The ALEPH 500 User Guide

The ALEPH 500 User Guide
USER DOCUMENTATION
The ALEPH 500 User Guide
 Ex Libris Ltd., 2004
Release 16.02
Last Update: October 14, 2004
Notice
The information herein is the property of Ex Libris and any misuse or abuse will
result in economic loss. DO NOT COPY UNLESS YOU HAVE BEEN GIVEN
SPECIFIC WRITTEN AUTHORIZATION FROM EX LIBRIS.
CONFIDENTIAL INFORMATION
This document is provided for limited and restricted purposes in accordance with a
binding contract with Ex Libris. The information herein includes trade secrets and
should all be considered confidential.
DISCLAIMER
THE INFORMATION IN THIS DOCUMENT WILL BE SUBJECT TO PERIODIC
CHANGE AND UPDATING. PLEASE CONFIRM THAT YOU HAVE THE MOST
CURRENT DOCUMENTATION. THERE ARE NO WARRANTIES OF ANY
KIND, EXPRESS OR IMPLIED, PROVIDED IN THIS DOCUMENTATION,
OTHER THAN THOSE EXPRESSLY AGREED UPON IN THE APPLICABLE EX
LIBRIS CONTRACT, ERRORS AND OMISSIONS EXCEPTED.
Copyright Ex Libris Limited. All rights reserved.
PDF document produced October 2004
Document version 1.1
Web address: http://www.exlibrisgroup.com
USER DOCUMENTATION
ALEPH 500 User Guide - General
 Ex Libris Ltd., 2004
Release 16.02
Last Update: July 21, 2004
Table of Contents
1
2
OVERVIEW ......................................................................................................... 5
1.1
Library Types ............................................................................................ 5
1.2
Library Naming Conventions.................................................................... 6
1.3
Numbering in ALEPH............................................................................... 6
1.4
ALEPH Modules ....................................................................................... 7
1.5
Items, Sublibrary, Collection, Location .................................................... 8
1.6
ALEPH and Unicode................................................................................. 8
USER ASSISTANCE........................................................................................... 9
2.1
2.2
ALEPH User Guide................................................................................... 9
Online Help ............................................................................................. 12
2.2.1
2.3
2.4
Web OPAC.............................................................................................. 17
The Ex Libris Documentation Center ..................................................... 19
2.4.1
3
Changing the Interface Language......................................................................... 17
Using the Ex Libris Documentation Center.......................................................... 20
USING AND CUSTOMIZING YOUR GUI.................................................... 22
3.1
Logging In ............................................................................................... 22
3.2
Looking at the ALEPH GUI.................................................................... 23
3.3
Main Tab Configuration.......................................................................... 27
3.4
Operations Bar......................................................................................... 28
3.4.1
3.4.2
3.4.3
3.5
Working Without a Mouse...................................................................... 32
3.5.1
3.6
3.7
Indicator icons ...................................................................................................... 28
Applications Icons ................................................................................................ 28
Setup Icons ........................................................................................................... 28
Customizing Shortcut Key Assignments .............................................................. 32
Configuring the F1 Key........................................................................... 35
The Visual Properties Window ............................................................... 35
3.7.1
Dialog Boxes and Visual Properties ..................................................................... 38
3.8
GUI Lists - Column Headings (PC_TAB_COL.LNG)........................... 40
3.9
Modifying Additional Text Fields........................................................... 42
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 2 of 90
3.10
Dates in the ALEPH GUI........................................................................ 43
3.10.1
3.10.2
3.10.3
3.10.4
3.11
Identifying Icons ..................................................................................... 46
3.12
Shortcut Icons.......................................................................................... 46
3.13
Switching between Applications............................................................. 46
3.14
Display of the "Link" Field in the Callout Bubble in GUI Lists............. 47
3.15
GUI Lists - Addition of Columns Missing from pc_tab_col.lng ............ 49
3.16
Expand Windows Invoked from Forms .................................................. 49
3.17
GUI Toolbars........................................................................................... 51
3.17.1
3.17.2
3.17.3
3.18
4
Date Format Setup ................................................................................................ 43
The Date Field ...................................................................................................... 44
Entering a Date ..................................................................................................... 44
Browsing Through Months and Years.................................................................. 45
Display Text ......................................................................................................... 51
Editing Toolbar Tooltips ...................................................................................... 52
Identifying Icons................................................................................................... 52
GUI Lists - Show/Hide Columns ............................................................ 52
TRIGGERS......................................................................................................... 54
4.1
General Triggers List .............................................................................. 54
4.2
Record Triggers List................................................................................ 55
5
SERVICES.......................................................................................................... 56
6
SYSTEM LIBRARIAN ..................................................................................... 59
6.1
Client Setup INI Files.............................................................................. 59
6.2
ALEPHCOM.INI Settings ...................................................................... 59
6.3
Font Definitions (FONT.INI).................................................................. 75
6.4
Setup For Expanded Information Display............................................... 77
6.4.1
6.4.2
6.4.3
The HTML Template ........................................................................................... 78
style-css ................................................................................................................ 81
Transformation ..................................................................................................... 83
6.5
Setting Up the Date Format..................................................................... 85
6.6
Setting Up the Time Format.................................................................... 86
6.7
Setting Up Navigation and Overview Trees ........................................... 87
6.8
Setting Up Statistic Analysis of Server Use............................................ 87
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 3 of 90
6.9
Setting Up Lock Periods ......................................................................... 87
6.10
Setting Up Form Information Display .................................................... 88
6.11
Setting Up Timeouts for Client's Link to Server..................................... 88
6.12
Setting Up a Transactions Log ................................................................ 88
6.13
Batch Queue ............................................................................................ 88
6.14
Setting Up Staff Privileges...................................................................... 89
6.15
Setting the Online Check Box in Services .............................................. 89
6.16
Setting Up a Check for UTF-8 Support for Web Browser...................... 90
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 4 of 90
1 Overview
Copyright Notice
All of the information in this document is the property of Ex Libris Ltd. It may NOT,
under any circumstances, be sent, copied, or reproduced without the written
permission of Ex Libris.
The information contained in this document has been prepared for the sole purpose of
providing information for users of the ALEPH 500™ integrated library system. The
material herein contained has been prepared, and is provided, in good faith; however,
Ex Libris disclaims any obligation or warranty as to its accuracy and / or suitability
for any usage or purpose other than that for which it is intended.
© 2004 Ex Libris
1.1 Library Types
There are six types of libraries in ALEPH. Each library is identified by a code, made
up of three characters followed by 2 digits. The digits identify the library type
(following the Ex Libris scheme of digits is a naming convention, and not a system
requirement).
•
A Bibliographic (BIB) Library contains bibliographic records. It is identified by a
number between 01-09 (for example, USM01).
The Bibliographic Library is the search database. One site can have a single or
multiple Bibliographic Libraries. If the Bibliographic Library includes multiple
records for the same title, the ALEPH Union View can be used to present a single
record to the OPAC user. A single Bibliographic Library 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 that cannot be merged,
and so on. It is advisable to use one Bibliographic Library, unless there are good
reasons to do otherwise.
•
An Administrative (ADM) Library contains data about acquisitions, circulation,
library staff and patrons. It is identified by a number between 50-59 (for example,
NDU50).
Several Administrative Libraries can share a common Bibliographic Library. The
basic patron record (name and address) can be shared. The patron privilege
records can be grouped at different levels. In a Multi-ADM environment it is
possible to share or to separate Vendors, Patrons and Staff Users.
A basic definition in your ALEPH setup defines which library serves as a
repository for password authorizations, patron records and record update
messages. In some sites this will be the ADM library; multi-ADM sites might use
a separate library.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 5 of 90
•
A Holdings (HOL) Library contains location and summary holdings information.
It can also hold 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).
1.2 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.
In the documentation, the libraries are usually named according to their functionality.
For example, ADM50, BIB01, and so on.
1.3 Numbering in ALEPH
Unique Record Numbers
The system assigns an identification number, which is unique within each of the
ADM, BIB, HOL, AUT, and so on, libraries. (The number is assigned using the
library's "Last doc number" counter in UTIL/G/2). When creating an ADM record, the
system will try to assign it the same number as that of the BIB record to which it is
linked. ADM library setup will have normally set their "Last doc number" as a very
high number so as to keep lower numbers free to match ADM system numbers to BIB
system numbers.
Barcode - for each distinct item (for example: each identical copy of a book has a
unique barcode).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 6 of 90
Patron - each patron is identified by at least two unique identifiers, the patron ID and
the patron barcode. The patron ID is constant and cannot be changed; the barcode can
be changed at any time.
1.4 ALEPH Modules
Client
Module
Module Description
GUI
Modules
Acquisitions/Serials
•
Acquisitions - Ordering, invoice
handling, material arrival, claiming,
EDI, Acquisitions-related services.
•
Serials - Subscription management,
frequency prediction, issue and item
control, routing, claiming, Serialsrelated services.
ALEPHADM
Cataloging
GUI
Functions
Web
Administration of the library's ALEPH
tables, which set how the system works
for a particular installation.
Cataloging, Cataloging-related services.
Circulation
Loans/returns, requests, patron
management, cash management, reading
room, some item control, Circulationrelated services.
ILL
Interlibrary loans, both incoming and
outgoing, ILL-related services.
Search
Search is included in each of the
modules.
Items
Item management is included in the
Cataloging and Acquisitions/Serials
modules. Items information is included
in the Circulation module.
Task Manager
Monitoring of batch reports and
processes, printing. Task Manager is
included in all the modules.
Web OPAC
Catalog searching, Circulation/ILL
functions for patrons.
Course Reading
Course information and reading
materials.
Standalone
GUI
Offline
Circulation
Basic Circulation activities
without main GUI and / or
server
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 7 of 90
1.5 Items, Sublibrary, 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.
Sublibrary
A sublibrary is the smallest administrative unit - a distinct subdivision of an ADM
library.
Records such as items, orders, subscriptions, loans and transactions are created at the
sublibrary level.
Each sublibrary can have its own distinct circulation policy.
Authorizations for librarians for various functions are also given at the sublibrary
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 sublibrary has its own set of possible collections and locations (which can be
based on different classification standards).
1.6 ALEPH and Unicode
All data in ALEPH is in Unicode UTF-8 encoding. In addition to bibliographic data,
administrative data (such as patron and vendor names, library names and so on) are in
Unicode. All internal coded values (such as library codes) must be within the ASCII
range of Unicode. Character conversion tables are used for setting filing
equivalencies, and for translating different character sets (such as MARC8, 8859-1)
into and from Unicode for import and export.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 8 of 90
2 User Assistance
Help is available throughout the system, in both the GUI and Web modules.
2.1 ALEPH User Guide
The ALEPH User Guide is your primary resource for information about ALEPH 500.
It is divided into modules. Some modules relate to a particular GUI (for example,
Cataloging) and some modules explain a function available in several GUIs (for
example, Search) or a topic (for example, Authorities). The User Guide describes the
functions and options available, and provides step-by-step instructions for completing
tasks.
User Guide modules also include special chapters for the System Librarian. These
chapters contain technical information about the system and explain how to control
the system's appearance and behavior; how to set up the system for use by other staff
members; and how to configure its parameter tables.
You can access the User Guide from the ALEPH Library Staff Menu. After signing
in, click Guide:
The User Guide's table of contents appears in the left-hand frame:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 9 of 90
In order to read the guide sequentially, start with the General chapter, Overview
section 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.
The right frame displays the Overview section of the module's chapter. The left frame
displays the chapters in the selected module:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 10 of 90
In order to read a specific section, click 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), services and print forms.
The General and Task Manager chapters provide important general information that is
useful for all ALEPH users.
GENERAL
Overview
User Assistance
Using and Customizing Your GUI
Services
System Librarian
TASK MANAGER
Overview
Viewing a list of files
Batch Log
Batch Queue
Print Daemon
System Librarian
Every ALEPH user should read at least the first three General chapters (Overview,
User Assistance, and Using and Customizing Your GUI.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 11 of 90
The ALEPH User Guide can also be accessed via the Ex Libris Documentation
Center.
2.2 Online Help
To access Help in an ALEPH GUI, do one of the following:
•
Press F1 from a highlighted menu entry:
•
•
•
Click Help.
Press F1 from the pane in focus.
Click the question mark and then click a screen element.
A typical Help topic looks like this:
The following sections explain some of the actions available on the Help window:
Viewing Contents
The Table of Contents includes Help for all ALEPH GUIs. Click the Contents tab to
view the table of contents:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 12 of 90
Click a book to view the topics belonging to a specific subject:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 13 of 90
Click a topic to read its Help:
Viewing Index Entries
To use the index:
1. From the Help window, click the Index tab:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 14 of 90
2. Type a topic you want to find, or scroll through the list of index entries.
3. Click the index entry you want and then click Display.
Adding Comments
To add a comment to a Help topic:
1. In the Help topic window, click Options, and then click Annotate. You can also
display the Options menu by right-clicking in the Help topic or pop-up window.
2. In Current annotation, type your comments or notes, and then click Save.
You can see or change your comment by clicking the paper clip icon at the top of
the topic:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 15 of 90
Defining Bookmarks
You can add a help topic to the Bookmarks menu so that you can return to the topic
easily at a later time.
To define a bookmark:
1. From the Help window, click Bookmark. This opens the Bookmark Define
window:
2. Enter a name for the bookmark in the Bookmark name field and click OK.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 16 of 90
You can display your list of bookmarks at any time by opening the Help window
and clicking the Bookmarks menu:
2.2.1 Changing the Interface Language
The alephcom\tab\conv_lng.dat file on your PC 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 staff user activates a module).
The staff user can change the interface language at any time by right-clicking the
in the bottom right-hand corner of the GUI and selecting
Tower of Babel icon
one of the available languages from the pop-up menu.
Changing Fonts and Colors
To change the font or color of a Help topic:
1. In the Help topic window, click Options. You can also display the Options menu
by right-clicking in the Help topic or pop-up window.
2. To change the font size, point to Font, and then click Small, Normal, or Large. To
change the color, click Use System Colors.
3. When prompted to close Help, click Yes. When you open Help again, the
background color and text matches your system colors.
Note
Changing the font or color only affects the current Help file.
2.3 Web OPAC
In the Web OPAC, many of the screens contain simple instructions:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 17 of 90
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:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 18 of 90
2.4 The Ex Libris Documentation Center
The Documentation Center is a Web-based portal, which lets you access a large
collection of documents covering different aspects of the Ex Libris product suite
(ALEPH, MetaLib, SFX, and DigiTool). It is constantly updated, expanded, and
refined to ensure that you have access to the very latest information. This chapter
focuses on the documentation that you may find useful as an ALEPH 500 user.
The ALEPH 500 documentation available from the Documentation Center includes
the following:
•
•
•
•
ALEPH User Guide
Guides
Lists
How-tos
To access the Documentation Center, carry out the following steps:
1. In the address bar of your browser, enter the URL for the Ex Libris
Documentation Center Web site:
http://www.exlibrisgroup.com/docportal/logon.php.
