hold Request function, select Requests from the main menu, then
from the Requests menu, select Create Hold Request. The following screen will be displayed:
Item Barcode
You may use the barcode reader to scan in the barcode number. Alternatively, you may search
for an item by entering an administrative record number , or a bibliographic record number.
Click the arrow to select from a list.
User ID/Barcode
To select a user from a list, click the arrow.
After identifying the item and user, the Hold Request form will be displayed for you to fill in (it
is similar to the one used in the Item Path above).
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10.3 VIEWING A HOLD REQUEST
There are two paths you can take to view a hold request:
❍ Item path
❍
User path
Each path is described below.
10.3.1 View Request - Item Path
You may view a hold request from the Item List. To do so, follow these steps:
Step 1: Click the appropriate icon to retrieve an item by its:
❍
❍
❍
❍
Barcode or Location
Administrative record number
Or bibliographic record number
Or bibliographic record fields
Step 2: On the Item List that appears, highlight an item and click the Holds button. A list of
hold requests for the selected item will be displayed.
Step 3: Highlight a hold request and click the Expand button.
10.3.2 View Request - User Path
You may view a hold request from the User Information screen. To do so, follow these steps:
Step 1: Click
to retieve a user record.
Step 2: In the form that pops up, enter the user's ID or barcode. The User Information form
will be displayed.
or
Step 1: Click
to display the patron list.
Step 2: Choose Name, ID or Barcode and enter initial text and press ENTER. Select the
patron.
or
Step 1: Click
to display the patron list.
Step 2: Click KEYWORD and enter words from name and address. Select the patron.
Step 3: On the User Information form, click the Hold Requests tab. The borrower's List of
Hold Requests will be displayed.
Step 4: Highlight a hold request and click the Expand button.
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10.4 UPDATING A HOLD REQUEST
There are two paths you can take to update a hold request:
❍ Item path
❍
User path
Each path is described below.
10.4.1 Update Request - Item Path
You may update a hold request from the Item List. To do so, follow these steps:
Step 1: Click the appropriate icon to retrieve an item by its:
❍
❍
❍
❍
Barcode or Location
Administrative record number
Or bibliographic record number
Or bibliographic record fields
Step 2: On the Item List that appears, highlight an item and click the Holds button. A list of
hold requests for the selected item will be displayed.
Step 3: Highlight a hold request and click the Update button.
Step 4: Edit the form that is displayed and click OK. (The form is similar to the one used in
Create Hold Request - Direct Path above. The form is explained in Update Hold Request in the
Users section of this manual).
10.4.2 Update Request - User Path
You may update a hold request from the User Record. To do so, follow these steps:
Step 1: Click
to retrieve a user record.
Step 2: In the form that pops up, enter the user's ID or barcode. The User Information
window will be displayed.
or
Step 1: Click
to display the patron list.
Step 2: Choose Name, ID or Barcode and enter initial text and press ENTER. Select the
patron.
or
Step 1: Click
to display the patron list.
Step 2: Click KEYWORD and enter words from name and address. Select the patron.
Step 3: On the User Information window, click the Hold Requests tab. The borrower's List of
Hold Requests will be displayed.
Step 4: Highlight a hold request and click the Update button.
Step 5: Edit the form that is displayed and click OK. (The form is similar to the one used in
Create Hold Request - Direct Path above. The form is explained in Update Hold Request in the
Users section of this manual).
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10.5 DELETING A HOLD REQUEST
There are several ways to delete hold requests:
❍ Delete a hold request by barcode
❍
Delete a hold request from the Item List
❍
Delete a hold request from the User Record
When a single hold request is deleted, the system may automatically print a letter to the
user who placed a hold request, informing him that the item is no longer being held for
him. This depends on the set up of your workstation. If the hold request has been placed
by a proxy, then a second letter is printed for the proxy in addition to the initial letter that
is printed for the sponsor.
❍
Delete a group of hold requests
Each method is described below.
10.5.1 Delete a Hold Request by Barcode
If you know an item's barcode, you can call up its list of hold requests. To activate this function,
select Requests from the main menu. Then, from the Requests menu, select Delete Hold
Requests by Barcode and enter the item's barcode.
If there is only one hold request for the item, it will be deleted automatically. If there is more
than one hold request, you will be able to view the list of hold requests and choose the one(s)
you wish to delete.
10.5.2 Delete a Hold Request from the Item List
To delete a hold request from the Item List, follow these steps:
Step 1: Click the appropriate icon to retrieve an item by its:
❍
❍
❍
❍
❍
Barcode or Location
Administrative record number
Or bibliographic record number
Or bibliographic record fields
Bibliographic record fields
Step 2: On the Item List that appears, highlight an item and click the Holds button. A list of
hold requests for the selected item will be displayed.
Step 3: Highlight the desired hold request and click Delete. If the hold request has been
placed by a proxy, then a second letter is printed for the proxy in addition to the initial letter that
is printed for the sponsor.
10.5.3 Delete a Hold Request from the User Record
To delete a hold request from the User Record , follow these steps:
Step 1: Click
to retrieve a user record.
Step 2: In the form that pops up, enter the user's ID or barcode. The User Information form
will be displayed.
Step 3: On the User Information form, click the Hold Requests tab. The borrower's List of
Holds Requests will be displayed.
Step 4: Highlight the desired hold request and click Delete.
10.5.4 Delete a Group of Hold Requests
You may delete a group of hold requests that match your selection criteria. To go directly to the
Delete Hold Requests function, select Requests from the Main Menu, then from the Requests
Menu, select Delete Hold Requests. The following screen will be displayed:
In order to determine which hold requests should be deleted, fill in as few or as many fields as
you wish.
General Help on All Dates
Press the hotkey F9 to determine which format is currently being used for entering the date. For
example, there is no visual difference on the form between the format day/month/year and the
format month/day/year. By pressing F9, you will also be able to change the format for entering
the date.
Request Date
This is the date on which the user requested the material. You can delete requests starting from
the date entered here. Put a check in the box next to the type of request you wish to delete,
Active and/or Waiting requests.
End Request Date
This is the date up to which the user is interested in receiving the material. You can delete
requests UP TO the date entered here if the hold date has not yet arrived. Put a check in the box
next to the type of request you wish to delete, Active and/or Waiting requests.
Hold Date
The hold date is the date on which a letter was sent to the patron advising him that the requested
material is ready to be picked up. (These hold requests have status "S".) You can delete requests
UP TO the date entered here.
Sub-library
You may wish to delete hold requests for a particular sub-library. If not, leave the field blank.
Item Status
You may wish to delete hold requests having a particular item status. If not, leave the field
blank.
User Status
You may wish to delete hold requests for users having a particular status. If not, leave the field
blank. If the hold request has been placed by a proxy, then a second letter is printed for the
proxy in addition to the initial letter that is printed for the sponsor.
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10.6 RETURNING ITEMS WITH HOLDS
If the Circulation Librarian has set the system to automatically display a list of hold requests for
an item as soon as the item is returned (by using the function Setup Return Options), the
following screen will be displayed:
This window shows the list of hold requests for the returned item. Depending on how your
System Librarian has set up the system, the information displayed for each request may include
the user name, request date, pickup location, status and priority.
Expand
Click Expand to see detailed information about the highlighted hold request.
Update
Click Update to update the hold request, for example, to change the date when the borrower is
interested in receiving the material.
Delete
Click Delete to remove a highlighted request from the list.
Letter
Click Letter to print a letter to a patron, notifying him that the item he requested is now
available.
Whether or not the first of multiple hold requests in the list is automatically printed depends on
the setup of circ.ini [ReturnHold].
10.6.1 Returning to Home Library
If the delivery location is type "02" (Home) or "03" (Mailbox), the item is loaned to the user
and the hold request is deleted. No letter is printed. The patron does not have to be notified
since in this case the item is sent to him.
If the delivery location is type "01" (Sub-library) two letters are printed (one for the user and
one to be put in the item) but the hold request is not deleted from the system. The words "on
hold" are displayed in the Circulation and OPAC modules in place of the due date.
If the delivery location is type "04" (Reading Room) two letters are printed (one for the user and
one to be put in the item), the item is loaned to the patron, the sub-library of the item is changed
temporarily to the Reading Room sub-library and a Reading Room record is created for the item
(for Reading Room control).
A hold request can be made for "pickup" or "delivery", depending on the definition in tab37 and
tab_sub_library.lng. "Pickup" is action 01 in tab37, for library types "1" or "4" in
tab_sub_library.lng. "Delivery" is action 02 or 03 in tab37 for library type "3" in
tab_sub_library.lng.
10.6.2 Returning to a Library Other than the Home
Library
In the event that an item is returned to a location other than the item's home library and there is
a "pickup" hold request for the item, the librarian must send the item to the pickup sub-library.
The system prints a transfer slip and loans the item to the pickup library. When the item arrives
at the pickup sub-library, the librarian returns the item in order to "return" it and activate the
hold requests window (as described in 10.6. above).The item is then ready for pickup at the
sub-library where it has been requested.
If an item is returned to a location which is not the item's home library and there is a "delivery"
hold request of the "02" (Home) or "03" (Mailbox) type (as defined in tab37) through a
"special" pickup sub-library (type 3, as defined in tab_sub_library.lng), the item is "in transfer"
to its home sub-library. In order to proceed with the hold request the item is transfered to its
home library and the delivery is handled from there. This is because a Home or Mailbox
delivery request must be performed by an item's home library, (through a type 1 or 4
sub-library, as defined in tab_sub_library.lng).
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10.7 UNCLAIMED ITEMS ON HOLD SHELF
This section explains what to do if an item waiting on the hold shelf is never picked up by the
patron.
You may identify items that have remained on the hold shelf for more than a specific period of
time by using the Hold Shelf Report (cir-06) function in the Services module.
Such an item should be removed from the hold shelf, but since there may be additional hold
requests for the item, it should be returned using the return function so the system will check for
additional hold requests. If there are no additional hold requests for the item, it may then be
returned to the shelf.
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10.8 PRINTING LETTERS TO USERS
Two kinds of "hold" letters are available to send to patrons:
❍ Hold request filled
❍
Hold request not filled
10.8.1 Hold Request Filled
This option lets you print a letter to a patron informing him that the item he requested is now
available.
To send this letter, select Requests/Print Letter - Hold Request Filled from the Main Menu. In
the form that pops up, enter the item barcode and click OK. The following screen will be
displayed:
This window shows the list of filled hold requests. Depending on how your System Librarian
has set up the system, the information displayed for each request may include the user name,
request date, pickup location, status and priority.
Expand
Click Expand to see detailed information about the highlighted hold request.
Update
Click Update to update the hold request, for example, to change the date when the borrower is
interested in receiving the material.
Delete
Click Delete to remove a highlighted request from the list.
Letter
Click Letter to print a letter to a patron, notifying him that the item he requested is now
available. If the hold request has been placed by a proxy, then a second letter is printed for the
proxy in addition to the initial letter that is printed for the sponsor.
Whether or not the first of multiple hold requests in the list is automatically printed depends on
the setup of circ.ini [ReturnHold].
10.8.2 Hold Request Not Filled
This option lets you print a letter to a patron informing him that the item he requested is not
available. See the section Check Item Availability for more information on when and why this
function should be used.
To send this letter, select Requests/Print Letter - Hold Request Not Filled from the Main Menu.
If the hold request has been placed by a proxy, then a second letter is printed for the proxy in
addition to the initial letter that is printed for the sponsor.
In the form that pops up, enter the item barcode and click OK.
A screen will be displayed that is similar to the one shown when Returning Items With Holds.
10.9 Display Information About Hold Request
During Return
When a patron returns an item, the librarian can tell him that another item that he had requested
can now be picked up. The information whether or not a requested item is available for the
patron on the hold shelf, is displayed when performing a Return action. It can be found on the
last line of the lower part of the Return window. The caption of the line is: "Holds on shelf".
The messages can be "No holds for borrower" or "Borrower has holds on shelf" accordingly.
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Go to next section (Photocopy Requests)
11.0 PHOTOCOPY REQUESTS
This chapter includes the following sections:
❍ Photocopy management
❍
Creating a photocopy request
❍
Viewing and updating a photocopy request
❍
Deleting a photocopy request
❍
Printing photocopy request slips
❍
Printing letters to users
11.1 PHOTOCOPY MANAGEMENT
11.1.1 System Librarian Responsibilities
The system librarian determines whether the system will:
❍ Check item availability for a photocopy request
❍ Bill the patron according to paper size. For billing according to paper size, a price for
each paper format should be set.
❍ Delete the photocopy request after the slip is printed
❍ Deliver a photocopy to a particular location or hold the photocopy for pickup.
Check Item Availability
The system librarian may have the system check the availability of an item when a batch of
photocopy request slips are printed in the Services module. If an item is unavailable, the system
will print a "wait" letter to the patron and the status of the request will be changed automatically
from A (Active) to W (Waiting).
Alternatively, the system librarian may decide that the system should not check item
availability, but simply print out the photocopy request. In this case, the request status will be
changed to W (Waiting) only after the circulation librarian sends a "wait" letter to the patron by
using the function Print Letter - Photocopy Request Not Filled.
Billing Photocopy Requests According to Paper Size
The system librarian can set different values for the photocopy fee according to paper size. For
each defined paper format a separate value can be set in column 5 of tab 18.lng. See section 18.8
Cash Transactions in the Circulation System Librarian chapter for more details.
Delete Request After Printing Slip
If the system librarian decides that photocopy requests should not be deleted after the slips are
printed, then the circulation librarian will be able to determine and record the number of pages
used for photocopying and the corresponding fee. (This is done using the function Print Letter Photocopy Request Filled .)
If the system librarian decides that the requests should be deleted after the slips are printed, then
no follow-up will be possible.
Pickup/Delivery Location
For each combination of sub-library, item status and borrower status, you may define the
location from which the user will pick up a photocopy being held for him, or the location to
which the photocopy will be delivered. To do so, use UTIL G/5/38 to edit tab38.
Note: For more information about the tables used for defining these photocopy management
policies, see the System Librarian chapter .
11.1.2 Circulation Librarian Responsibilities
The Circulation Librarian can determine whether or not a photocopy request slip will be printed
automatically when a requested item is returned by using the function Setup Return Options. If
the librarian chooses NOT to have the request slip printed automatically, he can manually print
the request slip by using the function called Print Photocopy Request Slips.
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11.2 CREATING A PHOTOCOPY REQUEST
The user of the OPAC may place a photocopy request if he has been given the privilege in the
local borrower record.
In the Circulation module, there are two paths you may take to place a photocopy request:
❍ Direct path
❍
Item path
Each path is described below.
11.2.1 Create Request - Direct Path
To go directly to the Create Photocopy Request function, select Requests from the Main Menu,
then from the Requests Menu, select Create Photocopy Request. The following screen will be
displayed:
Fill in the form and click OK. Following is help for each field and the other buttons on the
screen.
Item Barcode
You may use the barcode reader to scan in the barcode number. Alternatively, you may search
for an item by clicking the arrow and record number or a bibliographic record number.
User ID/Barcode
Enter the patron's ID or barcode. To select a user from a list, click the arrow.
When the user clicks OK, the following screen is displayed:
Author of Part
This is the author of the portion of the item that the patron wants photocopied, if it is different
from the item as a whole. For example, a chapter may be written by one person, while the work
as a whole was edited by another person.
Title of Part
This is title of the portion of the item that the patron wants photocopied if it is different from the
title of the item as a whole. For example, a chapter may have a title that is different from the
title of the work as a whole.
Pages to Copy
Enter the pages that you would like photocopied. You may enter a range such as 13-42.
Note 1 and 2
Optional: add a note for the library staff about the photocopy request.
Pickup Location
Choose the location where the patron will receive the material. The options may include Home
or Mailbox ( the photocopy will be delivered); or a certain Sub-library or Reading Room (the
photocopy will be held for pickup).
Charge
Indicate whether or not the patron is to be charged for the photocopy. Two options are available:
Free (F) and Charge (C).
11.2.2 Create Request - Item Path
You may place a photocopy request from the Item List. To do so, follow these steps:
Step 1: Click the appropriate icon to retrieve an item by its:
❍
❍
❍
❍
❍
Barcode or Location
Administrative record number
Or bibliographic record number
Or bibliographic record fields
Bibliographic record fields
Step 2: On the Item List that appears, highlight an item and click the Photo Request button.
Step 3: Fill in the form that is displayed and click OK. (The form is similar to the one used in
the Direct Path above.)
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11.3 VIEWING AND UPDATING A PHOTOCOPY
REQUEST
There are three paths you can take to view and update a photocopy request:
❍ Direct path
❍
Item path
❍
User path
Each path is described below.
11.3.1 Update Request - Direct Path
To go directly to the Update Photocopy Request function, select Requests from the Main Menu,
then from the Requests Menu, select Update Photocopy Request. In the form that pops up, enter
the photocopy request number. The following screen will then be displayed:
Status
This indicates whether or not the photocopy request has been processed. Two options are
available: Active (A) means the request has not yet been processed. Waiting (W) means that a
photocopy request slip has been printed but the item could not be located in order to photocopy
it.
Letter Status
This indicates whether or not a "Photocopy request not filled" letter has been sent to the patron.
Two options are available: Printed (P) and Not printed (blank).
Note: Help for the other fields is given in the section Create Request - Direct Path.
11.3.2 Update Request - Item Path
You may update a photocopy request from the Item List. To do so, follow these steps:
Step 1: Click the appropriate icon to retrieve an item by its:
❍
❍
❍
❍
❍
Barcode or Location
Administrative record number
Or bibliographic record number
Or bibliographic record fields
Bibliographic record fields
Step 2: On the Item List that appears, highlight an item and click the Photos button. A list of
photocopy requests for the selected item will be displayed.
Step 3: Highlight a photocopy request and click the Update button.
Step 4: Edit the form that is displayed and click OK.
11.3.3 Update Request - User Path
You may update a photocopy request from the User Record. To do so, follow these steps:
Step 1: Click
to retrieve a user record.
Step 2: In the form that pops up, enter the user's ID or barcode. The User Information window
will be displayed.
Step 3: On the User Information window, click the Photocopy Requests tab. The borrower's
List of Photocopy Requests will be displayed.
Step 4: Highlight a photocopy request and click the Update button.
Step 5: Edit the form that is displayed and click OK.
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11.4 DELETING A PHOTOCOPY REQUEST
There are two paths you can take to delete a photocopy request:
❍ Item path
❍
User path
Each path is described below.
11.4.1 Delete Request - Item Path
You may delete a photocopy request from the Item List. To do so, follow these steps:
Step 1: Click the appropriate icon to retrieve an item by its:
❍
❍
❍
❍
❍
Barcode or Location
Administrative record number
Or bibliographic record number
Or bibliographic record fields
Bibliographic record fields
Step 2: On the Item List that appears, highlight an item and click the Photos button. A list of
photocopy requests for the selected item will be displayed.
Step 3: Highlight the desired photocopy request and click Delete.
11.4.2 Delete Request - User Path
You may delete a photocopy request from the User Record. To do so, follow these steps:
Step 1: Click
to retrieve a user record.
Step 2: In the form that pops up, enter the user's ID or barcode. The User Information form
will be displayed.
Step 3: On the User Information form, click the Photocopy Requests tab. The borrower's List
of Photocopy Requests will be displayed.
Step 4: Highlight the desired photocopy request and click Delete.
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11.5 PRINTING PHOTOCOPY REQUEST SLIPS
There are three ways to print photocopy request slips:
❍ You can have the system automatically print a slip when a requested item is returned.
❍
You may manually print a slip
❍
If you have access rights to the Services module, you can print a batch of photocopy
requests that meet particular criteria that you choose.
11.5.1 Automatic Printing
The Circulation Librarian can have the system automatically print a request slip when a
requested item is returned by using the function called Setup Return Options and clicking in the
box next to "Print Photocopy Requests."
11.5.2 Manual Printing
If the librarian chooses NOT to have the photocopy request slip printed automatically, or if he
wishes to reprint a slip, he can manually print the request slip. To do so, select Requests from
the Main Menu, then from the Requests Menu, select Print Photocopy Request Slips. In the
form that pops up, enter the item barcode and click OK. The request slip will be printed.
11.5.3 Batch Printing
If you have the access rights to the Services module, you may use the Photocopy Requests
function there to print a batch of request slips. You may print requests for items having a
particular loan status (e.g., items that may be checked out overnight only) and various request
statuses, such as new requests only or waiting requests that are now available.
The batch service can also be set up to automatically run at pre-set intervals.
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11.6 PRINTING LETTERS TO USERS
Two kinds of letters are available to send to patrons:
❍ Photocopy request filled
❍
Photocopy request not filled
11.6.1 Photocopy Request Filled
This option lets you print a letter to a patron informing him that the photocopy he requested is
now available.
To send this letter, select Requests from the Main Menu, then from the Request menu, select
Photocopy Request Filled. In the form that pops up, enter the photocopy request number and
click OK. The following screen will be displayed:
Fill in the charge, paper size, and number of pages used for photocopying and click the Letter
button. The letter will be printed, the user's list of cash transactions will be updated, and the
request will be deleted.
11.6.2 Photocopy Request Not Filled
This option lets you print a letter to a patron informing him that the photocopy he requested is
not available. See the section Check Item Availability for more information on when and why
this function should be used.
To send this letter, select Requests from the Main Menu, then from the Requests menu, select
Photocopy Request Not Filled. In the form that pops up, enter the photocopy request number
and click OK. The letter will be printed and the status of the photocopy request will be changed
to W (Waiting).
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Go to next section (Letters to Users)
12.0 LETTERS TO USERS
There are two types of letters that may be sent to a user: those in response to hold
or photocopy requests, and library-defined letters (for example, reminding the user
to return items before the end of the year).
12.1 USER REQUEST LETTERS
Four kinds of letters are available to send to patrons regarding user requests:
❍ Hold request filled
❍
Hold request not filled
❍
Photocopy request filled
❍
Photocopy request not filled
These letters are described in the chapters on Hold and Photocopy Requests.
12.2 LIBRARY-DEFINED LETTERS
To print a library-defined letter to a user, follow these steps:
Step 1: Click
to retrieve a user record.
Step 2: In the form that pops up, enter the user's ID or barcode. The User
Information form will be displayed.
Step 3: On the User Information form, click the Letter button.
Step 4: Select a letter from the list of library-defined options. This list may also
include a Library Card, a Borrower Summary (which lists the borrower's loans,
photocopy requests and hold requests) and a Borrower Letter, according to the
library's definition.
Go to next section (Cash Transactions)
13.0 CASH TRANSACTIONS
Functions related to cash transactions are distributed throughout the Circulation
module.
Defining Fees
For information about defining which transactions are charged a fee, see the
System Librarian chapter.
User's List of Cash Transactions
The user's list of cash transactions is displayed on a tab of the User Information
window. You may use this window to record payment of debt, waive a transaction
and add a new cash transaction. For detailed information, see the Users chapter.
Loans and Returns
The Return and Loan windows provide options to pay for cash transactions, add a
new cash transaction, and display the user's list of cash transactions.
Payment Report
A Payment Report is available on the Reports option of the Main Menu. The
Payment Report lists all the cash transactions that have occurred within a given
time period. The report may be sorted according to the current workstation (and
will therefore include transactions that were processed by all librarians that used
the workstation during the time period), or may be for the currently logged-in
librarian only.
Following is an example of the Payment Report window:
From date/And hour
Enter the earliest date and hour that you want to be included in the report.
To determine which format is currently being used for entering the date, place
your cursor over the date and press the hotkey F9. This is important because, for
example, there is no visual difference on the form between the format
day/month/year and the format month/day/year. By pressing F9, you will also be
able to change the format for entering the date.
When entering the hour, keep in mind that the system uses a 24-hour clock, so if
you want to start the report at 6 pm, enter "18:00".
To date/And hour
Enter the latest date and hour that you want to be included in the report. For an
explanation about how to fill in the date and hour, see the help above for the "From
date/And hour" fields.
Create report using
If you want the report to be for the current workstation (and therefore include
transactions that were processed by all librarians that used the workstation during
the time period), select IP address.
If you want the report to be for the currently logged-in librarian only, select User
name.
Sort report by
If you choose Sub-library, all transactions for a given sub-library will be grouped
together. If you choose Payment target, the report will be grouped according to the
body that is supposed to receive the payments for the transactions.
After the Report is Generated
After the report is generated, two things will happen:
1. The system will produce a printout or a print preview that can be printed.
2. After the printout is sent or the print preview displayed, you will be asked
whether or not you want to "update the default time". If you choose Yes, the
next time you run the report, the From date/and hour will start where the
previous report left off.
The on-line payment report includes the following columns:
❍ Cataloger
❍ Date
❍ Hour
❍ Patron ID
❍ Transaction
❍ Debit
❍ Credit
❍ Status
❍ Receipt Number
❍ Balance
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Go to next section (Closed Stack Management)
14.0 CLOSED STACK
MANAGEMENT
The workflow for closed stack management is shown in the diagram below. Each
step is described in detail following the diagram.
14.1 DEFINE "CLOSED STACK" ITEM
STATUS
The first step in closed stack management is to define an item status for closed stack
items. To do so, edit tab15 (using UTIL G/5/15). An example from the table is shown
below:
! 1
2 3
4
5 6 7 8 9 1 1
!
0 1
!----!--!-!---------------!-!-!-!-!-!-!-!
TAB15 50 L Closed stack
Y N N C Y N
Column 8 asks whether or not the item is on an open shelf. A closed stack item is
NOT on an open shelf.
In column 8 there are three options:
❍ Y - Item can be requested and the item availability is checked.
❍ N - Item cannot be requested.
❍ C - Item can always be requested. There is no availability check because hold
requests are always allowed.
Use C in column 8 when you want to define an item's status as closed stack. Closed
stack items can always be requested.
The system supports different limits on the amount of time that an item is kept on the
hold shelf, depending on whether the hold is triggered by the return of the item, or
triggered by the command "Print Letter - Hold Request Filled" under the menu
Requests. Most libraries use this command for closed stack management and want a
shorter hold period for items from closed stacks than for circulating items.
To define the hold period for closed stack items, edit tab44 (UTIL G/5/44).
14.2 ASSIGN ITEM TO CLOSED STACK
To assign an item to the closed stack, you may use either the Items module or the
Circulation module.
In the Items module, bring up an item using the Retrieve command from the main
menu. On the Item List of Record click on the Modify button. Fill in the Item Form.
For the Item Status field of the form, enter the "closed stack" item status.
In the Circulation module, go to the Items menu and choose the command Change
Item Information. Use the sequence of forms that pop up.
14.3 REQUEST ITEM
When a patron requests a closed stack item through the Web OPAC, a hold request
will be placed for the item, whether or not it is out on loan.
Depending on the library's policy, the patron may request to have the item delivered,
rather than just held for pickup. The library can allow certain patrons to have items
delivered to them, or can restrict patrons and have closed stack items delivered to the
reading room for library use only. When the item is delivered to the reading room,
the processing of the request proceeds according to the reading room functionality.
After a patron requests a closed stack item, and before the item is checked out, the
list of holdings in the GUI OPAC will indicate that this item has been "Requested."
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14.4 PRINT CALL SLIP
There are two different approaches that you may take to print call slips. One
approach is to have the system print them out automatically as soon as the requests
for material are made. (See Print-As-You-Go below.)
The other approach is to wait for the requests to accumulate and then print out the
call slips in one batch that may be sorted by collection, location, request date, or
other parameter. (See Wait-Then-Print below.)
You can decide to use one approach for one sub-library, collection or item status, and
use the other approach for another sub-library, collection or item status.
Each approach is explained in detail below.
In either case, call slips will not be printed for items which are being reshelved.
(Reshelving time is defined in tab14, using UTIL G/5/14).
Also, the sub-library code may be added as a prefix to the sequence number that is
printed on the call slip. To set this up, use UTIL G/2 to create a separate
"last-slip-no" parameter for each desired sub-library (by adding the sub-library code
as a suffix to the "last-slip-no" parameter).
14.4.1 Print-As-You-Go
To have the system print out call slips automatically, as soon as the requests for
material are made, you must complete the following steps:
Step 1: Edit tab39
The System Librarian must first supply information in tab39 (accessible through
UTIL G/5/39). This information includes the libraries, collections and item statuses
that the system should check for hold requests. This information is used in
conjunction with the "ue6" daemon discussed in Step 2 to create print files of call
slips.
Other information that must be provided in tab39 includes the number of call slips
that should be printed out for each request, and the printers that should be used. (This
information is used in conjunction with the Print Daemon in the Task Manager,
discussed in Step 3.) Separate printers may be used according to the sub-library,
collection and item status. The system librarian may, therefore, have calls slips for
closed stack items printed out on a printer that is located near the closed stacks, and
separately from call slips for other locations.
Step 2: Create print files of call slips
You can have the system check for call slips once a minute and create a separate
print file for each one it finds. To do so, you must activate the "ue6" daemon using
UTIL E/6. (To stop this process, use UTIL E/7. This will deactivate the "ue6"
daemon.)
Step 3: Print call slips
After the "ue6" daemon has created the print files of call slips, the call slips must be
printed out. To have the system print the call slips automatically, as soon as requests
for material are made, open the Task Manager module. Go to the Print Daemon menu
and choose the command Set Up Print Daemon. Use the window that pops up to
choose the libraries and print IDs that will be directed to the PC's default printer.
Next, return to the Print Daemon menu and choose the command Activate Print
Daemon. When the Print Daemon is active, the system will look periodically for files
of a particular library, that have a particular Print ID, and print them on the PC's
default printer. (For more information about setting up the Print Daemon, click here
to go to the Task Manager chapter.)
After the call slips are printed, the system transfers the print files to a special
directory where they are saved. (The directory is
<library>/PRINT/SAVE_<time_stamp>.) This enables you to reprint the call slips, if
necessary. Note that the files must be periodically deleted from this directory.
14.4.2 Wait-Then-Print
You may want to wait for the requests to accumulate and then print out call slips in
one batch that may be sorted by collection, location, request date, or other parameter.
If this is the approach you want to take, you have two choices:
❍ Whenever you want, you may manually run the Print Call Slip function in the
WWW Services module.
❍ Alternatively, you can set up the system to run the Print Call Slip function
according to a pre-determined schedule, for example twice a day at 11:00 am
and 5:00 pm.
To define a schedule for running the Print Call Slip function, use UTIL E/15 (in the
Administrative library). This utility contains two files that may be edited, called
job_list and job_list.conf ("conf" for configuration). First use the job_list.conf file to
define a schedule. Then open the job_list file. This file lists all the functions ("jobs")
that you want the system to periodically run. Add the Print Call Slip function to the
list. (The function is identified by the procedure name "p-cir-12".)
After you have used UTIL E/15 to define the printing schedule and to identify the
function that should be run, you can turn the periodic printing on and off. To do so,
use UTIL E/14 to stop and start the job daemon.
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14.5 ITEM FOUND
When an item is found, it should be transferred to the Circulation desk so that a
"Hold Request Filled" letter may be printed. To do so, open the Circulation module
and go to the Requests menu. Choose the command "Print letter - hold request
filled." Use the form that pops up to enter the barcode of the item. You may also use
a barcode reader to scan in the barcode.
The system will take into account the delivery type of the hold request ("deliver" or
"pickup"), and print a "Hold Request Filled" letter that is appropriate for the delivery
type.
You can determine which printer will be used to print the letter. For an explanation
of how to do this, click here to go to the System Librarian chapter.
The following sections explain the differences between the templates and procedures
for items that are to be delivered versus items that are to be picked up.
14.5.1 Item Found (Deliver)
The template for the "Hold Request Filled" letter is hold-request-letter-02-nn ("nn" is
the version number of the template). For more information about templates, click
here to go to the System Librarian chapter.
The system will print one copy of the letter to be placed in the item.
When the letter is generated, the system automatically loans the item to the patron.
This is because the material delivery type is "deliver" and the library's policy is to
allow delivery.
After the item has been loaned to the patron, the due date will be displayed in the
GUI OPAC, and the hold request will be deleted.
14.5.2 Item Found (Pickup)
The template for the "Hold Request Filled" letter is hold-request-letter-01-nn ("nn" is
the version number of the template). Note that the template may contain the
command to send the letter to the patron by e-mail. For more information about
templates, click here to go to the System Librarian chapter.
The system will print out a letter and a slip. The letter is sent to the patron, and the
slip is placed in the item.
When the letters are generated, the system automatically changes the status of the
item to "S" (for Hold Shelf). The item should, therefore, be placed on the Hold Shelf
for the patron to pick up. In the GUI OPAC, the message "On hold" will be displayed
for the item.
When the patron comes to pick up the item from the Hold Shelf, you may loan the
item to the patron. The system will then automatically delete the hold request.
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14.6 ITEM NOT AVAILABLE
There could be two reasons why an item is unavailable:
❍ All copies are checked out.
❍ The item was not found (perhaps due to mis-shelving).
If all copies have been checked out, no call slip will be printed,and the status of the
hold request will be changed to "W" (Waiting).
Since the item is not available, you may wish to send a "Hold Request Not Filled"
letter to the patron. (The sections below explain in detail how to generate this letter.)