The Logon screen appears.
2. Enter your user name and password and click Log On. The following screen
appears:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 19 of 90
You can search for available documentation by clicking the options displayed in the
sidebar on the left.
The Documentation Center can be viewed in Microsoft Internet Explorer 5.0 and
higher or Netscape Navigator 6.0 and higher.
Note
The Documentation Center is also accessible from the ALEPH Staff Menu.
2.4.1 Using the Ex Libris Documentation Center
The Documentation Search sidebar, on the left side of the above screen, contains two
search options for ALEPH 500 documentation:
Full-Text Search: Enter one or more key words to obtain a list of documents
containing one or more of these words in their titles, descriptions, or text:
To view a document, click the document's name (hyperlink) on the title bar.
Tree Search: A expandable file list organized in a tree structure which lets you locate
documents via release or version number (for example, 14.2), document type (for
example, How-to), or subject matter (for example, Z39.50):
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 20 of 90
We recommend downloading documents instead of opening them. To save a
document without opening it:
•
In Internet Explorer, right-click the link for the item you want, and then click Save
Target As.
•
In Netscape, right-click the link for the item you want, and then click Save Link
As.
Many documents on the ALEPH documentation Web Site are Portable Document
Format (PDF) files. To view these documents, you need Adobe Acrobat Reader®
available from the Adobe Corporation Web site (http://www.adobe.com/).
You can use the additional All Documents option to search all English documentation
except for the ALEPH User Guide, which has its own full-text search option. Unlike
most other files, which are in PDF, User Guide files are in HTML.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 21 of 90
All English ALEPH 500 documentation, except for the User Guide, is in the ALEPH
500 Documentation tree.
3 Using and Customizing your GUI
This chapter introduces different screen elements within the ALEPH GUI. It also
shows you how you can change the appearance of the ALEPH GUI on your
workstation.
You can change the look and feel of an ALEPH GUI by tailoring the windows and
tables that govern data display.
GUI stands for Graphical User Interface. This is an environment in which you can
interact 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. The GUI client can be repackaged and
redistributed by the System Librarian / Administrator.
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.
3.1 Logging In
When you start the first GUI module on your PC, if you are not already logged on, the
software prompts you for a user name and password. It checks all the servers listed in
the ..\ALEPHCOM\DAT\library.ini file. If this name/password is not valid on any of
the servers it can connect to, you get the message "Password not verified on
connectable hosts". This indicates that:
•
•
•
This name/password is not valid, or
The address specified in the ..\ALEPHCOM\DAT\library.ini is wrong, or
The pc_server specified in the library.ini entry is down.
Note
Column 3 of the library.ini file is limited to 30 characters. Thus, when the host name
is long and, together with the port number, will be longer than 30 characters, use the
numeric IP address. For example, instead of:
my_very_long_domain_name_1:6991
use
010.001.235.019:6991
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 22 of 90
Assuming that the password is verified, you then connect to a database (Click File in
the menu bar and then Connect). When you click Connect, the system displays the
libraries
listed
in
the
module's
per_lib.ini
file
(for
example,
..\CIRC\TAB\per_lib.ini).
When you click on a particular library (or base), the client software goes to the
..\ALEPHCOM\DAT\library.ini file and tries to connect to the IP address specified
for this library.
To log in to an ALEPH GUI, follow these steps:
1. From the Windows Start menu, click Programs>ALEPH 500>"Module Name" 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 selected 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.
Note
If you enter a non-registered user name, the default user name "NONE" will be used
and the following message will appear:
ALEPH login not supported on your GUI configuration
You will only be able to work in offline mode.
Since the ALEPHADM module does not require a connection to a particular library as
with other modules, the ..\ALEPHCOM\DAT\library.ini file must contain a PCVER
type of line with IP and port definitions for the ALEPHADM version compatibility.
Following is a sample of the line:
PCVER
PCVER 10.1.235.19:6997
3.2 Looking at the ALEPH GUI
The following illustration shows a typical ALEPH GUI screen (in this case, a
Circulation GUI screen, which displays Patron information:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 23 of 90
The callouts use spelling conventions that match how the screen element names
appear in documentation.
This section covers screen elements that are common to all module GUIs. Screen
elements which are specific to a particular GUI are described in the Overview chapter
of the relevant GUI.
Navigation Tree
Just like menu commands, the nodes of the navigation tree activate different screen
areas when clicked:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 24 of 90
Upper and Lower Panes
The display of information in the panes is governed by the node selected in the
navigation tree. The display can consist of a form, a list, or a record. The upper and
lower panes change according to context.
Example 1
In this example, the lower pane contains detailed information relating to the line
highlighted in the upper pane (expanded view of Items information).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 25 of 90
Example 2
In this example, the lower pane contains a dialog box enabling you to update the
information regarding the highlighted line in the upper pane (hold request).
Split Bar
This is the horizontal or vertical double line that separates a window into two panes.
In the GUI, the windows are already split, but you can change the size of the panes.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 26 of 90
To resize a pane in the GUI:
1. Place the pointer over a split bar. The pointer changes into a sizing handle:
2. Drag the sizing handle to increase / decrease the width / length of windows.
Note
Changes are lost when you exit the GUI client.
3.3 Main Tab Configuration
You can customize the appearance of the main tab. From the ALEPH menu, point to
Options, click Customize, and select the Main Tab Configuration tab:
There is one option available:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 27 of 90
Back color - Use this option to change the background color of a main tab icon and
its corresponding navigation tree.
3.4 Operations Bar
The operations bar appears at the foot of the screen:
It contains the following, going from left-to-right:
•
•
•
Indicators of the connection status of the program
Applications icons which you can click to open, or switch to, other GUIs
Setup icons that enable you to customize the GUI setup.
3.4.1
Indicator icons
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 want to stop a process, click the red line to initiate a user break.
3.4.2
Applications Icons
Name
Acquisitions/Serials
Icon
ALEPHADM
Cataloging
Circulation
ILL
3.4.3 Setup Icons
The icons to the right of the operations bar contain user-defined GUI setup controls.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 28 of 90
Key
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 another user name and click OK. The user name refers to the name under
which a staff member is registered in the ALEPH system.
Change Current Password - To change your password, carry out the following
steps:
1. 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.
Clicking OK saves the new password whether or not you have selected the Save
Password option.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 29 of 90
3. (Optional) Select the Save Password option only if you do not want to have to log
in the next time you open ALEPH.
Using a Temporary Password - To temporarily override a password for added
functionality, carry out the following steps:
1. 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
When you right-click the Tower of Babel icon, a list of available languages for the
interface pops up:
In a multiple-language setup as in our example, you select a language by clicking it.
Library
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:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 30 of 90
Select a library by clicking the appropriate line.
Printer
When you right-click the Printer icon, a list of available print options appears:
These options are explained below:
Normal Printing
When Normal Printing is selected, clicking the Print command (by clicking Print from
the File menu, or by clicking the Printer icon on the GUI menu bar) invokes the Print
window.
Preview
When Preview is selected, clicking the Print command lets you preview the printout.
You can then click Print to print the file.
View Raw XML
When this option is selected, clicking the Print command lets you view the file in raw
XML format in an editor window. This mode can be used for debugging.
Browse XML
When this option is selected, clicking the Print command lets you view the file in raw
XML format in the Browser window. This mode can be used for debugging.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 31 of 90
3.5 Working Without a Mouse
If you prefer to work without a mouse, ALEPH lets you quickly accomplish tasks by
using shortcut keys - one or more keys you press on the keyboard to complete a task.
Each GUI in ALEPH has its own set of shortcut key assignments:
Keyboard Shortcuts for all ALEPH GUIs
You can advance from one screen element to another by using the following shortcut
keys:
Shortcut
Keys
TAB
Shift+TAB
Ctrl+TAB
Ctrl+Alt+TAB
Ctrl+1
Ctrl+2
Ctrl+Shift+2
Ctrl+3
Ctrl+4
Ctrl+5
Ctrl+6
Ctrl+7
Lets you do this
move to the next control in the dialog box.
move to the previous control in the dialog box.
move from the lower pane to the first control in the first toolbar.
move from the first control in the first toolbar to the lower pane.
move to the left pane, containing a tree.
move to the right upper pane or to the left editor window in
multiple view in Cataloging, or to the right upper pane if there is
a single editor window.
move to the right editor window in multiple view in Cataloging.
move to the right lower pane.
move to the record manager (left lower pane) in Cataloging.
move to the first control in the top toolbar.
move to the second control in the top toolbar.
move to the third control in the top toolbar.
Note that a frame appears around the active pane (pane in focus).
Drop down lists opened with the
•
•
•
•
icon can be used without a mouse as follows:
To open a list, press F4.
To select an item from a list, press Enter.
To highlight an item on a list, use the arrow keys.
To exit a list without selecting an item, press Esc.
Note that when selecting an item with the mouse, you need to double-click.
You may find it helpful to keep a printed copy of shortcut key assignments in your
ALEPH GUI. In Help, locate the Working Without a Mouse topic and click Print, or
print the relevant pages from the ALEPH User Guide.
3.5.1 Customizing Shortcut Key Assignments
You can customize shortcut keys in ALEPH by assigning shortcut keys to commands
that do not already have them or by removing shortcut keys that you do not want. If
you do not like the changes you make, you can return to the default shortcut key
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 32 of 90
settings at any time in the present session. However, once you close a session, any
changes you have made in shortcut key assignments will be saved in accel.dat.
The following is true for all ALEPH GUIs:
Do not use the following shortcut keys: Ctrl+H, Ctrl+I. These shortcut keys are
reserved for Windows functions and cannot be reassigned.
The Shift key can only be used together with the virtual keys F1-F12.
To customize the shortcuts available in the GUI:
From the ALEPH menu, point to Options, click Customize, and select the Accel.
Configuration tab:
•
•
To see which shortcut keys are currently assigned, highlight an item in the Menu
Items list by clicking on it. The shortcut key currently assigned to the selected
item is displayed in the Current Keys field.
•
To assign a new shortcut key, after selecting a menu item, press a combination of
keys (for example, Ctrl+F3) and click Assign.
•
To remove a shortcut key, select the shortcut key from the Current Keys field
and click Remove.
To reset all of the shortcut key assignments to the settings present at the beginning
of the current session, click Reset All.
•
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 33 of 90
Any changes you make via the Accel. Configuration tab are automatically saved in a
text file, accel.dat, located in the module's tab/<lng> directory on the client, and vice
versa. 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) to 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 can also type any
combination of these keys, for example, Ctrl+Alt.)
•
To indicate that these keys must be held down while pressing another key, type a
plus sign (+), then type the ASCII character (in square brackets []) or the virtual
key that must be pressed. A virtual key is of the type VK_* (for example,
VK_F3).
Examples:
Ctrl+VK_F3 (this is displayed in the GUI menu as Ctrl+F3)
Alt+[V]
(this
is
displayed
in
the
GUI
menu
as
Alt+V)
The following examples show key definitions in accel.dat in the Circulation module,
together with the name of the function as assigned by the programmer.
!
Accel Texts
!
!
ID
Data
!
40
255
!---------------------------------------!--------------------------------------->
SWITCH_APPLICATION
Ctrl+[A]
NEW_USER
Ctrl+VK_F7
USER_LIST
Alt+VK_F7
LOCATE
Alt+VK_F8
The menu.dat file contains the name of the function as assigned by the programmer
and the text that appears in the menu. For example:
!
Menu Texts
!
!
ID
Data
!
40
255
!---------------------------------------!--------------------------------------->
ALEPH
&ALEPH
DATE
&Dates
LOAN_RENEW
Renew &Loan by Barcode
LOAN
&Circulation
.../...
In the application, the system displays the menu text as defined in menu.dat together
with the hotkey definition defined in accel.dat:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 34 of 90
3.6 Configuring the F1 Key
You can customize the function that is invoked when the F1 key is pressed. From the
ALEPH menu, point to Options, click Customize, and select the General
Configuration
tab:
•
•
Select Help to receive online help for any screen element when you press F1.
Select Visual Properties to display the Visual Properties window whenever you
press F1.
3.7 The Visual Properties Window
The Visual Properties window is used to view the labels on screen elements (buttons,
column names, field names and so on) within an ALEPH GUI.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 35 of 90
You can also change the tab that opens first by default when a form is displayed (this
is only for forms which are comprised of multiple tabs). For example, in the
Circulation module, when the Cash Transactions tab on the Patron Information
window is clicked, the following form appears:
As you can see, the above form has four tabs. By default the first (the leftmost) tab is
activated when a multi-tab window is opened (in this example, 1. Active Cash).
To change the tab which opens by default:
1. From the ALEPH menu, point to Options, click Customize, and select the
General Configuration tab:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 36 of 90
2. Select Visual Properties to display the Visual Properties window when F1 is
pressed.
3. Open a multi-tab form and press F1. The Visual Properties window appears:
4. In the First Tab field, enter a number to determine which tab is activated when the
form is opened and click OK. The second tab from the left is 2, the third tab from
the left is 3, and so on. In the above example, the number 4 has been entered. The
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 37 of 90
next time the form is opened, the fourth tab from the left (in this example, 4. All
Transactions) will be activated.
3.7.1 Dialog Boxes and Visual Properties
ALEPH GUIs contain panes that display information and dialog boxes that are
initiated when a menu option is selected. They can be easily differentiated, as
information panes do not have title bars, whereas dialog boxes do. Information panes
always originate in predetermined locations, but the location of dialog boxes can be
customized by the user.
The following screen contains two examples of information panes:
The main difference between the upper and lower pane in the above example is that
information can only be entered in the lower pane.
Here is an example of a dialog box:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 38 of 90
The Visual Properties window enables you to determine where a dialog box (for
example, the Update Item's Process Status window) is located the next time the GUI
is opened. It also provides automatic centering of the window.
To ensure a window (for example, the Update Item's Process Status window) appears
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. The following
menu appears:
2. Click Visual Properties. The Visual Properties window is displayed:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 39 of 90
3. Select Center.
4. Click Locate. The window is relocated to the center of the screen immediately
and appears in the center of the screen the next time the GUI is opened.
If you want the window to appear in any other location on the screen, follow these
steps:
1. Drag the window to an appropriate location.
2. Place the cursor on the title bar of the window and right-click. A menu pops up
(shown above).
3. Choose Visual Properties. The Visual Properties window (shown above) opens.
The coordinates of the "current position" are displayed in the Visual Properties
dialog box for your reference (example: 176,192).
4. If you are satisfied with the current location, click Locate. The window appears in
this location the next time the module is opened.
Notes:
a. The Window Text pane in the Visual Properties window lists the names appearing
on title bars and command buttons in the window selected.
These can be edited through the ALEPHADM module (see the ALEPHADM chapter
on the Language Manager).
biff you click Move, a moving handle appears over the dialog box, allowing you to
move it to a new location using a drag-and-drop operation.
c. The resizing functionality that appears in the Visual Properties window has been
disabled.