The template for this letter is hold-request-wait-nn (where "nn" is the version number
of the template). Note that the template may contain the command to send the letter
to the patron by e-mail. For more information about templates, click here to go to the
System Librarian chapter.
You can periodically reprint hold requests for items that were not available to see if
they are currently available. To do so, run the Print Hold Requests function in the
WWW Services module. For the Hold Request Status field, choose "W - Material not
yet available (Waiting)."
The following sections explain procedures that are specific to each circumstance,
when an item isn't found, and when all copies are checked out.
14.6.1 All Copies Checked Out
If you are using the "Print-As-You-Go" system for printing call slips, your System
Librarian may have set up the system to automatically print a "Hold Request Not
Filled" letter in case all copies are checked out. (This is done by editing tab 39 with
UTIL G/5/39 and entering Y in column 4). In all likelihood, the library will set up the
system so that "Request not Filled" letters do not print, based on the expectation that
the patron knew that the item was not available when he placed the request.
If you are using the "Wait-Then-Print" system for printing call slips which relies on
the Print Call Slip function in the WWW Services module, the system will
automatically print a "Hold Request Not Filled" letter in case all copies are checked
out. If you do not want the letter to be printed you should assign it to a dummy
printer in the Print Call Slip service.
14.6.2 Item Not Found
If the item is not found (which may happen if, for example, the item has been
mis-shelved), you might want to send a "Hold Request Not Filled" letter to the
patron, informing him that the material is not available.
You will have to manually print the "Hold Request Not Filled" letter. To do so, open
the Circulation module and go to the Requests menu. Choose the command "Print
letter - hold request not filled." Use the form that pops up to enter the barcode of the
item. You will have to enter the barcode manually, rather than scanning it in, because
the item is not at hand. You may refer to the call slip for the barcode.
If you do not want to save the hold request for an item that was not found, you may
delete it. To do so, open the Circulation module. You have your choice of calling up
either the Item record or the User record. Regardless of which record you call up,
click the Holds button that appears on the window. A list of hold requests will be
displayed. Highlight the desired entry and click Delete.
If you delete a hold request, a letter will be printed, informing the patron that his hold
request has been deleted. The template for the letter is hold-delete-s-nn (where "s"
stands for single hold request and "nn" is the version number of the template). Note
that the template may contain the command to send the letter to the patron by e-mail.
For more information about templates, click here to go to the System Librarian
chapter. Click here to go to the System Librarian chapter for an explanation of how
to define which printer is used to print the letter.
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14.7 REMOVE ITEM FROM HOLD SHELF
Sometimes a patron does not pick up the item he requested. The item must then be
removed from the Hold Shelf. There are two ways to identify which items should be
removed. You may use either the Hold Shelf Report function or the Print Hold
Requests function in the WWW Services module. Following is an explanation of
each function and the procedures to follow with each.
14.7.1 Hold Shelf Report
The Hold Shelf Report lists items with the hold status "S" that have been waiting on
the Hold Shelf for longer than a given period of time. This will enable you to identify
those items that should be removed from the Hold Shelf.
You may also determine that the Hold Shelf Report function deletes a hold request
for a patron who does not pick up his item, and prints a letter to inform him that the
item is no longer being held for him.
There are two different templates available for this letter. If a single hold request is
being deleted, the template is hold-delete-s-nn (where "s" stands for single and "nn"
is the version number of the template). If multiple hold requests are being deleted,
the template is hold-delete-nn. Note that the templates may contain the command to
send the letter to the patron by e-mail. For more information about templates, click
here to go to the System Librarian chapter. Click here to go to the System Librarian
chapter for an explanation of how to define which printer is used to print the letter.
If you do not use the Hold Shelf Report function to delete the hold request, you
should manually remove it. To do so, call up either the Item record or the User record
and click the Holds button that appears on these windows. A list of hold requests will
then be displayed. Highlight the desired hold request and click Delete.
Note that you should not use the Delete Hold Requests function under the Requests
menu, because that function deletes all requests, as opposed to individual hold
requests according to a pre-defined filter. You can use the Delete Hold Request by
Barcode function.
The Hold Shelf Report includes a column indicating whether or not there are
additional hold requests for the item. The exact columns that appear in the report
may be defined in the rep_col table using UTIL I/11. In that table, the code
identifying the report is p_cir_06.
However, keep in mind that the information regarding additional hold requests may
be out of date almost as soon as the report is printed. This is because patrons are able
to place new hold requests at any time.
Therefore, you should make it a practice to manually check for additional hold
requests. To do so, open the Circulation module. Go to the Circulation menu and
choose the command Setup Return Options. Make sure that there is a check-mark
next to the option called "Holds List Display." Then go to the Circulation menu and
choose the command Return. In the form that pops up, fill in the barcode of the item.
You may use a barcode reader to scan in the barcode. If there are any hold requests
for the item, the Holds List will be displayed.
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14.7.2 "Print Hold Requests" Function
The Print Hold Requests function enables you to identify all items with hold status
"S" that have been waiting on the Hold Shelf since a given date.
The exact columns that appear in the report may be defined in the rep_col table using
UTIL I/11. In that table, the code identifying the report is p_cir_07.
To delete a hold request, you must manually remove it. To do so, open the
Circulation module and call up either the Item record or the User record. Click the
Holds button that appears on these windows. A list of hold requests will then be
displayed. Highlight the desired hold request and click Delete.
Note that you should not use the Delete Hold Requests command on the Requests
menu because that function deletes a group of hold requests at once, rather than an
individual hold request, according to a pre-defined filter. You can use the Delete
Hold Request by Barcode function.
The report that is produced by the Print Hold Requests function does NOT indicate
whether or not there are additional hold requests for an item. In order to see if there
are additional hold requests, open the Circulation module. Go to the Circulation
menu and choose the command Setup Return Options. Make sure that there is a
check-mark next to the option "Holds List Display." Then go to the Circulation menu
and choose the command Return. In the form that pops up, fill in the barcode of the
item. You may use a barcode reader to scan in the barcode. If there are any hold
requests for the item, the Holds List will be displayed.
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Go to next section (Reserve Item Management)
15.0 ADVANCE BOOKING
Many libraries maintain a reserve collection from which patrons may borrow items
on a short-term basis (e.g., for one or two hours). The library sets up a booking
schedule and patrons may request to borrow an item during one of the time slots
available in the schedule through the Web OPAC interface. After requesting the
item, the patron goes to the circulation desk of the reserve item collection and the
librarian loans the requested item to the patron.
Note: The terms Reserve Items, Short Loan Items and Advance Booking are used
interchangeably throughout the system. Advance Booking is the standard term
used in this Web Guide.
The workflow for advance booking is shown in the diagram below. Each step is
described in detail following the diagram.
15.1 DEFINE "RESERVE" ITEM STATUS
The first step in advance booking is to define an item status for the reserve item
collection. This status must be uniquely used for reserved items. To do so, edit
tab15 (using UTIL G/5/15). For an explanation of how to edit this table, go to the
System Librarian chapter. Note that you may define more than one status for
reserve items.
15.2 ASSIGN ITEM TO "RESERVE"
STATUS
To assign an item to one of the reserve item collections, you may use either the
Items module or the Circulation module.
In the Items module, fill in the Item Form. For the Item Status field of the form,
enter one of the "reserve" item statuses.
In the Circulation module, go to the Items menu and choose Change Item
Information. Use the sequence of forms that pop up.
15.3 DEFINE TIME SLOTS FOR
RESERVE SCHEDULE
In order for a patron to be able to request reserve items, you must set up the
advance booking schedule, including the time slots during which users may loan
items. To do so, edit tab43 (using UTIL G/5/43 in an ADM library). Go to the
System Librarian chapter for an explanation of how to edit this table.
By using the Reserve Items function in the Circulation module, the librarian can
choose to view all reserve items requested by a particular patron, or only the items
requested for the current time slot.
Very often, the librarian will want to view the upcoming time slot. For example,
the time may be 11:30 and the upcoming time slot is 12:00-14:00. In order to
enable the librarian to view the upcoming time slot at 11:30, you can define a
preview period of 30 minutes. During this preview period, the librarian can also
loan an item to a patron if the item is available, even though it is before the end of
the current time slot. The item will then be reserved for the patron for the
upcoming time slot.
To define the preview period, go to the version's alephe directory and open the
pc_server_defaults file. There you will find the item_schedule_preview_period
parameter. An example is shown below:
setenv item_schedule_preview_period
00:30
In the above example, the librarian may preview the upcoming time slot and loan
items 30 minutes before the end of the current time slot.
If an item is available during a slot period (but before the preview period), it is
possible to reserve the item for a patron immediately (during the current slot).
Note that it is not possible for a patron to reserve more than one slot per day for the
same item. Also, if one time slot is 24 hours long, the patron may not request the
same material for two days in a row.
15.4 OPEN (ACTIVATE) SCHEDULE
Once you have defined an advance booking schedule, the next step is to open, or
activate, the schedule so that it may be accessed through the Web OPAC by
patrons and the Circulation librarian. You can open schedules manually, or you
can set up the system to periodically open schedules automatically.
15.4.1 Opening Schedules
To open schedules, go to the Web Services module. Under the Circulation section,
choose "Open Reserve Item Schedules". This option enables you to open all
schedules up to and including a particular date. Note that schedules may be opened
for a total of 50 days, which includes days that the library is closed. The schedule
can be built for any number of days ahead of time.
In addition to this, when you add a new item with Advance Booking item status
from the Items or Circulation module or from the Course Reading Web module, an
Advance Booking schedule is automatically created. The same is true when you
change an item's status to an advance booking item status.
When you delete an item from the Items module, the number of available items on
the schedule grid will be reduced accordingly. If there was only one item (the one
that you deleted), then the schedule grid will be deleted automatically.
You can set up automatic opening of schedules using UTIL E/15. To set up the
days and times when the system should run the "Open Reserve Item Schedules"
function, use UTIL E/15 (in the Administrative library). This utility contains two
files that may be edited, called job_list and job_list.conf ("conf" for configuration).
First use the job_list.conf file to define a schedule. Then open the job_list file. This
file lists all the functions ("jobs") that you want the system to periodically run. Add
the Open Schedule function to the list. (The function is identified by the procedure
name "p-cir-60".)
Advance booking slots are opened to the end of the week in which the "to-date"
falls. There are cases, such as holidays and other blocks of days during which the
library is closed, where you might want to remove slots that were created. It is
possible to do this by running the "p_cir_65" procedure
15.4.2 Displaying Schedule in OPAC
After you have opened schedules, you can determine the number of days of the
schedule that will be displayed in the Web OPAC. For example, you may have
opened schedules for the next two months, but you want to display only the
upcoming two weeks, so that OPAC users can only request items up to two weeks
in advance.
To determine the number of days that will be displayed in the OPAC, edit the
www_server_defaults file in the /alephe directory. In that file, find the
www_item_schedule parameter and type the desired number of days. Following is
an example:
setenv www_item_schedule
14
If you want the schedule to roll open one week at a time, you might follow this
scenario: First, open schedules for three weeks. Then set the www_item_schedule
parameter to 14 (days) so that only two weeks will be displayed at a time. After
this has been set up, once a week from now on you should first delete old
schedules and then open new schedules for the upcoming week.
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15.5 REQUEST ITEM
Advance booking can be performed only through the Web OPAC (not in GUI
search nor in GUI Circulation clients.)
When a patron requests a reserve item for a particular time slot using the Web
OPAC an entry will be made in the schedule for that patron, and the item will be
reserved for him for the requested time slot. (If a preview period has been set, the
patron may receive the item from the check-out desk during the preview period if
the item is available.)
After a patron requests a reserve item, the list of holdings in the Web OPAC will
indicate that this item has been "Requested." The number of copies held by the
library and the number that are currently requested, are both indicated in the Web
OPAC.
Note: The user may not request a specific copy; his request is per Bibliographic
Record Number and he receives whichever copy is available (as long as it has the
"reserve item" status).
The system keeps requests for reserve items separately from regular hold requests.
Each has its own Oracle database table.
A user may not request more than one time slot a day for the same material. Also,
if one time slot is 24 hours long, the user may not request the same material for
two days in a row.
Note: The library patron is not required to request reserve items through the Web
OPAC. He may simply go to the Reserve Item Circulation Desk and ask to be
handed the material in person. If the material is available, the librarian can loan it
immediately.
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15.6 PRINT REPORT
You may wish to periodically print a report of the current day's reserve item
schedule, which lists information about the items that have been requested (such as
title and location (call number)), the time slots for which the items were requested,
and the users requesting the items. Theoretically, the report may be out of date as
soon as you print it because Web OPAC users may request material immediately
afterwards. However, printing the report once an hour is a reasonable practice.
15.7 LOAN ITEM
When the user arrives at the Reserve Item Circulation desk to check out the
requested item, the librarian should use the "Reserve items" function in the
Circulation module to loan the item to the user. The "Reserve items" function is
accessible from the "Circulation" option on the Main Menu or by pressing F3.
As with the regular "Loan" function, when you try to loan a reserve item to the
user, the system will check to see if there are any delinquencies or other reasons
why the item should not be loaned to the user. Depending on the user's borrower
status, you may be given the option to override these restrictions and loan the item
to the user.
The loan transaction for a reserve item is stored in the same Oracle database table
as a loan transaction for any other kind of item.
No receipt will be printed for the loan transaction.
When an item is not picked up by the user, you can set a period of time before the
end of the slot in which the librarian is able to loan the item to another user.
To do so, edit pc_server_default:
setenv item_schedule_release_period_25 00:30
setenv item_schedule_release_period_all 01:00
You can define release periods for a specific item status and/or a general release
period that will apply to all reserve item statuses that are not specifically defined.
Example
Imagine that you have an item with two time slots, 09:00-12:00 and 12:00-15:00,
where the preview period is 30 minutes and the release period is 90 minutes (so
that material is released for loaning to other users at 10:30 and 13:30).
1. Book is issued for 09:00-12:00 slot. Book is returned.
2. After 10:30 (end of release period) the book can be issued to another user
until 12:00.
3. If the slot 12:00-15:00 is reserved:
■
After 11:30 (begining of preview period) book can be issued to:
■ Any user only until 12:00
■ To the reserver of the following slot for the following slot, until
15:00
If the slot 12:00-15:00 is NOT reserved:
■ After 11:30 book can be issued to any user for the following slot,
12:00-15:00.
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15.8 DELETE OLD SCHEDULES
Old schedules should be periodically removed from the system to ensure that the
Reserve Items function works quickly. Old schedules must be deleted manually.
To delete old schedules manually, go to the Services module. Under the
Circulation section, choose Delete Reserve Item Schedule. A form displays for you
to fill in. You can delete all schedules up to and including the date you enter in the
form. (Note, however, that the current day's schedule and those of the two
preceding days cannot be deleted.)
To set the system to automatically delete old schedules, edit the job_list and
job_list.conf files (UTIL E/15) to include the p_cir_61 function. These files should
be edited in the same way as for Opening Schedules.
15.9 NEW AND DELETED ITEMS
When adding a new item (from items) time slots will automatically be created.
When deleting an item (from items) the relevant slots will automatically be
deleted. Deletion of an item will not be allowed if there is a full slot of requests,
and a warning will be issued if there are requests.
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Go to next section (Reading Room)
16.0 READING ROOM MANAGEMENT
Many libraries maintain a Reading Room where patrons may read materials but not remove them from the
Reading Room. The Reading Room is often used for closed stack materials, in which case, the items are
transferred from the closed stack to the Reading Room for use by the patron.
The workflow for Reading Room management is shown in the diagram below. Each step is described in
detail following the diagram.
16.1 SET UP READING ROOM
To set up the Reading Room, follow these steps:
Step 1: Define the Reading Room as a Sub-library. To do so, edit the tab_sub_library.lng table (UTIL
Y/4). A sample line from the table is shown below:
RR001 4 USM50 L Reading Room 1 USM50
15A
16A
17A
RR001 ALEPH
The important point about editing this table is that you must be sure to enter "4" in column 2, as shown
above, to identify the Sub-library as a "Reading Room". For additional help filling in the table, go to the
System Librarian chapter.
Step 2: Define the Reading Room as a "Pickup" location. To do so, edit tab37 (UTIL G/5/37). Following
are sample lines from the table:
USMA1 ## ## 04 RR001
USMA3 ## ## 04 RR001
For each combination of sub-library (column 1), item status (column 2) and borrower status (column 3),
you may define the location (column 4) from which the user will pick up an item. In the above example,
the user will pick up the item at RR001.
Column 5 defines the "target" (i.e., hold shelf (01), home delivery (02), mailbox (03), reading room (04) or
ILL pickup sub-library (05)). For Reading Room, be sure to enter "04".
Step 3: Define due dates & loan limits for Reading Room items. To do so, edit tab16 (UTIL G/5/16). For
help filling in the table, go to the System Librarian chapter.
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16.2 OPAC USER REQUESTS ITEM
The Web OPAC user views the list of items on the Holdings window and clicks the "Request" link to make
a hold request. In the form that pops up, the patron selects the Reading Room as the pickup/delivery
location.
After a call slip for the item has been printed, any Web OPAC user who views the list of items in the
Holdings window will see that the copy is in the Reading Room. Depending on library policy, the OPAC
user may be able to place a hold request on an item that is in the Reading Room.
16.3 PRINT CALL SLIPS
Complete instructions for printing call slips are given in the chapter on Closed Stack Management.
The name of the pickup Sub-library (in this case, the Reading Room), is printed on the call slip. After the
item is located, it is transferred to the Reading Room.
16.4 REGISTER REQUEST FILLED
The Reading Room librarian has to confirm that the hold request has been filled. To do so, go the the
"Requests" option on the Main Menu of the Circulation module, and choose the command "Print letter hold request filled".
According to your library's policy you may or may not want to actually print letters to inform patrons of
items available in the Reading Room.
If you want the letter to be printed be sure that the following line appears in the client's /Circ/tab/print.ini
file:
HoldLetter04
00 N P holdltr.prn
If you do not want the letter to be printed, make sure that the line below appears in the client's
/Circ/tab/print.ini file:
HoldLetter04
00 N M holdltr.prn NO-PRINT
Whether or not the letter is printed, the following changes will occur:
❍ The Sub-library of the item will be changed temporarily to the Reading Room Sub-library.
❍ The item will be loaned to the user.
❍ A Z310 (Reading Room item loan record) will be created.
Note: The Sub-library of the item will revert back to the original Sub-library after the item is returned
(using the Return function) and is therefore no longer in the Reading Room.
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16.5 IN THE READING ROOM
The user must report to the Reading Room librarian, in order to pick up and use the item in the Reading
Room. When the user reports to you, go to the "Circulation" option on the Main Menu of the Circulation
module, and choose the command "Reading Room items". The following screen will be displayed:
This window lists all the items that are being held for a particular borrower in the selected Reading Room.
Items which are currently in the borrower's hands are indicated by a red check-mark.
To activate the list, select a Reading Room sublibrary, enter a User ID or username, then press Enter. If a
Reading Room sublibrary has been preset as default in circ/bin/tab/lng/circ.ini, then it will be automatically
displayed as default in the RR Sub-Library field. Accept it or select another Reading Room sublibrary.
Following are the buttons on this screen:
User
To view the User Information window (which provides details about the user's circulation activities, cash
transactions and administrative information), click the User button.
Item
To see the Item List (which displays all copies of an item), highlight the desired item on the Reading Room
window and click the Item button.
Refresh
Click refresh to refresh the list.
->Shelf
This button is relevant only for an item that has a red check-mark in the RR column (indicating that the
item is in the borrower's hands). When the borrower returns the item to you (for you to place on the shelf
of the Reading Room), highlight the item on the Reading Room window and click the ->Shelf button. The
red check-mark will be removed from the item.
->RR
This button is relevant only for an item that does not have a red check-mark in the RR column (indicating
that the item is on the shelf of the Reading Room). When the item is taken off the shelf and given to the
borrower to use, highlight the item on the Reading Room window and click the ->RR button. A red
check-mark will be added for the item.
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16.6 REMOVE ITEM FROM READING ROOM
When the reader is finished with the item, or when the item's due date has passed, the item should be
removed from the Reading Room. To identify items whose due date has passed, use the Loan Report
function in the Web Services module. Then return the items using the Return function in the GUI
Circulation module and transfer the items back to their original Sub-libraries.
16.7 READING ROOM REPORT
A report of items that are currently checked out to the patron in the reading room can be printed. On the
Main Menu, under Reports, choose Reading Room Report. The Reading Room Report Filters dialog box
appears:
Fill in the Reading Room code and the Sort options and click OK. A window containing a preview of the
Reading Rooom report appears.
16.8 READING ROOM ITEMS
To run a report of items that are currently waiting on the reading room hold shelf to be picked up or
renewed use the Hold Shelf Report in the Services module (cir-06).
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Go to next section (Reports & Batch Functions)
17.0 REPORTS & BATCH
FUNCTIONS
Circulation reports and batch functions are available in the Web Services module
as listed below. Note that once you have logged into the module, you must choose
an administrative library.
Courtesy Notices (b-cir-10)
Print courtesy letters reminding patrons about loaned items whose due date is
approaching.
Overdue Notices
Overdue and Lost Billing Notices (b-cir-50)
Overdue and Lost Billing Summaries (b-cir-51)
Print Overdue Summary Single Letter (b-cir-52)
These are three batch services which retrieve circulation loans which are overdue,
and print notices to the patrons. The three services are similar in intent, but have
slight differences; some of the differences relate to the number of notices a patron
will receive, and therefore impinge on cash transactions (since the library can opt
to charge for each letter sent); some relate to whether the library automatically sets
an overdue item to "lost" (using tab32).
❍
All three services can be limited to particular patron status(es) and/or
delinquency code(s) and/or item status(es) and or sub-library(ies).
❍
b-cir-50 and b-cir-51 (but not b-cir-52) can change an overdue item for
which the patron has received previous notices to "lost".
❍
b-cir-51 can change overdue items that the patron claims to have returned to
"lost".
❍
b-cir-51 can be set to include all notice warning levels (first, second, etc.), or
a specific notice number; b-cir-52 includes only a specific notice number.
❍
Cash relating to notices:
■ b-cir-50 (individual notice per item) has a charge for each letter; the
charge is set per warning level (tab32 + tab18, e.g.0080-0083).
■
b-cir-51 (summary for all items, or summaries in separate letters by
warning level) - If the summary is for all items, not separated by
warning level, the charge is for the letter, using tab18:0090. If
separate summaries are created by warning level, the charge is for
each letter, using tab32 + tab18, e.g.0080-0083.
■
b-cir-52 (summary for all items that share the same warning level) has
a charge for each item in the summary; the charge is set per warning
level (tab32 + tab18, e.g.0080-0083).
Renew (b-cir-08)
Renew a batch of loans that meet various criteria. Alternatively, you can choose
NOT to renew the loans, but only to produce a report of items that are eligible to
be renewed according to the criteria you set.
Recall (b-cir-13)
Print recall notices for loaned items which have been requested.
Print Call Slips (b-cir-12)
Print call slips for hold requests. The usual process is printing slips for new
requests that have just been entered by the patron and have not yet been processed
by the library staff. There are additional options available.
Print Photocopy Request Slips (b-cir-22)
Print slips for photocopy requests. The usual process is printing slips for new
requests that have just been entered by the patron and have not yet been processed
by the library staff. There are additional options available.
Borrower List (b-cir-05)
Produce a list of patrons meeting certain selection criteria, such as borrower
category.
Hold Requests Report (b-cir-07)
Print a report of hold requests meeting certain selection criteria such as item status
or hold status. For example, choose to print requests for items that are not yet
available, or for items which have been returned and are waiting to be picked up
by the patron.
Outstanding Loan Requests (b-cir-11)
Print list of requested items that are being held for pickup by patrons.
Hold Shelf Report (b-cir-06)
Print list of requested items that should no longer be held for pickup by patron,
including deletion of the request.
Loan Report (b-cir-04)
Produce a list of loaned items meeting certain selection criteria, such as borrower
category, item status and due date.
Report of Items in High Demand (b-cir-14)
Print list of items that have more than a certain number of hold requests.
Report of Items in Reading Room (b-cir-15)
Print a list of the items that are present in the Reading Room.
Returned "Lost/Claim Returned" Report (b-cir-16)
Print a list for all items that were reported as "Lost" or "Claimed returned" but
were then nevertheless returned or found in the library.
Open Reserve Item Schedules - Advance Booking (b-cir-60)
This service opens an Advance Booking Schedule called Reserve Item Schedule. It
opens time slots for all short loan items for the time period between the start and
end date.
Delete Reserve Item Schedules - Advance Booking (b-cir-61)
This service deletes old bookings in the Reserve Item Schedules up to and
including a certain date. Bookings for the current day and the two preceding days
cannot be deleted.
Delete Reserve Item Slots - Advance Booking (b-cir-65)
Advance booking slots are opened to the end of the week in which the "to-date"
falls. There are cases, such as holidays and other blocks of days during which the
library is closed, where you might want to remove slots that were created by
p-cir-60. It is possible to do this by running the "p_cir_65" procedure. This
procedure must be run from the Unix prompt as follows:
csh -f p_cir_65 USM50,from-date,from-hour,to-date,to-hour
Example:
csh -f p_cir_65 USM50,20001128,1330,20001130,0930
In this example, all slots between Nov. 28th 13:30 and Nov. 30th 9:30 are deleted,
and a new slot is created for the whole period. The new slot will include the last
slot before the period and the first slot after the period.
Reserve Item Schedule Report (b-cir-09)
This function enables you to print out a report for the current day's Reserve Item
Schedule.
Report/Delete Expired Hold Requests (b-cir-17)
This function creates a list of deleted hold requests. This list contains hold requests
for which the last date of interest has passed.
Go to next section (System Librarian)
18.0 SYSTEM LIBRARIAN
The system librarian is responsible for the following:
❍ Item Material Types (18.1)
❍
Sub-libraries (18.2)
❍
Item Statuses (18.3)
❍
Borrower Statuses (18.4)
❍
Due Dates, Fines & Limits (18.5)
❍
Overdue Notice Schedule (18.6)
❍
Delinquencies (18.7)
❍
Cash Transactions - tab18 (18.8)
❍
Circulation Transaction Checks (tab_check_circ) (18.9)
❍
Hold and Photocopy Requests (18.10)
❍
Print Templates (18.11)
❍
Key to Strings with $ Signs (18.11.2)
❍
Drop-down Menus (18.12)
❍
Catalog Item (18.13)
❍
Item Reshelving Time (18.14)
❍
Item List (18.15)
❍
Cash Receipts (18.16)
❍
Hold Delete Letter (18.17)
❍
Hold Requests List(18.18)
❍
Reserve Item Schedule (18.19)
❍
Valid Dates Of User Addresses (18.20)
❍
Item History and Summary Window (18.21)
❍
Loan and Return Windows (18.22)
❍
Cash Transaction Information Window (18.23)
❍
SQL Queries (18.24)
❍
Magnetic Media (18.25)
❍
Audio Warnings (18.26)
❍
Item Process Status (18.27)
❍
Overriding a Block for Loans and Renewals (18.28)
❍
Client Setup (circ.ini) (18.29)
❍
Circulation Values of pc_server_defaults (18.30)
❍
Circulation Values of aleph_start_505 (18.31)
❍
Change Item Information Display (18.32)
❍
Tables (18.33)
❍
tab10 related entries in Circulation (UTIL G/5/10) (18.34)
18.1 ITEM MATERIAL TYPES
Define the types of materials (books, periodicals, etc.) that are available in your library system.
In order to define material types, complete the following steps:
Step 1: Select a Library
In terminal mode, select an administrative library. After you have completed all the steps below, you should
choose another administrative library and complete the steps again. Follow this procedure until all
administrative libraries have been covered.
Step 2: Define material types
Edit tab25.lng using UTIL G/4/25. tab25 enables you to list the material types available in your library.
Remember that the option ISSUE has a special functionality related to the Serials module.
Step 3: Test the system
Test the system to make sure that the English language version works properly.
Step 4: Translate tab25
Translate tab25.lng, which you edited in English in Step 2 above, in order to list material types in the
language appropriate for your users. Use UTIL G/4/25 to translate the table.
Translate only the description and not the code for the material type.
Go to top of page
18.2 SUB-LIBRARIES
Define valid sub-libraries using the tab_sub_library.lng table (accessible through UTIL Y/4). This table also
sets up information that is used by three other tables (tab15, tab16 and tab17) and should therefore be filled
in together with the other tables.
Following is a sample from the table:
! 1
2
3
4 5
6
7
8
9
10
!----!-!-----!-!------------------------------!-----!-----!-----!-----!-----!
UARCV 4 USM50 L Archives Library
15A
UARCV UARCV UARCV
UELEC 1 USM50 L Electronic Resources
15A
UELEC UELEC UELEC
URLEC 4 USM50 L UELEC Reading Room
15A
UELEC UELEC UELEC
UGDOC 1 USM50 L Government Documents
15A
UGDOC 17A
UGDOC
URDOC 4 USM50 L UGDOC Reading Room
15A
UGDOC 17A
UGDOC
UEDUC 1 USM50 L Education Library
15A
16A
17A
UEDUC ALEPH
UHLTH 1 USM50 L Health Library
15A
16A
17A
UHLTH ALEPH
ULAW 1 USM50 L Law Library
15A
16A
17A
ULAW ALEPH
Key to table:
❍
❍
❍
❍
❍
❍
❍
Column 1: Enter here the sub-library code being defined. When you wish to define all sub-libraries of
a particular ADM library, enter first the code of the ADM library. When you wish to define a
sub-library for a global user (that is, the user is not assigned to a specific sub-library), enter the code
ALEPH.
Column 2: Enter the code for the sub-library type:
■ 1 - full sub-library (borrower and items)
■ 2 - borrower sub-library only (not used for items)
■ 3 - special (for photocopy and hold requests delivery site e.g. HOME or BOX)
■ 4 - reading room sub-library (for requests that are delivered to the Reading Room)
Column 3: Enter the code of the ADM library to which the sub-library in column 1 belongs. Leave
column 3 blank if column 1 contains the code for the ADM library or the ALEPH global library.
Column 4 is the Alpha code for the character set of the menu choice. The standard is L which stands
for Latin.
Column 5 is the name of the sub-library as it will appear in the Web and GUI interfaces.
Column 6: The Group ID identifies the section in tab15 that is relevant for this sub-library. Type here
the Group ID that should be entered in column 1 of tab15 (the table for item statuses). This allows for
the definition of common statuses in tab15 that are used by a number of sub-libraries. It would mean
that only the item statuses that belong to the group ID are valid for use in that sub-library.
Column 7: The Group ID identifies the section in tab16 that is relevant for this sub-library. Type here
❍
❍
the Group ID that should be entered in column 1 of tab16 (the table for due dates, fines and limits). It
means that the only definitions valid for this sub-library are those that relate to this group ID.
Column 8: The Group ID identifies a group of sub-libraries that share a set of open/close hours. Type
here the Group ID that should be entered in column 1 of tab17 (the table for library hours). It means
that this sub-library relates to the opening hours set in this group ID.
Columns 9-11: Items belonging to the sub-library defined in column 1 may be checked out by users
that have borrowing privileges in the sub-libraries shown in columns 9-11. The order in which the
system checks the borrower records is determined by the order in which the sub-libraries appear in
columns 9-11.
Go to top of page
18.3 ITEM STATUSES
You need to define the statuses that may be assigned to items (copies) and various conditions related to each
status, such as whether an item:
❍ can be loaned
❍ can be renewed
❍ can be available for hold and photocopy requests
❍ will be displayed in the WEB OPAC
In order to define item statuses, complete the following steps:
Step 1: Select a Library
In terminal mode, select an administrative library. After you have completed all the steps below, you should
choose another administrative library and complete the steps again. Follow this procedure until all
administrative libraries have been covered.
Step 2: Define item statuses
Use UTIL G/5/15 to edit tab15 in English to define the statuses that may be assigned to items (copies) and
various conditions related to each status. You must first edit the English version of this table and only later
translate the table (see below).
Following is a sample from the table:
! 1
2 3 4
5
6 7 8 9 1 1 1 1 1
!
0 1 2 3 4
!!!!!-!!-!!-!-!!!!!!!!!!!!!!!-!-!-!-!-!-!-!-!-!
15A
15A
15A
15A
15A
15A
##
##
##
##
##
##
OR
BD
SB
IP
CT
TE
L
L
L
L
L
L
Acquisition
In binding
Sent to binding
In process
Cataloging
Technical Dept.
N
N
N
N
Y
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
Y
Y
Y
Y
Y
Y
15A
15A
15A
15A
15A
15A
15A
15A
01
04
10
20
30
40
25
35
##
##
##
##
##
##
##
##
L
L
L
L
L
L
L
L
Overnight
One month
Semester
Two weeks
Three weeks
Four weeks
Short Loan 1
Reserve Room
Y
Y
Y
Y
Y
Y
Y
Y
N
Y
Y
Y
Y
Y
N
N
Y
Y
Y
Y
Y
Y
C
N
Y
Y
Y
Y
Y
Y
Y
N
Y N Y
Y
Y Y
Y
Y
Y
N N
Y
Y
Y N Y
Key to table:
N N
❍
❍
❍
❍
❍
❍
❍
❍
Column 1: Group ID for group of definitions. In the above example, there is one group of definitions.