3.8 GUI Lists - Column Headings (PC_TAB_COL.LNG)
defines the columns of information that are displayed in list
windows in the GUI clients.
pc_tab_col.lng
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 40 of 90
Note
Some list window columns are not controlled by this table. They are controlled by the
\alephcom\tab\lng\tab_col.lng table on the GUI client.
Following is an example set of column definitions in pc_tab_col.lng for the Log for
Admin Record List in ILL, and the corresponding GUI display:
1
2
3
PC_ILL_LOGGER
PC_ILL_LOGGER
PC_ILL_LOGGER
4
L Date
L Description
L Details
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).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 41 of 90
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\font.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.lng
setup, by using ListBox##. When a bitmap is used (for example, a 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\alephcom.ini file, in the [TextListBox] section. When a bitmap is
used (for example, a 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, for example, 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, for example, arrived/non-arrived issue.
Column 10 is a note that is NOT displayed on the screen.
3.9 Modifying Additional Text Fields
There are a large number of forms in ALEPH which contain fields with additional text
arrows, indicating that they are longer, for example, note fields:
When you click on the box, the field drops down, letting you view the complete entry
in the field beyond the default character display, and enabling you to enter additional
information.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 42 of 90
When you open this type of field, you can press the Ctrl + Enter shortcut key to insert
a line break.
Press Esc to close an additional text field.
The maximum amount of text (number of characters) displayed in a field, before this
expand feature is activated, can be customized in alephcom.ini as:
[Edit]
ExpandTextLength=100
This applies for the maximum amount of potential text. For example, if a field can
accommodate 200 characters but only contains 20 characters, the button is still
displayed.
3.10 Dates in the ALEPH GUI
You can set dates in the ALEPH GUI in different formats. For example, a British user
may prefer a dd-mm-yy date format, whereas an American user might prefer an mmdd-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.
3.10.1 Date Format Setup
The date format setup determines the format for entering the date and its display - the
sequence of components and the sign used to separate the components. The following
example is taken from the Order Index List in the Acquisitions/Serials module:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 43 of 90
In this example, you can see from the various date fields ("From" Order Date, "To"
Order Date, Status Date) that the chosen date display format is dd/mm/yy.
The default date format setup for the entire ALEPH installation (server and clients)
can be controlled by the System Librarian.
You can determine the date format setup for your user profile by modifying the
configuration of the [Date_Format] flag in the Alephcom.ini file.
3.10.2 The Date Field
You enter the date in the Date field and select each digit by highlighting it with the
pointer. The Date field consists of a single unit made up of eight digits.
3.10.3 Entering a Date
There are two ways to enter a date in a date field in the GUI client:
•
Using the drop-down calendar box. This opens a small calendar page set on the
current day's date. You can browse through the days and months with the arrow
buttons or the Page Up and Page Down keys, or choose a day within the open
month using the mouse.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 44 of 90
•
Using the F12 key from the date field. If the pointer 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.
To leave the drop-down calendar without choosing a date, press the Esc key.
3.10.4 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 pointer 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 pointer on the year in the title bar and click. This
opens a spin box that enables you to move through the years.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 45 of 90
3.11 Identifying Icons
There are nonclickable icons on the far left of each toolbar: These are used to indicate
the toolbars functionality (Serials, Items, and so on).
These icons are not customizable.
3.12 Shortcut Icons
Each toolbar has a left side and a right side. The right side is a separate bar with its
own context string. It is comprised of icons that can be used as shortcuts instead of
menu commands. The user can customize this bar to:
•
•
•
Add icons - add a definition to tbarbmp.dat
Delete icons - delete a definition from tbarbmp.dat
Modify icons - enter a different bmp file name, or update an existing BMP file.
These icons are Bitmap files that are stored under alephcom/tbarbmp The file that
describes each bar is alephcom/tab/tbarbmp.dat
The toolbar context strings bars are:
Acquisitions
-----------"OrderBar"
"InvoiceBar"
"SerialBar"
"OrderBarCommands"
"InvoiceBarCommands"
"SerialBarCommands"
Circulation
----------"UserBar"
"ItemBar"
"UserBarCommands"
"CircItemBarCommands"
Cataloging
---------"RecordBar"
"RecordBarCommands"
"CatalogItemBar"
"CatalogItemBarCommands"
3.13 Switching between Applications
In every GUI, you can switch between different applications, not only from the
bottom toolbar, but also from the ALEPH menu/Switch Application submenu:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 46 of 90
This submenu also contains the Exit All ALEPH Applications option, which allows
you to exit from all open ALEPH GUIs. The switch option to the module you are in is
disabled.
3.14 Display of the "Link" Field in the Callout Bubble in GUI Lists
You can display the "Link" field (title hard-coded) at the bottom of the callout bubble
invoked by right-clicking on a line in a GUI list.
In the majority of GUI lists, the "Link" field is always attached to the end of a line.
The "Link" field contains the name of the section in ./usm01/tab/pc_tab_col.lng
which represents the list (for example, PC_CASH_SUMMARY), together with various
record keys and other pieces of information which are used by programs to identify a
line uniquely and to process its data.
A flag in .\Alephcom\Tab\Alephcom.ini (under the [TextListBox] section)
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 47 of 90
determines whether or not the "Link" field will be displayed at the bottom of the
callout bubble or not:
ShowLineLinkInBubble=Y
The flag's value can be easily changed online via a check box entitled "Display link
field at bottom of callout bubble"; it is located in the "General Configuration" tab
(ALEPH menu/Options/Customize...)
Here is an example of a "Link" definition in .\Alephcom\Tab\Eng\window.dat:
GeneralConfigDlg.Check.ShowLinkInBubble
of callout bubble
Display link field at bottom
The following is an example of the text that might appear in a "Link" field:
Link
010
[PC_ACQ_LIST] "00000165000015OMRI
NNNM00005"
In the example above, the section in pc_tab_col.lng is enclosed in square brackets,
and the rest of the data is enclosed in double quotes. In this case, the data is composed
of the following parts:
Z68-REC-KEY:
Z68-ORDER-NUMBER:
Z68-VENDOR-CODE:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
00000165000015
OMRI
010
Page 48 of 90
Z68-INVOICE-STATUS = "D" ? (Y/N): N
Z68-ARRIVAL-STATUS = "C" ? (Y/N): N
Z68-ORDER-STATUS = "CLS" ? (Y/N): N
Z68-ORDER-TYPE:
M
Z68-NO-UNITS:
00005
Displaying the "Link" field enables librarians to identify the list in pc_tab_col.lng;
it is also useful to programmers for debugging purposes.
3.15 GUI Lists - Addition of Columns Missing from pc_tab_col.lng
When a GUI list contains more columns than those listed under the appropriate
section in pc_tab_col.lng (including those with 000 percentage in column 5 of
pc_tab_col.lng), the missing columns are all headed "Not in Table"; they can be
activated by right-clicking on the list header and selecting their check boxes. In any
event, these columns are always included in the callout bubble displayed by rightclicking on a line in the list.
This solution is useful for cases in which the program responsible for creating a GUI
list generates columns which are not listed in pc_tab_col.lng for some reason.
Thus, the "Not in Table" columns, created on the fly, provide instant indication of a
mismatch between the program and pc_tab_col.lng, which can be resolved
forthwith.
3.16 Expand Windows Invoked from Forms
There are several different types of expand windows that are invoked from form
windows (for example, the Arrival Form in the Acquisitions/Serials GUI):
A drop-down calendar invoked from a date field:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 49 of 90
A drop-down list that contains items which you can select. It is derived from
pc_tab_exp_field:
Long text in field. This is a rectangular box, in which you can type additional text:
A separate dialog box:
These expand windows can be displayed in two ways:
•
•
When the corresponding button next to a field on a form window is clicked.
When the corresponding shortcut key is pressed.
These are the buttons and shortcut keys that correspond to each type of field:
Description of Expand Window
Drop-down calendar
Drop-down list
Long text in field
Separate dialog box
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Icon
Shortcut Key
F4
F4
F3
SPACE Key
Page 50 of 90
In order to use a shortcut key, the corresponding field must be in use (that is, the
cursor is in the corresponding field.
You can close any expand window by clicking the ESC key.
Note
You can use the TAB key to land on the
button.
3.17 GUI Toolbars
Toolbar is the standard term for the various rows in the GUI below the menu bar that
contain fields and icons for commonly performed tasks.
3.17.1 Display Text
You can determine the content and formatting of the text that displays in the toolbars
in the client by setting up lines in the following files:
•
- used for the Order Bar in the
$alephe_error_eng/pc_acq_c0506
Acquisitions/Serials client
•
$alephe_error_eng/pc_serial_c0339
- used for the Serials Bar in the
Acquisitions/Serials client
•
$alephe_error_eng/pc_cir_c0461
- used for the Items Bar in the Circulation
client
•
•
- used for the Items in the Cataloging client
$alephe_error_eng/pc_cir_c0463 - used for the Patron Bar in the Circulation
client
$alephe_error_eng/pc_com_c0174
The first four toolbars above share the same convention: $1=title, $2=author, $3=BIB
number, $4=ADM number.
For
example,
let
us
assume
that
the
following
setup
appears
in
$alephe_error_eng/pc_acq_c0506:
2001 0000 L BIB=$3;ADM=$4 - $1 ($2)
This configuration produces the following display in the Order bar in the
Acquisitions/Serials client:
The Patron Bar in the Circulation client follows a different convention: $1=name,
$2=title, $3=ID and $4=barcode
For
example,
let
us
assume
that
the
following
setup
appears
in
$alephe_error_eng/pc_cir_c0463
2001 0000 L $1 ($3/$4)
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 51 of 90
This configuration produces the following display in the Patron Bar in the Circulation
client:
The maximum number of characters that can be displayed for each placeholder is 40.
Note that the color of the text is set under the ToolBar name in *.ini files and is
always called FgColorDescript. For example, in circ.ini, the following line
defines the Patron Information that displays in the Patron Bar:
[UserBar]
FgColorDescript=000,000,255
3.17.2 Editing Toolbar Tooltips
In the Acquisitions/Serials, Cataloging and Circulation modules, a ToolTip appears
when you point to the icon on the left of a toolbar:
You can edit the ToolTip's text in .\<module>\Tab\ENG\window.dat:
<BarName>.ToolTip.Info
For example, in C:\ALEPH 500\Catalog\Tab\Eng\window.dat, the line:
RecordBar.ToolTip.Info
Record Bar
supports the following ToolTip:
The ToolTip that appears when you point to the
determined by:
RecordBar.ToolTip.Go
button in the above toolbar is
Load Record from Server
3.17.3 Identifying Icons
There are nonclickable icons on the far left of each toolbar. These are used to indicate
the toolbars functionality (Serials, Items, and so on). These icons are not
customizable.
3.18 GUI Lists - Show/Hide Columns
Much of the information available via an ALEPH GUI is displayed in tabular or list
format. In the following example taken from the Circulation GUI, when you click the
Loans node from the Patron tab, the following list displays:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 52 of 90
As you can see, this list consists of information displayed in rows and columns. You
can define which columns of information appear in the list. When you right-click any
of the column headings in a list, the Header Configuration dialog box appears:
The Header Configuration window contains a list of all possible column headings. In
order to remove a column from the list, clear the corresponding check box. Select the
Get default setup option to revert to the original settings. The original settings are
stored on the server.
You can also change column width by dragging the boundary on the left or right side
of the column heading until the column is the width you want.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 53 of 90
4 Triggers
Triggers are a way to link a reminder to a record. The reminder can be an instruction
to perform a task related to a record, or general information. Triggers can be retrieved
and viewed across modules. A single trigger can be directed to a specific grouping
("department"). This means that the acquisitions librarian can input a trigger that is
intended for the cataloger, and so on.
The following explanations deal with the General Triggers List (a list of triggers from
which you can directly access the relevant record), and with Record Triggers (the
triggers relevant to a displayed record).
There are two ways to view a General Triggers List, batch and online.
Print Trigger Report (com-01) is a batch retrieval service available in each module;
the service can be defined to retrieve triggers according to action date (From - To) and
grouping (for example, department).
The online retrieval includes an option to filter by action date (From - To) and
grouping (for example, department).
4.1 General Triggers List
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 54 of 90
The way in which this triggers list is retrieved varies from module to module:
Acquisitions/Serials -> Administration tab -> Triggers node; the trigger can be used to
access the relevant Order or Serial record.
Circulation -> ALEPH menu -> Retrieve Triggers option; the trigger can be used to
access the relevant Item record.
Cataloging -> Records tab -> Triggers node; the trigger can be used to access the
relevant Cataloging or Item record.
4.2 Record Triggers List
The way to call up triggers relevant to a specific Record Trigger also varies from
module to module:
•
•
•
•
•
Acquisitions / Serials -> Order tab -> Trigger List node
Acquisitions / Serials -> Serial tab -> Trigger List node
Circulation -> Item tab -> Trigger List node
Cataloging -> Records tab -> Cataloging editor -> Edit menu -> Record's Triggers
Cataloging -> Items tab -> Trigger List node
A new trigger can be added or a specific trigger can be updated.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 55 of 90
5 Services
In ALEPH, you can run services (batch jobs) to generate reports and to carry out file
maintenance. All services are managed from the GUI modules. Each module has a
menu named Services on the menu bar.
If a staff user does not have permission for ./alephe/tab/user_function.lng
WWW-B/MAIN, the Services menu appears dimmed in all GUI modules.
The services screens are in XML format and are stored in the ./alephe/pc_b_lng
directory, which you can access in vi by using the shortcut pcb. The Help screens are
in HTML format and are stored in the ./aleph/pc_b_lng directory. They should not
be edited, as they will be replaced by version upgrade. The HTML help files for
custom services must be placed in the ./alephe/pc_b_lng directory, where they will
be retained.
The Services menu and submenus are built by menu files in the ./alephe/pc_b_lng
directory.
Here is an example of a service which is accessed from the Acquisitions GUI, Claim
Reports and Letters for Monograph Orders (acq-12):
Library Field
Every service contains a Library field. You select the library on which you wish to
run the service from the drop-down list of libraries made available by the System
Librarian:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 56 of 90
Services History
The Services History dialog, activated from the History command on the Services
menu, displays services that have been run on the active (connected) library only:
When running a service on a library different than the active library (chosen from the
Library field), you must connect to this library in order to see it in the History dialog.
Online Check Box
Some services have a check box named Online:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 57 of 90
When this check box is selected, the job will be run immediately from the GUI in
online mode, thereby circumventing the batch queue.
See the section Setting the Online Check Box in Services in the System Librarian
chapter for more details.
Print Templates
For a complete guide to working with print templates, see the Customizing Printouts
(XML and XSL) document, available from the Ex Libris Documentation Center
Course Reading
Course Reading batch jobs are managed from the Course Reading List entry in the
Web Staff Menu.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 58 of 90
6 System Librarian
6.1 Client Setup INI Files
In ALEPH, there are a number of files with an ini extension that contain settings
which you can modify to control the appearance and behavior of GUI clients (PC).
We refer to these files as <module>.ini files (alephcom.ini, acq.ini, and so on).
They include settings that are mostly controlled from the actual <module>.ini file,
and not from changes within GUIs. These settings include elements such as font sizes,
colors, and the like, as well as module-dependent defaults.
Ini files are located in the tab directories in your ALEPH installation on your PC's
local hard drive. For example, the ini file for the Acquisitions/Serials module on your
PC might be located at C:\AL500\ACQ\TAB (where C: is your local hard drive, AL500
is the directory of your ALEPH installation, ACQ is the module's directory, and TAB
is where modular tables are stored).
The alephcom.ini file is comprised of setting definitions that are shared by two or
more modules. Other <module>.ini files (acq.ini, cat.ini, circ.ini, and so on)
contain settings that relate to a specific GUI client (Acquisitions/Serial, Cataloging,
and so on).
Other GUI definitions are included in a set of files called guisys.ini files which are
present in each of the tab directories in your ALEPH installation. You cannot
customize guisys.ini files. The definitions they include are updated automatically
when changes are made from the GUI, such as the splitter's position and the last tab
selected from the Main tab. The dialog box location specifications are also in the
guisys.ini files.
The following section presents and explains various aspects of the alephcom.ini file.
The following is a list of settings divided into those found in alephcom.ini and those
which are found in multiple ini files.
6.2 ALEPHCOM.INI Settings
The following settings are included in this section:
ABaseWindow
ATabControl
AutoInput___
BubbleMsg
Date_Format
Edit
ExpandField
External
FirstTab
General
ItemForm
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 59 of 90
ListBoxPrintout
Mail
Main
OverviewTree
Package
PlainTextPrintout
Print
PrintDaemon
PrintExecute
SearchFind
SearchTree
Services
Splitter
TextListBox
UserList
Vendor
VendorList
VersionControl
XslCreator
Click on one of the listed names to go directly to the explanation for that setting.
[Main]
[Main]
ActivateSplashWindow=N
ApplicationBgColor=190,240,215
Diagnostic=Y
AlwaysMaximized=N
Compression=3
CommunicationProtocol=0
DataBaseAutoSelect=Y
SavePassword=Y
DefaultPrintConfig=1
CtrlShiftReverseScreen=Y
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 \bmp\splash .bmp from the \alephcom
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,
that is, enable the use of the minimize button.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 60 of 90
This switch is helpful if some of your library's PCs 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.
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" check box that appears on the
ALEPH password window.
If the value "X" is used, the check box appears dimmed and there is no way to save
the password. Use this option when you would like to disable the possibility of saving
the GUI's password on the local drive.
CtrlShiftReverseScreen=Y
If the flag is set to Y, then while working on input fields where multiple languages can
be inserted (such as the browse input string in the Browse windows), the Ctrl + Shift
hot key can be used to reverse the position of the cursor and the text (left-to-right /
right-to-left). In addition, if the flag was set to Y, then while working with a
cataloging draft, Ctrl + Shift can be used to reverse the layout of the record (left-toright / right-to-left). This is useful when entering script that is written from right-toleft.
[General]
[General]
Targets=printer01,printer02,photoslip,photowait,photofill
BibInfoFormat=999
SummaryBibInfoFormat=-1
Targets=printer01,printer02,photoslip,photowait,photofill
Defines the list of print IDs available in the Print Daemon in the Task Manager utility.
[VersionControl]
[VersionControl]
Library=XXX01
Minimize=Y
Type=
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 61 of 90
[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 whether or not 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.16/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, Acquisitions/Serials, and even per person).
[Print]
[Print]
SaveHistoryNumberOfDays=1
DefaultPrintConfig=1
TempDir=c:\temp\Aleph
TempFileCounter=1063
[Print]
Every printout is saved in the GUI's history. The history is built for every module
separately. For example, for the Acquisitions/Serials module, the history is built in
acq\files\xxx50\print\history\...
SaveHistoryNumberOfDays=1
This setting determines how many days the print history should be stored. Cleanup of
old history files takes place when the GUI is started.
DefaultPrintConfig=1
Determines the default for the options on the printer icon on the bottom right of the
GUI (0=normal,1=preview, 2=view raw XML, 3=browse XML).
TempDir=c:\temp\Aleph
This is the location where temporary files reside.
TempFileCounter=1063
Do not change this line.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 62 of 90
[Mail]
[Mail]
MailServer=mail01.exlibris.co.il
[email protected]
MailerName=ALEPH 500 Administrator
Charset=windows-1255
MailServer=mail01.exlibris.co.il
The MailServer is the machine that receives 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.
MailerName=ALEPH 500 Administrator
MailerName appears as the name of the sender in all library letters to patrons and
vendors which are sent from the mail server. In the above example, "ALEPH 500
Administrator" appears as the sender in e-mail messages instead of the actual e-mail
address, "[email protected]". If the recipient clicks the Reply button, the
response is sent to the actual e-mail address (in our example,
"[email protected]").
Charset=windows-1255
Specifies a character set used by mail reader for encoding the "text\plain" body part
and the "Subject" part. For example, Charset=windows-1255 specifies a Hebrew
character set.
[UserList]
[UserList]
FilterType=0
FilterType=0
The Users list can be sorted according 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 option
on the Users List in the Circulation client.
[ExpandField]
[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)
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 63 of 90
; 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 Cataloging and
Acquisitions/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 Cataloging and
Acquisitions/Serials modules is clicked.
1 - No arrow on field.
2 - Opens pc_tab_expand_field menu.
3 - Opens special four-part form, each part of which can have a
pc_tab_expand_field menu. The parts are separated by the delimiter defined in
ItemStatisticDelimiter.
[TextListBox]
[TextListBox]
ColorC01=000,000,000
ColorC02=128,000,000
.../...
CopyFromList=Y
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.lng. 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.
CopyFromList=Y
If set to Y, the user can copy and paste data from list boxes in all GUI modules.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 64 of 90
[SwitchApp]
[SwitchApp]
LocationX=0
LocationY=0
Direction=DockingTop
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.
[PrinterDeviceList]
[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
intervention.
[Username_Format]
[Username_Format]
FormatStyle=0
The settings chosen in the pc_server_defaults file are saved in this section.
[Date_Format]
[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
Controls the display of dates in the calendar. To avoid inconsistencies, this display
should be similar to the display set in the server. For more information see the Setting
Up the Date Format section.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 65 of 90
DateDisplayStyle=12
TimeDisplayStyle=1
The two values above 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]
[OrderIndex]
IndexCode=AUT
SubLibrary=
OrderStatus=
OrderGroup=
OrderType=
VendorStatus=
FromOrderDate=0
RushIndicator=
ArrivalStatus=
ToOrderDate=0
InvoiceStatus=
RefreshFilter=N
RefreshOnStart=Y
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).
RefreshOnStart=Y
Indicates whether or not the Index List will be refreshed when it is opened.
All other OrderIndex parameters are relevant for the default values of the index code
and the filters.
[Edit]
[Edit]
ExpandTextLength=100
Defines the minimum size of a field (as defined in the Oracle tables) that will trigger a
small button next to the GUI edit field that will open a multi-line edit field.
[AutoInputUserListUserId]
;for Circulation - User Info menu | User List
[AutoInputUserListUserId]
AutoInputMethod=1
AutoInput1=2,4,10
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 66 of 90
[AutoInputLoanUserId]
;for Circulation - Circulation menu | Loan
[AutoInputLoanUserId]
AutoInputMethod=1
AutoInput1=10,11,22
[AutoInputLoanItemBarcode]
;for Circulation - Circulation menu | Loan
[AutoInputLoanItemBarcode]
AutoInputMethod=0
AutoInput1=10,10,22
[AutoInputReturnItemBarcode]
;for Circulation - Circulation menu | Return
[AutoInputReturnItemBarcode]
AutoInputMethod=0
AutoInput1=10,9,22
[AutoInputUserListUserBarcode]
;for Circulation - User Info menu | User List | By Barcode
[AutoInputUserListUserBarcode]
AutoInputMethod=0
AutoInput1=10,11,22
[AutoInputShortLoanUserId]
;for Circulation - Circulation menu | Reserve Items (Advance Booking)
[AutoInputShortLoanUserId]
AutoInputMethod=0
AutoInput1=10,11,22
[AutoInputOfflineCircUserId]
;for Circulation - Circulation menu | Offline Circulation
[AutoInputOfflineCircUserId]
AutoInputMethod=0
AutoInput1=10,11,22
[AutoInputHoldPhotoRequestUserId]
;for Circulation - Requests menu | Create hold request + Create
photocopy request
[AutoInputHoldPhotoRequestUserId]
AutoInputMethod=0
AutoInput1=10,11,22
[AutoInputFastCircUserId]
;for Circulation - Circulation menu | Fast Circulation
[AutoInputFastCircUserId]
AutoInputMethod=0
AutoInput1=10,11,22
[AutoInputNewUserBarcode]
;for Circulation - Global Patron Information window - Barcode edit
box
;
(New Patron + Update Patron + Duplicate Patron)
[AutoInputNewUserBarcode]
AutoInputMethod=0
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 67 of 90
[AutoInputHoldItemUserId]
;for Circulation - "Create Hold Request" window (opened from the Item
List)
[AutoInputHoldItemUserId]
AutoInputMethod=0
[AutoInputPhotoItemUserId]
;for Circulation - "Create Photocopy Request" window (opened from the
Item List)
[AutoInputPhotoItemUserId]
AutoInputMethod=0
AutoInputMethod=1
The AutoInputMethod can be set to 0 (that is, no use of automatic input), or any other
number (meanwhile only "1" is implemented) according to the method to be used.
Following the number of the input method are the parameters of the methods
themselves, called AutoInput1, AutoInput2 and so on.
AutoInput1=10,11,22
Tells the barcode reader which information should be scanned in and identified as the
reader's barcode (the reader's card may include much more information than required
for performing library transactions). The entries in AutoInput=[a],[b],[c] function as
follows:
[a] stands for the number of sign in the electronic range which starts the barcode
number.
[b] indicates how many signs starting from [a] should be scanned in and identified as
a barcode.
[c] sets the values of the electronic strings starting from sign number [c] that should
be ignored.
[AutoInputUserId]
;for Circulation - User Info menu | Get User
[AutoInputUserId]
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 68 of 90
[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.
[Services]
[Services]
CtlHeight=25
StaticWidth=110
CtlHeight=
Indicates, in pixels, the height of the fields in the dialog for GUI Services.
StaticWidth=
Indicates, in pixels, the width of the labels in the dialog for GUI Services.
[FirstTab]
[FirstTab]
CheckInListExpand=2
When a user changes the default first tab (this is only for forms which are comprised
of several tabs, such as CheckInListExpand) via the Visual Properties window, the
number entered is saved here. By default the first (the leftmost) tab is activated when
a multi-tab window is opened. The second tab from the left is 2, the third tab from the
left is 3, and so on.
Note
The new default tab setting is in effect only after the user has closed the client and reopened it, not during the same session (this is so for all .ini file changes).
[BubbleMsg]
[BubbleMsg]
;in seconds !!!
;If Delay=0 the Bubble message stays till first keyboard stroke.
ErrorMsgTimeDelay=0
This relates to the callout bubble invoked by right-clicking on a line in a GUI list.
ErrorMsgTimeDelay=
Indicates, in seconds, the time that elapses before an error message displays.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 69 of 90
[XslCreator]
[XslCreator]
SplitColor=255,000,000
AddressColor=192,192,110 )
This relates to the XSL Creator utility that enables menu-driven creation of additional
formats for print forms. This utility, XSL Creator, is available from all modules.
[SearchTree]
[SearchTree]
BkColor=255,255,255
This parameter defines the color of the Search tree.
[OverviewTree]
[OverviewTree]
BkColor=255,255,255
This parameter defines the color of the Search tree in Overview mode.
[SearchFind]
AutoShow=5
FindAdjacency=N
FindTypes=S,C,F
This section relates to the setup of the Find tab in the Search function.
AutoShow=
The system automatically displays records in full view, if the number of records in the
set does not exceed or equal the number set here.
FindAdjacency=
This is the default setting of the Words Adjacent option.
FindTypes=
This is the order, left-to-right, in which the various find tabs appear. S=Advanced
Search, C=Multi-base CCL Search, F=Multi-field Search.
[PrintDaemon]
[PrintDaemon]
Position=Center
Iconize=Y
SleepTime=30
Libraries=USM12,USM50
Targets=printer01
Position=Center
In this example, the Print Daemon application will be displayed in the center of the
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 70 of 90
screen (not the center of the Task Manager application). Alternately, you can enter a
pair of numbers, such as Position=0,75 to define the offset (in pixels) of the Print
Daemon application from the top left corner of the Task Manager application.
Iconize=Y
Determines if the Print Daemon application will be opened to its regular size or
iconized when the Print Daemon is started. If you want the window to be iconized,
enter Y. If you want the window to be opened to its regular size, enter N.
SleepTime=30
Defines the Look Up Interval which tells the system how often to check for files that
need to be printed by the Print Daemon. Enter a number between 1 and 300 (seconds).
For example, if you enter 120, the system checks for files every 120 seconds.
Libraries=USM12,USM50
Defines the libraries selected by default in the Print Daemon.
Targets=printer01
Determines the print IDs whose files will be directed to the PC's default printer.
[External]
[External]
; PopupRunQuery ;
is used to determine whether a dialog box should be displayed,
allowing the
;
user to change the execution parameters
;
; other lines are in the form
;
; <code>=<format> <import> <exe file>
;
; <code>
- is up to 3 characters and is server-dependent.
; <format> - should be 'A' for ASCII or 'B' for binary (for ftp).
: <import> - This flag is obsolete
;
; <exe file> - the file which should be executed
;
the first %s will be replaced by the file name
received from
;
the server
;
PopupRunQuery=N
;htm=A X C:\Program Files\Internet Explorer\IEXPLORE.EXE %s
htm=A X C:\Program Files\Internet Explorer\IEXPLORE.EXE %s
;htm=A X c:\Program Files\Netscape\Communicator\Program\netscape.exe
%s
;htm=A X C:\Program Files\Netscape\Netscape 6\netscp6.exe %s
xv=B X c:\lview\lview31.exe %s
ig=B X c:\lview\lview31.exe %s
txt=A X c:\windows\notepad.exe %s
doc=B X C:\Program Files\Microsoft Office\Office\WINWORD.EXE %s
tln=A X telnet.exe %s
pdf=B X C:\Program Files\Adobe\Acrobat 6.0\Reader\AcroRd32.exe %s
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 71 of 90
The External button on the Full+Link display of a record is available when the user
highlights the 856 (External) field. In order for the system to activate the external
program,
you
must
first
define
various
parameters.
PopupRunQuery
Enables you to determine whether or not a dialog box should be displayed to the user,
allowing him to change the execution parameters.
Other lines are in the following form:
; <code>=<format> <import> <exe file>
Each element is explained below.