You can create as many groups as you want. By entering the Group ID in column 6 of the
tab_sub_library table (accessible through UTIL Y/4), you can have a number of different sub-libraries
use the same group of definitions. Be sure that you fill in the tab15 table together with the
tab_sub_library table.
Column 2: Item status code. This is the code by which the system identifies the status. The code must
be unique within one group, but does not have to be unique across groups. This means that the same
status code may have different meanings in different groups. The status code must be two digits. For
example, for status number 1, enter 01. Note that you may NOT use status code 00.
Column 3 is the two-character code for the item's process status.
Column 4 is the code for the character set of the column heading. The standard is L which stands for
Latin
Column 5: Item status name. Enter here the name of the status, such as overnight or one week. The
name may be up to 15 characters long.
Column 6: Can be loaned. Determine whether or not items with this status may be loaned. Enter Y for
Yes or N for No.
Column 7: Can be renewed. Determine whether or not items with this status can be renewed. Enter Y
for Yes or N for No.
Column 8: Hold requests. If the item is on an open shelf (Y), the system will check to see if the item
is available when a hold request is placed. If the item is available but the user does not have
permission to place a request on an available item, a message will be displayed. If the item is out on
loan, the system will place a hold request for the item.
If the item is in a closed stack (C), hold requests are always allowed.
❍
❍
❍
❍
❍
❍
If the item cannot be requested (e.g. lost, permanently shelved outside the library, privately held, etc.),
enter N. Availability will not be checked and no hold request will be placed for the item.
Column 9: Available for photocopy requests. If you want a user to be able to put a photocopy request
on the item, and the item is accessible to the user enter Y. If the item cannot be requested, or is
unavailable for photocopy requests (because, for example, the item is lost, permanently shelved
outside the library, privately held, etc.), enter N.
Column 10: Display item in Web OPAC. Determine whether or not the item will appear in the Web
OPAC when the user searches for items. Enter Y or N. (Note: the item will always be displayed in the
GUI OPAC.)
Column 11: If this item is requested in the Web OPAC, the user will be given this specific item and
not another copy. Enter Y or N.
Column 12: Limit the number of hold requests that may be made for an item. If Y is entered, the
number of hold requests is limited to the number of copies.
Column 13: Recall. Enter Y if a recall is allowed. Otherwise enter N.
Column 14: Rush Recall. Enter Y if a rush recall is allowed. Otherwise enter N.
Step 3: Edit the Services Module in English
There are a number of functions in the Web Services module that are affected by changes in the list of item
statuses and item process statuses. Be sure to update the b-item-status-select-<library_name> file and the
b-item-p-status-select-<library_name> file in the /alephe/www_b_eng directory with the correct item
statuses. This will automatically update all relevant functions in the Web Services module.
Step 4: Test the system
Test the system to make sure that the English-language version works properly.
Step 5: Translate tab15
Translate tab15 in order to list item statuses in the language appropriate for your users.
Step 6: Translate the Services Module
Translate the b-item-status-select-<library_name> file discussed in step 3 above.
Go to top of page
18.4 BORROWER STATUSES
Define the statuses that may be assigned to borrowers and various conditions related to each status, such as
whether the borrower may:
❍ Borrow items
❍ Renew items
❍ Place hold and photocopy requests
❍ Place multiple hold requests
In addition, you may define the borrower's:
❍ Cash balance limit
❍ Expiration date of library privileges
You may also define whether, for a particular borrower status:
❍ The system will check for restrictions before loaning an item to the borrower
❍ The librarian may override restrictions (such as fines due) on the borrower's ability to borrow an item
❍ The system will ignore late returns and not charge the borrower a fee
❍ The borrower will be charged for photocopy requests
In order to define borrower statuses, complete the following steps:
Step 1: Select a Library
In terminal mode, select an administrative library. After you have completed all the steps below, you should
choose another administrative library and complete the steps again. Follow this procedure until all
administrative libraries have been covered.
Step 2: Define borrower statuses
Edit tab31 using UTIL G/5/31. This enables you to define the statuses that may be assigned to borrowers
and various conditions related to each status. This is not a language-sensitive table, which means that there
is no need to translate it later.
It is possible to assign specific borrower statuses to a specific sub-library. When an attempt is made to use
these statuses in other sub-libraries, a message will appear.
Whenever the borrower is assigned the first local record, the system automatically creates an ALEPH record
for the borrower. You can create an overall definition of privileges that will be globally used whenever an
ALEPH record is created for any borrower status. Do so by defining a line with ALEPH in the sub-library
column.
Step 3: Define menu options in English
Edit pc_tab_exp_field.eng (in English) using UTIL L/2. This table enables you to define the menu options
that appear whenever the librarian needs to choose a borrower status. Therefore, the list of borrower status
names (as opposed to borrower status codes) in pc_tab_exp_field.eng should correlate with the borrower
status codes defined in tab31 (step 2 above). In the pc_tab_exp_field.eng table, the code that identifies the
correct menu is BOR-STATUS.
You must first edit the English version of this table and only later translate the table (see below).
Step 4: Edit the Services Module in English
There are a number of functions in the Web Services module that are affected by changes in the list of
borrower statuses. Be sure to update the b-borrower-select-<library_ name> file and the
b-borrower-select-blank-for-all-<library_ name> file in the /alephe/www_b_eng directory with the correct
item statuses. This will automatically update all relevant functions in the Web Services module.
Step 5: Test the system
Test the system to make sure that the English-language version works properly.
Step 6: Translate pc_tab_exp_field.lng
Translate pc_tab_exp_field.eng, which you edited in English in Step 3 above, in order to provide menu
options in the language appropriate for your users. Use UTIL L/2 to translate the table. Translate only the
text that appears in positions 28-77 of the table.
Step 7: Translate the Services Module
Translate the b-borrower-select-<library_name> file and b-borrower-select-blank-for-all-<library_ name>
file discussed in step 4 above.
Go to top of page
18.5 DUE DATES, FINES & LIMITS
Due dates are computed daily for combinations of item/borrower status, and take into account days on which
the library is closed.
The results of the computation may be viewed in the GUI Circulation module by choosing the Dates option
on the Main Menu and then Setup for Future Loans from the drop-down menu. Specific due dates may be
changed by the librarian by using this Setup function. The changed date will stay in effect only until the next
day, after which the due dates are re-computed.
There are two prerequisites that must be met before you can define due dates:
Prerequisite 1: Define item statuses
Before defining due dates, you must already have defined item
statuses. Click here for an explanation of how to do this. If you
have already completed prerequisite 1, skip to prerequisite 2.
Prerequisite 2: Define borrower statuses
Borrower statuses indicate the privileges allowed for each type of
borrower. Click here for an explanation of how to define
borrower statuses.
Steps for Defining Due Dates, Fines & Limits
Once the prerequisites have been met, define due dates by completing the following steps:
Step 1: Select a Library
In terminal mode, select an administrative library. After you have completed all the steps below, you should
choose another administrative library and complete all the steps again. Follow this procedure until all
administrative libraries have been covered.
Step 2: Define rules for due dates
Use UTIL G/5/16 in terminal mode, or tab16 in the ALEPHADM GUI module to edit tab16 to define rules
for computing due dates, fines and borrowing limits.
Following is a sample from the table (it is broken into two sections because the table is very wide).
! 1
2 3 4 5
6
7 8 9
10
11
12 13 1415 16
17 18
!!!!!-!!-!!-!!-!-!!!!!!!!-!!-!-!!!!-!!!!-!!!!!-!!-!!-!-!-!!!!!!!!-!-!!!!16A
04 ## ## + 00000028 03 A 2400 0100 00040 20 20 7 + 00000014 A 2400
16A
20 ## 03 + 00000014 02 A 2400 0000 00060 20 20 1
16A
30 ## ## + 00000021 03 A 2400 0000 00060 20 20 1
19
20 21
22
23
!!!-!!!-!!-!!!!-!!!!!!!!!!
005 014 99 M002 1.0
003 003 99
1.0
003 003 99
1.0
Key to table:
Note: You may enter up to 200 active lines per group ID in this table.
❍ Column 1: Group ID for group of definitions. In the above example, there is one group of definitions.
You may create as many groups as you want. By entering the Group ID in column 7 of the
tab_sub_library table (accessible through UTIL Y/4), you can have a number of different sub-libraries
use the same group of definitions. Be sure that you fill in the tab16 table together with the
tab_sub_library table.
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
Item status "99" is used for defining the maximum overall number of loans/holds for a particular
borrower status in a sub-library, or if you use ## in the borrower status. It overrides any other
maximum number defined for the borrower for a particular item status. Item status "99" must be
repeated for every group ID or for every borrower status within the group ID if there are differences.
Item status "99" must be the last line in the group (e.g., GEN).
Column 2: Item status code. Enter here one of the item status codes defined in one of the groups of
tab15. Enter ## for ALL item status codes.
Column 3: Item process status code. Enter here one of the item process status codes defined in tab15.
Enter ## for ALL.
Column 4: Borrower status code. Enter here one of the borrower status codes defined in tab31. Enter
## for ALL.
Column 5: Method of computing due date. If you wish to specify an actual due date, enter A. If you
wish to define the due date by adding a specific number of days to the date on which the item is
checked out, enter +.
Column 6: Due date. If you entered A in column 5, then enter a specific due date here in the format
yyyymmdd. If you entered + in column 5, then enter the number of days to be added to the check-out
date. You must enter 8 digits. For example, if you wish to add 2 days to the check-out date, enter
00000002. If you wish the item to be returned on the same day it is borrowed, enter 00000000 (8
zeros). Short loan items also need to be defined with 00000000 (8 zeros).
Column 7: Grace days for late return. Type the number of days you will allow the item to be late
before the borrower is fined. Note that you may use a combination of grace hours and grace days. If
you wish to enter only grace hours, enter 00 in the days field.
Column 8: Method of computing due hour. If you wish to specify an actual due hour, enter A. If you
wish to define the due hour by adding a specific number of hours to the hour on which the item is
checked out, enter +.
Column 9: Due hour. Enter an actual hour (according to a 24-hour clock) or to add a specific number
of hours to the current hour, according to the definition in Column 8. If you wish to add a specific
number of hours to the current hour, you must enter 4 digits. For example, if you wish to add 5 hours,
enter 0500.
Column 10: Grace hours and minutes for late return. Type the number of hours you will allow the
item to be late before the borrower is fined. Note that you may use a combination of grace
hours/minutes and grace days. If you wish to enter only grace days, enter 0000 in the hours field.
Column 11: Fine rate. Fines are given per day overdue. The total fee is the fine rate multiplied by the
number of days overdue.
The fine rate has 5 digits and should be entered as though a decimal point exists before the last two
digits. For example, 00025 means the days should be multiplied by 0.25 (e.g., 25 cents).
Note: Column 11 works in conjunction with column 14 of this table. Column 14 sets whether the fine
is calculated per day or per hour, and whether the time that the library is closed is taken into account
when the fine is calculated. If you want an hourly fine, the sum registered here must be the amount
per hour x 24 (no. of hours in a day). For example, if you want to charge 0.50 per hour, you must set
the amount in this column to 01200.
If you want a fine by minutes, the sum registered here must be the amount per minute x 1440 (no. of
minutes in a day). For example, if you want to charge 0.10 per minute, you must set the amount in this
❍
❍
❍
column to 14400.
Column 12: Maximum number of items. Enter the maximum number of items that may be checked
out by this combination of item status and borrower status. Note that you must enter two digits, e.g.,
05 for 5 items.
Column 13: Maximum number of hold requests. Enter the maximum number of hold requests that
may be made by this combination of item status and borrower status. Note that you must enter two
digits, e.g., 05 for 5 hold requests.
Column 14: Fine method. This column works in conjunction with Column 11. Use one of the
following values:
■ 0 - No fine charged
■ A - Open minutes - The fine is calculated per minute overdue, and does not include the
minutes that the library was closed.
■ 1 - Open hours - The fine is calculated per hour overdue, and does not include the hours that
the library was closed. If the user returns an item one minute late, he will be charged for being
one entire hour late.
■ 2 - Open days - The fine is calculated per day overdue, and does not include the days that the
library was closed. If the user returns an item one minute late, he will be charged for being one
entire day late.
■ B - Total minutes - includes the minutes that the library was closed e.g. if a borrower returns a
book 30 minutes after the due hour, he is fined for 30 minutes, even if the library has been
closed for part of the period in which the loan became overdue.
■ 3 - Total hours - includes the hours that the library was closed. If the user returns an item one
minute late, he will be charged for being one entire hour late. If the user returns an item that
was due Friday on the subsequent Monday, and the library was closed Saturday and Sunday,
the user is nevertheless charged for Sat.-Sun.-Mon. If at 9 a.m. a borrower returns a book that
was due the previous evening at 5 p.m., he is charged for all the hours in that period, even if the
library was closed.
■ 4 - Total days - includes the days that the library was closed. If the user returns an item one
minute late, he will be charged for being one entire day late. If the user returns an item that was
due Friday on the subsequent Monday, and the library was closed Saturday and Sunday, the
user is nevertheless charged for Sat.-Sun.-Mon.
■ 5 - Overlapping blocking date - This option blocks a user from checking out any items,
without charging him a fee for overdue items, blocking him for the longest overdue period
when a group of books is returned at the same time. For example, if the borrower returned three
books late and one book was 3 days late, one book was 7 days late, and one book was 14 days
late, you can have the system block the user from borrowing additional items for a period of 14
days. This is "overlapping" blocking. The longest overdue period is used to determine how long
the user is blocked.
■ 6 - Cumulative blocking date - This option blocks a user from checking out any items, without
charging him a fee for overdue items, for a time which matches the total amount of time of all
overdue books. For example, if the borrower returned three books late and one book was 3 days
late, one book was 7 days late, and one book was 14 days late, the system blocks the user from
borrowing additional items for a period of 24 days. This is "cumulative" blocking. The overdue
periods are added together.
■ 7 - include recall - This option calculates overdue fines taking into consideration the fact that
the item has been recalled. Two debit transactions are created:
1. A late return fee - calculated according to method 4 (total days).
2. A multiplication of the fine with a recall/rush recall factor that is defined in tab18.lng
(cash transaction codes 50 and 51).
■ C - This option calculates overdue fines taking into account the fact that the item has been
recalled. Two debit transactions are created:
1. A late return fine calculated according to method 1 (the library's open hours).
2. A multiplication of the fine with a recall/rush recall factor that is defined in tab18.lng
(cash transaction codes 50 and 51).
■ D - Similar to method C excepting that the calculation of the basic fine is done in relation to
method 2 (the library's open days).
E - Similar to method C excepting that the calculation of the basic fine is done in relation to
method 3 (total hours - open and closed).
■ 8 - This option combines fine 5 and a monetary fine according to the value set in col. 11. The
patron is blocked for a certain period and has to pay a fine before he can effect a transaction
again. The fine is calculated according to total days.
■ 9 - This option combines fine 6 and a monetary fine according to the value set in col. 11. The
patron is blocked for a certain period and has to pay a fine before he can effect a transaction
again. The fine is calculated according to total days.
Columns 15-18: These four columns allow you to define alternate due dates/hours for items that have
hold requests. Now, if a borrower checks out an item that has a hold request on it, the due date/hour
that will be assigned will be the alternate one, not the original one. If no alternate due date/hour is
defined in this table, the original one will be used.
Column 15: Method of computing due date (for items with hold requests). If you wish to specify an
actual due date, enter A. If you wish to define the due date by adding a specific number of days to the
date on which the item is checked out, enter +.
Column 16: Due date (for items with hold requests). If you entered A in column 15, then enter a
specific due date here in the format yyyy/mm/dd . If you entered + in column 15, then enter the
number of days to be added to the check-out date. You must enter 8 digits. For example, if you wish
to add 2 days to the check-out date, enter 00000002. If you wish the item to be returned on the same
day it is borrowed, enter 00000000 (8 zeroes).
Column 17: Method of computing due hour (for items with hold requests). If you wish to specify an
actual due hour, enter A. If you wish to define the due hour by adding a specific number of hours to
the hour on which the item is checked out, enter +.
Column 18: Due hour (for items with hold requests). You may choose to enter an actual hour
(according to a 24-hour clock) or to add a specific number of hours to the current hour, according to
the definitions in Column 17. If you wish to add a specific number of hours to the current hour, you
must enter 4 digits. For example, if you wish to add 5 hours, enter 0500.
Column 19: Recall period. This is the period in days that the library gives the user for the return of a
recalled item (assuming the Minimum guaranteed loan period (column 20) has already passed or it is a
rush recall). This period should be calculated according to the estimated time it would take the letter
to reach the user and the time it would take the user to return the item to the library.
Column 20: Minimum guaranteed loan period. This is the period in days that the original borrower is
allowed to have the item on loan, even if the item has been requested by another user and recalled.
This period is ignored when the recall is a rush recall.
Column 21: Maximum number of renewals. Enter a value from 00 to 09. Renewals can be limited up
to 8; enter 09 to define that renewals are unlimited. To limit renewals by period rather than by
number, enter 09 in this column, and use column 22.
Column 22: Total loan period, including all renewals and the original loan period. Enter D for days,
W for weeks or M for months, then enter the number of permitted days, weeks or months. You must
enter 3 digits for the number. For example, for 3 days, enter D003.
Column 23: Maximum fine. Enter up to two decimal places. The field should be left-aligned.
■
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
Step 3: Define library hours
Edit tab17 using UTIL G/5/17. This table enables the system to set new due dates for items that would
otherwise be due on days or at hours when the library is closed.
In the following example, specific days on which the library is closed appear before the general definition of
the library's opening hours:
! 1
2
3 4
5
6
!!!!!-!!!!!!!!-!!-!-!!!!-!!!!
17A
####0501
C
17A
####0704
C
17A
17A
17A
17A
########
########
########
########
00
01
02
03
C
O 0900 1730
O 0900 1730
O 0900 1730
17A
17A
17A
######## 04 O 0900 1730
######## 05 O 0900 1730
######## 06 C
Key to table:
❍
❍
❍
❍
❍
❍
Column 1: Group ID for group of definitions. In the above example, there is one group of definitions.
You may create as many groups as you want. By entering the Group ID in column 8 of the
tab_sub_library table (accessible through UTIL Y/4), you can have a number of different sub-libraries
use the same group of definitions. Be sure that you fill in the tab17 table together with the
tab_sub_library table.
Column 2: The dates are written in the format yyyymmdd. For example 19990714. You may use the
# character as a wildcard for dates. For example, ####0714 indicates July 14th of any year. ########
indicates any date.
Column 3: Day of the week. Sun=00, Sat=06.
Column 4: Enter C for Closed; O for Open.
Column 5: Fill in this column if you entered "O" in column 4. Column 5 is the hour that the library
opens. The system uses a 24-hour clock, so if the library opens at 9 AM, enter 09:00.
Column 6: Fill in this column if you entered "O" in column 4. Column 6 is the Hour that the library
closes. The system uses a 24-hour clock, so if the library closes at 5 PM, enter 17:00.
Step 4: Deciding Whether or Not the Patron's Expiry Date Influences a Due Date
In tab10, you can set a flag to determine if a patron's expiry date shortens a loan period if the due date is
later than the patron's expiry date.
The line is:
18 TAB10-BOR-EXPIRY-DUE-DATE
and the options are Y/N.
Step 5: Deciding Whether or Not the Library's Closing Hour will Adjust the Due Hour
The due hour can be changed according to the library's closing hour. This is determined by the tab10 flag:
34 TAB10-CHANGE-DUE-HOUR
For example, the library's closing hour is 17:00 and the due hour is 24:00. If the flag is set to Y, the due hour
will be set to 17:00. If the flag is set to N, the due hour will remain 24:00.
Step 6: Rounding and Factoring Fines
The system provides the option to round up/down the fine amount. In addition, you can define a
multiplication factor for the fine rate set in tab16, column 11. This is useful for countries whose currencies
are written in the thousands (e.g., 10,000 lira).
Following are the relevant parameters in the aleph_start_505 table:
setenv fine_factor_fix
setenv fine_rounding
000
Y
Step 7: Determine whether "no fine" transactions will be included in the List of Cash Transactions
You can determine whether or not the system will display transactions for which no fine (zero amount due)
was charged. To do so, edit tab10 (UTIL G/5/10). The relevant line is:
14 ZERO-FINE-HANDLING
If you enter Y for this switch, the system will add to the List of Cash Transactions those transactions for
which no fine was charged. If you enter N for this switch, these "no fine" transactions will not be included in
the List of Cash Transactions.
Step 8: Define lost material charges
To define lost material charges, edit tab34 (UTIL G/5/34). This table defines the charges to be added to the
borrower's cash record when an item is lost. (An item is defined as lost by the librarian using the GUI
Circulation module, or automatically by the system (tab32) after the maximum number of overdue notices
has been sent.)
Following is an example from the tab34 table. (Note that the width of columns 4, 6 and 9 has been shortened
in this example.)
!1
2 3
4
5
6
7
8
9
10
!!!!!-!!-!!-!!!!-!!!!!-!!!!!!!-!!!!!!!!!!-!!!!!!!!!!-!!!-!!!!!>
UARCV
UARCV
UMUSI
UMUSI
70
71
70
71
##
##
##
##
#
#
#
#
RARE
RARE
RARE
RARE
1
1
1
1
.50
.50
.50
.50
5.00
5.00
5.00
5.00
400.00
450.00
350.00
400.00
00002
00002
00002
00002
Key to table:
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
Column 1: Sub-library. Use ##### for "all sub-libraries."
Column 2: Item status (from tab15, UTIL G/5/15). Use ## for all.
Column 3: Borrower status (from tab31, UTIL G/5/31). Use ## for all.
Column 4: Call Number. Enter a specific call number, or for all call numbers, use only one # in the
first position of the column.
Column 5: Collection. Use ##### for all.
Column 6: The charge for sending a notice. You may use up to two decimal places. You may enter,
for example, 10, 10.0, or 10.00.
Column 7: Handling charges. You may use up to two decimal places. You may enter, for example,
10, 10.0, or 10.00.
Column 8: Fixed price for replacing the item. You may use up to two decimal places. You may enter,
for example, 10, 10.0, or 10.00.
Column 9: Not yet implemented (MARC price).
Column 10: Not yet implemented (borrower factor).
Note: When a lost item is set as such in the GUI, the librarian has the option to manually change the price
charged for the lost item.
Go to top of page
18.6 OVERDUE NOTICE SCHEDULE
In order to set the overdue notice schedule, edit tab32 using UTIL G/5. Following is an example from the
table:
! 1
2 3 4
5
6 7 8
!!!!!-!!-!!-!!-!!!-!!!-!-!!!!
##### 04 ## 00 003 001 O 0080
##### 04 ## 01 007 007 O 0081
##### 04 ## 02 014 014 O 0082
##### 04 ## 03 021 021 L
##### 04 ## 09 040 028 L
Key to table:
❍
❍
❍
❍
Column 1: Enter a sub-library code or use ##### to indicate all sub-libraries.
Column 2: Enter an item status from tab15 (enter "##" for "all" item statuses).
Column 3: Enter a borrower status from tab31 (enter "##" for "all" borrower statuses).
Column 4: Current letter number in the loan transaction record z36.
00 - 1st notice
❍
❍
❍
❍
01 - 2nd notice
02 - 3rd notice
03 - 4th notice
09 - for items which are "claimed returned". This code is used when b-cir-50 (Print
Overdue and Lost Billing Notices) is run for "Bills for lost material that was claimed to
have been returned"
Column 5: Days overdue (for Notice ID=00) or Days since last letter (for other IDs).
Column 6: Days overdue for requested items (for Notice ID=00) or Days since last letter (for other
IDs).
Column 7: Enter O if the item is considered Overdue; enter L for Lost.
Column 8: Transaction number as listed in tab18 (Cash Management). The borrower will be charged
the fee defined for this transaction number in tab18.
Reading the table
The table should be read in the following manner:
! 1
2 3 4
5
6 7 8
!!!!!-!!-!!-!!-!!!-!!!-!-!!!!
##### 04 ## 00 003 001 O 0080
##### 04 ## 01 007 007 O 0081
##### 04 ## 02 014 014 O 0082
##### 04 ## 03 021 021 L
##### 04 ## 09 040 028 L
For Notice ID=00: The first notice will be sent when the item is 3 days overdue (or 1 day overdue if the
item has a hold request for it).
For Notice ID=01: The 2nd notice will be sent 7 days after the first notice.
For Notice ID=02: The 3rd notice will be sent 14 days after the second notice.
For Notice ID=03: The 4th notice will be sent 21 days after the third notice, and then the item is declared
lost.
For Notice ID-09: An item that was set as "claimed returned" will be declared lost 40 days after it was set
as "claimed returned".
18.6.1 Overdue Notice Letters and Summary
You can determine whether the notices sent to the borrower will always use the same template
(overdue-letter-00 or overdue-summary-00) or use different templates for each notice, as follows:
❍ 1st notice: overdue-letter-00-nn or overdue-summary-00-nn
❍ 2nd notice: overdue-letter-01-nn or overdue-summary-01-nn
❍ 3rd notice: overdue-letter-02-nn or overdue-summary-02-nn
❍ 4th notice: overdue-letter-03-nn or overdue-summary-03-nn
❍ 5th notice: overdue-letter-04-nn or overdue-summary-04-nn
The notices usually become progressively more demanding.
To define which templates will be used, edit tab10 (UTIL G/5/10), flag 20, OVERDUE-LETTER-STYLE.
If you want the same template to be used for each notice, enter Y. If you want different templates to be used,
enter N.
If the loan has been made by a proxy, then a second notice letter is printed for the proxy in addition to the
initial notice letter that is printed for the sponsor.
Overdue notice (single item per notice) - filenames: overdue-letter-00, overdue-letter-00-nn,
overdue-letter-01-nn, overdue-letter-02-nn, overdue-letter-03-nn, overdue-letter-04-nn. "00" is first notice,
"01" is second notice, and so on.
Overdue summary - filenames: overdue-summary-00, overdue-summary-00-nn, overdue-summary-01-nn,
overdue-summary-02-nn, overdue-summary-03-nn, overdue-summary-04-nn
Go to top of page
18.7 DELINQUENCIES
Define delinquencies and their effect on borrower privileges. To do so, edit the tab_delinq table using UTIL
G/5/a. Following is a sample from the table:
! 2
3
4
5
6
!
abcdefgh
!!-!-!!!!!-!!!!!!!!!!!!!!!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
00
01
02
10
20
30
50
1
1
1
1
1
1
2 ##### NNNNN NN
L
L
L
L
L
L
L
No User delinquency code
Global user delinquency code
Global user delinquency code
Delinquency 10
Delinquency 20
Delinquency 30
New borrower self registration
00
01
02
03
50
2
2
2
2
2
L
L
L
L
L
No borrower deliquency code
Borrower delinquency code
Borrower delinquency code
Borrower delinquency code
New borrower self registration
#####
##### NN
##### N
N
##### NNNNNNNN
##### NNNNN NN
Key to table:
❍
❍
❍
❍
Column 1: Delinquency code. Enter a code from 01 to 99. You may have up to 99 delinquency codes
for Global Users (called "User" above) and another 99 delinquency codes for Local Users (called
"Borrower" above).
Column 2 indicates whether the delinquency code is for a "User" (1) (Z303 record) or a "Borrower"
(2) (Z305 record).
Column 3: Sub-library. Enter a Sub-library only if the delinquency code is for "Borrowers". You may
use the # character as a wildcard.
Column 4: You may limit the Borrower's privileges if he has a delinquency. In order to block a
specific privilege, enter N in the appropriate column. Otherwise leave it blank. The codes for the
privileges are as follows:
■ a - Loan - not implemented.
■ b - Photocopy requests
■ c - Override
■ d - Multiple hold requests
■ e - Check transactions
■ f - Hold request
■ g - Renewal - not implemented.
■ h - Reading room permission
Each privilege is explained in detail in the on-line help for the Local User Record in the GUI.
❍
❍
Note that Loan and Renewal appear as not implemented because these privileges are always blocked
whenever there is a delinquency on the borrower record.
Column 5 is the code for the character set. It should be set to L, unless you are using CJK.
Column 6 is the description of the delinquency as it will appear in the GUI.
Go to top of page
18.8 CASH TRANSACTIONS (tab18)
Define various transactions for which a user is charged a fee. To do so, use UTIL G/5/18 or the
ALEPHADM client to edit tab18.
Two types of transactions can be defined in tab18.eng:
❍
System-generated transactions: ID numbers 0000 - 1028
❍
User-generated transactions: transactions which are only generated by the librarian, using the New
Cash Transaction form (accessible from the User Information window / Cash Transactions tab / New
button).
You can define your own user-generated transactions by adding a new line with an unused ID
number.
Following is a sample from the table:
!1
2
3 4
5
6
7
!!!!-!!!!!-!!-!-!!!!!!!!!!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
0000
0001
0002
.
.
.
0090
0099
1024
1026
1027
1028
5000
5001
9997
##### ## Y
##### ## Y 0.50
##### ## Y 0.50
L ALL
L Photo request
L Hold request
#####
#####
#####
#####
#####
#####
#####
#####
#####
L
L
L
L
L
L
L
L
L
##
##
##
##
##
##
##
##
##
Y
Y
Y
Y
Y
Y
Y
Y
Y
5.00
15.0
1.5
1.5
1.5
1.5
0
0
32.0
Overdue summary
Local charge for disruption
Hold request filled - 01
Hold request filled - 02
Hold request filled - 03
Hold request filled - 04
Deposit
Return deposit
Damaged material
Key to table:
❍
❍
❍
❍
❍
❍
❍
Column 1: ID number of the transaction.
Column 2: Sub-library. For "all sub-libraries," use ##### . (Be sure to define a catch-all line that has
##### in column 2 together with ## in column 3.)
Column 3: Borrower status. For "all borrowers," use ## . (Be sure to define a catch-all line that has
##### in column 2 together with ## in column 3.)
Column 4: Switch to activate/deactivate cash control. If you enter Y, users will be charged for the
transaction according to the fee entered in column 5. If you enter N, users will not be charged for the
transaction.
Note: If column 4 is set to Y for Late Return fines, the rate will be determined according to the fine
rate entered in column 11 of tab16, and column 5 will be ignored. See the Late Return line in the
example above. The same happens with lost material charges that are calculated according to tab34.
Column 5: Fine. Enter the amount in your currency that you want to charge the user.
Note: If column 4 is set to Y for Late Return fines, the rate will be determined according to the fine
rate entered in column 11 of tab16, and column 5 will be ignored. See the Late Return line in the
example above. The same happens with lost material charges that are calculated according to tab34.
Column 6 is the code for the character set of the menu choice. The standard is L which stands for
Latin.
Column 7 is the name of the cash transaction as it will appear in the GUI.
Y/N Ratio
For some lines the value is Y or N (meaning that the system should or should not register a cash
transaction), or a ratio. The actual amount is set in other tables. This is so for:
❍
❍
❍
❍
0003, 0014 - late return fee, dependent on tab16
0012, 0040, 0041, 0042, 0054 - lost material, dependent on tab34
0015 - ILL material arrival, dependent on tab_ill_charge
0050, 0051 - ratio for late return of recalled loan
Display Free Transactions
You can also determine whether the List of Transactions in the GUI will display only those transactions for
which the user is charged a fee, or all transactions, including those for which the user is not charged a fee.
To do so, use UTIL G/5/10 to edit tab10. Find the parameter called ZERO-FINE-HANDLING. If you want
only those transactions displayed for which the user is charged a fee, enter N in column 2 of the table. If you
want all transactions to be displayed, even those for which the user is not charged a fee, enter Y.
Alphanumeric Paper Formats
There are some lines, A4-6, A3-6, B2-6, LE-6 where the ID number of the transaction (Column 1) is not
purely numeric. These are used to register photocopy requests for specific paper formats.
You can add other paper formats according to your needs and add an appropriate line. For example, when
LE-6 was added for 81/2"x11" Letter paper formats to be processed, a new line was added to tab 18:
LE-6 ##### ## Y 0.20
L Photocopy processing (Letter)
and a new line was also added to pc_tab_exp_field.lng:
PAGE-SIZE
ENG L Letter
LE
The ID 0006 will be used as a default if the special entries are missing.
Go to top of page
18.9 CIRCULATION TRANSACTION CHECKS
(tab_check_circ)
tab_check_circ (UTIL G/5/c) sets the checks that will be performed when an item is loaned or renewed.
1
2
!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
LOAN-GBL
LOAN-GBL
LOAN-GBL
check_circ_1_a
check_circ_1_d
check_circ_9_a
RENEW-GBL check_circ_1_a
RENEW-GBL check_circ_1_b
RENEW-GBL check_circ_1_c
RENEW-GBL check_circ_1_e
RENEW-GBL check_circ_9_a
Column 1 defines when a check is performed:
1. LOAN-GBL - checks user/borrower prior to checkout
2. RR-LOAN - item is being loaned at a reading room station (type 4 in tab_attr_sub_library). Intended
for checking the borrower using the original sublibrary of the item to find the z305 borrower record.
Used with check_circ_2_d.
3. LOAN - item is being checked out to a borrower
4. RENEW - item is being renewed to a borrower applies to Renew and Renew all functionality
5. RENEW-WWW - borrower renewing loan in www
6. RENEW-GBL - checks on user/borrower prior to renew all
7. B-CIR-10 - item renewed to a borrower (p_cir_10)
8. B-CIR-08 - item renewed to a borrower (p_cir_08)
9. ROUT-LOAN - item is being checked out to a routing member
Column 2 defines which check procedure will be performed: The available checks are:
Check Procedure
Action
error_lng/
check_circ
1_a
user delinquencies
Z303
Checks user delinquencies on Z303 record
0101, 0102
1_b
borrower
delinquencies Z305
Checks borrower delinquencies on Z305 record
0111, 0112,
0113, 0115
1_c
borrower expiry date
+ renew warning
Checks z305_expiry_date
Renew warning according to parameters set in tab30
0121, 0122
1_d
overdue check
Works according to TAB10-OVERDUE-LETTER-NO
which determines when an item is "overdue" (i.e. due
0131
date has passed and "n" (0/1/2/3/4) notices have been
sent)
1_e
block date check
checks z305_end_block_date
0141
2_a
borrower loan
permission
checks z305_loan_permission
0151
2_b
borrower renew
permission
checks z305_renew_permission
0152
borrower reading
room permission
checks z305_rr_permission, taking the z305 that
matches the reading room sublibrary at which the loan
is being performed sub-library (i.e. when item is
loaned at a reading room station, type 4 in
tab_attr_sub_library)
0153
2_d
loan and reading
room permission
check borrower loan and reading room permission
using the z305 that matches the original sublibrary of
the item (i.e. the sub-library of the item before it was
assigned the RR sublibrary)
0154
3
borrower renew limit
check the borrower's renew limits according to
parameters set in tab16 (col.21)
0161, 0162
4_a
borrower loan limits
check the borrower's loan limits according to
parameters set in tab16 (col.12)
0171, 0172
4_b
borrower loan limits
(99 line)
check the borrower's overall loan limit in a sub-library
according to parameters set in tab16 99 line
0181
4_c
borrower loan limits
(99 line)
check the borrower's overall total loan limits for ADM
library according to parameters set in tab16 99 line
0182
5
cash limit
checks whether the borrower has exceeded the amount
allowed in z305_cash_limit
0191
6
item requests
checks whether the item has hold requests placed on it
0201
6_a
item requests
checks whether the item has hold requests placed on it
0201
7_a
item loan permission
checks whether the item can be loaned, column 6 in
tab15.lng
0211, 0212
7_b
item renew
permission
checks whether a loan on this item can be renewed,
column 7 in tab15.lng
0211, 0213
8_a
item - lost/claimed
return
checks if the item was declared as lost or claimed to
have been returned
0221, 0222
8_b
renew - overdue
letter
checks if an overdue letter has been printed for a
loaned item
0231
9_a
overdues and fines
-ADM library
checks maximum overdues, recalled overdues and
fines, for ADM library based on tab_block_circ
0241, 0242
0243
2_c
9_b
overdues and fines sub-library
checks maximum overdues and recalled overdues in a
sublibrary based on tab_block_circ
0251, 0252
10_a
overdues and fines
-ADM library
checks maximum overdues, recalled overdues and
fines, for regular, lost and claimed returned loans, for
ADM library based on tab_block_circ
0241, 0242
0243
10_b
overdues and fines sub-library
checks maximum overdues and recalled overdues, for
regular, lost and claimed returned loans in a sublibrary
based on tab_block_circ
0251, 0252
ILL patron identity
checks if there is a match between the original ILL
patron and the patron who is trying to loan the ILL
item
0801
12_a
The text of messages associated with the checks is defined in /alephe/error_eng/check_circ. The minimum
circulation user level to override them is defined in the check_circ_override table in the ADM library.
Go to top of page
18.10 HOLD AND PHOTOCOPY REQUEST
MANAGEMENT POLICY
In order to set the management policy for hold and photocopy requests, you must make decisions regarding
such factors as which checks the system will perform before/after a request is made; which pickup/delivery
location will be used for each combination of sub-library, item status and borrower status; the amount of
time an item may be kept on the hold shelf; the approach that will be used for printing call slips; and so on.
Each factor is discussed below.
18.10.1 Hold Request Checks
It is up to you to determine which checks the system will perform before/after a hold request is placed. For
example, the system may check whether or not the item can be requested at all or may check whether or not
the item is on loan, in which case it will display information on its status (lost/recalled/on loan until). To set
up the checks, edit tab_hold_request in the ADM library's tab directory.
! 1
2
!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
PRE
check_hold_request_a
PRE
check_hold_request_b
PRE
check_hold_request_c
POST
POST
POST
check_hold_request_d
check_hold_request_e
check_hold_request_f
CIRC
CIRC
CIRC
check_hold_request_f
check_hold_request_g
check_hold_request_h
INFO
check_hold_request_k
This table defines checks for hold requests. The checks can influence:
❍ Display (or not) of the Request link on the list of items
❍ Display of information regarding the group of items and the patron's place in the request queue
❍ Display of meaningful messages concerning the reason why a request is refused.
There are 5 separate instances defined for when a check is made:
1.
2.
3.
4.
5.
PRE is used when the list of items is displayed in the WWW OPAC.
PRE_GUI is used when the list of items is displayed in the GUI.
INFO is used when displaying the hold request fill-in form.
POST is used when the user sends the request to the server.
CIRC is used in the Circulation client.
If a check that requires patron information is used as a PRE check, then the patron must first be identified,
and you must set check_hold_request_l as a PRE check as well.
When setting which checks to use, take into account the system resources required for checks that are made
when the items list is displayed (PRE checks). If the checks require comparing item records and existing
requests, and there are many item records, this can create an undesirable load on the server. If a check is
listed for PRE, it need not be listed for INFO or POST, since the INFO/POST scenario will not happen.
Checks that relate to the patron usually appear in POST.
Check Action
error_lng/
Suggested use
check_hold_request
a
if tab15 col.8=N, item cannot be requested
1110
PRE,POST,
CIRC
b
if sublibrary and item status are not listed in
tab37, item cannot be requested.
1105
PRE,POST,
CIRC
c
if tab15 col.12=Y, the item can have only one
request
1120
PRE,POST,
CIRC
d
z305 hold-permission
1110
PRE,POST,
CIRC
e
if combination of sublibrary, item status and
borrower status are not listed in tab37, item
cannot be requested
1115
POST, CIRC
f
z305 multi-hold allowed
1125
POST, CIRC
g
z305 hold-on-shelf (item availability)
1130
POST, CIRC
h
tab16 col.13, maximum number of hold requests 1135
POST, CIRC
i
if the item is on loan, displays due date and
information on whether lost or recalled
6000-6002
INFO
j
if item has requests, displays on hold, patron's
place in queue
6005-6002
INFO
k
tab15 col.8 value (Y,N,C)
6010-6012
INFO
l
user-id has not been entered
1140
PRE
m
borrower has item on loan and is attempting to
request a like copy
1150
POST, CIRC
n
borrower tries to reserve an item that has been
declared as "LOST" or "Claimed Returned."
1095
POST, CIRC
o
checks if there is a "like" copy available (same
year,volume, part, issue, processing status, AND
1150
depending on tab10 setup, same sublibrary(26),
collection(2), status(1).
INFO
p
checks if all "like" copies are on loan (not
available) and informs the user that the request
cannot be placed, that he must apply to the circ
desk. This check should be used by a library that 1155
does not want library staff to decide which copy
should be requested (because recall is made for
the copy requested, and not all copies)
POST, CIRC
q
tab16 col.13 check for maximum number of
hold requests for the sublibrary ("99" line)
1160
POST, CIRC
r
borrower expiry date has been reached
1165
POST, CIRC
s
user has exactly the same item on loan
1170
POST, CIRC
t
check for maximum number of hold requests for
1175
the ADM library (ADM line(s) in tab16).
POST, CIRC
u
reading room permission
POST, INFO, CIRC
1176
tab_photo_request
tab_photo_request is used to define which checks should be performed by the system when a photocopy
request is placed. It is similar in functionality to tab_hold_request - UTIL G/5/b. In some cases, the checks
on the photo requests for the WEB OPAC determine whether the "Photo" link appears on the item line.
18.10.2 Priority
The position of the Hold Request in the queue is determined by assigning a Priority. The highest level
priority is "00", the lowest is "99". The System Librarian can set the default Priority for the GUI Circulation
and GUI OPAC modules by editing the alephe/pc_server_defaults table, parameters Z37_priority_circ and
Z37_priority_opac, respectively. The default for the Web OPAC is set in the alephe/www_server_defaults
table, parameter Z37_priority_www.
18.10.3 Pickup/Delivery Locations
For each combination of sub-library, item status and borrower status, you may define the location from
which the user may pick up an item or photocopy being held for him, and the location to which the item or
photocopy will be delivered. To do so, use UTIL G/5/37 to edit tab37 (for hold requests) and UTIL G/5/38
to edit tab38 (for photocopy requests). When a pickup location is not defined, it is not possible to place the
request.
18.10.4 Hold Shelf
You may define different limits on the amount of time that an item is kept on the hold shelf, depending on
whether the hold is triggered by the return of the item, or triggered by the User Request utility "Print Letter Hold Request Filled". Many libraries use the utility for closed stack management and want a shorter hold
period for items in closed stacks than for other items.
To define the different limits, edit tab44 using UTIL G/5/44.
18.10.5 Printing Call Slips
The System Librarian is responsible for determining the approach that will be taken for printing call slips.
For a complete explanation of the options and the steps involved, go to the Closed Stack Management
section of the Circulation Guide, to the section entitled Print Call Slip.
18.10.6 Item Holds List
The sort order on the Item Holds List is defined in pc_server_defaults with the following parameters:
setenv circ_user_z37_sort_routine
setenv circ_user_z37_sort_order
012
AD
00 - "standard" sort using priority, request date, open date & hour
01 - sort using sub-lib, item-status, collection, open date & hour
02 - sort using sub-lib, item-status, collection, status, open date & hour
A for ascending; D for descending.
18.10.7 Loans List
The sort order on the Loans List is defined in pc_server_defaults with the following parameters:
setenv circ_user_z36_sort_routine
setenv circ_user_z37_sort_order
01
AD
00 - "standard" sort using due-date
01 - sort using sub-lib, item-status, collection, due-date
A for ascending; D for descending.
If the standard sort is sufficient, then these lines can be commented out.
18.10.8 PHOTO_REQUEST_STYLE
The System Librarian can decide whether or not to delete the request after the slip is printed. This is done by
editing the tab10 switch:
19 PHOTO_REQUEST_STYLE
If the flag is left blank, then when the Print Photocopy Request Slips (p_cir_22) service is run the system
will print Photocopy Request slips and the requests will not be deleted. When the librarian enters the
Circulation module to print a letter to the user telling him to come and pick up the requested material,
another slip will be printed for placing in the material, and only then the request will be deleted.
If the flag is set to "H", then when the Print Photocopy Request Slips (p_cir_22) service is run the system
will print "Photocopy request filled" letters to the patrons in addition to the slips. The requests will be
deleted and will no longer be available in the Circulation module.
Go to top of page
18.11 PRINT TEMPLATES
18.11.1 Available Templates
The names of the Circulation template files are as follows (where nn is a number identifying the version):
GUI Templates
Template
Purpose
print.ini
function name
Loan receipt
loan-receipt-nn
LoanReceipt
Return Receipt
return-receipt-nn
ReturnReceipt
Photocopy Request Slip
photo-request-slip-nn
PhotoSlip
Hold Request Slip
hold-request-slip-nn
ReturnHoldnn
HoldLetternn
Photo Request Letter
photo-request-letter-d-nn
Letter to patron informing him
that his photocopy request has
been filled and the item is
attached (because the patron's
delivery type is "deliver").
PhotoLetter
ReturnPhoto
Photocopy Request Filled - Pickup
photo-request-letter-p-nn
PhotoLetter
ReturnPhoto
Photocopy Request not Filled
photo-request-wait-nn
PhotoWait
Advanced Booking Delete Letter
item-sched-delete-letter-s-nn
item-sched-delete-letter-nn
Hold Request Filled
hold-request-letter-mm-nn
hold-request-letter-01-nn - hold
shelf
hold-request-letter-02-nn home delivery
hold-request-letter-03-nn mailbox delivery
hold-request-letter-04-nn reading room
hold-request-slip-nn (with "p"
letter)
ReturnHoldnn (01-04)
HoldLetternn (01-04)
Hold Request not Filled
hold-request-wait-nn
HoldWait
Letters to Borrowers
borrower-letter-a-nn
borrower-letter-b-nn
borrower-letter-c-nn
borrower-letter-d-nn
BorLetter
Library Card
bor-card-label-nn
may be sent from the User
Information screen by choosing
CARD after clicking the Letter
button
BorLetterCARD
Borrower Summary
bor-list-nn
May be sent from the User
Information screen by choosing
LIST after clicking the Letter
button.
BorLetterLIST
Pay Receipt
cash-pay-receipt-nn
Payletter
LineLetter
Pay Receipt
cash-pay-receipt-nn
Waiving a dept also uses
cash-pay-receipt-nn
CashWaiveLetter
Cash Transaction Details
cash-line-details-nn
Show full details of single cash
transaction record
SingleCashTrans
User Cash Summary Statement
cash-summary-nn
TransLetter
Station Cash Report
cash-site-payment-nn
StationReport
Single Hold Request has been
Deleted
hold-delete-letter-s-nn
HoldDelete (01-04)
Item Note
item-slip-nn
ItemSlip
Transfer Slip
transfer-slip-nn
Renew All
bor-list-renew-all
TransferSlip
List of the borrower's loans that
were renewed and the reasons
for not renewing others
Lost Material Bill
lost-material-bill
BorListRenewAll
BorListRenewAllRemote
LostMaterialBill
Batch Services Templates
Template
Purpose
Cash User Letter
cash-user-letter-nn
Generated by b-cash-05
Debt Notice Letter
debt-notice-letter
Generated by b-cash-06
Recall Loan
loan-recall-01-nn
loan-recall-02-nn
loan-recall-03-nn
loan-recall-01-nn - used when the due date of
the recalled item has been changed.
loan-recall-02-nn - used when the recall does not
trigger a change in due date.
loan-recall-03-nn - used when a request was
cancelled and therefore the recall is also
cancelled.
Generated by b-cir-13
Courtesy letters
loan-notice-letter-nn
loan-notice-renew-letter-nn
Used when the "automatic renew" option on the
Web Services' "Print Courtesy Notices" function
(b-cir-10) is not checked.
Used when the "automatic renew" option on the
Web Services' "Print Courtesy Notices" function
(b-cir-10) is checked, and the user has items that
have been renewed.
Overdue notice(single item per notice)
overdue-letter-00
"00" is first notice, "01" is second notice, and so
overdue-letter-00-nn
on.
overdue-letter-01-nn
overdue-letter-02-nn
Generated by b-cir-50
overdue-letter-03-nn
overdue-letter-04-nn
Overdue Summary
overdue-summary-00
overdue-summary-00-nn
overdue-summary-01-nn
overdue-summary-02-nn
overdue-summary-03-nn
overdue-summary-04-nn
Generated by b-cir-51
Lost Material Bill
lost-material-bill-nn
lost-material-bill-m-nn
Generated by b-cir-50
Lost Material Summary Bill
lost-material-summary-nn
Generated by b-cir-51
Overdue Items Single Letter
overdue-sum-single-00
overdue-sum-single-00-nn
overdue-sum-single-01-nn
overdue-sum-single-02-nn
overdue-sum-single-03-nn
overdue-sum-single-04-nn
Generated by b-cir-52
Hold Request Slip
hold-request-slip-00
hold-request-slip-01
Generated by b-cir-12
Hold Request Wait Letter
hold-request-wait-00
Generated by b-cir-12
Photocopy Requests
photo-request-letter-d-00
photo-request-letter-p-00
photo-request-slip-00
photo-request-slip-01
Generated by b-cir-22
Photocopy Request Wait Letter
photo-request-wait-00
Generated by b-cir-22
Lost Items That Were Returned
returned-lost-items-summary-00
Generated by b-cir-16
Go to top of page
18.11.2 Key to Strings with $ Signs
The meaning of a string with a $ sign depends on the template in which it appears.
Note: The value $008 is usually the user ID (taken from Z303). If you want to display more than one ID for
the same user, add any of the following values to your template:
❍ $800 Barcode
❍ $801 additional ID 1
❍ $802 additional ID 2
❍ $803 additional ID 3
❍ and so on.
❍ Loan receipt
❍
Return receipt
❍
Photocopy request slips
❍
Hold request slips
❍
Photocopy request filled
❍
Hold request filled
❍
Photocopy and hold request not filled
❍
Letters to borrowers (sent from User Information screen)
❍
Advanced Booking Delete Letter
❍
Library card
❍
Borrower summary
❍
Pay receipt
❍
Cash Summary
❍
Station Report
❍
User Cash Report
❍
Cash Transaction Details
❍
Recall loan
❍
Single hold request deleted
❍
Multiple hold requests deleted
❍
Courtesy letters
❍
Overdue notice
❍
Overdue summary
❍
Lost material bill
❍
Lost material summary bill
❍
Returned lost items summary report
❍
Transfer slip
❍
Renew All
❍
User's reserved items
❍
Overdue Items Single
❍
Item Note
Loan Receipt
loan-receipt-nn
❍ $002 - date
❍ $003 through $007 - borrower's address
❍ $008 - user ID
❍ $010 - counter
❍ $011-$016 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $017 - due date
❍ $018 - due hour
❍ $019 - description from item record
❍ $020 - barcode
❍ $021 - year
❍ $022 - volume
❍ $023 - part
❍ $024 - issue
❍ $025 - loan note 1
❍ $026 - loan note 2
❍ $027 - sub-library
❍ $028 - collection
❍ $029 - call number
❍ $030 - call number-2
❍ $032 - item status
❍ $091 through $099 - library's address
Return Receipt
return-receipt-nn
❍ $002 - date
❍ $003 through $007 - borrower's address
❍ $008 - user ID
❍ $010 - counter
❍ $011-$016 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $019 - description from item record
❍ $020 - barcode
❍ $021 - year
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
$022 - volume
$023 - part
$024 - issue
$025 - loan note 1
$026 - loan note 2
$027 - sub-library
$028 - collection
$029 - call number
$030 - call number-2
$031 - item status
$040 - due date
$041 - due hour
$042 - return date
$043 - return hour
$044 - fine
$091 through $099 - library's address
Advanced Booking Delete Letter
item-sched-delete-letter-s-nn and item-sched-delete-letter-nn
❍ $001 - e-mail address
❍ $003 through $007 - borrower's address
❍ $091 through $099 - library's address
❍ $002 - date
❍ $008 - user ID
❍ $020 through $025 - bibliographical information
❍ $030 through $033 - booking information
❍ $010 - cancel request date
Item Note
item-slip-nn
❍ $001 - date
❍ $002 through $007 - bibliographic information
❍ $010 - asterisk (*) if there is a loan or space if there is no loan on the item
❍ $011 - barcode
❍ $012 - call number
❍ $013 - sub-library
❍ $015 - item description
❍ $014 - media type
❍ $016 - collection
❍ $091 through $095 - library's address
Renew All
bor-list-renew-all-nn
❍ $002 - date
❍ $003 through $007 - borrower's address
❍ $091 through $099 - library's address
❍ $008 - user ID
❍ $014 - item
❍ $015 through $019 - issue
❍ $010 through $011 - loans
❍
❍
❍
❍
❍
❍
❍
$012 through $013 - due date
$025 - sub-library
$026 - call number 1
$027 - call number 2
$028 - collection
$029 - description
$030 - renew errors
Photocopy Request Slips
photo-request-slip-nn
❍ $001 - date
❍ $002 through $007 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $010 - indicates whether the item is out on loan
❍ $011 - collection
❍ $012 - call number
❍ $013 - sub-library
❍ $014 - item status
❍ $015 - description
❍ $020 - author of part to be photocopied
❍ $021 - title of part to be photocopied
❍ $022 - pages to be photocopied
❍ $023 and $024 - notes 1 & 2
❍ $025 - ID of user for whom material was requested
❍ $026 - status of user requesting material
❍ $027 - type of user requesting material
❍ $028 through $032 - borrower address
❍ $033 through $035 - notes 1, 2 & 3 from Global User Record
❍ $036 - ID of user requesting material
❍ $037 - request date
❍ $039 - photocopy request number
❍ $091 through $099 - library's address
Hold Request Slips
hold-request-slip-nn
❍ $001 - date
❍ $002 through $007 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $008 - sequence number (sub-library sensitive)
❍ $010 - indicates whether the item is out on loan
❍ $011 - item barcode
❍ $012 - call number
❍ $013 - sub-library
❍ $014 - item status
❍ $015 - item description
❍ $016 - collection
❍ $017 - call number 2
❍ $018 - copy
❍ $020 - author of part to be photocopied
❍ $021 - title of part to be photocopied
❍ $022 - pages to be photocopied
❍ $023 and $024 - notes 1 & 2
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
$025 - ID of user for whom material was requested
$026 - status of user requesting material
$027 - type of user requesting material
$028 through $032 - borrower address
$033 through $035 - notes 1, 2 & 3 from Global User Record
$036 - ID of user requesting material
$037 - request date
$038 - pickup location
$039 - end hold date
$060 - user's barcode using Z308 type 01.
$091 through $099 - library's address
Photocopy Request Filled
photo-request-letter-p-nn and photo-request-letter-d-nn
❍ $001 - e-mail address
❍ $002 - date
❍ $003 through $007 - patron's address
❍ $008 - user ID
❍ $01 - request date
❍ $02 through $25 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $030 - description
❍ $031 - author of part to be photocopied
❍ $032 - title of part to be photocopied
❍ $033 - pages to be photocopied
❍ $034 and $035 - notes 1 & 2
❍ $036 - number of sheets of paper used for photocopying
❍ $037 - paper size
❍ $038 through $040 - notes 1, 2 & 3 from Global User Record
❍ $041 - pickup location (pickup only)
❍ $042 - call number
❍ $043 - call number-2
❍ $091 through $099 - library's address
Hold Request Filled
hold-request-letter-01-nn - hold shelf
hold-request-letter-02-nn - home delivery
hold-request-letter-03-nn - mailbox delivery
hold-request-letter-04-nn - reading room
❍ $001 - e-mail address
❍ $002 - date
❍ $003 through $007 - patron's address
❍ $008 - user ID
❍ $009 through $011 - notes 1, 2 & 3 from Global User Record
❍ $01 - request date
❍ $020 through $025 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $030 - description
❍ $031 - author of part to be photocopied if item can't be loaned
❍ $032 - title of part to be photocopied if item can't be loaned
❍ $033 - pages to be photocopied if item can't be loaned
❍ $034 and $035 - notes 1 & 2
❍ $036 - pickup location (for hold shelf letter hold-request-letter-01-nn, mailbox delivery letter
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
hold-request-letter-03-nn and reading room letter hold-request-letter-04-nn)
$037 - available until (for hold shelf letter hold-request-letter-01-nn only)
$040 - due date (for home delivery hold-request-letter-02-nn only)
$041 - due hour (for home delivery hold-request-letter-02-nn only)
$050 - sub-library
$051 - collection
$052 - call number
$053 - call number 2
$054 - description
$055 - item status
$091 through $099 - library's address
Photocopy and Hold Request Not Filled
photo-request-wait-nn and hold-request-wait-nn
❍ $001 - e-mail address
❍ $002 - date
❍ $003 through $007 - patron's address
❍ $008 - user ID
❍ $009 through $011 - notes 1, 2 & 3 from Global User Record
❍ $012 - request date
❍ $020 through $025 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $030 - description
❍ $031 - author of part to be photocopied
❍ $032 - title of part to be photocopied
❍ $033 - pages to be photocopied
❍ $034 and $035 - notes 1 & 2
❍ $036 - reserved for future use
❍ $037 - call number
❍ $038 - call number-2
❍ $039 - description
❍ $091 through $099 - library's address
Letters to Borrowers
borrower-letter-a-nn, borrower-letter-b-nn, borrower-letter-c-nn, borrower-letter-d-nn
❍ $001 - e-mail address
❍ $002 - date
❍ $003 through $007 - patron's address
❍ $008 - user ID
❍ $091 through $099 - library's address
Library card
bor-card-label-nn
❍ $001 - patron's name
❍ $002 - user ID
❍ $003 - user barcode
❍ $091 through $099 - library's address
Borrower summary
bor-list-nn
❍ $002 - date
❍ $003 through $007 - patron's address
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
$008 - user ID
$010 - counter for loans
$011 - bibliographic information for loan (format defined in the bib_format table (UTIL I/14))
$012 - due date
$013 - due hour
$014 - barcode
$015 - issue year
$016 - issue volume
$017 - issue number
$018 - future use
$019 - future use
$020 - counter for hold requests
$021 - bibliographic information for hold request (format defined in the bib_format table (UTIL I/14))
$025 - sub-library
$026 - call number 1
$027 - call number 2
$028 - collection
$029 - description
$031 - bibliographic information for photocopy request (format defined in the bib_format table (UTIL
I/14))
$091 through $099 - library's address
Pay Receipt
cash-pay-receipt-nn
❍ $002 - date
❍ $003 - patron's name
❍ $004 through $007 - patron's address
❍ $008 - user ID
❍ $009 - amount received
❍ $010 - transaction sum
❍ $013 through $016 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $017 - total sum
❍ $020 - receipt number
❍ $021 through $023 - transaction description
❍ $030 - sub-library
❍ $031 - collection
❍ $032 - call number
❍ $033 - call number 2
❍ $034 - description
❍ $035 - item status
❍ $036 - barcode
❍ $091 through $099 - library's address
Cash Summary
cash-summary-nn
❍ $002 - date
❍ $003 - patron's name
❍ $004 through $007 - patron's address
❍ $008 - user ID
❍ $009 - date of transaction
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
$010 - transaction sum
$012 - transaction description
$013 through $016 - bibliographic information (format defined in the bib_format table (UTIL I/14))
$017 - balance due
$018 - status
$020 - sub-library
$021 - collection
$022 - call number
$023 - call number 2
$024 - description
$025 - item status
$026 - barcode
$091 through $099 - library's address
Station Report
cash-site-payment-nn
❍ $010 - IP address
❍ $010 - user name
❍ $011 - from date
❍ $012 - from hour
❍ $013 - to date
❍ $014 - to hour
❍ $015 - date
❍ $017 - debit
❍ $018 - credit
❍ $021 - sub-library
❍ $021 - payment target
❍ $022 - summary (debit)
❍ $023 - summary (credit)
❍ $024 - balance (debit)
❍ $025 - balance (credit)
❍ $026 - balance (debit)
❍ $027 - balance (credit)
❍ $028 - hour
❍ $031 through $033 - transaction
User Cash Report
cash-user-letter-nn
❍ $002 - date of letter
❍ $003 through $007 - patron's address
❍ $008 - user ID
❍ $009 - cash details
❍ $010 - sum
❍ $011 through $016 - item details
❍ $017 - loan date
❍ $018 - loan date time
❍ $019 - original due date
❍ $020 - original due date time
❍ $021 - return date
❍ $022 - return date time
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
$023 - due date
$024 - due date time
$025 - recall due date
$027 - total transactions
$028 - item description
$029 - item barcode
$030 - call number description
$040 - debit cash amount
$041 - credit cash amount
$042 - total debit cash
$043 - total credit cash
Cash Transaction Details
cash-line-details-nn
❍ $002 - date of letter
❍ $003 through $007 - patron's address
❍ $008 - user ID
❍ $009 - date
❍ $010 - system no. of administrative record
❍ $011 - type
❍ $012 - transaction
❍ $013 - amount due
❍ $014 - status
❍ $015 - target
❍ $016 - sub-library
❍ $017 - payment date
❍ $018 - payment cataloger
❍ $019 - payment IP address
❍ $020 - receipt number
❍ $021 - collection
❍ $022 - description
❍ $023 - call number
❍ $024 - call number-2
❍ $091 through $099 - library's address
Single Hold Request Deleted
hold-delete-letter-s-nn
❍ $002 - date of letter
❍ $003 through $007 - patron's address
❍ $008 - user ID
❍ $010 - date hold request deleted
❍ $036 - call number
❍ $037 - call number 2
❍ $020 through $025 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $030 - item description
❍ $031 - author of part to be photocopied (instead of loaning the original)
❍ $032 - title of part to be photocopied (instead of loaning the original)
❍ $033 - pages to be photocopied (instead of loaning the original)
❍ $034 and $035 - notes 1 & 2
❍ $091 through $099 - library's address
Multiple Hold Requests Deleted
hold-delete-letter-nn
❍ $002 - date of letter
❍ $003 through $007 - patron's address
❍ $008 - user ID
❍ $010 - date hold request deleted
❍ $018 - call number
❍ $019 - call number 2
❍ $020 - counter
❍ $021 through $026 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $091 through $099 - library's address
Courtesy Letters
loan-notice-letter-nn and loan-notice-renew-letter-nn
❍ $002 - date of letter
❍ $003 through $007 - patron's address
❍ $008 - user ID
❍ $010 - counter
❍ $011 through $016 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $017 - date loaned
❍ $018 - hour loaned
❍ $019 - date due
❍ $020 - hour due
❍ $021 - barcode
❍ $022 - issue year
❍ $023 - issue volume
❍ $024 - issue number
❍ $025 - loan note 1
❍ $026 - loan note 2
❍ $027 - sub-library
❍ $028 - collection
❍ $029 - call number
❍ $030 - call number 2
❍ $031 - description
❍ $091 through $099 - library's address
Overdue Notice
overdue-letter-00, overdue-letter-00-nn, overdue-letter-01-nn, overdue-letter-02-nn,
overdue-letter-03-nn, overdue-letter-04-nn
❍ $002 - date of letter
❍ $003 through $007 - patron's address
❍ $008 - user ID
❍ $010 through $015 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $016 - date loaned
❍ $017 - date due
❍ $018 - barcode
❍ $019 - year
❍ $020 - volume
❍ $021 - issue number
❍ $022 - loan note 1
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
$023 - loan note 2
$024 - overdue notice number
$025 - sub-library
$026 - call number 1
$027 - call number 2
$028 - collection
$029 - description
$030 - item status
$040 - user ID
$041 - borrower status
$091 through $099 - library's address
Overdue Summary
overdue-summary-00, overdue-summary-00-nn, overdue-summary-01-nn, overdue-summary-02-nn,
overdue-summary-03-nn, overdue-summary-04-nn
❍ $002 - date
❍ $003 through $007 - borrower's address
❍ $008 - user ID
❍ $010 - space for an asterisk to indicate that there are hold requests for the item
❍ $011 - counter
❍ $012 through $017 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $018 - date loaned
❍ $019 - date due
❍ $020 - overdue notice number
❍ $021 - barcode
❍ $022 - issue year
❍ $023 - issue volume
❍ $024 - issue number
❍ $025 and $026 - loan notes
❍ $027 - sub-library
❍ $028 - call number-1
❍ $029 - call number-2
❍ $030 - collection
❍ $031 - description
❍ $032 - item status
❍ $033 - fine
❍ $034 - fine per day
❍ $039 - letter date
❍ $041 - borrower status
❍ $043 - loan time
❍ $044 - due time
❍ $047 - overdue message
❍ $091 through $099 - library's address
Overdue Items Single Letter
overdue-sum-single-00, overdue-sum-single-00-nn, overdue-sum-single-01-nn,
overdue-sum-single-02-nn, overdue-sum-single-03-nn, overdue-sum-single-04-nn
❍ $002 - date
❍ $003 through $007 - user address
❍ $008 - user ID
❍ $010 through $017 - bibliographic information
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
$018 - date loaned
$019 - date due
$020 - overdue notice number
$021 - barcode
$022 through $024 - issue
$025 through $026 - note
$027 - sub-library
$028 - location-1
$029 - location-2
$030 - collection
$031 - description
$032 - item status
$033 - notice cost
$040 - ID
$041 - status
$042 - total sum
Lost Material Bill
lost-material-bill-nn, lost-material-bill-m-nn
❍ $002 - date
❍ $003 through $007 - borrower's address
❍ $008 - user ID
❍ $010 - barcode
❍ $011 through $016 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $017 - date loaned
❍ $018 - date due
❍ $019 - sub-library
❍ $020 - collection
❍ $021 - call number
❍ $022 - call number 2
❍ $023 - description
❍ $024 - item status
❍ $030 - type of cash transaction (handling fee)
❍ $032 - type of cash transaction (replacement cost)
❍ $034 - type of cash transaction (notice charge)
❍ $031, $033, $035 - amount due
❍ $036 - total
❍ $091 through $099 - library's address
Lost Material Summary Bill
lost-material-summary-nn
❍ $002 - date
❍ $003 through $007 - borrower's address
❍ $008 - user ID
❍ $010 - line number
❍ $011 - barcode
❍ $012 through $017 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $018 - date loaned
❍ $019 - date due
❍ $020 - sub-library
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
$021 - collection
$022 - call number
$023 - call number 2
$024 - description
$025 - item status
$030 - type of cash transaction (handling fee)
$032 - type of cash transaction (replacement cost)
$034 - type of cash transaction (notice charge)
$031, $033, $035 - amount due
$036 - total
$091 through $099 - library's address
Transfer Slip
transfer-slip-nn
❍ $002 - date
❍ $003 through $007 - borrower's address
❍ $008 - user ID
❍ $010 through $015 - bibliographic information (format defined in the bib_format table (UTIL I/14))
❍ $020 - date loaned
❍ $021 - date due
❍ $050 - sub-library
❍ $051 - collection
❍ $052 - call number
❍ $053 - call number 2
❍ $054 - description
❍ $055 - item status
❍ $056 - item barcode
❍ $081 through $088 - transfer address
❍ $091 through $099 - library's address
User's Reserved Items
item-schedule-nn
❍ $002 - date
❍ $003 through $007 - user's address
❍ $008 - user ID
❍ $010 - counter (current requests)
❍ $011 - bibliographic information (current requests) (format defined in the bib_format table (UTIL
I/14))
❍ $012 - from date (current requests)
❍ $013 - from time (current requests)
❍ $014 - to date (current requests)
❍ $015 - to time (current requests)
❍ $020 - counter (upcoming requests)
❍ $021 - bibliographic information (upcoming requests) (format defined in the bib_format table (UTIL
I/14))
❍ $022 - from date (upcoming requests)
❍ $023 - from time (upcoming requests)
❍ $024 - to date (upcoming requests)
❍ $025 - to time (upcoming requests)
❍ $091 through $099 - library's address
Returned Lost Items Summary Report
returned-lost-items-summary-nn
❍ $001 - date
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
❍
Filtering information:
$002 - return date (from)
$003 - return date (to)
$007 - return hour (from)
$008 - return hour (to)
$008 - user ID
$004 - item status
$005 - borrower status
$006 - sub-library
Items and patron information:
$001, $:002, $003 - patron
$004, $015, $011 through $014 - item
Loan information:
$005 through $006 - loan date
$007 through $008 - return date
$009 through $010 - due date
Total number information:
$001 - total number of lost items
$002 - total number of "claimed returned" items
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18.12 DROP-DOWN MENUS
Many of the choices available on the drop-down menus of the GUI Circulation module have been set by the
developers and you may not add or delete choices. However, you may add or delete choices for the
following menus:
Borrower Type
You may add new borrower types by editing the pc_tab_exp_field file through UTIL L/2. In that file, the
menu is identified by the ID "BOR-TYPE."