<code>
Enter the code for the type of file. Examples are xv, ig, txt, htm, doc, and tln. The
code that is entered here should be one that is used in the Catalog record, in field 856,
sub-field
9.
<format>
This indicates whether the file contains text or images. Enter A for ASCII (for text) or
B for binary (for images).
<import>
You must always enter the letter X, which stands for a code that is not currently in use
<exe file>
This is the path of the program that should be run. An example is
c:\windows\notepad.exe
%s
This is a code that the system will replace with the actual filename.
[FirstTab]
[FirstTab]
SubscrListExpand=2
ItemExpand=2
This is an option which allows you to set the default open tab, that is, the tab that first
appears when a multi-tab window is selected. This is defined as <window name>=n,
for example, SubscrListExpand=2.
[Package]
[Package]
AlwaysImportFiles=Y
In the Cataloging module, when you connect to a Home Library, the system checks
that the module is using the most recent version of the database tables. If the
AlwaysImportFiles flag is set to Y, the system automatically loads the updated
tables without a load prompt being displayed. If the AlwaysImportFiles flag is set to
N, the user is asked if she/he wants to load the library tables.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 72 of 90
This flag also determines whether or not to load automatically the most recent
printout templates from the server to the GUI client. If the AlwaysImportFiles flag
is set to Y, the system loads the updated templates automatically. If the
AlwaysImportFiles flag is set to N, the user will be asked if she/he wants to load the
templates.
[PrintExecute]
ERROR_EDITOR=notepad.exe
EDIT=notepad.exe $1
BROWSER=C:\Program Files\Plus!\Microsoft Internet\Iexplore.exe $1
EXE_COMMAND=C:\Program Files\Plus!\Microsoft Internet\Iexplore.exe $1
WORD=C:\Program Files\Plus!\Microsoft Internet\Iexplore.exe $1
SaxonVersion=saxon.exe
This section defines which external program will be used to open an XML print file.
This section works according to the setup of column 3 of
XXX50/tab/form_print_method.
SaxonVersion
Determines if printing is performed using Saxon7.jar (requires installation of Sun Java
Virtual Machine version 1.4 and later) or Saxon.exe (requires installation of Microsoft
Java Virtual Machine). If no parameter is entered, the default is Saxon7.jar.
[ATabControl]
[ATabControl]
FgColor=000,000,128
This setting defines the color of the text in the tab controls.
[ABaseWindow]
[ABaseWindow]
ButtonHeightFactor=1.5
MaxButtonText=13
ButtonHeightFactor=1.5
The height of the buttons in the Base windows.
MaxButtonText=13
The maximum length of the text on the buttons in the Base windows. The length of
the text can be from 5 to 40 characters. The default length is 12.
[PlainTextPrintout]
[PlainTextPrintout]
CharsetL=iso-8859-1
CharsetU=utf-8
FontL01=16Courier New
FontL02=18Courier New
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 73 of 90
FontL03=20Courier
FontL04=22Courier
FontL05=24Courier
FontU01=16Courier
FontU02=18Courier
FontU03=20Courier
FontU04=22Courier
FontU05=24Courier
New
New
New
New
New
New
New
New
These are the font definitions for printing of lists and for PLAIN printouts.
[ListBoxPrintout]
[ListBoxPrintout]
Font=16Bitstream Cyberbit
This line defines the size and the font used for printing lists from List Box windows.
[ItemForm]
[ItemForm]
DupCallNo=N
DupCallNo2=N
The lines DupCallNo and DupCallNo2 determine whether Call Number and Call
Number 2 are duplicated when duplicating an item. If set to "Y", the call number is
duplicated. Note: If your call number is assigned by the system counter, set to "N".
[Vendor]
[Vendor]
DuplicateAddress=N
DuplicateAddress
Determines whether or not the Vendor Address (Z72) is duplicated when duplicating
a Vendor/Supplier(Z70) using the Duplicate button on the Vendor List. The default
value is Y. Note that in the 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).
[VendorList]
[VendorList]
SaveVendorListStartPoint=Y
VendorListStartPoint=SWETS
VendorListSortOption=C
SaveVendorListStartPoint=Y
Determine whether or not to save the 'Vendor List' starting point. The value Y
activates the saving option in the Vendor List. The value N deactivates the saving
option in the Vendor.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 74 of 90
VendorListStartPoint=SWETS
When the Vendor List window is opened and SaveVendorListStartPoint is set to
Y, the starting point is stored in VendorListStartPoint.
VendorListSortOption=C
When the Vendor List window is opened and SaveVendorListStartPoint is set to
Y, the "Sort by..." parameter (Name or Code) is stored in VendorListSortOption.
Possible values are: C (code) or N (name).
[Splitter]
[Splitter]
HighlightFocusedPane=Y
FOCUS_HILIGHT_COLOR_LTO=180,075,025
FOCUS_HILIGHT_COLOR_RBO=245,005,025
FOCUS_HILIGHT_COLOR_LTI=145,095,075
FOCUS_HILIGHT_COLOR_RBI=220,065,040
This refers to the mechanism for highlighting the current work area (pane). You can
move from pane to pane in the GUI by clicking in a pane, or by pressing SHIFT +
TAB.
Note
Do not adjust the color settings.
HighlightFocusedPane=Y
If set to Y, a colored border appears around a selected frame.
If set to N, borders do not appear around selected frames.
6.3 Font Definitions (FONT.INI)
The font.ini file contains font definitions for Find, Browse and cataloging forms'
edit fields (UnicodeEdit); for list boxes and captions (ListBox and
ListBoxCaption); for the Cataloging draft (EditorTag, EditorField and
EditorDescription); and for the Cataloging floating keyboard (AlephKeyboard).
Note
You can 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
!-------------------+----+----+------------------------------+-+-+-+-+-------------------UnicodeEdit
0000 00FF Courier
N N N
18 DEFAULT_CHARSET
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 75 of 90
UnicodeEdit
18 DEFAULT_CHARSET
0000 FFFF Bitstream Cyberbit
N N N
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, Browse and cataloging forms edit fields)
EditorTag, EditorField and EditorDescription (cataloging draft).
AlephKeyboard (cataloging floating keyboard)
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 - Facename of 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
Determines the size of the font.
Column 9 - Character Set
Defines the character set 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
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 76 of 90
HEBREW_CHARSET
ARABIC_CHARSET
GREEK_CHARSET
TURKISH_CHARSET
THAI_CHARSET
EASTEUROPE_CHARSET
RUSSIAN_CHARSET
MAC_CHARSET
BALTIC_CHARSET
6.4 Setup For Expanded Information Display
Expand displays show complete information on a line in the GUI lists. The expand
display is formatted in HTML templates. The files that control the display are stored
in XXX50/pc_display. These files do not have an extension. One file is used for each
expand display. The information from one file can be distributed among several tabs.
In addition to the HTML files, transformation files are used to change the data from
database data to meaningful formatted data. These files have the .trn extension.
The files are stored in one subdirectory per language pc_display_<lng>. For a
second language, the complete set of files must to be present in this language's
subdirectory. For example, XXX50/pc_display_por for the setup of Portuguese
language display.
The following templates are used:
HTML
Template
budgetbalance
ill-in-request
ill-in-return
ill-patron
ill-requests
ill-return
ill-supplier
item-currentsummary
item-expand
Module
Where
Tabs
Item Tab / Circ
Summary / 1. Current
Summary
Item Tab / Item
Item, Loan
Item Tab / History / 3.
Item Changes / ->
View button / Item
Information
Item Tab / Loan
Return Tab / Session
Item Tab / Circ
Summary / 2. History
Summary
Item, Bib Info,
Change Info
Acquisitions/Serials
ILL
ILL
ILL
ILL
ILL
ILL
Circulation,
Cataloging
item-historyexpand
Circulation,
Cataloging
Circulation,
Cataloging
item-loan
item-return
itemsummary
Circulation
Circulation
Circulation,
Cataloging
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Item, Bib Info, Loan
Loan, Item
Item, Bib Info
History
Page 77 of 90
HTML
Template
order-info
Module
Where
recordbibliography
subscriptioninfo
user-cash
Cataloging
Circulation
Patron Tab / Cash
user-details
Circulation
user-details
Circulation
user-loan
Circulation,
Cataloging
Patron Tab / Session /
Patron Information /
Patron Details
Loan Tab / Session /
Patron Information
Patron Tab / Loans / 1.
Loan Expand
Acquisitions/Serials Order Search Tab /
Index List
Tabs
Order Info, Bib Info,
Invoice, Expenditure,
Encumbrance
Cash Transaction,
Bib Info, Item, Loan
Loan, Bib Info, Item
To view the entire range of data that the system creates for a particular record:
1. On the server, from the command prompt, enter:
>> pc_display_off
2. Re-start pc_server. The "expanded display" displays in XML format, giving you
all possible data. It is possible that there is more XML data than is mapped to the
HTML.
In order to set the system back to HTML display:
1. On the server, from the command prompt, enter:
>> pc_display_on
2. Re-start pc_server.
6.4.1 The HTML Template
SECTION
The SECTION tag defines different parts of the HTML template. These parts are
predetermined by Ex Libris and correspond to the sections used in the data files.
Each template is made up of at least one section. A section is defined by the opening
and closing tags:
SECTION-01
END-SECTION-01
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 78 of 90
Sometimes SECTION tags (such as SECTION-01 / END-SECTION-01) will appear a few
times in the template. This is because the SECTION / END-SECTION tags must be
defined at the beginning and the end of each tab. The values are still from the same
section.
For example, in the user-cash template, the SECTION-01 / END-SECTION-01 tags
appear a few times because there are four tabs.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 79 of 90
LABEL
The LABEL tag creates and defines a tab. The name in the LABEL definition is
displayed as the name of the tab.
In the example above the tab definitions are:
#LABEL Cash Transaction#
#LABEL Item#
#LABEL Loan#
The LABEL tag does not have a closing tag. The tab begins after the LABEL tag and
ends before the next LABEL tag or at the end of the file.
Note
A tab will not be displayed if all fields in the tab are empty.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 80 of 90
The CONDITION tag can be used together with the LABEL tag to define a tab that
will only be displayed under certain conditions.
INCLUDE
The INCLUDE tag is used to insert a predefined modular part to the display. This is
useful when the same element is used by several files. The include files are in the
pc_display_<lng> directory. The include files are:
html-head
html-tail
open-table-1
open-table-2
style-css
bib-info
html-head
<html>
<head>
<meta http-equiv="Content-Type" content="text/html; charset=UTF-8">
<title>60;title>
<include>style-css
<head>
<body>
Each tab display is opened with html-head. The INCLUDE must appear directly
after the LABEL tag. For example:
##LABEL Item##
<include>html-head
html-tail
<body>
<html>
Each tab display is closed by html-tail.
open-table-1 and open-table-2
In most screens the display is a two-column table. open-table-1 and open-table-2
are used to open and define table definitions. Note that table definitions are closed
with the </table tag.
6.4.2 style-css
bib-info
The information displayed in the Bib Info tab uses a special definition. In order to
include the Bib Info tab in an HTML template insert the line:
<include>bib-info
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 81 of 90
The Bib Info tab will be displayed if there is bibliographic information. (For example
the cash transaction Local Patron Registration does not involve an item, and therefore
does not have any bibliographic information.)
The following explanation is only relevant if you are going to modify the standard Bib
Info display as provided by Ex Libris.
The bib-info Include File
The bib-info include file uses the LABEL, CONDITION and SECTION labels, and
the html-head and html-tail include files.
!
! Bib information
! section-01 - dependent on existence of bib-info
!
SECTION-01
CONDITION bib-info
##LABEL Bib Info##
<include>html-head
<div class="table-bib-info">
./bib-info
<div>
<table>
<include>html-tail
END-CONDITION
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 82 of 90
END-SECTION-01
The actual bibliographic information is displayed in the bib-info field and is
dependent on the setup of the global.trn and xxxx.trn tables in the
XXX50/form_<lng> directory.
CONDITION
The CONDITION tag is used to suppress the display of one or several defined fields
under one of the following conditions:
•
•
•
The field is not in the raw XML file that was generated.
The field is empty.
The field's value is zero or zeroes.
Example:
CONDITION z36-recall-date
<tr>
<th class="table-1" id="bold" align="right">
Recall Due Date
<th>
<td class=table-1>
./z36-recall-due-date
<td>
<tr>
<tr>
<th class="table-1" id="bold" align="right">
Recall Date
<th>
<td class=table-1>
./z36-recall-date
<td>
<tr>
END-CONDITION
In this example, if z36-recall-date is empty, it means that the item was not recalled.
Therefore, there is no Recall Date and no Recall Due Date to display.
CONDITION <field>=<value>
The CONDITION <field>=<value> tag is used to display of one or several defined
fields when the condition is met.
6.4.3 Transformation
The ALEPH Transformation Mechanism changes the displayed data from database
data:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 83 of 90
to meaningful formatted data:
In XXX50/form_<lng> there are two types of files: global.trn and xxxx.trn,
where xxxx = the HTML print templates. These are ALEPH tables which contain data
relating to the ALEPH transformation rules. Here is an extract from the global.trn
ALEPH table:
!
M
!
/
!Tag
Type
S Parameters
!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!->
bib-info
SUPPRESS
S
z303-delinq-1-update-date
z303-delinq-2-update-date
z303-delinq-3-update-date
z305-delinq-1-update-date
z305-delinq-2-update-date
z305-delinq-3-update-date
DATE
DATE
DATE
DATE
DATE
DATE
S
S
S
S
S
S
Column 1 : field name - XML tag
Column 2 : data type - ALEPH transformation method
Column 3 : single / multiple - use either S or M
Column 4 : (additional) parameters
M is used in column 3 when data is composed of several codes delimited by spaces,
and each is less than 100 characters.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 84 of 90
6.5 Setting Up the Date Format
In ALEPH GUIs and in the Web OPAC, you can set up the date format both for
screen display and for forms. The default settings of the date format are set in
$alephe_root/aleph_start and/or in $alephe_root/pc_server_defaults. If
defined in both files, pc_server_defaults takes precedence. The line setenv
date_style_s nn (s=screen) or setenv date_style_f nn (f=form) defines the 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
1
2
separator '-'
separator '/'
separator ' '
second digit
1
2
3
4
5
6
7
8
dmy
dmy with century
dmy with century, long month
dmy with century, short month
mdy
mdy with century
mdy with century, long month
mdy with century, short month
without separator
first digit
3
no separator
second digit
1
2
3
4
5
6
ddmmyy
mmddyy
yymmdd
ddmmyyyy
mmddyyyy
yyyymmdd
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 85 of 90
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:
6.6 Setting Up the Time Format
In ALEPH GUIs and in the Web OPAC, you can set up the time format both for
screen display and for forms. The default settings of the time format are set in
$alephe_root/aleph_start and/or in $alephe_root/pc_server_defaults. If
defined in both files, pc_server_defaults takes precedence. The line setenv
time_style_s nn (s=screen) or setenv time_style_f nn (f=form) defines the
time display.
Example:
setenv time_style_s 04
The numbers denote the format. The default is hhmm.
01
02
03
04
05
06
07
hh:mm
hh-mm
hh mm
hh:mm AM/PM
hh-mm AM/PM
hh mm AM/PM
hhmm AM/PM
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 86 of 90
6.7 Setting Up Navigation and Overview Trees
You can modify the following lines in pc_server_defaults in order to adjust the
default display of the ITEM-HOL connection in the Cataloging navigation tree and
overview trees:
setenv item_hol_tree_style
3
1 = Do not display the connection between the item and the HOL record.
2 = Display items under both the ADM record and under the linked HOL record.
3 = Display items only under the linked HOL record, and display HOL libraries
before ADM libraries
setenv expand_tree_style
2
This line defines if nodes display open or closed in the Overview tree and in the
Cataloging navigation tree:
1 = Do not open, only the selected record node will be visible.
2 = Open only the record nodes (ADM, BIB and HOL).
3 = Open all tree nodes (ADM, BIB, HOL, items, order, subscriptions, and so on).
setenv pc_tree_view_max_branch
setenv pc_filter_tree_view_max_branch
10
99
These lines define the number of leaf nodes (records) that display in the GUI
Navigation Tree. Trees are limited to a maximum of 800 lines.
6.8 Setting Up Statistic Analysis of Server Use
Z34 records can be used for statistical analysis of server use. You can modify the
following line in pc_server_defaults in order to control whether or not this option
is available:
setenv create_statistics
Y
If set to Y, the last-z34-sequence counter must be defined in the Z52 table (UTIL
G/2).
6.9 Setting Up Lock Periods
You can modify the following line in pc_server_defaults in order to define the
period that Acquisitions, ILL, and Circulation records are locked for (that is, the
length of time that other staff users are prevented from updating and deleting records):
setenv default_lock_period
Records are automatically unlocked after the period defined in this section . The
period is defined in seconds. By default (if not otherwise defined), the variable has
been set to lock records for 300 seconds:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 87 of 90
6.10 Setting Up Form Information Display
You can modify the following line in pc_server_defaults in order to determine
whether or not information about forms is displayed in the pc_server_log
($TMPDIR):
setenv form_load_display
Y
6.11 Setting Up Timeouts for Client's Link to Server
The following line in pc_server_defaults determines the maximum response time
for getting a service from the server - after which time, failed to read reply or failed to
connect to host messages are displayed:
setenv PC_SERVER_TIMEOUT
60
The defined time is in seconds.
6.12 Setting Up a Transactions Log
The following line in pc_server_defaults determines whether or not PC
transactions are written in a log file:
setenv pc_transactions_log
If set to Y, a pc_ser_<port> file is created in $LOGDIR and transactions are written to
this file.
If set to N, a pc_ser_<port> file is not created in $LOGDIR.
It is recommended to set this parameter to N in order to improve performance.
6.13 Batch Queue
The library's batch queue is managed through the que_batch file in the library's
data_files directory. All batch job requests are written to this file.
To start the library batch queue, use UTIL C/2. This invokes the <lib>_batch
process (for example, USM01_batch) which checks the que_batch file and sends the
earliest waiting job for execution. After UTIL C/2 has been initiated, the process
remains running until system shutdown, or until UTIL C/3 is invoked.
If jobs are submitted to batch_que when the queue is not running, the jobs are held in
a buffer, and will be executed in chronological order as soon as the queue is started. A
log file of the lib_batch process, called run_b.<nnnn>, is written in the library's
data_scratch directory. The number appended to the name indicates the process
number, and a new log file is opened each time that the lib_batch process is started.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 88 of 90
You must invoke UTIL C/2 when:
•
•
The system is activated. This can be set automatically in the system's startup
procedures.
The queue has been stopped using UTIL C/3.
You can run a single batch queue for a group of libraries. You can do this by using
tab_library_group which defines a group of libraries to share the same batch. For
example, according to the following line, the hosting library, in which the batch queue
will be running, is USM10. The batch queue will handle USM11 and USM12's
batches too.
!!!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!
USM10 USM11 USM12
The batch queue can be started and closed from any library for all other libraries in a
specific line in tab_library_group. You can find the batch queue in the hosting
library's data_scratch directory.
Note
Staff users running a GUI service can select the Online option to run the service
immediately without submitting it to the batch queue.
6.14 Setting Up Staff Privileges
Refer to the Staff Privileges module of the ALEPH User Guide for a complete
description of the process of assigning privileges to staff users.
6.15 Setting the Online Check Box in Services
There is an option to add a check box named Online to services:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 89 of 90
When this check box is selected, the job will be run immediately from the GUI in
online mode, thereby circumventing the batch queue.
To add the Online check box to a service, enter the
<allow_online></allow_online>
tag in the service's XML file. For example, the opening lines of the p-acq-16 service
might appear as follows:
<?xml version = "1.0"?>
<!DOCTYPE dialog SYSTEM "dialog.dtd">
<dialog>
<title>Budget Summary (acq-16)</title>
<proc>p_acq_16</proc>
<allow_online>
</allow_online>
<control>
<edit>
<argname>F01</argname>
<label>* Output File</label>
<size>100</size>
</edit>
Do not add this option to services which lock the library (such as indexing).
6.16 Setting Up a Check for UTF-8 Support for Web Browser
Two tables, no_utf_pc (for PCs) and no_utf_mac (for Macintosh computers), are
used in ALEPH to check whether or not the Web browser in use supports UTF-8 for
the PC. They reside under the $alephe_tab directory. These tables contain a list of
browsers/versions (user agents) that do not fully support UTF-8. For example:
Netscape 4
MSIE 4
The main server checks the user agent of each request against the values in this table.
If the current user agent is found in the table, then the browser is considered as not
supporting UTF-8. In this event, the browser uses the character set defined in the
following line in www_server.conf:
setenv server_default_charset
"iso-8859-1"
You can configure the list of browsers to be considered as "not supporting UTF-8" by
adding browsers and versions to this table.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - General
Release 16.02
Updated: July 21, 2004
Page 90 of 90
USER DOCUMENTATION
ALEPH 500 User Guide Acquisitions
 Ex Libris Ltd., 2004
Release 16.02
Last Update: August 19, 2004
Table of Contents
1
ACQUISITIONS OVERVIEW .......................................................................... 7
1.1
The Acquisitions/Serials GUI ................................................................... 7
1.1.1
2
3
1.2
Panes.......................................................................................................... 9
1.3
Working Without a Mouse...................................................................... 10
1.4
The Acquisitions Process ........................................................................ 11
1.5
Order Types............................................................................................. 11
1.6
Acquisitions Systems .............................................................................. 11
1.7
Prerequisites ............................................................................................ 12
1.8
Passwords ................................................................................................ 12
CURRENCIES ................................................................................................... 12
2.1
Local Currency........................................................................................ 13
2.2
Currency List........................................................................................... 13
2.3
Add Ratio ................................................................................................ 15
2.4
Add Currency .......................................................................................... 16
VENDORS .......................................................................................................... 16
3.1
Vendors List ............................................................................................ 17
3.2
Buttons on the Vendors List.................................................................... 18
3.3
Vendor Form ........................................................................................... 20
3.3.1
3.3.2
3.3.3
4
Toolbars.................................................................................................................. 8
Vendor Info 1 Tab ................................................................................................ 21
Vendor Info 2 Tab ................................................................................................ 22
Vendor Info 3 Tab ................................................................................................ 25
3.4
Order Units.............................................................................................. 26
3.5
Two-level Vendor ................................................................................... 26
3.6
Vendor Sublevel List............................................................................... 27
3.7
Vendor Sublevel Information Form ........................................................ 28
BUDGETS........................................................................................................... 29
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 2 of 153
4.1
Budgets List............................................................................................. 29
4.1.1
4.2
Budget Form............................................................................................ 31
4.2.1
4.2.2
4.2.3
4.2.4
4.2.5
4.3
5
Budget Info 1 Tab 1.............................................................................................. 32
Budget Info 2 Tab................................................................................................. 34
Balance Tab.......................................................................................................... 36
Transactions Tab .................................................................................................. 37
Sublibraries Tab.................................................................................................... 41
Budget Hierarchy .................................................................................... 41
4.3.1
4.3.2
4.3.3
4.4
Buttons on the Budgets List.................................................................................. 31
Budget Parent ....................................................................................................... 41
Use Budget Parent for Invoice Report.................................................................. 42
Budget Hierarchy in Reports ................................................................................ 42
User's Budget Permissions ...................................................................... 43
ORDERS ............................................................................................................. 43
5.1
Order Search............................................................................................ 44
5.1.1
5.1.2
5.2
Order List ................................................................................................ 48
5.2.1
5.3
5.4
Order Form.............................................................................................. 51
Order Display Tab ................................................................................................ 52
General Tab .......................................................................................................... 52
Vendor Tab........................................................................................................... 58
Quantity and Price Tab ......................................................................................... 62
Sending Orders to Vendors ..................................................................... 64
5.5.1
5.6
Order List Buttons ................................................................................................ 49
Quick Cataloging in Acquisitions ........................................................... 51
5.4.1
5.4.2
5.4.3
5.4.4
5.5
Buttons on the Index List...................................................................................... 46
New and Cancelled Order Index Pane: Buttons ................................................... 48
Send Button .......................................................................................................... 64
Encumbrances for Order ......................................................................... 65
5.6.1
5.6.2
Buttons.................................................................................................................. 66
Fields .................................................................................................................... 66
5.7
Items/Subscription................................................................................... 66
5.8
Canceling Orders..................................................................................... 67
5.9
Deleting Orders ....................................................................................... 67
5.9.1
5.10
Order Log ................................................................................................ 68
5.10.1
5.10.2
5.10.3
5.11
Delete an Order Via the Order List....................................................................... 67
Order Log List ...................................................................................................... 68
Order/Subscription Log ........................................................................................ 68
Action Log Messages ........................................................................................... 70
Multi Order Process (for Monographs)................................................... 71
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 3 of 153
6
EDI....................................................................................................................... 75
6.1
EDI Setup ................................................................................................ 77
6.1.1
6.1.2
6.1.3
6.1.4
6.1.5
6.1.6
6.1.7
6.1.8
6.2
Claim Record via EDI ............................................................................. 87
6.2.1
6.2.2
6.2.3
6.2.4
Order Cancellation .................................................................................. 88
6.4
Send Outgoing EDI Message (edi-11) .................................................... 88
6.5
Load EDI Messages ................................................................................ 89
EDI Load Log.......................................................................................... 91
6.6.1
6.6.2
6.7
7.2
Specifications of ALEPH Requirements for EDI ................................... 93
Order Path ............................................................................................... 93
Invoice Path............................................................................................. 94
7.2.1
9
Loading an Incoming EDI Invoice into ALEPH .................................................. 92
Loading Incoming EDI Order Responses into ALEPH........................................ 92
INVOICES.......................................................................................................... 93
7.1
8
Online Claims for Orders ..................................................................................... 87
Batch Claims for Orders ....................................................................................... 87
Online Claims for Serials ..................................................................................... 87
Batch Claims for Serials ....................................................................................... 88
6.3
6.6
7
Editing tab35 for EDI ........................................................................................... 77
Vendor Record for EDI ........................................................................................ 78
Vendor Address .................................................................................................... 81
Incoming Files Location....................................................................................... 82
Edit edi_out_attr ................................................................................................... 82
Editing edi_in_attr ................................................................................................ 83
EDI Counters in UTIL G/2 ................................................................................... 83
EDI Order Record................................................................................................. 84
General Invoice Form........................................................................................... 95
ARRIVALS....................................................................................................... 105
8.1
Arrival List of Orders............................................................................ 106
8.2
Arrival Form.......................................................................................... 106
CLAIMS............................................................................................................ 107
9.1
Batch Claiming...................................................................................... 109
9.2
Manual Claiming................................................................................... 110
10
PAYMENTS .............................................................................................. 111
10.1
General Invoice Payment Status ........................................................... 111
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 4 of 153
10.2
User Authorizations............................................................................... 112
10.3
Invoice Report ....................................................................................... 113
11
REPORTS.................................................................................................. 113
11.1
Types of Reports ................................................................................... 113
11.2
Example for Using the General Retrieval Form (acq-02-01)................ 114
12
ACQUISITIONS SERVICES.................................................................. 115
12.1
Manage Database Tables....................................................................... 117
12.2
Orders and Claims................................................................................. 117
12.3
Retrieve and Print Acquisitions Records .............................................. 118
12.4
Budget Management ............................................................................. 118
12.5
Currency................................................................................................ 120
12.6
EDI ........................................................................................................ 120
12.7
Other...................................................................................................... 121
12.8
Statistics ................................................................................................ 124
12.9
General .................................................................................................. 124
13
SYSTEM LIBRARIAN ............................................................................ 125
13.1
Order Index ........................................................................................... 126
13.2
Print Templates ..................................................................................... 127
13.2.1
Available Templates ........................................................................................... 127
13.3
Open Annual Budgets ........................................................................... 128
13.4
Renew Order Encumbrances................................................................. 129
13.5
Transfer Remaining Balance................................................................. 129
13.6
Drop-down Menus................................................................................. 129
13.7
Budget Check ........................................................................................ 131
13.8
Arrival Form.......................................................................................... 132
13.9
Item Records ......................................................................................... 132
13.10
Order Number Counters .................................................................... 133
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 5 of 153
13.11
ISBN/ISSN ........................................................................................ 134
13.12
Order Status and Item Process Status................................................ 134
13.13
Order Log .......................................................................................... 134
13.13.1
Order Log - Sorting Routine .............................................................................. 134
13.14
Item Price for Monograph Order....................................................... 135
13.15
Vendor's Currency............................................................................. 135
13.16
Acquisitions-related Entries in tab100 .............................................. 135
13.17
Acquisitions Tables ........................................................................... 139
13.18
Acquisitions Values of pc_server_defaults ....................................... 141
13.19
Setting the Local Currency................................................................ 142
13.20
Column Headings (pc_tab_col.lng)................................................... 143
13.21
Client Setup (acq.ini)......................................................................... 143
13.21.1
ACQ.INI SETTINGS......................................................................................... 144
13.22
Invoice Payment Status (tab48)......................................................... 145
13.23
Checksum of Vendor Additional Code Format (ABN) .................... 146
13.24
Budget and Vendor Code Prefix ....................................................... 147
13.25
Order Units........................................................................................ 147
13.26
Line Item Invoice - Alert Message.................................................... 152
13.27
Order Bar Search Options ................................................................. 152
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 6 of 153
1 Acquisitions Overview
The Acquisitions/Serials module enables you to manage vendor, budget, order and
invoice records. This module runs under ADM type libraries only.
This overview includes the following sections, in order of appearance:
•
The Acquisitions/Serials GUI
•
Working Without a Mouse
•
Acquisitions Process
•
Order Types
•
Acquisitions Systems
•
Prerequisites
•
Passwords
1.1 The Acquisitions/Serials GUI
The Acquisitions/Serials GUI has been designed with an emphasis on usability and
ease of access to acquisitions functions. Vendor, budget, item, order and invoice
information are interlinked and can be accessed with a minimum of cursor movement.