Borrower Status
You may add new borrower statuses by editing the pc_tab_exp_field file through UTIL L/2. In that file, the
menu is identified by the ID "BOR-STATUS." Make sure that the code for the borrower status you wish to
add was already added to tab31.
Delinquency Code
You may add new delinquency codes by editing tab_delinq.lng.
Letters to Borrowers
If you have defined new templates for letters to borrowers (that are sent from the User Information screen),
be sure to add new menu choices by editing the pc_tab_exp_field file through UTIL L/2. In that file, the
menu is identified by the ID "BOR-PRINT."
Address Type
You may add new Address Types by editing the pc_tab_exp_field file through UTIL L/2. In that file, the
menu is identified by the ID "USER_ADDRESS_TYPE." This menu is also used in the Administration
module. If this type represents a periodical address, be sure to edit tab_bor_address accordingly.
Language
This is the language of correspondence with the borrower. You may add new language choices by editing
the pc_tab_exp_field file through UTIL L/2. In that file, the menu is identified by the ID
"PATRON-LANGUAGE." Be sure that the language you add here has also been defined in
./alephe_tab/allowed_languages. The language menu is also used in the Administration module.
ILL Library
You may add new ILL Libraries (as long as they also appear in the tab_sub_library file in UTIL Y/4) by
editing the pc_tab_exp_field file through UTIL L/2. In that file, the menu is identified by the ID "ILL-LIB."
This menu is also used by the Administration module.
Notes 1, 2, 3
You may add new options to the menus for Notes 1, 2 and 3 of the Global User Information screen by
editing the pc_tab_exp_field file through UTIL L/2. In that file, the menus are identified by the ID's
"FIELD1," "FIELD2" and "FIELD3." These menus are also used by the Administration module.
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18.13 CATALOG ITEM
The Catalog Item function (available on the Item menu) enables you to briefly catalog an item with
minimum information. The system librarian is responsible for defining the fields that should be filled in on
this brief Catalog Record form.
To do so, go to the Bibliographic library's tab directory and edit the pc_tab_circ_fast_cat.lng file (where
"lng" is replaced by the code for the language). Following is an example of that file:
1
2
3
4
!-!!!!!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
Y 100
a Author
N 245
a Title
Y 260
c Year
❍ Column 1: indicates whether the field is optional (Y), required (N) or hidden (H). If the field is
hidden, it will not be shown in the GUI but will still be inserted in the created document.
❍ Column 2: is the field code. This code does not appear on-screen.
❍ Column 3: is the sub-field. This appears on-screen.
❍ Column 4: is the on-screen text identifying the field. You may, of course, enter the numeric tag
instead of the name tag.
For entering fields for an ADM record, edit the same table found under the ADM library tab directory. This
is optional. The table in the ADM library can be left empty, but must be present.
Your system can be set up to automatically create a hold request, so that it can be transferred to the
Cataloging department where the cataloging process will be completed. In order for this to happen, you must
create a Global User record with ID (Z303-ID) "CATALOGER", and a Local User record that is valid for
the sublibrary.
The default "from date" for the automatically generated hold request for "CATALOGER" when an item is
processed through Catalog Item is now set in alephe_root/pc_server_defaults:
setenv circ_cataloger_request_date
001
This was previously defaulted to one day in the program.
Note that the hold request is only created when there is a user defined in the system with "CATALOGER" as
an ID. Otherwise the hold request will not be created.
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18.14 ITEM RESHELVING TIME
The item reshelving time is the amount of time it takes to reshelve an item after it is returned. When an item
is in the process of being reshelved, this condition will be displayed in the Item List of the Circulation
module.
To define the item reshelving time, edit tab14 (UTIL G/5/14). Following is an example from that table:
! 1
2
3
4
!!!!!-!!!!!-!!-!!!!!
USMA1 GEN
## 01:15
USMA1 ##### 04 01:00
USMA2 ##### ## 01:15
USMA3 ##### ## 01:15
USMA5 GEN
## 01:15
##### ##### ## 00:15
❍
❍
❍
❍
Column 1: is the sub-library. This information is mandatory. For "all sub-libraries," enter ##### .
Column 2: is the collection. For "all collections," enter ##### .
Column 3: is the item status. For "all statuses," enter ## .
Column 4: is the item reshelving time, that is, the number of hours and minutes it takes to reshelve an
item after it is returned. (Note that the maximum number of minutes is 59.)
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18.15 ITEM LIST
You can determine whether the Item List in the Circulation GUI client will display all copies of a
bibliographic record, or only those copies on loan. To do so, open the CIRC.INI file (found in the client's
CIRC/TAB directory). Go to the [ItemList] section. Following is an example of what you may find there:
[ItemList]
FilterType=0
If you want the Item List to display all copies of a bibliographic record, type 0 to the right side of the equal
(=) sign. If you want the Item List to display only those copies on loan, type 1, instead.
This is a default setting which can be changed on the item list by checking (or removing check mark) in the
"Loan Filter" checkbox.
There is a drop-down list for choosing the sort order of the list of items. When the "Loan Filter" is turned
off, the choices are the same as the choices available in OPAC and ITEMS; when the "Loan Filter" is
checked, you can choose between sort by Due Date, or by Sublibrary/Status/Collection/Due date. These are
identified as LOAN-1 and LOAN-2 in the library's /tab/pc_tab_exp_field.eng.
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18.16 CASH RECEIPTS
You can define the number of cash receipts that will be printed automatically when a user pays for cash
transactions. To do so, open the CIRC.INI file (found in the client's CIRC/TAB directory). Go to the
[Payment] section. Following is an example of what you may find there:
[Payment]
NoReceipt=2
On the right side of the equal (=) sign, type the number of receipts (up to 9) that you want to be printed. If
you do not want any printed, type zero ("0").
The actual printer that will be used is defined in the PRINT.INI file, with the function name PayLetter or
LineLetter. If the Pay Selected option is used, then the LineLetter entry is used. If the Pay Sum option is
used, then the PayLetter entry is used.
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18.17 HOLD REQUEST DELETED
You can determine whether or not a letter will be sent automatically to a user whenever one of his hold
requests is deleted. To do so, open the CIRC.INI file (found in the client's CIRC/TAB directory). Go to the
[HoldList] section. Following is an example of what you may find there:
[HoldList]
WantDeleteLetter=Y
If you want the system to generate a letter, use:
WantDeleteLetter=Y
If you do not want a letter generated, use:
WantDeleteLetter=N
Note that the template for this letter is hold-delete-letter-s-nn, located in the form_eng directory. Click here
to see the key to the template.
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18.18 LIST OF HOLD REQUESTS
For the List of Hold Requests that is displayed when a user returns an item, and when the librarian chooses
to send a Hold Request Filled Letter, you can set the window to automatically select the hold request in the
list after a predefined number of seconds has passed and to automatically close the window. This automatic
selection will be activated if there is one request; if there is more than one request, the list will be displayed
and the system will wait for operator input. To determine how a Hold Request is selected, open the
CIRC.INI file (found in the client's CIRC/TAB directory). The sections in the CIRC.INI file are identified
by [HoldFilledList] and [ReturnHold]. Following is an example of what you may find there:
[HoldFilledList]
AutoClose=Y
AutoSelect=Y,1.5
AutoSelectMode=M
WantDeleteLetter=Y
[ReturnHold]
AutoClose=Y
AutoSelect=Y,0.1
AutoSelectMode=M
WantDeleteLetter=Y
AutoSelect
If you want the system to automatically select the entry in the List of Hold Requests, use:
AutoSelect=Y
Then set the number of seconds that you want the system to wait before selecting the entry (e.g., 2.5
seconds).
If you want to be able to select the entry by yourself, without a time limit, use:
AutoSelect=N
AutoCLose
If you want the window to close automatically after a selection has been made, use:
AutoCLose=Y
If you do not want the window to close automatically, use:
AutoCLose=N
AutoSelectMode
You can set the system to automatically select a hold request when there is more than one request in the list.
To do so, use:
AutoSelectMode=M
The system will select the first entry in the list.
For the system to automatically select an entry only if there is one request, use:
AutoSelectMode=S
WantDeleteLetter
If you want the system to automatically print a letter to the user telling him that his request was deleted, use:
WantDeleteLetter=Y
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18.19 RESERVE ITEM SCHEDULE
In order for the OPAC user to be able to request reserve items, you must set up the reserve item schedule.
This schedule shows the time intervals or "time slots" for which a reserve item may be booked in advance.
To set up the schedule, edit tab43 (using UTIL G/5/43 in an ADM library).
An example from the table is shown below:
! 1
2
3
4
5
6
7
!!!!!-!!-!!!!!!!!-!!-!!!!-!!-!!!!
USMA1 25 19991231 00 0900 00 1700;
00 1700 01 0900;
01 0900 01 1700;
01 1700 02 0900;
02 0900 02 1700;
02 1700 03 0900;
03 0900 03 1700;
03 1700 04 0900;
04 0900 04 1700;
04 1700 05 0900;
05 0900 05 1700;
05 1700 07 0900;
Key to table:
❍
❍
❍
❍
❍
❍
❍
Column 1 is the sub-library for which the schedule is being defined. Use ##### to define all
sub-libraries.
Column 2 is the item status (from tab15) which will be used for reserve items.
Column 3 is the date up until which the schedule is valid. Enter the date in the format yyyymmdd.
Column 4 sets the beginning day (00=Sunday) of the time slot during which users may check out
reserve items.
Column 5 sets the beginning hour and minutes of the time slot. The system uses a 24-hour clock, so
for 6 p.m., enter 1800 . (Note that a colon (:) is not used to separate the hour from the minutes.)
Column 6 sets the end day of the time slot. Enter the number of days since Sunday. For example,
enter 08 to specify the Monday that is 8 days after the first Sunday.
Column 7 sets the end hour and minutes of the time slot. The system uses a 24-hour clock, so for 11
p.m., enter 2300 . (Note that a colon (:) is not used to separate the hour from the minutes.)
Note: Be sure to separate one time slot from another by a semi-colon (;).
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18.20 VALID DATES OF USER ADDRESSES
There are two ways to define the valid dates of the user's address. One way is to edit the from-to dates on the
user address record (Z304), and use the accompanying setup of type "02" for the mailing address and type
"01" for the permanent address.
Alternatively, the library can opt to set the validity period on a system-wide basis. In this case, the
convention of "01" for permanent address and "02" for mailing address is irrelevant. This system-wide
option is set in the administration library, in tab_bor_address (UTIL G/5/F). If there is a period defined in
the table, then the system wide address conventions are in effect.
Note that the two methods cannot be used together.
The tab_bor_address definitions include the From date, the To date and the Address type:
19991001
19991224
20000110
20000616
20000924
19991223
20000109
20000615
20000923
20001223
21
22
23
24
21
Each line defines which address-type identification is in effect for a time period. The periods defined must
be continuous, and must not overlap.
❍ If the address period is defined in tab_bor_address:
■ The "valid from-to" dates fields from the Z304 record are not displayed on the WEB update
form (www_a_eng/bor-update).
■ When the user updates his address record using the WEB form (www_a_eng/bor-update), the
current record will be updated. If there is no current record, the record that suits the
immediately preceding line in tab_bor_address will be updated (only one line up).
■ In the same manner, when the system searches for the appropriate user record for printed
products, if there is no record with the address type expected according to the time period in
tab_bor_address, the system takes the record that has the type registered in the previous line in
tab_bor_address, and duplicates it, assigning the expected address type.
❍ If the address period is NOT defined in tab_bor_address:
■ Updating the address in the WEB form (www_a_eng/bor-update) will change the last record.
■ When the system determines which address record to use, if there is more than one record with
relevant valid from-to dates, the system chooses the record type 02 with the highest sequence
number. Remember, when sending notices to the user, the system first searches for an address
of type "02" where the date of the notice falls within the valid from-to period. If the system
does not find a suitable 02 address, the system then searches for a suitable 01 address. If no
address is found, no address is printed.
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18.21 ITEM HISTORY AND SUMMARY WINDOW
There are two tabs on the Item History window which is accessible from the Item List. One tab is for
previous loans and the other is for previous hold requests.
You can determine whether or not the system will store information about previous loans and hold requests
by editing the tab10 table using UTIL G/5/10. Following are the relevant lines from that table:
05 Y
06 Y
TAB10-CREATE-Z36H
TAB10-CREATE-Z37H
In the above lines, Z36H refers to loans and Z37H refers to hold requests. If you want the system to store the
information, enter Y (as shown above). If you do not want the system to store the information, enter N,
instead.
The columns for displaying the information about previous loans and hold requests in the Item History &
Summary window are defined in pc_tab_col (UTIL I/9 in the bibliographic library - xxx01). The codes in
that table are: PC_COM_LOAN_H_LIST (for Previous Loans) and PC_COM_HOLD_H_LIST (for
Previous Hold Requests).
You can determine exactly which information about current loans is displayed by editing the
tab_item_summary.lng (UTIL L/6/d). This information can be found under Circ. Summary, which is
available from the Item list in Circulation and from the Item form in Items.
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18.22 BORROWER INFO IN LOAN & RETURN
WINDOWS
The upper area of the Loan and Return windows displays information about the Borrower. The System
Librarian determines what information will be displayed. To do so, edit the tab_loan_bor_display table
(UTIL L/6/b).
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18.23 CASH TRANSACTION INFORMATION
On the Cash Transactions tab of the User Information window, there is a Status column with text such as
Paid, Not Paid, Cancelled, Credited, Not Paid By/Credited to Patron. This text is defined in
error_eng/cash_status_heading.
There is also an Expand button on the Cash Transactions tab that displays the Cash Transaction Information
window. You can determine what information will be displayed on this window. To do so, edit the
tab_cash_display table (UTIL L/6/e).
In tab_attr_sub_library type "6" is used to identify a workstation/library for CASH, as follows:
If an IP station has a sub-library registered as type 6, when the Cash tab of the user information is viewed,
only the transactions belonging to that sub-library are displayed. In addition, the Sum to Pay is updated
according to that sub-library and contains only the sum owed to that specific sub-library. You can define
multiple sub-libraries for one IP station.
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18.24 SQL QUERIES
SQL queries are used to retrieve information about various circulation transactions. The Z35 Oracle table
stores information about transactions. The field within this table called Z35-EVENT-TYPE has the
following values which may be used in SQL commands to retrieve data:
❍ 31 - Patron's outgoing ILL request (Z40)
❍ 61 - Return transaction
❍ 62 - Loan transaction
❍ 63 - Loan renew transaction (manual renewal)
❍ 64 - Loan renew transaction (automatic renewal performed by b_cir_08 and b_cir_10)
❍ 65 - Item declared lost
❍ 66 - Item claimed returned
❍ 71 - Hold request transaction (placed on available item - expansion)
❍ 72 - Hold request transaction (placed on available item - no expansion)
❍ 73 - Hold request transaction (placed on item not available - expansion)
❍ 74 - Hold request transaction (placed on item not available - no expansion)
❍ 75 - Short loan request transaction
❍ 81 - Photocopy request transaction
Ex Libris Ltd. provides standard Circulation Reports based on SQL in UTIL/S and in the WEB services,
under the ADM Library, Statistics section.
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18.25 MAGNETIC MEDIA
Some libraries use theft-detection devices. When an item is checked out, the librarian passes it through a
device that demagnetizes the magnetic strip on the spine of the book. This device can erase data that is
stored on magnetic media such as CDs or diskettes.
It is possible to provide a warning when magnetic media is checked out. A column in tab25 (material type)
is used to mark items as magnetic media. When an item that is defined as magnetic media is checked out, a
warning light on the device will light up and the librarian will be able to deactivate the magnetization device
This option is only available with the 3M 966 magnetization/demagnetization device. There is a section,
[MagneticMedia966], in the circ.ini file in the Tab directory. Enter a specific port definition in the Port field
of this section to activate the warning for magnetic media.
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18.26 AUDIO WARNINGS
For the Loan and Return windows, you can set the system to provide audio warnings by editing the circ.ini
file on the client, under the [ErrorAction] section. Following are the Warning Names for which you can
define an audio warning:
NoUse
NoBorrower
LoanError
ReturnError
UserError
ItemError
ClaimReturn
LostReturn
LoanDenied
ReturnDenied
ItemTransfer
ItemRequested
LoanSuccess
ReturnSuccess
For no audio warning, type "=N" next to the Warning Name.
To define an audio warning, use the following format:
WarningName=Y,S,SoundName
For example: ItemTransfer=Y,S,BEEP
The SoundName parameter may be one of:
BEEP (standard machine beep)
ASTERISK
HAND
QUESTION
DEFAULT
For example: LoanSuccess=Y,S,BEEP
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18.27 ITEM PROCESS STATUS
Items with a defined process status are called "in process". These items are not available for loans as long as
they are in process. Therefore, such an item should be registered as col 6 = N in tab15.lng. Furthermore, they
may be requested, and in this case, they are registered as col 8 = Y or col 8 = C in tab15.lng. When such an
item is requested, it will be shown in waiting position instead of printing a hold request slip since it cannot
become available through a return action. When the item process status is changed from "in process" to "not
in process", the item becomes available.
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18.28 OVERRIDING BLOCKS FOR LOANS AND
RENEWALS SETUP
The override mechanism for Loans and Renewals works according to the following mechanism:
In order to be able to override the error messages you must have the following properties defined (in order of
priority):
1. Z305-OVER-PERMISSION (borrower permission).
2. USER PERMISSION to do an override (user_functions).
3. A USER LEVEL high enough that covers all your error messages (this value is a field in the record
Z66, Z66-USER-CIRC-LEVEL. This field can be updated throught the Administration GUI
application. In the table check_circ_override, you can set the level a user has to have in order to be
able to override a specific error message.
If one or more of the above mentioned properties is missing then the Override button will be disabled.
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18.29 CLIENT SETUP (CIRC.INI)
The circ.ini file defines settings for the Circulation client. This chapter presents and explains various
sections of the circ.ini file.
[MagneticMedia966]
Port=0
NeedResponse=N
MagnetizeSequence=DDD
DemagnetizeSequence=RRR
MagneticMediaSequence=SSS
When an item is checked out, the librarian passes it through a device that demagnetizes the magnetic strip on
the spine of the book. This device can erase data that is stored on magnetic media such as CDs or diskettes.
It is possible to provide a warning when magnetic media is checked out. A column in tab25 (material type)
marks items as magnetic media. When an item that is defined as magnetic media is checked out, a warning
light on the device will light up and the librarian will be able to deactivate the magnetization device.
Port
This is the port number to activate the warning for magnetic media.
NeedResponse
NeedResponse determines whether a response from the 966 magnetization device is necessary or not. If set
to "Y", then the Circulation client waits until the device responds.
MagnetizeSequence=DDD
DemagnetizeSequence=RRR
MagneticMediaSequence=SSS
These three parameters are required by the 966 magnetization device.
[StationReport]
FromDate=19990518
FromHour=1700
ByIdIp=ID
BySubLibraryTarget=S
When running the Payment Report from the Circulation client, the librarian can choose to save the date and
time of the last report, and later use it as the beginning time and date of the next report.
FromDate
The last date the Payment Report was run.
FromHour
The last hour the Payment Report was run.
ByIdIp
This field sets the default of the "Create Report Using" checkbox in the Payment Report window.
BySubLibraryTarget
This field sets the default of the "Sort Report By" checkbox in the Payment Report window.
[Payment]
CashNoReceipt=1
Number of copies of payment receipts to print.
[FastCatalog]
Library=USM01
When using the option of Fast Cataloging via the Circulation module, this section will determine under what
bibliographic library the record is saved.
[ChangeDueDates]
DoCheck=N
Enables the display of the window informing how many loans match the range of dates before changing
their due dates.
When a user is using the "change due date of current loans" functionality, setting DoCheck to Y, will show a
prompt telling the user how many loans were found and how many are going to be changed.
[OfflineCirc]
StartMode=L
BlockSize=5
StartMode=L
Determines the default mode of the off-line circulation window (loan or return).
BlockSize=5
Determines how many transactions per file are sent to the server when the off-line circulation is finished.
[FastCirc]
StartMode=R
StartMode sets the default mode for Fast Circulation. If set to "R", the Fast Circulation form is opened with
the the Return radio button selected. If set to "L", it is opened with the Loan radio button selected.
[UserList]
BorrowersOnly=N
NewUserSelect=Y
FilterType=0
BorrowersOnly=N
Y limits the Users list to include only the users of the library to which you are currently connected (the
check box "Local users only" is marked). N includes all users of the library system (the check box "Local
users only" is left blank).
NewUserSelect=Y
Defines if it is possible to define a new user's local information after filling out the global data form.
FilterType=0
The Users list can be sorted according to one of the following Filter types:
❍ Name=0
❍ ID Number=1
❍ Barcode=2
The UserList FilterType can also be changed manually using the "Sort by" checkbox on the Users List in the
Circulation client.
[ItemList]
FilterType=0
LoanSortType=LOAN-1
ItemSortType=ITEM-2
LoanSortType
When only the items on loan are displayed, this parameter sets the sorting order in which they appear. The
options are set in pc_tab_exp_field.lng (UTIL L/2).
ItemSortType
When in the item list, all the items are displayed, this parameter sets the sorting order in which they appear
as default. The options are set in pc_tab_exp_field.lng (UTIL L/2).
The Item list can be sorted acording to either of the following Filter types:
❍ Show all items=0
❍ Loan filter=1
The ItemList FilterType can also be changed manually using the "Loan filter" checkbox on the Item List in
the Circulation client.
[LoanList]
WantReturnWarning=Y
UserLoanSortType=LOAN-1
WantBorListOnRenewAll=N
RenewAllBorPresentDefault=Y
DisplayRenewAllCheckWindows=Y
OverrideRenewAllChecks=N
UserLoanSortType
In the Loans tab of the User Information window, this parameter sets the order in which the loans appear.
You can choose between sort by Due Date (LOAN-1), or by Sublibrary/Status/Collection/Due date
(LOAN-2).
WantBorListOnRenewAll=Y
If the value is "N", the system does not automatically print a letter after a "Renew All" procedure. If the
value is "Y", printing of the form bor-list-renew-all is automatically triggered.
RenewAllBorPresentDefault=Y
This parameter defines whether or not the check box next to "Is borrower present?" in the pop-up window
after performing "Renew All" should be checked by default.
DisplayRenewAllCheckWindows
OverrideRenewAllChecks
The following options are controlled by the two above flags:
1. Automatic Override - All
Automatic renewal of all loans through Renew All even if there are reasons to prevent a renewal. In
order for the system to work this way the setup is:
DisplayRenewAllCheckWindows=N
OverrideRenewAllChecks=Y
2. Automatic Override - None
Automatic renewal of only those loans which do not have reasons to prevent a renewal. In order for
the system to work this way the setup is:
DisplayRenewAllCheckWindows=N
OverrideRenewAllChecks=N
3. Manual Override
Renewal is according to the manual actions of the operator while performing Renew All. In order for
the system to work this way the setup is:
DisplayRenewAllCheckWindows=Y
OverrideRenewAllChecks=N/Y (not critical)
[HoldList]
WantDeleteLetter=Y
Determines whether the system should send a letter to the user if a hold request is deleted from his Hold
List.
[ItemSchedList]
WantDeleteLetter=Y
If you want the system to automatically generate a letter to the patron informing him that his advance
booking reservation has been deleted, type Y to the right side of the equal (=) sign. If you do not want a letter
generated, type N.
[HoldFilledList]
AutoClose=N
AutoSelect=N,1.5
AutoSelectMode=M
WantDeleteLetter=Y
This section provides the option to automatically select and close the Hold List window when using "Print
Letter - Hold Request filled", when there is only one hold on the list. The system will automatically select
the patron from the list, print a letter for that patron and close the window in 1.5 seconds.
AutoSelectMode=M
This parameter controls the auto select of the first entry in the Hold Filled List. If the switch is set to S
(ingle) the system will automatically print the letter if there is a single entry is in the list, if there is more
than one hold on the list the selection must be performed manually. If the switch is set to M (ulti) the system
will automatically print the first entry in any case, whether there is only one or more entries in the list.
WantDeleteLetter=Y
Determines when a hold request is deleted, whether to send a letter to the patron notifying him that his
request was deleted from the "Hold filled List".
[ReturnHold]
AutoClose=Y
AutoSelect=Y,0.1
AutoSelectMode=M
WantDeleteLetter=Y
This section gives the option to automatically select and close the Hold List window when the item is
returned and there is only one hold on the list. The system will automatically select the patron from the list,
print a letter for that patron and close the window.
AutoSelectMode=M
This parameter controls the auto select of the first entry in the Return Hold List. If the switch is set to S
(ingle) the system will automatically print the letter if there is a single entry is in the list, if there is more
than one hold on the list the selection must be performed manually. If the switch is set to M (ulti) the system
will automatically print the first entry in any case, whether there is only one or more entries in the list.
WantDeleteLetter=Y
Determines when a hold request is deleted, whether to send a letter to the patron notifying him that his
request was deleted from the "Returned item hold list".
[Lost]
ManualReplacement=Y
The user can manually input the replacement costs for lost material using Manual Replacement, when this
parameter is set to Y.
[ErrorAction]
NoUser=N
NoBorrower=N
LoanError=N
ReturnError=N
UserError=N
ItemError=N
ClaimReturn=N
LostReturn=N
LoanDenied=N
ReturnDenied=N
ItemTransfer=N
ItemRequested=N
LoanSuccess=N
ReturnSuccess=N
OnHold=N
This section provides an option to associate audio warnings when one of the above errors occurs. The setting
should be as follows:
<Warning Name>Y,S,<Sound>
For example:
NoUser=Y,S,QUESTION
The available sounds at the moment are Windows standard sounds:
❍ QUESTION
❍ EXCLAMATION
❍ OK
❍ HAND
❍ BEEP
[Loan]
CirculationNote=Y
WantOnHoldMessage=N
WantRequestedMessage=N
UserVerification=N
ProcessStatus=N
PrintReceipt=0
ShowUserInfo=N
UserInfoIconize=Y
LogSize=300
LogIconize=Y
LowerBoundary=-1
UpperBoundary=-1
The first six settings are chosen in the "Setup Loan Options" window and are saved in this section.
PrintReceipt
The values are:
0 - No receipts
1 - Per single loan
2 - End of session with current user
ShowUserInfo
Enables/disables display of the User Information window in the loan mode. When a user is entered in the
Loan window, the User Information screen is open, and iconized at the bottom of the screen.
UserInfoIconize
Enables/disables display of the User Information window in the iconized form. When a user in entered in the
Loan window, the User Information screen is open to full size. If ShowUserInfo is set to N this line is
irrelevant.
LogSize=300
The log size of the "Loan History" list. The list is available when the Loan window is open.
LogIconize=Y
Determines whether the history window will appear as an icon or in full size on the left bottom of the screen.
LowerBoundary=-1
UpperBoundary=-1
These two entries set the upper and lower boundaries for the users' barcodes. It may be taken for granted in
your library that the barcodes are divided into two ranges.
One of them may be used for the items' barcodes while the other identifies users. For example, the barcodes
from 1 till 2000 are the users' barcodes and the rest are used for the items.
This way the number scanned in with the barcode reader can be easily associated with the proper group.
-1 means that no division exists and the LowerBoundary/UpperBoundary entries should be ignored.
[Return]
PrintReceipt=N
PrintReceiptTransfer=N
ShowHoldList=Y
PrintPhotocopyRequest=N
ShowLoanMessage=Y
CirculationNote=N
ProcessStatus=N
ReturnLateMessage=1
ShowRecallMessage=Y
LogSize=300
LogIconize=Y
DateOverrideActive=5
The first seven settings are chosen in the "Setup Return Options" window and are saved in this section.
ProcessStatus=Y
Enables/disables display of a prompt listing the item's process status.
ShowRecallMessage=Y
When a returned item was recalled, a message appears.
LogSize=300
The log size of the "Return History" list. The list is available when the Return window is open.
LogIconize=Y
Determines whether the history window will appear as an icon or in full size on the left bottom of the screen.
DateOverrideActive=5
Defines after how many minutes of the station being inactive, there will be a message informing the librarian
that the Date Override option is still in use.
[DialogLocation]
ChangeItem=70,170
PhotoSlip=Center
PrintHoldFilled=Center
PrintHoldNotFilled=Center
PhotoNoDialog=Center
The DialogLocation section determines the placement of the modules dialog windows.
[WindowLocation]
Loan=55,10
LoanRelocate=Y
LoanPosition=54,12
ReturnRelocate=Y
ReturnPosition=55,10
ShortLoanRelocate=Y
ShortLoanPosition=50,50
DatesListResize=Y
DatesListRelocate=Y
DatesListSize=700,300
The WindowLocation section determines the placement of the windows.
[AdjustToolbar]
GET_DUE_DATES=Y
GET_USER_INFO=Y
GET_USER_LIST=Y
ITEMLOAN=Y
ITEMRETURN=Y
GET_ITEM_BY_BARCODE=Y
FIND=Y
SCAN=Y
EXIT=Y
This section defines the setup of the main menu icon bar at the top of the screen. You can choose "Y" or "N"
to enable/disable the display of the relevant icon.
GET_DUE_DATES
Retrieve the active due dates from the database in order to use the "Change due dates for future loans"
functionality.
GET_USER_INFO
Retrieve a single user record from database.
GET_USER_LIST
Retrieve the user list from the database.
ITEMLOAN
Loan an item to a borrower.
ITEMRETURN
Return an item.
GET_ITEM_BY_BARCODE
Retrieve an item by its barcode/call number.
FIND
Find a record by ADM number, BIB record, author, title etc.
SCAN
Search for a record using a scan list.
EXIT
Exit application.
[General]
RRDefaultSubLibrary=UARCV
This parameter sets the default library that appears in the RR Sub-library field in the Reading Room Items
window.
[StatusBar]
IndicatorServer=Y
IndicatorLibraryInfo=Y
IndicatorUserInfo=Y
IndicatorServer
If set to "Y", information about the server appears as a tool-tip at the bottom of the window.
IndicatorLibraryInfo
If set to "Y", information about the library appears as a tool-tip at the bottom of the window.
IndicatorUserInfo
If set to "Y", information about the user appears as a tool-tip at the bottom of the window on the right.
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18.30 CIRCULATION VALUES OF
PC_SERVER_DEFAULTS
pc_server_defaults is an ALEPH configuration file located under $alephe_root. This configuration file
defines the default values for the PC server.