Multiple panes containing relevant information for each function can be displayed
simultaneously.
Here is an example of an Acquisitions/Serials GUI screen displaying order
information:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 7 of 153
The various screen elements in the Acquisitions/Serials GUI (as shown above) are
explained in the following sections.
1.1.1
Toolbars
Title Bar
The Title Bar shows the name of the program. It also displays status messages relating
to the program and to user commands:
Menu Bar
The Menu Bar is laid out conventionally:
Place the cursor over the menu name (for example, Orders) to reveal the related menu
commands.
Serial Bar
The Serial Bar contains brief information about a selected record, such as the journal's
title.
To display a serial record, select a search parameter from the drop-down menu on the
left. For example, Title. Type the appropriate value in the adjacent field. For example,
Journal of Ecology. Click
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
, or press Enter.
Page 8 of 153
Order Bar
The Order Bar contains brief information about a selected record, such as the journal's
title.
To display an order record, select a search parameter from the drop-down menu on
the left. For example, Order number. Type the appropriate number in the adjacent
field, and click
, or press Enter.
Invoice Bar
The Invoice Bar allows you to retrieve a General Invoice and its line items and to
create a new invoice.
Enter a Vendor code or click
and select a Vendor from the Vendor List. In the
adjacent field, select the appropriate invoice number or type it in. To add a new
invoice for the selected vendor, type in the new general invoice number, and click
, or press Enter.
1.2 Panes
Navigation Pane
The navigation pane contains the following:
•
Main Tab
•
Navigation Tree
Main Tab
The Acquisitions/Serials module is comprised of six activities:
•
Order
•
Invoice
•
Administration
•
Order Search
•
Serial
•
Search
The above activities are accessed from the Main Tab in the left pane, which consists
of a row of icons that correspond to the major activities in Acquisitions.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 9 of 153
Clicking an icon invokes the interface associated with that icon. For example, clicking
the Order icon invokes an interface for conducting Order activities.
Name
Order
Invoice
Administration
Order Search
Serial
Search
1.3 Working Without a Mouse
You can advance from one pane to another by using the following shortcut keys:
Shortcut Keys
TAB
Shift+TAB
Ctrl+TAB
Ctrl+Alt+TAB
Ctrl+1
Ctrl+2
Ctrl+3
Ctrl+4
Ctrl+5
Ctrl+6
Ctrl+7
Lets you do this:
move to the next control in the dialog box.
move to the previous control in the dialog box.
move from the first control in the top toolbar to the lower pane.
move from the lower pane to the first control in the top toolbar.
move to the left pane, containing a tree.
move to the right upper pane.
move to the right lower pane.
move to the navigation tree (left lower pane) in Cataloging.
move to the first control in the top toolbar.
move to the second control in the top toolbar.
move to the third control in the top toolbar.
Note that a frame appears around the active pane.
Shortcut Keys Available in the Acquisitions/Serials GUI
The following table shows the default shortcut keys. These shortcut keys can be
customized.
Function
Switch to Admin Tab
Switch to Order Search Tab
Switch to Invoice Tab
Switch to Order Tab
Switch to Search Tab
Switch to Serial Tab
F6
F7
F5
F2
F9
F8
The following shortcut keys are hard coded and cannot be customized:
Function
All Lists - Print List
Date Edit and Time Edit - Reset Dates
Help
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
F11
F12
F1
Page 10 of 153
1.4 The Acquisitions Process
The Acquisitions process includes the following steps:
1. Create a Bibliographic Record in the Cataloging module. This record can be
updated later.
2. Initiate an Order by filling in the Order Form in the Acquisitions/Serials
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.
1.5 Order Types
The Acquisitions/Serials 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 can also place
a monograph order for an individual issue of a serial publication; for example, this
would apply if the issue has been lost and you wish to replace it.
A serial order is for a publication that 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 (for example, "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.
1.6 Acquisitions Systems
The control (that is, limitations on activities) of the Acquisitions system and its
records can be managed at a sublevel. The sublevel that is used at a particular site can
be based on sublibraries (individually or in groups), or it can be based on a special
entity called "order units". The choice (order unit or sublibrary) is decided upon and
preset using the site's system table setup. These controls are optional.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 11 of 153
Examples of possible control setup:
•
Update Authorization
o
•
Order Record - only a user who has authorization for the
sublibrary/order unit can update the order record.
User Authorization
o
Budget - if the budget is assigned to particular sublibraries/order units
(or a single sublibrary or order unit), then allocations, invoicing and
transfers can be made only by a user who has authorization for those
sublibraries/order units.
o
Vendor - if the vendor is assigned to particular sublibraries/order units
(or a single sublibrary or order unit), then the vendor can be assigned
to an order only if the order record is assigned the same
sublibraries/order units.
1.7 Prerequisites
Before initiating any orders, you must first make sure that:
•
a list of currencies has been created and the exchange rates defined.
•
a list of vendors has been created and includes the vendor from which you
want to order.
•
a list of budgets has been created and includes the budget you want to debit.
This step is optional and is only for users who want budget control.
1.8 Passwords
Most update functions within the Acquisitions/Serials module require password
authorization, including adding, updating and deleting orders, and working with
budgets and vendors. Password authorization can be given per function or globally for
all functions, and for specific sublibraries/order units or all sublibraries/order units.
2 Currencies
The Currencies function enables you to define values for the currencies used by your
vendors and ILL suppliers.
This chapter includes the following sections:
•
Local Currency
•
Currency List
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 12 of 153
•
Add Ratio
•
Add Currency
2.1 Local Currency
The local currency code is defined in aleph_start. 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, (for example,
Bank of America) using the Upload Currency Ratios (acq-20) service. 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 Upload Currency Ratios (acq-20), you must have a valid data file in the
library's file directory named currency.dat. The file must be in the format:
NNN DDDDDDDD R.R
For example:
USD 20002804 4.035
2.2 Currency List
Select the Currency node from the Administration tab. The Currency List will be
displayed in the upper pane:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 13 of 153
This window shows the currency ratios that were in effect on the date given in the
Currency List line. 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.
To see the currency ratios that were in effect on another date, click the arrow to the
right of the Enter Previous Date field and click Go.
Add Ratio
To add a new ratio for a currency that has already been defined, highlight the desired
currency and click Add Ratio. Enter the new ratio in the Currency Ratio field in the
lower pane's Ratio tab and click Add.
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.
Delete Ratio
To delete a ratio for a particular currency, on a particular date, highlight the entry and
click Delete Ratio. You will be prompted to confirm the deletion.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 14 of 153
Add Currency
To define a new currency (but not its ratio), click Add Currency and fill in the details
in the Currency tab in the lower pane. (After you have defined a new currency, you
can define a ratio for it by highlighting it and clicking Add Ratio.)
Delete Currency
To delete the currency from the system, highlight the currency and click Delete
Currency. You will be prompted to confirm the deletion. 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.
If the currency selected to delete is used in budget transactions you will not be
allowed to delete the currency. You will be prompted with a message stating
"Currency is used in budget transactions. Unable to delete currency".
2.3 Add Ratio
When you click Add Ratio on the Currency List, the focus will move to the Ratio tab
on the lower pane:
Enter the new Currency Ratio, change the date if necessary, and click Add.
Currency Code
The currency code is automatically filled in for you. You cannot change the
information.
Description
The description is automatically filled in for you.
No. Units Per Ratio
This information is automatically filled in for you.
Currency Ratio Date
Enter the date on which the ratio takes effect.
Currency Ratio
In most cases, your local currency will have the ratio 1.000000. All other currencies
are then measured against this standard.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 15 of 153
2.4 Add Currency
When you click Add Currency on the Currency List, the focus will move to the
Currency tab on the lower pane:
Fill in the details and click Add.
Currency Code
This is the three-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. Upto-date and extensive lists of currencies and their codes are available on the Web.
Note
Systems that work with EDI must make sure that their currency code list matches the
ISO 4217 list.
Description
Use this field to enter a description of the currency. For example, enter French Franc
to describe the code FRF.
No. Units Per Ratio
Most frequently, you will want to specify one 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 this, enter
1000 in this field, and enter 2.4870 in the Currency Ratio field of the Add/Modify
Ratio window.)
3 Vendors
Before initiating any orders, you must first make sure that a list of vendors has been
created and includes the vendor from whom you want to order.
This chapter includes the following sections:
•
Vendors List
•
Vendor Form
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 16 of 153
•
Two-level Vendor
For information on working with vendors using EDI messaging, see the EDI chapter
on page 75.
3.1 Vendors List
Select the Vendors node from the Administration tab. The Vendors list will be
displayed in the upper pane:
The Vendors list in the Vendor tab of the upper pane enables you to add/duplicate and
delete vendors. To modify an existing vendor, highlight the desired vendor and update
the fields in the lower pane.
Note
The sublevel Vendors list in the upper pane under the Vendors list is displayed only
when your system is set to use a Two-level Vendor.
You can use search filters to speed up your search for a particular vendor:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 17 of 153
The following search modes are available:
Name
You can jump to a particular point in the list by typing in a partial vendor name in the
space provided and clicking Go.
Code
You can browse the Vendors list and jump to a particular point in the list by typing in
a partial vendor code in the space provided and clicking Go.
Exact
To retrieve a specific budget, type in the exact budget code and click Go.
Keywords
You can retrieve vendors by the keyword you designate. You can truncate words by
entering the first few letters of your search term (for example, Hog will retrieve
Hogwarts).
The following fields will be searched for the keywords.
•
Additional code
•
Vendor name
•
Contact
•
Country
•
Material type
•
Vendor addresses
When you search the Vendors list by Name or by Code you can also use the filters:
Sublibrary and Currency.
Note
If the vendor was not defined as being associated with a particular sublibrary/order
unit, the vendor will appear in the Vendors list, no matter which sublibrary/order unit
you choose to filter by. Use an asterisk (*) as a suffix in the sublibrary/order unit filter
to filter the Vendors list by vendors whose sublibrary/order unit code begins with a
specific string.
3.2 Buttons on the Vendors List
The following buttons are available on the Vendors List pane:
New
To add a new vendor to the list, click New. The lower pane will become active and
the Vendor Form will be displayed for you to fill in.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 18 of 153
Duplicate
You can add a new vendor by copying an existing vendor's details and then editing
the vendor information. To do this, highlight the vendor whose information you want
to copy, then click Duplicate. The Vendor Form is displayed in the lower pane,
already filled in with information copied from the highlighted vendor. You can then
edit the form so that the information is appropriate for the new vendor.
Delete
To delete a vendor from the list, highlight the vendor and click Delete.
Note
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
Address,
the
Vendor
Addresses
form
is
displayed.
This form is used for registering the vendor addresses to be used for orders, claims,
payments, returns and EDI.
Enter the Vendor Addresses to be used for orders, claims, payments, returns and EDI.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 19 of 153
Note
You must enter an address for Orders, but you can leave the other addresses blank. If
you leave the other addresses blank, the Order address is used. If the Payment
Address is filled in, it will be displayed in the printout of the Invoice Report (acq-10)
service. If the Payment Address is not filled in, Order Address will be used in the
Invoice Report printout. Additionally, if you leave the Vendor Name blank in these
screens, the vendor name from the Vendor Information form will be filled in here.
Next to the E-mail field there is an envelope icon. When you click it, an e-mail
message form pops up, enabling you to send an e-mail message to the vendor.
See the Vendor Address section in the EDI chapter on page 81 for information about
EDI vendors and the EDI Address.
Add
This button appears only when your system is set to use a Two-level Vendor mode.
Click Add to assign a secondary level of sublibraries/order units to a vendor.
Delete
This button appears only when your system is set to use a Two-level Vendor mode.
To delete a sublevel vendor, highlight the sublevel (order unit or sublibrary) and click
Delete.
3.3 Vendor Form
The Vendor Form enables you to register administrative information about a vendor.
Important note for systems using two-level vendor:
The same form is used for generic vendor and for sublevel vendor. When you
modify/add a sublevel record, some of the fields in the Vendor Information form
might be read-only. Your system setup determines which fields can be specifically set
for the sublevel record and which will be set as read-only fields taken from the
generic vendor record.
The Vendor Form has four parts, accessible by clicking the tab for each part. When
you are finished filling in all four parts, click Update.
Note
Vendor Addresses are available by clicking the Address button on the Vendors list.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 20 of 153
3.3.1 Vendor Info 1 Tab
When you click the Vendor Info 1 tab, the following form will be 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.
Cataloger
This is a read-only field. The login name of the current staff user is automatically
inserted in this field.
Vendor Code
This field is mandatory. The Vendor Code is the unique alphanumeric code by which
the system identifies the vendor. You can enter up to 20 alphanumeric characters.
System
Librarians
only
You can set your system to perform a check on the prefix of the Vendor Code. For
setup instructions see the Systems Librarian chapter, Budget and Vendor Code Prefix
on page 147.
Vendor EDI Code
This field is relevant for EDI.
To ensure that an order can be sent by EDI to a vendor, you must enter the Vendor's
EDI code. The Vendor's EDI code can 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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 21 of 153
In order to send an order by EDI to a vendor, you also have to enter the EDI code
type. These types must 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
This field is optional. Enter a supplementary vendor code here, if one is used by your
library system. Depending on your system setup, this field can be dedicated to ABN
(Australian Business Number).
System
Librarians
only
For setup instructions, see the System Librarian chapter Checksum of Vendor
Additional Code Format (ABN) on page146.
Vendor Name
Mandatory field. This is the name, as it will appear on the List of Vendors. The name
you enter here can 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.
Vendor Status
This field is optional. You can enter a two-character code defined by your library in
order to differentiate between vendors. A vendor with status NA (not active) cannot
be assigned to an order.
Vendor Language
Mandatory field. This is the language of the forms (order slips, claims) that will be
sent to the vendor.
Country
This field is optional. The information is for reference only.
Material Type
This field is optional. Use it to describe the type of material you usually order from
this vendor. You can enter up to 20 characters.
Note
You can enter a note up to 200 characters in length.
3.3.2 Vendor Info 2 Tab
When you click the Vendor Info 2 tab, the following form is displayed:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 22 of 153
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 can want 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 can enter up to four currencies. Currency 1 will be
copied to each order from this vendor as the default currency.
System
Librarians
only
If the variable 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 the variable 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.
Up-to-date and extensive lists of currencies and their codes are available on the Web.
Terms Sign
Enter a plus (+) or a minus (-) 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
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 23 of 153
encumbrance, only. You can leave this field blank, but if you fill it in, be sure to fill in
Terms Percent as well.
If 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.
Order Delivery
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 can choose to print the order slip and send it by conventional mail, or you can
send the slip by e-mail. Note that in order to send the slip by e-mail, the e-mail
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 uses when generating a list of orders for a vendor
when you run the Send List of Orders to a Vendor (acq-14) service.