Following are the relevant entries for GUI-Circulation:
setenv borname_style_u 01
setenv borname_style_s 02
setenv borname_style_f 03
Style for patron's name:
The letters denote the interface:
❍ U - User input
❍ S - Screen display
❍ F - Form
The numbers denote format
❍ 01 - name, title
❍ 02 - name
❍ 03 - title name
setenv overdue_delinq_period
Sets the threshold value for global delinquency (Code 70). Code 70 is registered in the delinquency field of
the global user record. It goes into effect for a patron who returns an item more than a certain number of
days late. This happens automatically, so either comment out or remove this line if not required.
Possible values: 00-99
❍ 00 - code 70 is never attributed
❍ 01-99 - code 70 is attributed if an item is returned after being overdue for nn number of days.
setenv item_schedule_preview_period
Sets a preview period in order to see requests in the following time slot for short loan/advance booking
items. If an item is not currently requested and is available, it is loaned for the remainder of the current slot
and for the next slot as well.
Possible values: Any hh:mm formatted period.
Note: Long preview periods are not consistent with the concept of short loans.
setenv item_schedule_release_period_60
setenv item_schedule_release_period_61
setenv item_schedule_release_period_all
It is possible to define the release period for advance booking items. The definition can either be specific to
the item status or can be suffixed with "all" to signify all other item statuses that are not explicitly defined.
Possible values: Any hh:mm formatted period.
Note: Long release periods are not consistent with the concept of short loans.
setenv bor_list_address
Defines which address lines display.
Possible values:
❍ 00 - name only
❍ 02,03 - displays user name together with the second and third lines of the address (the first line is the
user name, copied automatically from the name field)
setenv user_list_aleph_local
Defines whether which list of patrons should display by default in the CIRC client - local users only, or all
users.
Possible values:
❍ Y - local users only
❍ N - all users
setenv z37_priority_circ
Defines the default priority rating for holds placed in the CIRC module. Hold requests are sorted by priority.
Possible values: 00-99 - 00 is the highest priority
setenv circ_user_z36_sort_routine
Defines the sorting of the user's loan list.
Possible values:
❍ 00- "standard" sort using the due-date
❍ 01 - sort using sublibrary, item-status, collection, due-date
If the standard sort is sufficient, then this line can be commented out.
setenv circ_user_z36_sort_order
Defines the sorting of the user's loan list.
Possible values:
❍ A - Ascending
❍ D - Descending
If the standard sort is sufficient then this line can be commented out.
setenv circ_user_z37_sort_routine
Defines the sort of the user's hold list.
Possible values:
❍ 00- "standard" sort using priority, request date, open date & hour
❍
❍
01 - sort using sublibrary, item-status, collection, open date & hour
02 - sort using sublibrary, item-status, collection, status, open date & hour
If the standard sort is sufficient then this line can be commented out.
setenv circ_user_z37_sort_order
Defines the sorting of the user's loan list.
Possible values:
❍ A - Ascending
❍ D - Descending
If the standard sort is sufficient then this line can be commented out.
setenv circ_user_z38_sort_routine
Defines the sort of the user's hold list.
Possible values:
❍ 00- "standard" sort using priority, request date, open date & hour
❍ 01 - sort using sublibrary, item-status, collection, open date & hour
❍ 02 - sort using sublibrary, item-status, collection, status, open date & hour
If the standard sort is sufficient then this line can be commented out.
setenv circ_user_z38_sort_order
Defines the sorting of the user's photocopy request list.
Possible values:
❍ A - Ascending
❍ D - Descending
If the standard sort is sufficient then this line can be commented out.
setenv circ_cataloger_request_date
Defines the number of days after the creation of a quick catalog record in CIRC that a hold request for user
CATALOGER is created.
Possible values: 000-999
setenv default_lock_period
Locked circulation records are automatically unlocked after a period defined in this section .
Possible values: 000-999 - The period is defined in seconds.
Note 1: By default (if not otherwise defined ), the variable has been set to lock records for 300 seconds.
Note 2: The value entered in setenv default_lock_period is also shared by Items, Acquisitions and ILL
records.
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18.31 CIRCULATION VALUES OF ALEPH_START_505
aleph_start_505 is an ALEPH configuration file located under $alephe_root. This configuration file defines
default values when starting the system. Following are the relevant entries for GUI-Circulation:
setenv fine_factor_fix
You can define a multiplication factor for the fine rate set in tab16, column 11 (UTIL G/5/16). This is useful
for countries whose currencies are written in the thousands (for example, 10,000 lira).
Sensible values: 10, 100, 1000
setenv fine_rounding
This rounds a fine up or down to get rid of the decimal points. Rounds up when the sum after the decimal
point is more than 0.50 and rounds down when the sum is lower than 0.50.
Possible values:
❍ Y - rounds sums up or down
❍ N - leaves decimal values
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18.32 DISPLAY OF CHANGE ITEM INFORMATION
You can change several parts of an item's information from the Change Item Information utility. You access
the Change Item Information utility as follows:
1. From the main menu, click Items / Change Item Information. The following window opens:
2. Enter your changes and click OK. A second window (Change Item Information - Step 2) opens that
displays the changes you want to effect.
The text in the first column ("Field") of this window is controlled by the table:
./alephe/error_eng/circ_item_change. The order of the lines is hardcoded in order to match the order of the
first window (Change Item Information - Step 1).
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18.33 TABLES
LIBRARY TABLES
1.
check_circ_override
The table defines the minimum password level that is required in order to be able to override
circulation transactions that have been trapped.
2.
form_sub_library_address
form_sub_library_address table defines address types for Acquisitions, ILL & Circulation forms.
form_sub_library_address works in conjunction with column 2 (address type) of
tab_sub_library_address.lng (alephe table).
3.
pc_tab_circ_fast_cat.lng
pc_tab_circ_fast_cat.lng defines fields for the quick cataloging option, Catalog Item function, in the
Circulation GUI module. The table in the BIB library defines the bibliographic fields. The table in the
ADM library defines the administrative fields.
4.
pc_tab_fast_circ.lng
pc_tab_fast_circ.lng defines the parameters for fast circulation. It defines which system checks should
be activated, and whether the trap can be overridden. Fast circulation will be used most often by
distant branches with poor communication lines, or by book buses that are connected to the main
library via modem.
5.
tab10
tab10 defines various system switches that determine the way the system behaves. The switches
relevant to circulation are: 1,2,5,6,11,13,14,18, 19,20,22,25,26,34,38,39,40,41,42,43,44,45,54.
6.
tab14
tab14 allows the library to indicate the time it takes for a returned item to get back on the shelf. The
definition can be on the level of the sublibrary, collection and item status. When an item is returned,
the due date will display "reshelving" (line 0357 in alephe/error_eng/www-heading and line 8007 in
alephe/error_eng/global) for the time defined in tab14.
7.
tab15.lng
tab15.lng defines the item statuses and various parameters connected to these statuses.
8.
tab16
tab16 defines the rules for computing due dates and fine rates for each combination of borrower/item
status. The table also defines limits placed on the number of hold requests and the maximum number
of loans a patron with a certain status can have of items with a specific status or a global limit placed
on a borrower status not connected to a specific item status. Parameters for recalls are also held in this
table.
Special Note: When a change is made to tab16 that affects due dates - in order for the changes to take
immediate effect - the due dates table, (Z301) should be dropped and recreated (UTIL A/17/1) Note,
however, that if the table is not dropped and recreated via UTIL A/17/1 the changes automatically
take effect the next day.
9.
tab17
tab17 defines the open days and hours of a library/sublibrary. It enables the system librarian to set the
due date to the next open date and to skip "closed" days when computing fines, depending on the
tab16 column 14 (fine method) setup.
10.
tab18.lng
tab18.lng defines the function against which Cash Control will be activated and the Cash amount. It is
sensitive to sublibrary/borrower status.
11.
tab25.lng
tab25.lng defines the list of possible values for Z30-MATERIAL (item material type). "ISSUE" has
special functionality.
12.
tab30
tab30 enables the library to define defaults for two elements regarding the expiry of borrower
registration.
1. How many days before the expiry date do you want the system to warn you of approaching
expiry (in CIRC). If a user borrows an item within the defined period, the system gives a
warning "expiry date approaching" together with the expiry date. The librarian can then make
sure that the due date of the item will not fall beyond the expiry date.
2. The default renewal period. This can be seen on-line when the renew button (on the Update
Local Users screen) is activated.
13.
tab31
tab31 defines default privileges for the borrower based on the borrower status. When a new borrower
is created online the system will use these defaults for creating borrower privileges and other
definitions. The status MUST be defined here in order to be valid in the system.
14.
tab32
tab32 defines overdue letter intervals for borrower/item statuses.
15.
tab34
tab34 is an optional table that computes the charges that are added to the borrower's cash record in
case an item is changed to lost through the LOST function in the Circulation module, or as a result of
Overdue and lost letter. The charges are defined for each item-borrower combination.
16.
tab37
tab37 defines the configuration for hold requests. This configuration includes:
■ Target library for hold request
■ Item status
■ Borrower status
■ Pickup library
■ Delivery method
If the pickup location is not defined the request will not be allowed.
17.
tab38
tab38 defines the configuration for photocopy requests. This configuration includes:
■ Target library for photocopy request
■ Item status
■ Borrower status
■ Pickup library
■ Delivery method
If the pickup location is not defined the request will not be allowed.
18.
tab39
tab39 supports the configuration of the daemon for handling hold requests (ue_06 - UTIL E/6). This
includes the capability to print requests on different printers.
19.
tab40.lng
tab40 defines collection codes and names. It defines the expansion of the collection code as entered in
the Z-30-COLLECTION FIELD in items, to the expanded form to be displayed in the OPAC.
20.
tab41
tab41 supports the configuration of the daemon for handling photocopy requests (ue_06 - UTIL E/6).
This includes printing requests on different printers.
21.
tab43
tab43 defines the setup for advance booking of short loans. It is a table for defining advance booking
parameters. Tab43 includes definitions for the start day and hour, as well as end day and hour. The
table enables you to define "closed" times, independent of tab17 (UTIL G/5/17) (library hours).
22.
tab44
tab44 defines how long requested items will be kept on the hold shelf.
23.
tab_block_circ
This table is used to determine the values for checks 9a and 9b in tab_check_circ. 9a is for checks at
the ADM level and 9b is for checks at the sub-library level.
24.
tab_cash_display.lng
tab_cash_display.lng defines the information fields that will be displayed in the Cash window of the
Circulation client.
25.
tab_check_circ
tab_check_circ defines which routines to run when activating loan/renewal.
26.
tab_delinq.lng
tab_delinq.lng allows the library to define which circulation privileges will be blocked and/or
restricted for a defined delinquency code (in the Global User Information form or the Local User
Information form).
27.
tab_hold_request
tab_hold_request is used to define which checks should be performed by the system when a hold
request is placed. Definitions in the table determine:
■ If the hold request link should be displayed in the WWW OPAC ("PRE" checks).
■ Which checks should be performed when the request is actually placed ("POST").
■ Which checks should be performed in the circulation client (CIRC).
■ In which cases information should be displayed when a request is initiated in the WWW OPAC
(INFO).
28.
tab_item_display.lng
tab_item_display.lng defines the display of item/borrower information in the Navigation Window in
the Items, Serials and Acquisitions clients.
29.
tab_item_history.lng
tab_item_history.lng defines the fields displayed in the Item history screen, their description and in
which change in the item information a history record is created. This information is accessible via the
"History" button in the Item module.
30.
tab_item_summary.lng
tab_item_summary.lng defines the summary display of circulation information. This information can
be reached as follows: In the Item module the "Circ history" button on the item form. In the
Circulation module, the "History" button on the item list.
31.
tab_label.lng
tab_label.lng defines the prefixes that will be printed on the spine label.
32.
tab_loan_bor_display.lng
tab_loan_bor_display.lng defines the fields that display information about the borrower in the loan
and return windows of the Circulation client.
33.
tab_loan_display.lng
tab_loan_display.lng provides the display definitions of item/borrower information in the Circulation
GUI application window's Expand screen (from the borrower loan list). It is also used for expanding
information under Loans in the Navigation Window in the other GUI applications.
34.
tab_photo_request
tab_photo_request is used to define which checks should be performed by the system when a
photocopy request is placed. It is similar in functionality to tab_hold_request - UTIL G/5/b. In some
cases, the checks on the photo requests for the WEB OPAC determine whether the "photo" link
appears on the item line.
35.
tab_return_display.lng
tab_return_display.lng defines the information fields that display information about the item returned
in the return window of the Circulation client.
36.
tab_sc
tab_sc defines the set-up for the 3M self-check machine.
37.
tab_bor_address
tab_bor_address provides an option for defining the validity period of a user address. If this table is
used the convention of "01" for permanent address and "02" for mailing address is irrelevant.
38.
tab_z30_sort
tab_z30_sort defines sort options for items. Different sort routines can be used in different parts of the
system.
39.
tab_bor_id.lng
tab_bor_id defines all system-wide behavior relating to the Z308 (user's ID) records. In this table, you
can define the keys that can be used to access users in the GUI applications and in the Web OPAC.
You can also define the additional ID which can be updated in the GUI and its verification code.
alephe TABLES
40.
library_relation
library_relation defines relation between libraries by library type.
41.
tab_days
tab_days defines of the days of the week in different languages. The table is used in the WEB OPAC
for the short loan reservations.
42.
tab_ip_sub_library
This table is now called tab_attr_sub_library.
43.
tab_attr_sub_library
tab_attr_sub_library defines (by IP address) circulation loan/return authorizations. In other words,
which sub-libraries will accept loans/returns of other sub-libraries and which will not.
44.
tab_month
tab_month defines the names of the months for use in the system in any environment where the name
rather than the number of the month will be displayed.
45.
tab_sub_library.lng
tab_sub_library.lng defines the sub-library codes of all the libraries on the server or in a network of
servers.
46.
tab_sub_library_address.lng
tab_sub_library_address.lng defines addresses of sublibraries for printouts (e.g. orders to vendors,
overdue letters to borrowers, etc.)
18.34 tab10 RELATED ENTRIES IN CIRCULATION
(UTIL G/5/10)
tab10 sets various defaults regarding hold and photocopy requests. A few lines of the table are shown below:
!1 2
3
!!-!---------!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
01 Y YN
TAB10-HOLD-REQUEST-ITEM-STATUS
02 Y YN
TAB10-HOLD-REQUEST-COLLECTION
06 Y YN
TAB10-CREATE-Z37H
18 Y YN
TAB10-BOR-EXPIRY-DUE-DATE
19
HTAB10-PHOTO-REQUEST-STYLE
22 1 01234
TAB10-OVERDUE-LETTER-NO
26 Y YN
TAB10-SUB-LIBRARY-DIVISION
57
YN
TAB10-OVERDUE-RECALL-RATIO
1. 1 TAB10-HOLD-REQUEST-ITEM-STATUS - YN
Determines whether the system will try to fill a hold request with a copy having the same item status
as the copy selected in the Item List. If you enter Y, the system will fill in the item status field of the
Hold Request form with the same item status as the copy selected in the Item List. If you enter N, the
system will enter the # character in the item status field to indicate that it doesn't matter which item
status is used to fill the request.
2. 2 TAB10-HOLD-REQUEST-COLLECTION - YN
Determines whether the system will try to fill a hold request with a copy from the same Collection as
the copy selected in the Item List. If you enter Y, the system will fill in the Collection field of the
Hold Request form with the same Collection as the copy selected in the Item List. If you enter N, the
system will enter the # character in the Collection field to indicate that it doesn't matter which
Collection is used to fill the request.
3. 5 TAB10-CREATE-Z36H - YN
Determines whether or not the system stores information about previous loans, and displays them in
the Item History window which is accessible from the Item List. If you want the system to store the
information, enter Y. For each loan, a history record (Z36H) is created when the loan record (Z36) is
deleted.
4. 6 TAB10-CREATE-Z37H - YN
Determines whether or not the system stores information about previous hold requests, and displays
them in the Item History window which is accessible from the Item List. If you want the system to
store the information, enter Y. For each hold request, a history record (Z37H) is created when the hold
request record (Z37) is deleted.
5. 11 TAB10-RETURN-DURING-LOAN - 012
0 = when an item is being loaned, and the system detects that the item is currently on loan, message
displays and item must be returned
1 = when an item is being loaned, and the system detects that the item is currently on loan, the item is
automatically returned. No cash for overdue and no check for hold requests.
2 = when an item is being loaned, and the system detects that the item is currently on loan, the item is
automatically returned and a cash transaction is created if the item was late returned.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
Note: If the returned item is on loan to the same borrower who is currently trying to loan the item, the
system disregards this flag's settings, and if possible performs a Renew.
13 TAB10-CHECK-UNIQUE-NAME-BIRTH - YN
Y = in user Z303 record the combination of name and birthdate must be unique.
14 TAB10-ZERO-FINE-HANDLING - YN
Y = display cash transactions even though the amount is 0.00.
17 TAB10-BARCODE-DELETE-SPACES - YN
Y = deletes spaces when barcode data are transferred to the system. This refers to the item barcode
only.
18 TAB10-BOR-EXPIRY-DUE-DATE - YN
This flag controls the shortening of due dates according to the borrower's expiry date. Y = sets the due
date for loan and renew to the borrower expiry date if the borrower expiry date is earlier than the
computed due date. N = due date is not adjusted.
19 TAB10-PHOTO-REQUEST-STYLE - HDetermines whether the system will delete the photocopy request after the slip is printed. If you leave
the adjacent column blank, then the photocopy request will remain in the system and the librarian will
be able to determine and record the number of pages used for photocopying and the corresponding
fee. If you enter the letter H, the request will be deleted and no follow-up will be possible.
20 TAB10-OVERDUE-LETTER-STYLE - YN
N = standard overdue notice, without special text based on letter number
Y = overdue notice text is sensitive to letter number
22 TAB10-OVERDUE-LETTER-NO - 01234
Defines the number of overdue letters sent to be considered as a block on circulation functions.
25 TAB10-ADDRESS-ZIP-STYLE - 0123
Defines "virtual" addition of zip code for print/display
0 - no addition
1 - add if address line (5) is empty
2 - add to end of address line (5)
3 - like 2 but formatted as USA zip (4-5)
26 TAB10-SUB-LIBRARY-DIVISION- YN
Determines whether the system will try to fill a hold request with a copy from the same Sub-library as
the copy selected in the Item List. If you enter Y, the system will fill in the Sub-library field of the
Hold Request form with the same Sub-library as the copy selected in the Item List. If you enter N, the
system will enter the # character in the Sub-library field to indicate that it doesn't matter which
Sub-library is used to fill the request.
34 TAB10-CHANGE-DUE-HOUR
Y = for due-hour for loan, renew and change-date, use tab17 OPEN HOURS to re-calculate due date,
so that due hour will always fall within library open hours
N = for due-hour for loan, renew and change-date, use tab16 parameters, ignore tab17 hours (e.g. if
tab16 is set to 24:00, due hour will be 24:00, even if closing time is 19:30). After you change this
switch, you must wait one day, or drop Z301 for the change to be activated.
38 TAB10-DEFAULT-BOR-ID - YN
Y = create default field value, using last-bor-id counter from z52 (UTIL G/2)
39 TAB10-DEFAULT-BOR-ID-1 - YN
Y = create default field value, using last-bor-id-1 counter from z52 (UTIL G/2)
40 TAB10-DEFAULT-BOR-ID-2 - YN
Y = create default field value, using last-bor-id-2 counter from z52 (UTIL G/2)
41 TAB10-DEFAULT-BOR-VERIFY-1 - YN
Y = create default field value, using last-bor-verify-1 counter from z52 (UTIL G/2)
42 TAB10-DEFAULT-BOR-VERIFY-2 - YN
Y = create default field value, using last-bor-verify-2 counter from z52 (UTIL G/2)
21. 43 TAB10-DEFAULT-BOR-VERIFY-3 - YN
Y = create default field value, using last-bor-verify-3 counter from z52 (UTIL G/2)
22. 44 TAB10-CHECK-BOR-DEFAULTS - YN
Y = when updating Z305 (local borrower record) in GUI CIRC client, the values set in the record are
checked against the values set in tab31 for the borrower status. If there is a discrepancy, overridable
warning displays.
23. 45 TAB10-SHOW-USR-VERIFICATION - YN
Y = display user verification fields when updating Z303 (User) in GUI CIRC and ADMIN clients.
N = mask out view of user verification fields when updating Z303 (User) in GUI CIRC and ADMIN
clients.
24. 54 TAB10-BOR-STATUS-FOR-RENEWAL - LC
L = when item is renewed, the borrower status at time of orginal loan is used. This is default if switch
is left blank.
C = when item is renewed, the borrower's current status (at time of renewal) is used, and the
Z36-BOR-STATUS is updated accordingly.
25. 57 TAB10-OVERDUE-RECALL-RATIO - YN
This switch defines whether lines 0050-0055 in tab18.lng (fines relating to recalled items) are to be
treated as a ratio or as an actual amount
Y or blank = lines are ratio
N = lines are actual amount
Go to top of page
1.0 COURSE READING AND RESERVES
OVERVIEW
The purpose of the Course Reading and Reserves module is to provide information to the student about required and
optional reading material suggested by an instructor for a course of studies.
The Course Reading and Reserves module provides tools for managing the creation and update of Course Reading
Lists and the management of the Course Reserves Collection. The following options are available:
❍ Create/Modify course information.
❍ Assign bibliographic records and items (copies) to a course. (This is the Course Reading List.)
❍ Place Request on items (for Recall and Pickup lists), in order to change/move to Reserves Collection.
❍ Print Pickup lists for Reserves Collection.
❍ Transfer items (using the barcode) to the Reserves Collection.
❍ Remove items (using barcode) from Reserves Collection.
❍ Print the Course List report (Course + Titles + Items).
❍ Print cleanup reports.
The Course Reading and Reserves operations are managed via the Web Staff menu Course Reading List. The HTML
screens are in a separate directory - www_r_eng.
The document records for the Course Reading Database are held in a separate database (library). In the ALEPH demo
setup this is USM30:
The bibliographic records for the Course Reading can be derived (expanded) from the library's main database (in the
ALEPH demo setup this is USM01), or can be cataloged directly into the Course Reading Database. Deriving records
saves cataloging effort and direct cataloging keeps the main database free of extraneous records (such as photocopies,
scanned documents and private material).
Item records for the Course Reading and Reserves Collection are held in the main administrative library. If these are
items that normally reside in the regular library collections, the system creates an additional link from the Course
Reading database to the Item. This means that the Items (with their new location and Reserve status if they have been
moved to "Reserves") can be displayed in the main database as well as the Course Reading database.
Requests should be placed on the items that should be transferred to the Reserves Collection. These requests are used
by the system to create a Pickup list. Item records for bibliographic records that are cataloged directly to the Course
Reading Database can be added via the Course Reading module.
1.1 MAIN MENU
To access the Course Reading List menu:
1. From the Web Staff Menu, log in using a staff user name and password.
2. Select the option Course Reading List. The following window appears:
This is the Course Reading management window. Each course reading management option it contains is
accessed by clicking on the related link.
Go to top of page
Go to next section (Patron)
2.0 PATRON
Two types of patrons are assumed in the Course Reading and Reserves module: student and instructor.
The student searches for the Course Reading List from the Web in the Reading Course Database.
The instructor searches for the Course Reading List in order to add information to his course.
2.1 USING A COURSE READING LIST
To search for a course reading list and its attached records:
1. From the Web OPAC Main menu, click on the Local Database link. A list of databases available to the
user is displayed:
2. Click on an option. The option selected becomes the search database.
3. From the Web OPAC main menu, click Browse. The Browse screen appears:
4. Type in a word or phrase, select an index and click Go. The Browse list appears, listing courses
identical or similar to the query phrase:
5. Click on a course title to display its reading list:
6. Click on a number link to display an item's full record:
Note that the library determines which databases are available to the user.
2.2 CREATING A COURSE READING LIST
A privileged user (that is, a user whose profile includes "Course permission", such as a professor/lecturer) can
create a list of records for the Course Reading Database by sending records from the Web OPAC Basket to
Course Reading. basket for your course reading collection. The selected documents can then be "mailed" by a
staff member to the course reading administrator, together with full instructions indicating to which course the
documents apply.
2.2.1 Saving a File onto the Server
1. From the Basket, click on the Course Reading button (this button does not appear if the user does not
have Course Reading permission). The Send List to Course Reading Administration form appears:
2. Enter a file name.
3. Click Send. The file is sent via e-mail to the Course Reading Administration.
The file is saved on the library's server ($alephe_scratch directory) and contains system numbers of the
required records. These records can be easily added to the course using the LOAD File function in the Course
Reading module.
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Go to next section (Add/Modify Courses)
3.0 ADD/MODIFY COURSES
Course information is displayed in the List of Courses window. This is the operating environment for creating, modifying and
deleting course information.
To access the List of Courses window, from the Management of Course Reading Lists window, click on the Courses (Add/Modify)
menu option. The List of Courses window is displayed:
The list is sequenced by course number by default. The options available from this screen are explained below:
❍ To re-sequence the list by Name, Instructor or Department, click the relevant column heading.
❍ To both re-sequence and access the list at a particular point, click Browse.
The Course List Search window appears:
❍
You can search by Course number, Department, Instructor, or Course Name. Type a word or phrase as a search term and
click Send. A results list displays.
To Save/Print a course, including its details and a list of the bibliographic records registered for the course, select a course
line and click Save.
A pop-up message displays, including a field to add notes:
❍
❍
Click Send. The course record is saved and prints out.
To delete a course, including its details and a list of the bibliographic records registered for the course, select a course line
and click Delete.
A pop-up message asks you if you want to delete the course. Click OK to confirm the deletion.
To display a list a list of documents per course, select a course line and click Docs.
The List of Documents Per Course window appears:
The options contained in this window are explained in the chapter, Records.
❍
To return to the Management of Course Reading Lists menu, click Start.
3.1 ADDING AND MODIFYING COURSE INFORMATION
To add a new course to the list, click on the Add button.
The Add/Update form is displayed:
In this example, several fields have been filled in. An explanation of all the fields follows.
Key to fields:
❍
❍
COURSE-NUMBER - as registered in the university syllabus. The Course Number is the key of the record and must be
unique, and it must not contain spaces.
PROXY-COURSE-NUMBER - used to point from one course to another, where the reading list is managed under one
course only.
The Proxy field is intended for entering another course number, where two courses share the same reading list, and the
reading list is managed under one course only.
❍
❍
❍
❍
❍
❍
❍
If the only difference between courses is the instructor, it is recommended that a General course be set up without an
instructor so that the additional courses can be created with the General course identifier in the Proxy field.
COURSE-NAME - as registered in the university syllabus
INSTRUCTOR-NAME
DEPARTMENT - as registered in the university syllabus
DATE-FROM-TO - These are the active dates of the course. You can request a report (Remove Course List report) of the
items that should be removed from the Reserves Collection on the basis of these dates.
PERIOD - These are the semesters (or periods) during which the course is active. This serves as the basis for creating the
Course Reading List displayed in the OPAC.
NO-STUDENTS - The number of students in the course
WEEKLY-HOURS - The number of hours of instruction per week
Notes:
❍ The mandatory fields are marked with an asterisk (*).
❍ When this form has been completed, click on Send to save the record.
3.1.1 Modifying an Existing Course Record
An existing record can be modified by selecting the relevant entry in the List of courses window and clicking on Modify.
This invokes the Add/Update form in which you update your selected course and click Send to save the modified information. The
updated details appear in the List of Courses window.
3.2 DUPLICATING AN EXISTING COURSE RECORD
To duplicate an existing course record, select the relevant record and then click on the Add Like button.
The following form is displayed:
In the example above, several fields have been filled in by default. You must enter a new Course Number (which must be unique
and must not contain spaces). When you have made the necessary adjustments, click on Send to save the new record.
Go to top of page
Go to next section (Adding Records)
4.0 ADDING RECORDS
The bibliographic records for the Course Reading are held in a separate database (XXX30 library). Bibliographic records
can be derived (expanded) from the library's main database (in the ALEPH demo setup this is USM01), or can be cataloged
directly into the Course Reading Database. Deriving records saves cataloging effort and direct cataloging keeps the main
database free of extraneous records (such as photocopies, scanned documents and private material).
Item records for the Course Reading and Reserves Collection are held in the main administrative library. If these are items
that normally reside in the regular library collections, the system creates an additional link from the Course Reading
database to the Item. This means that the Items (with their new location and Reserve status if they have been moved to
"Reserves") can be displayed in the main database as well as the Course Reading database.
There are 2 stages for adding new bibliographic records to the Course Reading List:
1. Search for the bibliographic record.
2. Add the retrieved bibliographic records to the List.
4.1 MANAGING THE BIBLIOGRAPHIC DATA
Bibliographic data are managed via the List of Documents per Course window. To display the reading list for a particular
course, from the List of Courses window, select the relevant course line and click Docs.
The List of Documents Per Course window (Reading List) appears:
The options available from this screen are described below.
4.2 ADDING A NEW DOCUMENT FROM THE LIBRARY
CATALOG TO THE READING LIST
To add a new document (that is, one that is already in the library catalog) to the selected reading list, click Add.
The Add Previously Cataloged Record(s) form is displayed:
Type a barcode or document number, or fill in at least one field in the Search Key. Click Send.
The following screen shows an example of the database being searched for a bibliographic record:
The system can find up to 100 matching records. When the correct record is displayed, click on the Add button:
A pop-up window gives you the option of adding notes to the Course Reading record:
Click Send to add the record.
The catalog record is added to the database that is set as default in the HTML page, and an item record is automatically
created, using the default Collection, Status, Material type and Location type set in the HTML page (for each sub-library).
4.2.1 Viewing a Catalog Record
Select the appropriate item and click View to see the Course Reading record together with the bibliographic record's data:
The bibliographic information and the course data are included in the cataloged record.
4.2.2 Modifying Document Note Fields
You can modify the existing note fields for documents by selecting a document in the Reading List and clicking on Modify.
The Document Modification form displays. Type in your changes in the Note fields and click Send. The next time the
Document record is viewed, your changes to Notes appear.
4.2.3 Deleting a Record from the Reading List
To delete a catalog record, click to select a record and click Delete.
A pop-up message asks you if you want to delete the record. Click OK to confirm the deletion.
4.3 CREATING A CATALOG RECORD
If the library catalog does not include the item you wish to add to the Course Reading List, you must create a bibliographic
record. To do this, click the Catalog button to display the following window:
The catalog record is added to the database that is set as default in the HTML page, and an item record is automatically
created, using the default Collection, Status, Material type and Location type that are set in the HTML page (for each
sub-library).
Note that you can choose which database this record is added to. Items for the record are added in a separate step.
4.3.1 Adding Items to a Catalog Record
In order to add Items to a bibliographic record, click the Add Item button:
The system displays a form for entering Item information:
Key to fields:
❍
❍
❍
❍
❍
❍
Sub-library
Item status (circulation status of the item)
Collection
Location ( item call number)
Description - enter volume information in this field.
Barcode
Fill in the item details and then enter the Barcode. The system keeps the window open so that multiple copies can be entered.
When multiple copies are added using the same window, the last sub-library entered is retained by default and changed only
if a new sub-library is chosen.
Note that this function adds items to the bibliographic record, irrespective of whether it is cataloged in the Course Reading
database or in the main database.
Note that changing the item status to Advance Booking will create matching schedule slots. Changing the item status from
Advance Booking to a different status will delete the respective schedule slots.
4.4 LOADING COURSE READING LIST SENT FROM THE
WEB OPAC
A privileged user (who has Course Reading permission checked in his Administration user profile) can save documents to a
"basket" of document records in Web OPAC. He can then load the saved file of document records in Course Reading and
add the selected documents to the Reading List.
To load a course reading list sent from the Web OPAC, choose the relevant course from the List of Courses window and
click the Docs button to display the List of Documents per Course window:
Click the Load File button to load the "basket" of records that was saved in a file on the server:
The Load filename window appears:
Enter the name of the file and click Send. The saved documents are now included in the reading list for the selected course.
4.5 ITEMS AND PLACING HOLDS
To display all the items that are attached to a bibliographic record, select the appropriate catalog record and click on the
Items button.
The List of items for the selected record displays:
By clicking on the button labeled All, a hold request is placed on all of the items displayed in the list. Alternatively, you can
click on the check box next to an item to place a hold on individual items. These items are held against the system (default)
borrower CRSE-READING.
Go to top of page
Go to next section (Reserves Collection)
5.0 RESERVES COLLECTION
A reserve collection typically contains supplemental readings, pamphlet material, personal and library items required for courses. These
materials circulate for brief loan periods, predefined by the library, ranging from under an hour to a number of days.
To locate material in the Reserve Collection, the patron selects the Course Reading library database in the Web OPAC (in ALEPH, this is
XXX30)database.
All material in the Reserves Collection must be checked out before use.
There are a number of options available for the management of the Reserves Collection and they are described in the following sections.
5.1 LOOKING AT THE ITEMS ATTACHED TO A DOCUMENT AND
PLACING REQUESTS
To display all the items attached to a bibliographic record, from the Course Reading List, select the appropriate catalog record and then click on
the Items button.
The List of items for the selected record displays:
Enter the user (that is, Course Reserves Collection or staff member) for whom you wish to place requests for items. By clicking on All, a hold
request is placed on all of the items displayed in the list. By clicking on Selected, a Hold Request is placed on all selected items (you select
items by clicking on the check box next to an item).
If you do not enter a user name, these items are held against the system (default) borrower CRSE-READING.
5.2 RELATED REPORTS
The Course Reading module contains a number of reports to assist the Course Reading Administrator in keeping the the Course Reading
Database up-to-date and relevant. By regularly running these reports, you can rid your database of redundant records and thereby save disk
space. You access these reports by clicking the relevant link on the Management of Course Reading Lists window:
5.2.1 Report of Course Reading records that are linked to an inactive course
(p_course_03)
This report allows the Course Reading Administrator to print out a list of course reading records for courses that have been discontinued.
Help on fields:
❍
Output file
❍
Enter the name of the file in which you want the report saved. The file can be found later in the PRINT directory.
Sub-library
❍
Choose the sub-library(ies) for filtering the list of borrowers.
Report Format
❍
Choose the report format that includes the desired columns of information.
Title of Report
❍
Type a suitable title for the report up to 60 characters in length.
Header/Footer Format
❍
Only one style, Style 1, is available.
Report Language
❍
Choose the language you want the report to appear in.
Do you want to update the course record?
❍
Check box for YES. When the report is run, the system automatically updates the corresponding course record.
Do you want to take the items off reserve?
❍
Check box for YES.
Do you want to take the items off reserve?
Run Time
❍
Enter day and hour you want the procedure to run. The system uses a 24-hour clock, so if you want to run the procedure at 11 pm, enter
"23".
Print ID
❍
If you wish to print the report, enter here the ID for printing. The ID will be suffixed to the output filename. If the Print Daemon is set up
in the GUI Task Manager, it will recognize the suffix and print the file automatically. Otherwise, you can print on-demand by using the
GUI Task Manager to select the file. The Print ID must be entered in lowercase.
5.2.2 Report of Unlinked Course Reading Records (p_course_04)
This report allows the Course Reading Administrator identify records which have either been entered incorrectly, or which were part of the
reading list for a course which has been discontinued.
Help on fields:
❍
Output file
❍
Enter the name of the file in which you want the report saved. The file can be found later in the PRINT directory.
Report Format
Choose the report format that includes the desired columns of information.
❍
Title of Report
❍
Type a suitable title for the report up to 60 characters in length.
Header/Footer Format
❍
Only one style, Style 1, is available.
Report Language
❍
Choose the language you want the report to appear in.
Run Time
❍
Enter day and hour you want the procedure to run. The system uses a 24-hour clock, so if you want to run the procedure at 11 pm, enter
"23".
Print ID
If you wish to print the report, enter here the ID for printing. The ID will be suffixed to the output filename. If the Print Daemon is set up
in the GUI Task Manager, it will recognize the suffix and print the file automatically. Otherwise, you can print on-demand by using the
GUI Task Manager to select the file. The Print ID must be entered in lowercase.
5.2.3 Reserve Reading Items Report (p_course_05)
The intention of this report is to check the Reserve Reading items, in order to remove items that are no longer listed in the Course Reading
database. This can be done if the Reserves Reading is a separate sublibrary, by using the third option (see following). This service can also be
used to produce other reports (options one and two). The options are:
1. All items in the sublibrary.
2. Items in the sublibrary which are not connected to a Course Reading record.
3. Items in the sublibrary which are linked to a Course Reading record that is not linked to a Course.
Help on fields:
❍
Output file
❍
Enter the name of the file in which you want the report saved. The file can be found later in the PRINT directory.
Sub-library
❍
Choose the sub-library(ies) for filtering the list of borrowers.
Options
❍
See explanation above.
Report Format
❍
Choose the report format that includes the desired columns of information.
Title of Report
❍
Type a suitable title for the report up to 60 characters in length.
Header/Footer Format
❍
Only one style, Style 1, is available.
Report Language
❍
Choose the language you want the report to appear in.
Run Time
❍
Enter day and hour you want the procedure to run. The system uses a 24-hour clock, so if you want to run the procedure at 11 pm, enter
"23".
Print ID
If you wish to print the report, enter here the ID for printing. The ID will be suffixed to the output filename. If the Print Daemon is set up
in the GUI Task Manager, it will recognize the suffix and print the file automatically. Otherwise, you can print on-demand by using the
GUI Task Manager to select the file. The Print ID must be entered in lowercase.
5.2.4 Pickup List
To print a report of all the requested items that need to be collected from the shelves and so on, select the Print Pickup List option from the
main Course Reading List menu.
Help on fields:
❍
Output file
❍
Enter the name of the file in which you want the report saved. The file can be found later in the PRINT directory.
Sub-library
❍
Choose the sub-library(ies) for filtering the list of borrowers.
Requested for user
❍
Enter the user (that is, Course Reserves Collection or staff member) for which the requests should be printed.
Time Period
❍
Choose a time period (semester) from Winter, Spring, Summer, or All.
Time Period
❍
Choose a time period (semester) from Winter, Spring, Summer, or All.
Hold-Request Status
❍
Select an option from the drop-down menu to filter your report by Active, Waiting, or Shelf hold request statuses.
Report Format
❍
Choose the report format that includes the desired columns of information.
Title of Report
❍
Type a suitable title for the report up to 60 characters in length.
Header/Footer Format
❍
Only one style, Style 1, is available.
Report Language
❍
Choose the language you want the report to appear in.
Run Time
❍
Enter day and hour you want the procedure to run. The system uses a 24-hour clock, so if you want to run the procedure at 11 pm, enter
"23".
Print ID
If you wish to print the report, enter here the ID for printing. The ID will be suffixed to the output filename. If the Print Daemon is set up
in the GUI Task Manager, it will recognize the suffix and print the file automatically. Otherwise, you can print on-demand by using the
GUI Task Manager to select the file. The Print ID must be entered in lowercase.
Note that the report prints requests based on the Interest from date of the request.
5.3 TRANSFER ITEMS (BY BARCODE)
This function lets you change information about an item such as its item status, the sub-library and collection to which it belongs, and its
location. This function assumes that you have items in hand (or even a box of items) whose information you wish to change.
Choose this option by clicking the Transfer Items by Barcode option from the Management of Course Reading Lists window. The following
form is displayed:
This form lets you determine a new item status, sub-library, collection, and so on, for the item(s).
Note that changing the item status to Advance Booking will create matching schedule slots. Changing the item status from Advance Booking to
a different status will delete the respective schedule slots.
You can process multiple items by clicking Send after making your changes and entering a barcode.
To restore changes, choose the Restore Item Information option in the Circulation GUI.
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Go to next section (System Librarian)
6.0 SYSTEM LIBRARIAN
The Course Reading and Reserves operations are managed via the WWW Staff Web page Course Reading
List. The System Librarian is responsibility for setting up Course Reading, defining the display of HTML
pages, and maintaining Course Reading Databases.
Note that the Course Reading HTML pages are in a separate directory, www_r_eng.
This section contains the following topics:
❍ Setup (6.1)
❍
Document Records (6.2)
❍
Period (6.3)
❍
Interest From Dates (6.4)
❍
Re-indexing the Course Reading Database (6.5)
❍
Print Course Lists Report (6.6)
❍
Technical Information (6.7)
❍
Indexing and Codes Tables (6.8)
6.1 SETUP
There are three stages in the setup of Course Reading:
1. Creating the Course Reading library (typically as XXX30).
2. Linking the new Course Reading library to the Course Reading module.
3. Creating borrower (patron) records for each Course Reserves Collection.
These stages are described in the following sections.
6.1.1 Creating the Course Reading Library
This library should be based on the ALEPH demonstration Course Reading library called USM30. The
document, Opening a new library, describes the creation of a new library. When the library has been
created, it should be linked to the ADM library in the library_relations table (
6.1.2 Linking the New Course Reading Library to the
Course Reading Module
Change the link in alephe/ www_s_eng/s-main-2 from "usm30" to the new library.
6.1.3 Creating Borrower (Patron) Records for Each
Course Reserves Collection
To create a borrower record for a Course Reserves Collection:
1. In the Circulation GUI, open the User List.
2. Create a local record for the ALEPH borrower, with the user ID "CRSE-READING".
3. Ensure that UTIL E/1 is running in order to have an automatic update of the database.
Every borrower record can identify each Course Reserves Collection. Requests can be placed for items to
be transferred from the main collection to the Course Reserves Collection separately. The only mandatory
fields are the ID fields and the Name field. You should assign a status that is not limited for the number of
requests and that has a privilege for multiple-hold requests.
In order for the hold request to be created correctly, the patron record (Z303) must also have a
corresponding borrower (Z305) record for the same sub-library as the items being requested.
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6.2 DOCUMENT RECORDS
There are two types of document records in the Course Reading database:
1. A record linked to a bibliographic record in another database (that is, the library catalog). This record
includes:
■ CNO field (linked to Z108 Course record)
■ SID field (linked to bibliographic record)
2. A record which is cataloged directly into the Course Reading database. This record includes:
■ CNO field (linked to Z108 Course record)
■ bibliographic fields
A special expand procedure (expand-doc-course) accomplishes two things:
1. . It adds Course data to the Course Reading record using the CNO link, and it builds:
■ CNO-0 $a $b $c $d
■ CNO-1 $a
■ CNO-2 $a ■ CNO-3 $a
■ CNO-4 $a ■ CNO-5 $a
■ CNO-6 $a -*
2. If a record is related to more than one course, the 4th position of the field code is used to match lines.
It adds bibliographic date to the Course record, using the SID link.
The Indexing of the Course Reading database has been set up as follows:
❍ Browse search by title (TIT), by course number (CNO-0), by course name (CNO-1), by course and
instructor (CNO-2), by instructor (CNO-3), by instructor and course (CNO-4), and by department
(CNO-5).
❍ Find search by words from title, course number, department, instructor or course name.
The USM30 Web OPAC interface has been set up accordingly.
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6.3 PERIOD
This section describes the Period field in the Add/Update Course form:
These are the semesters (or periods) during which the course is active. This serves as the basis for creating
the Course Reading List displayed in the OPAC. In the USM30 the periods are:
❍ S1 - Winter semester
❍ S2 - Spring semester
❍ S3 - Summer semester
❍ NA - Not active
Different or additional periods (the name or code or both) can be defined. They are defined on the html
page (course-show).
The Period field is indexed in the "wpe" word file in USM30. For every semester, a Course Reading List
should be defined in tab_base (UTIL Y-3) with a Find command based on the Period.
In order to filter out inactive courses (note that the OPAC display does not take into account the active
dates of the course), a Not active period has been defined and should be used as the Period of courses that
are not active during the current year.
For example:
USM30-1
Winter semester
USM30 USM01
USM30 wpe=s1 not na
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6.4 INTEREST FROM DATES
The Interest from date of a Course Reading hold request is set to a default nn days before the starting date
of the course. The number of days is set in the www-z37-course-request-daysi line in the alephe
/www-server-defaults file. This enables the library to create requests for Course Reserve material before
the course is actually active. Requests placed via the Course Reading module are automatically defined as
Rush Recall type Hold Requests.
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6.5 RE-INDEXING THE COURSE READING
DATABASE
Choosing this function from the main menu displays a form that allows you to re-index the Course Reading
Database:
This is NOT required, since the database indexes are updated automatically by the system (UTIL E/1). Use
this function on a periodic basis (each semester/once a year).
Help on Fields:
❍
❍
❍
Procedure to Run
Choose one of two procedures available:
1. Update Heading + Word Indexes for only the range of document numbers below.
2. Delete Heading + Word Indexes and rebuild for the range of document numbers below.
Document Numbers to Update
If you selected the "Delete..." procedure above, be sure to fill in documents for the entire range of the
database, from 0000000 to 9999999. If you set a narrower range, the word index may be incomplete.
If you have selected the "Update..." procedure above, you can enter any range of document numbers;
those documents are then updated and the rest of the index remains as it is.
Run time
Enter the day and hour that the procedure should be run. The system runs on a 24-hour clock, so if
you want to run the procedure at 11 pm, enter "23". This procedure locks the ALEPH system and
should only be run when the library is closed.
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6.6 PRINT COURSE LISTS REPORT
The Print Course List Report, is accessed from the Management of Course Reading Lists window. It allows
you to save and print out a report which includes item details and a list of the bibliographic records
registered for all courses.
Help on Fields:
❍
Output file
❍
Enter the name of the print file which will contain the bibliographic records. The file can be found
later in the library's PRINT directory.
Sort-key
❍
This option lets you sort the report by Course-number, Course-name, Instructor, and Department.
Form Format
❍
Only one style (Style 1), is available at present.
Note
❍
You can type a note of up to 300 characters in length.
Include Item Details
❍
Choose YES or NO.
Run Time
❍
Enter day and hour you want the procedure to run. The system uses a 24-hour clock, so if you want
to run the procedure at 11 pm, enter "23".
Print ID
If you want to print the report, enter here the ID for printing. The ID will be suffixed to the output
filename. If the Print Daemon is set up in the GUI Task Manager, it will recognize the suffix and
print the file automatically. Otherwise, you can print on-demand by using the GUI Task Manager to
select the file. The Print ID must be entered in lowercase.
6.7 TECHNICAL INFORMATION
Course information is recorded in the Z108 Oracle table. It can be created, modified and deleted via
Courses (Add/Modify).
The Bibliographic information is "expanded" from the the BIB database to the Course Reading Library.
6.8 INDEXING AND CODES TABLES
●
tab00.lng
The tab00.lng table defines the system index files. There should be one such table for each language defined. It is
accessed through UTIL G/1/00.
●
tab01.lng
The tab01.lng table contains the tag codes and names of MARC and ALEPH fields. It is edited using UTIL G/1/01
●
tab11
The tab11.lng table is used to define the connection between the record fields and the access (ACC), index (IND) and
word (WRD) files. It is accessed through UTIL G/1/11.
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1.0 ILL OVERVIEW
The ILL module enables you to manage supplier records, user requests for ILLs,
and requests to suppliers to satisfy these user requests. The ILL module runs under
ADM type libraries only (for example, 'USM50' and 'XXX50'), although
bibliographic records for user requests are created in the ILL type libraries (for
example, 'USM20' and 'XXX20')
Before you can place requests with suppliers, you must first make sure that a list of
suppliers has been created and includes the supplier you wish to request the item
from.
1.1 The ILL Process
The ILL process consists of the following steps:
1. The creation of a bibliographic record via the WWW OPAC or the GUI ILL
client.
2. The completion of a borrower request.
3. Verification of the bibliographic record.
4. Identifying potential suppliers of the request.
5. Creation of a request to the supplier.
6. Despatch of the request to the supplier.
7. Chasing requests.
8. Registering the arrival of material.
9. Lending the material to the borrower.
10. Return of material by the borrower.
11. Return of material to the supplier.
Throughout this process, various communications may be sent to both the
borrower and the supplier and responses recorded.
1.2 Starting the ILL Client
If the GUI clients were installed to the default directories during the setup routine,
the ILL client is loaded by clicking on 'Start|Programs|Aleph 500|Interlibrary
Loan'.
Alternatively, if you have the 'Aleph Applications' toolbar open , you can simply
click on the
ILL icon.
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Go to next section (ILL Suppliers)
2.0 ILL SUPPLIERS
ILL supplier records are stored alongside acquisition supplier records in the same database
table (Z70), but only ILL supplier records will be displayed and available for use in the
ILL client.
Supplier records can be created using either the ILL or the Administration clients. When
using the Administration client, be sure that you are working with ILL suppliers, and not
with vendors.
2.1 ILL SUPPLIER LIST
Supplier records are created, modified and deleted via the Supplier List, and this is
displayed using one of the following two methods:
Click on the menu option 'Out ILL / ILL suppliers list'
or click on the
toolbar icon. The Vendor List will be displayed:
The Vendor List (which will be referred to as the ILL Supplier List) offers three options
that ease your search for the desired supplier:
Sort by
You may choose to have the list sorted by the supplier's name or code.
Enter Starting Point
You can jump to a particular point in the list by typing in text in the space provided and
pressing Enter.
Keywords
Click Keywords to retrieve ILL suppliers whose names include the keyword(s) you
designate. You can truncate words by entering the first few letters of your search
term.(e.g. Quid will retrieve Quidditch). The following fields will be searched for the
keywords.
❍ Additional code
❍ Supplier name
❍ Contact
❍ Country
❍ Material type
❍ Supplier addresses
2.1.1 Buttons on the ILL Supplier List
The following buttons are available on this screen:
New
To add a new supplier to the list, click New. The Supplier Information Form will be
displayed for you to fill in.
Modify
To change information about a particular supplier, highlight the supplier and click Modify.
The Supplier Information Form will be displayed for you to fill in.
Duplicate
You may add a new supplier by copying an existing supplier's details and then editing the
form that pops up. To do so, highlight the supplier whose information you wish to copy,
then click Duplicate. The Supplier Information Form will be displayed for the new
supplier, which will already be filled in with information copied from the highlighted
supplier. You may then edit the form so that the information will be appropriate for the
new supplier.
Delete
To delete a supplier from the list, highlight the supplier and click Delete. If there are any
active ILL requests attached, the supplier cannot be deleted.
Address
When you click the Address button, the following screen is displayed:
All Address screens have the same fields. You must enter an address in the Orders
Address tab (the address to which the ILL request will be sent for this specific supplier)
but you may leave the other addresses blank. If you leave the other addresses blank, the
Order Address will be used for claims, payments and returns. Also, if you leave the vendor
name blank in these screens, the vendor name from the Vendor Information screen will be
filled in here.
Click here for information about EDI vendors and the EDI Address.
Sub-library
Click the Sub-library button to assign one or more sub-libraries to the ILL supplier. When
you click this button, the following screen is displayed:
The list on the right side of the screen shows all available sub-libraries. The list on the left
shows the sub-library(ies) that have been assigned to the ILL supplier.
To assign a sub-library to an ILL supplier, go to the right-hand list, highlight the desired
sub-library and click the left arrow. The library will move to the left-hand list. To
highlight more than one library at a time, hold down the Ctrl key while clicking on each
desired library. In order to highlight a continuous range of libraries, highlight the first
library in the range, then hold down the Shift key and highlight the last library in the
range.
To remove a library from an ILL supplier, go the left-hand list, select the unwanted
library(ies), then click the right arrow. The library(ies) will move to the right-hand list.
If you do not select any sub-library, ILL requests for all sub-libraries can be assigned for
this ILL supplier.
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2.2 ILL SUPPLIER INFORMATION FORM
The Supplier Information form enables you to register administrative information about a
supplier. The Supplier Form has two parts, accessible by clicking on the tab for each part.
When you are finished filling both parts, click Update.
2.2.1 General Information Tab
When the user clicks on the General Information tab, the following screen is displayed:
Open Date
This is the date the record was opened. It is filled in automatically by the system.
Update Date
This is the date the record was updated. It is filled in automatically by the system.
Supplier Code
Mandatory. The supplier code is the unique code by which the system identifies the
supplier. You may enter up to 20 alphanumeric characters.
Supplier EDI Code
Not relevant for ILL.
Supplier EDI Type
Not relevant for ILL.
Additional Code
If you wish to assign a supplementary supplier code, enter it here.
Supplier Name
Mandatory. This is the name as it will appear on the List of Suppliers. You may enter up
to 150 characters.
Contact
Optional. You may enter the name of the person to contact at the Supplier. You may enter
up to 50 characters.
Supplier Status
Optional. You may enter a 2-character code defined by your library for reporting and
filtering purposes.
Country
Enter the country of the supplier.
Supplier Language
Mandatory. This states the language of correspondence with the supplier. You may, for
example, wish to send ILL requests to a supplier in Spanish.
Material Type
This field is optional. You may wish to describe the type of material you usually order
from this supplier. You may enter up to 20 characters.
Note
You may enter a note up to 100 characters in length.
2.2.2 Account Tab
When the user clicks on the Account tab, the following screen is displayed:
Account no. (M)
Optional. This field is mainly used for acquisition purposes. This is your account number
for monographs, as registered by the supplier.
Account no. (S)
Optional. This field is mainly used for acquisition purposes. This is your account number
for serials, as registered by the supplier.
Supplier's Bank Acct
Optional. This field is mainly used for acquisition purposes. You may wish to enter the
bank name and account number used by the Supplier.
Currency 1-4
These are the currencies used by the supplier and up to four may be entered. The first
currency is automatically entered as the default currency for any new requests that you
create for this supplier. The system will not allow you to specify a currency on the request
to the supplier that is not included here. Please note that British Library vouchers (VOU)
are regarded as a currency type.
Terms sign
Not relevant for ILL.
Terms percent
Not relevant for ILL.
Arrival delay
When an order is placed with a supplier, the figure entered into this field is added on to the
date the request was created to determine the date by which the material should arrive at
the library (the 'expected arrival date').
Return delay
When an item is received from this supplier, he will generally specify a date by which the
item must be returned to the supplier (the "expected return date"). This date is manually
entered in the Material Arrival Form, but you may wish to make sure the borrower returns
the item to the library a few days before this date, to allow time for despatch to the
supplier. The number of days you wish to allow for processing may be entered here. If you
leave this value set at zero, ALEPH will use a system-wide default value instead.
For the System Librarian:
The value is defined in pc_server_defaults in the line:
setenv ill_return_for_user
Order Delivery
Mandatory. The value entered here is used as the default value in the "Send Request by"
field for new requests to this supplier.
Typical values are:
❍ LE Single letter
❍ LI List format
❍ CH Chain letter
❍ BL British Library (ART) format
❍ DAN Danish format
Letter Format
This is the ILL request slip that will be generated for the supplier, unless otherwise
defined in the ILL Request to Supplier Form. This slip will be generated when you send a
request to a supplier.
Letter Send Method
You may choose to print the ILL request slip and send it by conventional mail, or you may
send the slip by email. Note that in order to send the slip by email, the Letter Format
chosen above must be for a template that contains the "#EMAIL" command; the email
address must be given in the Supplier Addresses screen; and the correct definition must be
set in the print.ini file by the System Librarian.
List Format
This is the format that the system will use to generate a list of requests for a ILL supplier
when you use the function in the Services module called "List of Requests for Supplier."
List Send Method
You may choose to print the ILL request list and send it by conventional mail, or you may
send the list by email. Note that in order to send the list by email, the List Format chosen
above must be for a template that contains the "#EMAIL" command; the email address
must be given in the Vendor Addresses screen; and the correct definition must be set in the
print.ini file by the System Librarian.
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2.3 The Vendor List Filtered by Form
When the user creates a new ILL Outgoing Request, he is asked to enter a supplier code.
He may click the arrow next to the "Supplier Code" field and select a supplier from a list.
To ease the search of the required supplier code, he may filter the supplier list. This is
called the "Vendor List Filtered by" form and is reproduced below:
This form is similar to the Vendor List we have already seen, but with some fields omitted
and the inclusion of the following button:
Filter by
Clicking on the 'Filter by' button allows you to restrict the contents of the 'Vendor List
Filtered by' form to suppliers linked to a specific sub-library, using a specific currency, or
having a specific library-defined status:
Any filter that you set in this window will remain active in the 'Vendor List Filtered by'
form until it is cleared (by clicking on the 'Clear filter' button shown above).
The screen capture below shows the 'Vendor List Filtered by' form filtered by Sub-library
and Currency:
Please note that if a supplier has no sub-libraries linked to it, it is regarded as being linked
to all sub-libraries, and will therefore not be filtered out of the list.
Also, it should be noted that the 'status' filter is case-sensitive.
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Go to next section (Placing an ILL Request)
3.0 PLACING AN ILL OUTGOING REQUEST
3.1 ILL LIMIT CHECKS:
Requests can be placed via the Web OPAC or via the ILL client. If placed via the WWW OPAC, the system will
check to ensure that the patron has not exceeded his/her ILL limits. When placed via the GUI ILL client, these
checks are not carried out.
ILL limits are set in the borrower's global record via the Circulation client.The two relevant fields are ILL total
limit and ILL active limit.
3.1.1 ILL Total Limit:
The ILL total limit specifies the maximum number of ILLs that a borrower may request. There is no time limit
on this figure, so if the limit is set to 15, the borrower will be prevented from requesting further items once the
15th ILL request is made.
Enhanced functionality is planned for this field, whereby the total limit will be valid between predefined dates.
A field in the WWW OPAC user information screen shows the total number of ILLs that a borrower has
requested. Clicking on the hyperlink gives information relating to each ILL.
3.1.2 ILL Active Limit:
The ILL active limit specifies the number of ILL requests that may be active at any one time. Setting the value
to 9999 effectively suppresses this function.
If you wish to create several supplier requests for a single user request, but place them on hold for later
despatch, it is important to change the status to 'PND - Pending'. Otherwise, the ILL active limit for the
borrower will be inaccurate.
A field in the WWW OPAC user information shows the active number of ILLs that a borrower has requested.
Clicking on the hyperlink gives information relating to each ILL.
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3.2 METHODS OF PLACING THE REQUEST
3.2.1 Requesting via the WWW OPAC (1)
A request may be placed using one of the following OPAC forms (these may be found under the 'ILL menu'):
❍ Book/Thesis
❍ Journal/Article
❍ Conference
❍ Report
If you have not already signed in, you will be asked to enter your login ID and barcode.
On completion of the form, click 'Submit order' and the system will respond with a message saying that your
ILL has been registered.
3.2.2 Requesting via the WWW OPAC (2)
It is possible to search a database via the WWW OPAC, display a record in full, then click on the hyperlink
labelled 'Create an ILL request' to order the item. Typically, you will be searching remote ALEPH or Z39.50
compliant databases using one of the two search mechanisms ("Browse" or "Search").
The system will determine the format of the returned item and display the appropriate WWW ILL form from the
following list:
❍ Book/Thesis
❍ Journal/Article
❍ Conference
❍ Report
The bibliographic information will, of course, have been completed for you already.
On completion, click 'Submit order' to place the request and the form will disappear returning you to the full
display screen.
3.2.3 Requesting via the ILL Client
A new request may be created in the ILL client (usually by the librarian rather than the user) by selecting the
application menu option "Out ILL"|"Create new Outgoing request and record":
or by clicking on the
toolbar icon.
A window will be displayed consisting of 4 tabs that correspond to the ILL order forms listed for the WWW
OPAC:
❍ Book/Thesis
❍ Journal/Article
❍ Conference
❍ Report
These are illustrated below:
The following screen capture shows a completed form for a book:
On completion of the form, click 'Send' to display the Patron Information tab for the request:
Please note that there is no field in which you can enter the following information in the GUI ILL creation form,
so it has to be entered in the Patron Information form by clicking on the button labelled 'Add Info':
❍ Last interest date
❍ Media type
❍ Pickup library
❍
❍
❍
Willing to pay fee
Rush
Proxy
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3.3 GENERAL INFORMATION
Regardless of the method used to create the ILL request, a bibliographic record will be created in US MARC
format and stored in the ILL library (typically 'USM20' or 'XXX20').
The following bibliographic fields are available for USM20 library:
Book/Thesis
BIB format (ALEPH tag)
592a
Journal/Article Conference
592a
592a
592a
ISSc
(ALEPH tag)
Report number
Author
Report
1001 a
1001 a
ISSy
(ALEPH tag)
Year
Volume
ISSv
(ALEPH tag)
ISSv
(ALEPH tag)
Issue
ISSi
(ALEPH tag)
ISSi
(ALEPH tag)
2451 a
2451 a
2451 a
Title
2451 a
Edition
250a
Place of publication
260a
260a
260a
Publisher
260b
260b
260b
Date of publication
260c
ISSy
(ALEPH tag)
260c
260c
ISBN/ISSN
020a
022a
020a
Series
Source of reference
440 0a
590a
590a
590a
Author of part
70012a
70012a
7001a
Title of part
74002a
74002a
ISSp
(ALEPH tag)
ISSp
ISSp
(ALEPH tag)
ISSp
591a
591a
591a
591a
Pages to photocopy
Note
590a
440 0a
The following bibliographic fields are available for UNI20 library:
Book/Thesis
BIB format (ALEPH tag)
992a
Journal/Article Conference
992a
700 1a
701a
Year
Volume
992a
ISSc
(ALEPH tag)
Report number
Author
992a
Report
ISSv
(ALEPH tag)
700 1a
Issue
Title
2001 a
ISSi
(ALEPH tag)
ISSi
(ALEPH tag)
2001 a
2001 a
2001 a
Edition
205a
Place of publication
210a
210a
210a
Publisher
210c
210c
210c
Date of publication
210d
ISSy
(ALEPH tag)
210d
210d
ISBN/ISSN
010a
011a
010a
Series
Source of reference
225 2a
990a
225 2a
990a
990a
517a
517a
990a
Author of part
Title of part
Pages to photocopy
Note
ISSp
(ALEPH tag)
ISSp
(ALEPH tag)
991a
991a
ISSp
ISSp
(ALEPH tag) (ALEPH tag)
991a
991a
The Patron Information fields are:
Book/Thesis
Journal/Article
Conference
Report
Willing to pay
Pickup/delivery location
Last date of interest
Preferred language
Preferred media
Rush
GUI only
GUI only
GUI only
GUI only
Proxy
GUI only
GUI only
GUI only
GUI only
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Go to next section (Processing an ILL Request)
4.0 PROCESSING AN ILL OUTGOING REQUEST
The request is processed through a window consisting of three tabbed pages. These pages are:
❍ The Patron Information tab
❍ The Request to Supplier tab
❍ The Bib Info tab
4.0.1 Patron Information Tab
As its name implies, the Patron Information tab displays information relating to the borrower requesting the item. This
information includes:
❍ Contact information
❍ The bibliographic number in the ILL database for the catalogue record to which the request refers.
❍ ILL library
❍ Home library
❍ Total ILL limit
❍ Active ILL limit
❍ Borrower notes
❍ Rush
❍ Willing to pay
❍ Proxy ID
❍ Preferred media
❍ Pickup library
❍ Patron note
The form can be tailored locally to show the required information, and can also display headings in different colours and fonts
etc. for increased readability.
As well as being used to display information related to the requesting borrower, the form can also be used to send letters to the
borrower (by clicking on the button labelled 'Letter'):
If you add a note to this form (such as 'Please tell us where you found the reference to this material', it will be printed on the
letter. The production of this letter is also recorded in the ILL Request Log for information (see the section entitled 'The ILL
Request Log').
You can modify the borrower information by clicking on the button labelled 'Add Info':
This tabbed page also includes a button labelled 'Cancel Req'. This button is discussed in more detail in the section entitled
'Cancelling requests'.
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4.0.2 Bib Info Tab
The Bib Info tab is used to display data from the bibliographic record that was created in the XXX20 database via the WWW
OPAC or the ILL client.
There are three buttons present, specific to this form:
Nav Map
This button, when pressed, displays the standard Navigation Window allowing you to push the record into other clients. You
may, for example, wish to push it into the Cataloging client in order to add more detail. You may, however, prefer to use the
button labelled 'Catalog', which is described below.
Locate
The 'Locate' button enables you to select a database from a list and search that database for a record that matches the one you
have created. It works in a similar way to the 'Locate' button in the Cataloguing client, and allows you to find the record in remote
ALEPH or other Z39.50 compliant databases and use the returned record to enhance your own catalogue record. The search can
be made for one or more databases (use the "shift" and/or '"ctrl" keyboard buttons to select more than one database from the list.)
Catalog
Clicking on this button pushes the bibliographic record directly into the Cataloguing client, enabling changes to be made to the
XXX20 MARC record. It is functionally equivalent to displaying the Navigation Window and clicking on the button labelled
'Catalog Bib.':
Refresh
If you have altered the bibliographic record for this request by pushing it into the Cataloguing client via the 'Catalog' button or the
Navigation Window, you can redisplay the bibliographic data by clicking on this button.
4.0.3 Requests to Suppliers Tab
This tab displays information relating to the suppliers from which the item has been requested. It is also used to make those
requests and process them. The form can be tailored locally to show the required information, and can also display headings in
different colours and fonts etc. (as in the screenshot above) for increased readability.
Update
Clicking on this button displays the 'Ill Record Information' form for the currently highlighted supplier request (Z41) record.
Modifications can be made here, if required. See the section entitled 'T
Add
To create a new supplier request (Z41) record, click on this button. See the section entitled 'The ILL Record Information form'.
Send
Clicking on this button causes the supplier request to be printed, emailed or queued for despatch. This is dealt with in more detail
in the section entitled 'Sending the supplier request'.
Reply
When a reply is received from a supplier, the fact can be logged by clicking on this button to display the 'Reply Type' form. This
is dealt with in more detail in the section entitled 'Replies from the supplier'.
Arrival
On receipt of the material from a supplier, the arrival should be registered by clicking on this button. This is dealt with in more
detail in the section entitled 'Registering arrival'.
Return
When an item has been lent to a borrower, it can be returned to the library by clicking on this button. This is dealt with in more
detail in the section entitled 'Returning the loan by the borrower'.
Cancel Letter
To cancel a request from an individual supplier, click on this button. This is dealt with in more detail in the section entitled
'Cancelling requests'.
Supplier
Supplier details can be seen by highlighting the appropriate supplier request and clicking on this button:
Letter
To send a letter to a supplier, click on this button. This is dealt with in more detail in the section entitled 'Sending letters to
suppliers'.
Log
Clicking on this button displays the Log form. This is dealt with in more detail in the section entitled 'The ILL Request Log'.
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4.1 IDENTIFYING NEW REQUESTS
The ILL Outgoing Requests Index can be used to identify requests that have not yet been processed. This index is activated by
selecting the menu option 'Out ILL/Outgoing Requests Index':
or by clicking on the
toolbar icon to display the following form:
Requests for which no supplier has yet been allocated (i.e. 'unprocessed' requests) are identified as having the status 'NON'.
Therefore 'NON' may be placed in the 'Status' field of the form to list all of these requests. If required, the list may also be filtered
by sub-library (e.g. 'USMA1'), which equates to the ILL Library of the borrower (as specified in the borrower's global record).
Please note, that selecting the correct index in this form is vital when looking at unprocessed requests. At this stage, the requests
have no status date; therefore, choosing the 'SDATE' index will yield an empty list. Likewise, the 'SUPP' or 'VOUCH' index
should not be used:
A Web services routine can also be run regularly to report on all unprocessed requests. This is described in the section entitled
'Print report of new requests (p_ill_01)' of the 'Web Services (ILL)' document.
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4.2 CREATING THE SUPPLIER REQUEST
The ILL Record Information form
The ILL Record information form is used to create new supplier requests (Z41 records) and modify existing ones by clicking on
the 'Add' and 'Modify' buttons respectively on the Requests To Supplier The form is divided into two tabbed pages: "Supplier"
and "Prices and Dates".
4.2.1 Supplier Tab
Supplier Code
Mandatory. A supplier code may be entered directly into this field, or may be selected from the Vendor List. This list is identical
to that found in the Acquisitions client and indeed uses the same Oracle table to record the supplier. However, only ILL suppliers
will be listed here.
Supplier Name
Read-only field. When a supplier code has been entered, the system will insert the vendor's name automatically.
Status
The following statuses are available for selection:
NEW
New. This is the default value when a new supplier request is created.
PND
Pending. Use this status for supplier requests that you wish to temporarily place on hold. Perhaps you will be creating the
requests for a number of suppliers at the same time, but sending the requests one by one (after receiving a reply). By
changing the status from 'NEW' to 'PND' you will be able to differentiate between unprocessed requests and requests that
you have on hold. Please also remember that the borrower's active limit is based on the number of supplier requests that do
not have the status 'PND', 'CA, or 'CLS'. If you do not change the status from 'NEW' to 'PND' for 'held' requests, the
borrower's active number will be incorrect.
CHL
Chain letter forwarded. This status means that the supplier has been added to a chain letter, but was not the first supplier in
the list.
SV
Sent to supplier.
RSV
Ready to send to supplier.
RL
Request loaned.
NA
Not available.
WA
Waiting.
WPR
Waiting for patron reply.
WSV
Waiting to send to vendor.
CLM
Claimed.
CA
Cancelled.
LC
Library cancelled.
CLS
Closed.
RT
Request has been returned.
Generally, these statuses will be handled for you automatically by the system, but you will, on occasions, need to adjust
them manually (perhaps changing status 'NEW' to 'PND').
Send Request By
This field records the method by which you wish to send the request to the supplier. By default, the system will insert the default
type entered in the supplier record.
LE
Single letter. Selecting this option will result in a letter being produced that contains only the one request. You can opt to
send this letter via print or email by filling in the field labelled 'Send method'. You may also select the format of the letter
(from up to 99 library-defined templates per interface language) by filling in the 'Letter type' field. This is dealt with in
more detail in the section entitled 'LE - Single letter'.
CH
Chain letter. Selecting this option results in a letter being printed that lists all of the libraries that you wish to be involved in
supplying the item. The list is sent to the first library, and if the item is unavailable it is sent to the next library in the list,
until somebody is able to satisfy the request. This is dealt with in more detail in the section entitled 'CH - Chain letter'.
DN
Danish format.
BL
British Library format. Choosing this results in an ARTtel format message being created. This is dealt with in more detail
in the section entitled 'BL - British Library format'. If this option is chosen, the 'Send method' and 'Letter type' fields
disappear.
Send method
This field is only displayed if 'BL' format is not chosen as the Request Delivery Type. You can opt to send the letter by 'Email' or
'Print'. This is dealt with in more detail in the section entitled 'Sending the supplier request'.
Letter type
This field is only displayed if 'BL' format is not chosen as the Request Delivery Type. You can select the format of the letter from
up to 99 library-defined templates per interface language.
Requested Media
Mandatory. The Media type that is quoted in this field is the requested media format which will be displayed on the request slip
to the supplier. The requested media type is usually completed automatically by the system from the contents of one of the
following sources:
❍
❍
The "Preferred Media" field in the WWW ILL forms if the request was placed via the WWW OPAC.
The "Media Type" field from the form displayed when clicking on the "Add Info" button of the Patron Information tab
(this is necessary when creating the ILL from the GUI ILL client).
In case the Media type field is left empty, use the drop-down menu to select the desired media type.
Supplier Media
This field is used to specify the media that the librarian actually wishes to request from the supplier. By default, the field will be
filled with the same value as the 'Requested Media' but can be overwritten if necessary.
Location
Optional. The shelving description can be used to specify the shelf location at the ILL supplier, but may be left empty. Please
note that at present, it is not possible to insert this information automatically by pressing the 'Locate' button in the 'Bib info' tab.
Customer ID
Mandatory for requests to the British Library. This field is used to determine from whose stock of BL vouchers the request is
debited (if vouchers are used as the currency) or the deposit/billing account against which the request should be invoiced.
When requests are transmitted via ARTTel2 (not yet available) or ARTEmail, the customer ID is used (along with a password) to
log the request against the appropriate account. Please see the sections entitled 'Vouchers' and 'Deposit and billing accounts' for
more information on Customer ID records, etc.
Reference Number
This can be used to record a reference number that was given to you by the supplier for this specific request.
Tip: PICA users may wish to enter the number that was assigned to this request by PICA when the request is placed on-line.
User Agreement
If you place 'Y - Yes' in this field, the borrower is required to sign a copyright declaration form in order to request this item. If the
field is left blank when the record is saved, the system will insert a default value of 'Y - Yes' or 'N - No', depending on a
combination of supplier and supplier media. See the section entitled 'Blocking the despatch of a request' for more information.
Copyright Block
If you place 'Y - Yes' in this field, the request cannot be sent to the supplier if a copyright declaration form is required (see the
field 'User Agreement') and it has not been signed by the borrower (see the field 'Copyright Signed'). If the field is left blank
when the record is saved, the system will insert a default value of 'Y - Yes' or 'N - No', depending on a combination of supplier
and supplier media. See the section entitled 'Blocking the despatch of a request' for more information.
Copyright Signed
If a Copyright Declaration form has been signed, 'Y - Yes' can be placed in this field. This field is used in combination with the
'User agreement' and 'Copyright blocked' fields to determine whether the request can be despatched to the supplier. See the
section entitled 'Blocking the despatch of a request' for more information.
Cataloger
Read-only field. The login name of the current staff user is automatically inserted for statistical/auditing purposes.
Circulation Note
Optional. This note appears when the item is loaned to the borrower or returned to the circulation desk. Normally, this field will
be left empty when placing the request. Often, it is not until you actually receive the item from the supplier that you know a note
needs to be attached (such as 'Ensure map is returned with item'). For this purpose, the 'Arrival form' includes a field in which
you may enter the circulation note. For more information, see the section entitled 'Returning the loan by the borrower'.
Note to Supplier
You can type in a note to the supplier of up to 120 characters. This note is then displayed in BLDSC format templates.
4.2.2 Prices and Dates Tab
Open Date
Read-only field. Records the date that this supplier request record was first created.
Status Date
Read-only field. Records the date that the status of this supplier request record was last changed.
Expected Arrival Date
The date that you expect to receive the item from the supplier. If left blank when you click 'Update', the system will calculate the
date based on the date the request to the supplier was created plus the number of days set in the 'Arrival delay' field of the
supplier record. When the request is actually printed, this field will be automatically updated to match the date the request was
printed (or sent) plus the number of days set in the 'Arrival delay' field of the supplier record. This field can be used for future
claiming.
Arrival Date
Read-only field. Records the date that the item was received by the library from the supplier and is automatically inserted by the
system when the 'Arrive' button is clicked and the subsequent forms completed. It is normally left blank when placing the request
with the supplier.
Expected Return Date
The expected return date is the date by which the supplier states it must receive back the item it loaned. It is normally left blank
when placing the request with the supplier.
Return Date
Read-only field. This records the date that the item was returned to the library by the borrower and is automatically inserted by
the system. It is normally left blank when placing the request with the supplier.
Currency
The currency in which the supplier will be 'paid' for its service. British Library vouchers are regarded as a currency type.
Price
The cost (in the supplier's currency) of the supplier providing its service. Alternatively this may be the number of vouchers
required for the request (only 'whole' numbers are allowed for vouchers e.g. 1.00).
Local Price
The cost (in the local currency) of the supplier providing its service. Alternatively this may be the number of vouchers required
for the request. The system will calculate this figure based on the 'Currency' and 'Price' fields and apply the current exchange rate.
Budget
The budget against which the request should be debited. At present this field is non-functional, but may be used for reporting
purposes.
Patron currency
The currency in which the borrower will be charged by the library for processing the request.
Patron Price
The charge (in the patron's currency) for the library processing the borrower's request.
Patron Local Price
The charge (in the local currency) for the library processing the borrower's request. The system will calculate this figure based on
the 'Patron currency' and 'Patron price' fields and apply the current exchange rate.
Copyright Currency
The currency in which the copyright fee portion of the request should be charged.
Copyright Compliant
This field is to be used by libraries in the USA.
Copyright Price
The charge (in the copyright currency) for the copyright fee portion of the borrower's request.
Copyright Local Price
The charge (in the local currency) for the copyright fee portion of the borrower's request. The system will calculate this figure
based on the 'Copyright currency' and 'Copyright price' fields and apply the current exchange rate.
Copyright Budget
The budget against which the copyright fee portion of request should be debited. At present this field is non-functional, but may
be used for reporting purposes.
Up to 9 different suppliers may be asked to satisfy the user request, but please note that it is not possible to add a supplier to the
list that is already present. If you try to exceed this limit, an error message is displayed.
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4.3 SENDING THE SUPPLIER REQUEST
When a supplier request has been created, it generally has the default status of 'NEW' (or it may have been given the status 'PND
- Pending' by the librarian if it is to be held back for a while). In order to despatch the request to the supplier it is necessary to
highlight the appropriate entry in the Requests To Supplier tab and click on the button labelled 'Send'. The outcome of clicking
this button depends on the request delivery type (the 'Send Request By' field):
BL - British Library format
If the 'Send Request By' is 'BL - British Library format', the request will be queued for despatch via the Web Services module and
the status will be automatically changed to 'RSV - Ready to send to vendor'. When a Web Services function is run, the request
will be collated with other requests specifying format 'BL' and the status 'RSV' and prepared for sending via ARTEmail. The
status will not change to 'SV - Sent to vendor' until the Web Services option has been run. See the section entitled 'Send requests
to the British Library (p_ill_05)' in the 'Web Services (ILL)' document for further information on despatching British Library
requests in ART format.
When you click on the 'Send' button, a form similar to the following is displayed. This allows you to select the relevant BL
Message Keyword Codes (which appear on the TX line of the ART transmission). You may select multiple keywords by
selecting the first keyword and then pressing and holding down the key while you select other relevant keywords. Once selected,
click on the button labelled with an upwards- pointing arrow to insert the codes in the 'Keywords 1' field. Codes can be inserted
in the 'Keywords 2' field by clicking on the button labelled with the downwards-pointing arrow.
In the example below, two keywords have been chosen:
Codes in the 'Keywords 1' field are placed on the TX line of the ART transmission. Codes in the 'Keywords 2' field are placed on
a new line immediately below the TX line.
Important note: In order to be able to use Message Keyword Codes for ARTEmail requests, the supplier code 'BL' must be
selected. Therefore, the supplier record on your system for the British Library must have the supplier code 'BL'.
When you send a BL format request, the system needs to know which customer ID record will be used during transmission (via
the p_ill_05 WWW Services option). It determines this by looking at the customer ID field in the ILL request to the supplier and
the ILL library specified in the global user information record of the patron placing the request. If there is no customer ID record
for the patron's ILL library, the system will report an error, stating that the 'Customer does not exist for this sublibrary'.
LE - Single letter
If the 'Request delivery type' is 'LE - Single letter', the request will immediately be sent via Email or a hardcopy will be printed
out depending on the contents of the 'Send method' field. However, if the supplier address record does not contain an email
address, or the '## - EMAIL_ADDRESS $00100' line is not present in the template being used for the request, a printout will be
generated, regardless of the 'Send method'.
After the Email has been sent or the printout generated, the status of the supplier is automatically changed to 'SV - Sent to
vendor'.
CH - Chain letter
If the 'Request delivery type' is 'CH - Chain letter', the request will be immediately sent via Email or a hardcopy will be printed
out depending on the contents of the 'Send method' field. However, if the supplier address record does not contain an email
address, or the
'## - EMAIL_ADDRESS $00100' line is not present in the template being used for the request, a printout will be generated,
regardless of the 'Send method'.
Only those requests with the status 'NEW' or 'PND' and the format 'CH' are included in the chain letter. The status of the
highlighted request changes automatically to 'SV - Sent to vendor' and the status of all other requests included in the letter are
changed to 'CHL - Chain letter forwarded'.
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4.4 BLOCKING THE DESPATCH OF A REQUEST
If you try to send a supplier request for which copyright agreement is mandatory, but has not yet been declared, the following
message will be displayed, preventing despatch:
The table below shows all possible permutations of the User agreement/Copyright block/Copyright signed fields, and indicates
whether or not the despatch is allowed:
User agreement
Copyright block
Copyright signed
Can request
be sent?
Yes
Yes
Yes
Yes
Yes
Yes
No
No
Yes
No
Yes
Yes
Yes
No
No
Yes
No
Yes
Yes
Yes
No
Yes
No
Yes
No
No
Yes
Yes
No
No
No
Yes
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4.5 REPLIES FROM THE SUPPLIER
After a request has been despatched, you may receive communication back from the supplier asking for further information or
requesting that you re-apply at a later date. The response is logged by highlighting the supplier request and clicking on the button
labelled 'Reply' on the Requests To Suppliers tab and selecting the appropriate entry from the following form:
Re-apply
If you select the 'Re-apply' response, you will be prompted for the date from which you wish to re-apply:
The status will then change automatically to 'WSV - Waiting to send to vendor' and a letter will be automatically sent to the
borrower informing him of the delay.
More Information Needed
If you choose the option 'More information needed', the following form is presented:
In this form you may enter a note to be included on the letter that is automatically despatched to the borrower. The status will
change automatically to 'WPR - Waiting for patron reply'.
Recall
If the supplier recalls a supplied item, the 'Recall' option can be chosen from the Reply Types form.
If you try to recall an item that is not currently on loan, the following message will be displayed:
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4.6 SENDING LETTERS TO SUPPLIERS
Letters may be sent to suppliers by highlighting the entry in the Requests To Suppliers tab and clicking on the button labelled
'Letter':
When you have selected the appropriate letter format and entered a note to be inserted into it, you may choose a new status for the
request.
If you are sending a letter to the supplier because you have received further information from the borrower, you may wish to go
to the Bib Info tab first and edit the catalogue record. These changes will then be included in the letter that is sent to the supplier.
In this situation you will typically change the status to 'SV- Sent to vendor'.
The production of this letter is also recorded in the ILL Request Log for information (see section 4.11 The ILL Request Log ).
It is also possible to send a cancellation letter via this function (changing the status to 'CA - Cancelled'), although you may prefer
to use the 'Cancel letter' button on the Requests To Suppliers tab (see section 4.7 Cancelling Requests ).
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4.7 CANCELLING REQUESTS
From the Requests to Supplier Tab
Requests are cancelled by selecting the relevant entry in the Requests To Suppliers tab and clicking on the button labelled 'Cancel
letter'. This results in an automatic status change to 'LC - Library Cancelled' and a letter being sent to the supplier cancelling the
request.
If necessary, a letter may then be manually sent to the borrower informing him of the cancellation by clicking on the 'Letter'
button on the Patron Information tab.
From the Patron Information Tab
It is also possible to cancel requests by clicking on the button labelled 'Cancel Req' on the Patron Information tab. This results in
a cancellation notice being sent to each supplier that has been sent a request (at the same time changing the request status to 'CA Cancelled') and a notice being sent to the borrower.
This button can only be used if the statuses of the requests are in the following set:
NEW, CA, PND, SV, RSV
If even one of the statuses falls outside of this set, an error message will be displayed disallowing cancellation. Cancellation
results in the following:
Status
Status change to
Letter sent to
NEW
LC
Patron
CA
LC
Patron
PND
LC
Patron
SV
LC
Supplier and patron
RSV
LC
Patron
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4.8 REGISTERING ARRIVAL
On receipt of material from a supplier, the appropriate entry is highlighted in the Requests To Suppliers tab and the button
labelled 'Arrival' clicked. The following form will be displayed:
In the Media Type field, you may select the media types matching the material that the supplier has sent you.
4.8.1 "Loan" Media Types
If a 'Loan' media type has been chosen (identified by having the prefix 'L-'), a form similar to the following is displayed:
Supplier Code
Read only field.
Supplier Name
Read only field.
Media Arrived
Read only field. This is carried across from the Media form.
Item Barcode
This is used to record the barcode that will be used during circulation. If the field is left empty, one will be automatically
generated for you based on the system and sequence number of the request (e.g.3697-1).
Item Status
You may choose an item status to assign to this ILL material. The loan period and the ability to renew the item etc. are based on
this field.
Date Received
The date the item arrived from the supplier. By default this will be today's date.
Exp. Return Date
Mandatory. This is the date by which the supplier requires the material back (not the date by which the borrower must return the
material to the library). If the field is left empty, the following error is displayed:
Supplier Currency
The currency used by the supplier to charge for the provision of the material.
Supplier Cost
The amount charged by the supplier for providing the material.
Supplier Cost - Local
The local cost (after exchange rates have been applied to the cost) for provision of the material by the supplier. This value
overwrites the estimated cost of the request that was entered in the 'Currency', 'Price' and 'Local price' fields of the original
request form.
Patron Price - Local
The amount the patron will be charged for this request.
Circulation Note
Optional. A circulation note may be attached to the material, if required (perhaps a map or chart is included with the item). When
the item is issued or discharged through the Circulation client, this note will be displayed in a dialog box which has to be 'okayed'
before staff can continue. Please note that all ILL material is automatically given the circulation note 'ILL material', which will
appear even if this field is left blank. However, if you enter the note 'Map included', for example, the circulation note 'ILL
Material - Map included' will be displayed.
Note to Patron
The text typed into this field may be inserted into the notification sent to the borrower telling him/her that the item is awaiting
collection. This field may be used to specify that the item is only available for use inside the library, for example.
When 'OK' is clicked, the following actions are performed:
❍ The status of the supplier request is changed to 'RL - Request loaned'.
❍ Depending on the table setup, the material that has arrived can be:
■ Automatically loaned to the patron or to the pickup sub-library or to the ILL sub-library.
■ Not loaned until the patron applies to the Circulation desk and performs a loan.
The 'Due date' in both cases (automatic or non-automatic loan) for this loan is based on the following formula:
If the 'Return delay' in the supplier record is not zero:
'Expected return date' minus 'Return delay' = 'Due date'.
If the 'Return delay' in the supplier record is zero:
'Expected return date' minus a system-wide default value = due date
❍
❍
❍
For the System Librarian: When calculating 'Due date' for ILL material, tab16 of the ADM library table will never be
consulted.
Tab37 determines whether or not an automatic loan will be performed and the 'Due date' is calculated as explained above.
All other supplier requests for this material with the status 'NEW' or 'PND' are changed to status 'CA'.
A letter is sent to the borrower informing him of the material's arrival.
A slip is printed for internal use, which may be attached to the material. It can then be placed on the hold shelf, awaiting
collection by the borrower.
Please remember to manually cancel all requests that have been sent to other suppliers. Only requests with status 'NEW' or 'PND'
will be automatically changed to 'CA'.
4.8.2 'Copy' Media Types
If a 'Copy' media type is chosen (identified by having the prefix 'C-'), a form similar to the following is displayed:
Many of the fields are the same as for loaned items, with the following additions:
User Agreement
Is the patron required to sign a copyright declaration form?
Copyright Signed
Has the patron signed a copyright declaration form?
Number of Pages
How many pages have been photocopied? (Used for charging purposes).
Page Size
What size is the photocopy (A4 etc)? (Used for charging purposes).
When 'OK' is clicked, the following tasks are performed:
❍ The status of the supplier request is changed to 'CLS - Closed'.
❍ All other supplier requests for this material with the status 'NEW' or 'PND' are changed to status 'CA'.
❍ A letter is sent to the borrower informing him/her of the material's arrival.
❍ A slip is printed for internal use, which may be attached to the material.
Please remember to manually cancel all requests that have been sent to other suppliers. Only requests with status 'NEW' or 'PND'
will be automatically changed to 'CA'.
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4.9 ISSUING MATERIAL TO THE BORROWER
ILL material is issued to borrowers via the standard Circulation client:, or automatically when material arrival is registered,
depending on library set up.
4.9.1 Circulation Client
1. The borrower receives printed or emailed notification from the library informing him that the material is awaiting
collection.
2. The borrower visits the library to collect the item.
3. A member of staff retrieves the item from the hold shelf.
4. The slip that was printed when the material arrived (and subsequently placed inside it) specifies the item's barcode, and this
is used to issue the item to the borrower.
5. A dialog box will inform the member of staff that the item is ILL material (in the form of a circulation note). If an
additional circulation note was assigned to the material, this will also be displayed; e.g. 'ILL Material - Map included'.
6. The system will calculate the due date for the loan based on the date that the supplier expects the material to be returned,
minus the number of days set in the supplier record (the Return Delay field).
If the Return Delay field in the supplier record is zero, the due date will equal the expected return date minus a
system-wide default value (set in the ill_return_for_user variable in pc_server_defaults).
Note: When ILL material has arrived, the system registers a loan according to the Hold Request configuration (setup of tab37 in
the Administrative library).
Click here to go to section 10.10 Hold Requests Configuration in the ILL System Librarian chapter.
Because the loan of ILL material is treated in the same way as other material, the item status may be used to determine whether
the item may be renewed by the borrower, whether overdue notices should be generated for the item (and if so, when), charges
for late return etc.
4.9.2 Automatic Loan set up
1. The due date is set based on the date that the supplier expects the material to be returned by, minus the number of days set
in the supplier record (the 'Return delay' field).
2. A slip is printed to accompany the material.
4.9.3 In Transit Set Up
1. The item is 'loaned' to the pickup library.
2. The item is loaned to the borrower using the Circulation client.
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4.10 RETURNING THE LOAN BY THE BORROWER
ILL material loaned to a borrower may be discharged in one of the following ways:
❍ Via the Requests To Suppliers tab
❍ Via the application menu
❍ Via the Circulation client
4.10.1 Via the Requests To Suppliers Tab
The material can be returned to the supplier by highlighting the relevant entry in the Request To Suppliers tab and clicking on the
button labelled 'Return'. This results in the following:
❍ The status automatically changing to 'RT - Returned'
❍ The material is no longer registered as being on loan to the borrower
❍ A compliments slip is printed for despatch with the item to the supplier.
❍ The date the item was returned to the supplier is registered
❍ The return is recorded in the ILL Requests Log.
A circulation note is not displayed in a dialogue box, but it can be seen in the Requests To Suppliers tab.
4.10.2 Via the Application Menu
A quicker method of returning items via the ILL client is to select the application menu option 'Out ILL/Return':
This avoids having to search for the user request and selecting the correct entry in the Requests To Suppliers tab, speeding up the
process. The following form will be presented, in which the item's barcode should be scanned or typed:
When the barcode is typed in and the <Enter> key is pressed, the lower window of this form will display the borrower and
supplier details:
At this stage, the material has not been recorded as having been returned, but the information given should be checked against the
physical item to ensure that the borrower has not accidentally mixed up the printed slips inside the material.
Clicking on 'Return' causes the following actions to occur:
❍ The status automatically changes to 'RT - Returned'
❍ The material is no longer registered as being on loan to the borrower
❍ A compliments slip is printed for despatch with the item to the supplier.
❍ The date the item was returned to the supplier is registered
❍ The return is recorded in the ILL Requests Log.
4.10.3 Via the Circulation client
The item can be returned in the normal way via the Circulation client. In this case the following will happen:
❍ The material is no longer registered as being on loan to the borrower
❍ A circulation note will be presented to the librarian (if no circulation note was added to the item, a note will still appear,
but only containing the text 'ILL Material').
However, in order to carry out the following:
❍ Change the status to 'RT - Returned'
❍ Print a compliments slip to the supplier
❍ Register the date the item was returned to the supplier
...it is necessary to return the item via the GUI ILL client, using either of the two methods listed above.
4.11 THE ILL REQUEST LOG
The system is capable of maintaining a log of all the status changes and letters that have been sent etc. against a request. This log
may be seen by clicking on the button labelled 'Log' on any of the 3 tabs ('Patron Information', ' Requests to Suppliers', 'Bib
Info'):
You can also use this form to manually log an entry.
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Go to next section (Vouchers)
5.0 VOUCHERS
BLDSC vouchers are regarded as a currency for ILL purposes and these have a
currency ratio of 1:1. Therefore, when vouchers are assigned to an ILL request, it
is merely a case of selecting the currency 'VOU' in the 'Estimated Price Section' of
the 'ILL Record Information' form and the number of vouchers in the 'price' field.
When the request is sent, voucher numbers are assigned to it from a pool of
vouchers.
5.1 VOUCHERS AS A CURRENCY
5.1.1 Defining Vouchers in the Currency File
In the Administration client, select the menu option 'Administration / Currencies'
to display the Currency List:
Click on the button labelled 'Add Curr.', and fill in the resulting form as follows:
When you click on 'OK', the currency will be added to the list. You now need to
specify the currency ratio. To do this, select the entry you just created and click on
the button labelled 'Add Ratio'. Fill in the resulting form as follows:
The date will have been filled in for you, so it is simply a case of setting the ratio
to '1'. When this has been done, click on 'OK'. The currency is now ready to be
used.
5.1.2 Enabling Vouchers in the Vendor
Record
To enable vouchers to be used for a particular supplier, it is necessary to set up the
voucher currency in the vendor record. This is done by adding the currency 'VOU'
to one of the four Currency fields, and is described in detail in the section entitled
'Defining a new supplier' in the 'ILL Client Part 1' document.
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5.2 HANDLING VOUCHERS
Voucher accounts and numbers are managed via the 'Vouchers List', and this is
accessed by selecting the menu option 'Options|Handle vouchers' in the ILL client:
This will display a form similar to the following:
5.2.1 Creating a Customer Account
To create a customer account to 'own' the vouchers, click on the button labelled
'New customer':
Customer ID
Mandatory. The ID supplied to the sub-library by the supplier.
Name
Contact name at the sub-library.
Sub library
Mandatory. The sub-library to which this customer ID record relates. Note that
multiple sub-libraries may use the same customer ID, but a customer ID record
needs to be created for each sub-library.
Email
When sending an ARTEmail request, this is the email address to which it will be
sent. This will generally be '[email protected]'.
Phone
The supplier's telephone number.
Supplier code
The code that you use to uniquely identify the supplier in the supplier record.
Password
This password will be used in an ARTEmail request sent to the supplier to
authenticate the customer ID.
It is possible for one customer ID to have multiple sub-library records attached to
it. For example, the Customer ID in the screen capture above could also have the
following record attached to it:
Both sub-libraries, however, would use the same pool of vouchers (or
billing/deposit account).
5.2.2 Modifying a Customer Account
To modify a customer account, select the relevant entry in the 'Customer ID' drop
down list in the Voucher List and click on the button labelled 'Upd customer'. If
you have multiple sub-libraries assigned to the same Customer ID, you will need
to select the sub-library from the drop down list:
5.2.3 Deleting a Customer Account
To delete a customer account, click on the button labelled 'Del customer', select the
relevant entries in the 'Customer ID' and 'Sub library' drop down lists in the Delete
Customer form and click 'Delete':
5.2.4 Adding Vouchers to an Account
Vouchers are added to a specific account by selecting the relevant entry in the
'Customer ID' drop down list in the Voucher List and clicking on the button
labelled 'Add'. The following example shows 16 voucher numbers being added to
the account '00078' (LK00090-LK00105). Please note that it is not necessary to
enter the leading zeros:
Most of the fields in the example are self-explanatory, with the exception of
'Source'. This field was intended to indicate that the voucher(s) were not received
directly from the supplier (perhaps they were supplied by another library in
exchange for a loan). However, because vouchers cannot be transferred to other
customers (voucher numbers need to be submitted to the BLDSC for
reimbursement), this field will seldom, if ever, be used.
When you click 'Add', the vouchers will be added to the Voucher List, as shown in
the example below:
5.2.5 Modifying Vouchers
You can manually assign a specific voucher to a specific request, if required, by
selecting the relevant voucher and clicking on the button labelled 'Modify'. The
following form will be presented, into which you may enter the system number of
the ILL request and its sequence number. The sequence number will be the same
as the position in which it is displayed in supplier code column of the Requests to
suppliers tab.
5.2.6 Deleting Vouchers from an Account
A range of vouchers can be deleted from the system by clicking on the button
labelled 'Delete'. Fill in the resulting form, as displayed in the example below:
5.2.7 Monitoring Voucher Usage
At present, the system provides no means for users to be notified automatically
when the number of vouchers available for use falls bellows a certain threshold
(warning the user that more vouchers need to be purchased).
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Go to next section (Deposit and Billing Accounts)
6.0 DEPOSIT AND BILLING
ACCOUNTS
When requests to suppliers are set against a deposit or billing account (perhaps at
the BLDSC), a customer ID and password needs to be submitted with the request.
This operates in much the same way as accounts using vouchers, except that
vouchers are not assigned to the customer ID record when it is created. See the
section entitled 'Creating a customer account' for detailed instructions on setting up
such a record.
In these circumstances 'VOU' will not be used as the unit of currency in the request
to the supplier (monetary currencies will be used instead).
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Go to next section (Ill Borrower)
7.0 ILL BORROWER (INCOMING
REQUEST)
The ILL Borrower refers to the institution that applies to your library, asking to
borrow or to photocopy material from your collection.
7.1 REGISTERING AN ILL BORROWER
The ILL borrower is registered in the system as one of the borrowers. To effect
this, go to the Circulation module and add the ILL borrower to your Borrower list.
The ILL borrower should be registered as an ALEPH global user.
For the System Librarian:
1. You may wish to set a special ILL borrower status with special privileges in
tab31 (borrower statuses) and tab16 (due dates, fines & limits). Both tab31
and tab16 are in the Administrative library.
2. The list of ILL borrowers that is displayed when clicking the pull-down list
of the 'Library ID' field in 'Incoming Request Form' can be displayed in two
alternative ways, depending on the following setup of ill.ini:
A) ill.ini setup:
[IncomingUsers]
GetAllILLUsers=N
The parameter 'N' retrieves only the list of libraries defined in the menu
ILL-IN-LIBRARY of the ADM table: pc_tab_exp_field.eng.(util L/2).
Whenever you add a new ILL Borrower (via Circ module), add its ID to
ILL-IN-LIBRARY.
B) ill.ini setup:
[IncomingUsers]
GetAllILLUsers=Y
The parameter 'Y' retrieves the full 'Borrower List', not only the ILL
borrower but the whole list of borrowers in your system.
If you choose this option, you do not have to maintain the
ILL-IN-LIBRARY menu of the ADM table: pc_tab_exp_field.eng.(util L/2).
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Go to next section (Incoming ILL Request)
8.0 INCOMING ILL REQUEST
An Incoming ILL Request is a request initiated by an outside institution and received by your library.
8.1 Locating the Requested Item
The first stage of registering an Incoming ILL Request is to locate the requested item in your Bibliographic
database. To do this, use the Find and the Scan options.
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8.2 Incoming ILL Requests for Admin Record
If you have successfully located the requested item in your Bibliographic database, the Incoming ILL Requests
for Admin Record window will be displayed.
The Incoming ILL Requests of Admin Record screen displays information relating to incoming requests for a
specific BiB record. It is also used to add new incoming requests and to modify and process existing requests.
The Bibliographic information (for read-only) is displayed in the upper part of the screen. On the left side of the
screen, a list is displayed of the ILL borrowers (Library ID) who initiate the requests.
The following buttons are available on this screen:
Nav. Map
To display the 'Navigation Window' for the selected administrative record click the Nav. Map button.
Modify
The Modify button displays the Incoming ILL Request form for the currently highlighted Library ID.
Modifications can be made to the form.
Add
To create a new Incoming Request record, click the Add button. The Incoming ILL Request form will be
displayed for you to f