List Send Method
You can choose to print the order list and send it by conventional mail, or you can
send the list by e-mail. Note that in order to send the list by e-mail, the e-mail 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 Format
Not yet implemented.
EDI Send Method
You can choose to send the order by EDI. Select FTP (for ASCII) or FTPBI (for
binary).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 24 of 153
3.3.3
Vendor Info 3 Tab
Contact 1-5
These fields are optional. Up to 5 vendor contact persons can be entered in these 5
fields. Each contact field contains up to 200 characters. When assigning a vendor to
an order, the first name (from the Contact 1 field) will be used as the default in the
Vendor Contact field of the Acquisitions Order Form. All the contact names listed in
the 5 contact fields will be listed in the pull-down menu of the Vendor Contact field
of the Order Form.
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 25 of 153
3.4 Order Units
Sublibraries/Order Units
This tab can be named either Sublibraries or Order Units. This depends on whether
your Acquisitions system is set to work with sublibraries or with order units. Click the
Sublibraries/Order Units tab to assign one or more sublibraries/order units to the
vendor.
Note
If your system is not set up to work with a two-level vendor, use the
Sublibraries/Order Units tab to assign permitted sublibraries/order units to the vendor.
The system will allow you to assign a vendor to an order only if the vendor
sublibraries/order units match the order sublibraries/order unit. If you do not select
any sublibrary/order unit, all sublibraries/order units will be assigned to the vendor.
However, if your system is set up to work with a two-level vendor, you do not have to
use the Sublibraries/Order Units tab to define permitted sublibraries/order units for
the vendor. As soon as a sublevel vendor record is created for a specific
sublibrary/order unit, you can assign this sublevel vendor to orders whose
sublibrary/order unit matches the sublevel vendor sublibrary/order unit.
3.5 Two-level Vendor
This section is relevant only for systems set to work with two-level vendors. The
Two-level Vendor option allows for maintenance of the same generic vendor record
or separated sublevel records for different sublibrary/order units. The Two-level
Vendor is an optional feature.
System
Librarians
only
This feature depends on the following variable in tab100:
TWO-LEVEL-VENDOR Y/N
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 26 of 153
When TWO-LEVEL-VENDOR is set to Y, the system manages a two-level vendor.
When it is set to N, the system uses only one level of generic vendor.
When your system is set to work with the Two-level Vendor option, each vendor can
have two different types of records:
•
First-level record: the generic vendor record, which is the default record.
•
Sublevel record: Order unit or sublibrary specific record with the same vendor
code (as its generic record) and a unique sublevel vendor record. Each
sublevel vendor record can have different information for the same generic
vendor record.
Depending on your system setup, the sublevel can be Sublibrary or Order Unit.
Systems
Librarians.
only
This depends on the following variable in tab100:
USE-ORDER-UNIT Y/N
When the variable is set to Y, the Acquisitions system works with order units and the
sublevel will be Order Unit.
When the variable is set to N, the system uses sublibrary and the sublevel is
Sublibrary.
Following is an example of how the two-level vendor is used. In this example, the
system is set to work with sublibrary sublevel vendor (not order unit). A.V is a
generic vendor which gives different discount percentages to two different
sublibraries: UARCV and ULINC. Each sublibrary can have its own sublevel vendor
record for A.V: one sublevel A.V vendor record for UARCV and another sublevel
A.V vendor record for ULINC. The discount percentage field will be different in each
sublevel vendor record. When vendor A.V is assigned to the UARCV order, the
default discount percentage will be taken from the UARCV sublevel A.V vendor
record. When vendor A.V is assigned to ULINC order, then the default discount
percentage will be taken from the ULINC sublevel A.V vendor record. Basically, this
represents one generic vendor with two sublevel records per sublibrary. If your
system is set to work with order units (rather than with sublibrary), there will be one
generic vendor with two (or more) sublevel records per order unit.
3.6 Vendor Sublevel List
When your system is set to work with a two-level vendor, the sublevel Vendors list is
displayed under the Vendors list in the upper pane.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 27 of 153
To change or view information of the generic (USM50) record or one of the sublevel
records, highlight the appropriate record. The details will be displayed for you to edit
in the Vendor Form of the lower pane. When you modify the sublevel vendor form,
some fields will be read-only and some can be changed for the sublevel record.
Systems
Librarians.
only
defines which group of the vendor record fields will be taken
from the generic vendor record and will be read-only for the sublevel record and
which group of fields can be set specifically for the sublevel vendor record.
tab_vendor_sub_lib
Add
Click Add to add a new sublevel vendor to the generic vendor. This will open the
Add Sublevel window, which allows you to choose the sublibrary/order unit to which
you want to add a sublevel vendor record. After you select the sublevel, the Vendor
form of a sublibrary/order unit will be activated in the lower pane for you to fill in.
Delete
Use the Delete button to delete the highlighted sublevel vendor record. To delete the
generic vendor record, use the Delete button in the main Vendors list. This will delete
the generic vendor and all its sublevel records.
3.7 Vendor Sublevel Information Form
The sublevel vendor record has the same structure as the generic vendor record. When
you add a new sublevel vendor record, the fields will be initially filled with the
generic record information. This depends on your system setup. Part of the fields can
be set specifically for the sublevel record, and part of the fields are read-only and their
information is taken from the generic record.
Systems
Librarians.
only
(This depends on the setup of tab_vendor_sub_lib).
Following is an example of a UARCV sublibrary sublevel record for vendor A.V Vendor Info 2 tab:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 28 of 153
As you can see in the above example, most of the fields are read-only. Their
information is based on the generic vendor record and the user cannot change this
information. Only the Account Numbers, Terms Sign and Percent fields can be set
specifically to the UARCV sublevel vendor record. Your system librarian can
determine which fields are read-only and which can be set specifically for the
sublevel vendor. When you assign vendor A.V. to an URLEC order record, the
default information from the vendor record will be taken from the UARCV sublevel
vendor record. If there is no sublevel vendor record that matches the order's
sublibrary/order unit, the system uses the generic vendor information.
4 Budgets
Budgets are an optional feature and are only for users who want budget control.
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 (see the chapter on Orders on page 43).
This chapter includes the following sections:
•
Budgets List
•
Budget Form
•
Budget Hierarchy
•
User's Budget Permissions
4.1 Budgets List
Select the Budgets node from the Administration tab. The Budgets list will be
displayed in the Budgets tab in the upper pane. You can add, modify and delete
budgets.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 29 of 153
Use the Budget Filter area to search for the appropriate budget.
You can search the list of budgets in the following ways:
Browse
You can browse the Budget list and jump to a particular point in the list by typing in a
partial budget code in the space provided and clicking Go. The Browse option allows
you to filter the list only by those budgets used by a particular sublibrary/order unit,
budgets having a particular status, and/or budgets of a particular year.
Note
If the budget was not defined as being associated with a particular sublibrary/order
unit, the budget will appear in the Budget List, no matter which sublibrary/order unit
you choose to Filter by. Check the View Authorized Budgets check box to display
only budgets for which the user has at least one kind of permission. (The user's budget
authorizations are set via the Budgets window, invoked via the Staff Privileges
window.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 30 of 153
Keywords
The Keywords Search retrieves budgets by keyword(s) you have entered. You can
truncate words by entering the first few letters of your search term. The following
three fields will be searched for keywords: Name, External Budget and Department.
Exact
To retrieve a specific budget, type in the exact budget code and click Go.
Wildcard
The Wildcard Search allows you to select a group of budgets by entering a partial
Budget Code and an asterisk (*). For example, B*-2003 will retrieve all budgets that
start with the letter B and end with -2003.
Group
Type in a Budget Group and click Go. For example, MON will retrieve all budgets
that have MON (Monographs) in the Budget Group field in the Budget Information
Screen 1 tab of the Budget Form window in the lower pane.
It is possible to filter the search by Group using the status and the year of the budget
(for annual budgets with suffix "-YEAR" or non-annual budgets which by convention
belong to any year). Select the "Group" search type, enter the search term as one
string in the field below, for example, MON 2003 AC in order to indicate an active
budget with group MON for the year 2003, or alternately type the group MON as
search string and fill in the status AC and the year 2003 in the corresponding fields for
filtering.
4.1.1 Buttons on the Budgets List
The following buttons are available on this screen:
New
To add a new budget to the list, click New. The Budget Form in the lower pane will
be displayed for you to fill in.
Duplicate
You can add a new budget by copying an existing budget's details and then editing the
Budget Form in the lower pane. To do this, 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 can 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.
4.2 Budget Form
When you click New or Duplicate on the Budgets List (upper pane), the lower pane is
activated and the Budget Form is displayed, enabling you to register administrative
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 31 of 153
information about a budget. The Budget Form also allows you to update details of an
existing budget highlighted in the Budgets List in the upper pane.
The Budget Form has five parts, accessible by clicking the tab for each part. When
you are finished filling in the tabs: Budget Info 1 and Budget Info 2, click Add or
Update.
4.2.1 Budget Info 1 Tab 1
When the user clicks the Budget Info 1 tab, the following form is displayed:
Open Date
This is the date the record was opened. It is filled in automatically by the system.
Department
Enter the department within the institution to which the budget is attached.
External Name
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
can enter up to 50 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.
Systems
Librarians.
only
You can set your system to perform a check on the prefix of the Budget Code. For
setup instructions see the section in the System Librarian chapter entitled Budget and
Vendor Code Prefix on page 147.
Budget Parent
Optional. If there is a budget parent, enter its code here. Use Parent Budget for
Invoice Report. If the box is checked, then the parent budget is reported in the invoice
report (service: acq-10) instead of in the budget itself. If there is a grandparent, the
final reported budget is the first parent/grandparent where the Use Parent Budget for
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 32 of 153
Invoice Report field is not checked. If the check box is not checked, the budget itself
will be reported in the Invoice Report.
Use Parent Budget for Invoice Report
If this box is checked, then the parent budget instead of the budget itself is reported in
the Invoice Report (acq-10). If there is a grandparent budget, the final reported budget
is the first parent/grandparent where the Use Parent Budget for Invoice Report field is
not checked. If the check box is not checked, the budget itself will be reported in the
Invoice Report (acq-10).
Budget Type
The Budget Type is for information only. If you do not choose a budget type, the
system chooses the first one in the list as the default. 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
Name
This is the name of the budget. This information is optional. You can enter up to 60
characters.
Valid from/Valid to
Enter the dates between which orders can be placed against the budget. An order will
be trapped if it is placed outside the valid period.
Budget Group
Budget Groups are used to combine several budgets into a group in order to produce a
report on the budgets. Select a group from the pull-down menu. For example, you
may want 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,
Biology Department.
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 status, it
defaults to active (AC).
Note 1-4
Each note can be up to 100 characters in length.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 33 of 153
4.2.2 Budget Info 2 Tab
When the user clicks the Budget Info 2 tab, the following form is displayed:
Object Code
Select the appropriate object codes for the budget. Up to 20 object codes can be
assigned to the budget. Object codes can be used to create a hierarchy within a budget
and to classify expenditures. If the use of an object code is mandatory (depending on
your system setup), then an object code must also be assigned to a line item invoice
and must match the assigned budget's object codes. If you don't select any object
code, All is automatically checked. The list of available object codes can be set by
your system librarian.
Max. Over/Under Encumbrance
This is the maximum amount by which the budget can be encumbered, over or under
the estimated budget balance. This field also depends on the check boxes: Expressed
as Percentage and Limit to Under Enc./Exp.
For example, when the estimated balance is $100, if the Max. Over/Under
Encumbrance is $20, then the Limit to Under Enc./Exp. is not checked (i.e., this field
is actually Maximum Over Encumbrance), then encumbrances up to $120 can be
made. This can be expressed as a percentage (depending on whether you select the
Expressed as Percentage check box).
In the other case, if the Limit to Under Enc./Exp. is checked (that is, this field is
actually Maximum Under Encumbrance), then encumbrances up to $80 can be made.
This can be expressed as a percentage (depending on whether you select the
Expressed as Percentage check box).
Max. Over/Under Expenditure
This is the maximum amount by which the budget can be debited (that is, invoices
paid), over and above the estimated budget balance. This field also depends on the
check boxes: Expressed as Percentage and Limit to Under Enc./Exp.
For example, when the estimated balance is $100, if the max. over/under expenditure
is $20, then the Limit to Under Enc./Exp. is not checked (i.e., this field is actually
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 34 of 153
Maximum Over Expenditure), then expenditure up to $120 can be made. This can be
expressed as a percentage (depending on whether you check the Expressed as
Percentage
check
box).
In the other case, if the Limit to Under Enc./Exp. is checked, (i.e., this field is actually
Maximum Under Expenditure), then expenditure up to $80 can be made. This can be
expressed as a percentage (depending on the Expressed as Percentage check box).
Expressed as Percentage
The Expressed as Percentage check box works together with the Max. Over/Under
Encumbrance and Max. Over/Under Expenditure fields that appear in the window
above the check box. If you place a checkmark in the box, this means that the amount
written in the Max. Over/Under Encumbrance and Max. Over/Under Expenditure
fields will be taken as a percentage of the allocation.
For example, if the Max. Over/Under Encumbrance field value is 20 and the
allocation is 1000, and the user places a checkmark in the Expressed as Percentage
box (for percent) and does not place a checkmark in the Limit to Under Enc./Exp.
box, then the maximum over-encumbrance will be 20 percent, or 200, to be added to
the allocation of 1000 for a total of 1200.
If, on the other hand, you do not place a checkmark in the box, then the value for the
Maximum Over Encumbrance field will be taken as is (not as a percentage) and added
to the allocation. In the example given above, 20 plus 1000 equals 1020.
Limit to Under Enc./Exp.
This check box allows you to define whether the amount (or percentage) registered in
the fields Max. Over/Under Encumbrance and Max. Over/Under expenditure is an
amount OVER or an amount UNDER.
If the Limit to Under Enc./Exp. is checked (set as "Under";) this means that the
amount/percent registered in Max. Over/Under Encumbrance and Max. Over/Under
Expenditure is to be subtracted from the budget balance amount and the user will be
"stopped" from registering an order encumbrance or invoice amount when the budget
is close to being fully spent.
If the Limit to Under Enc./Exp. is not checked (set as "Over"), the amount/percent
registered in Max Over/Under Encumbrance and Max Over/Under Expenditure is to
be added to the budget balance amount.
Example:
Budget ART-2003 has a balance of 100 USD. Max. Over/Under Expenditure is 20%.
The Limit to Under Exp./Enc. check box is checked.
The system will allow the user to spend only 80 USD. So that 20 USD (20%) are left
untouched.
If the Limit to Under Exp./Enc. check box is NOT checked, then the system will
allow the user to spend 120 USD (over-exp. of 20%).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 35 of 153
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
Any encumbrances and unpaid invoices will be carried over as well.
4.2.3 Balance Tab
This tab consists of the Budget Info tab and the Object Codes tab (depending on
system setup), providing details of the selected budget. When you click the Budget
Info tab, the screen below is displayed:
Initial Allocation
This is the amount that was originally allocated to the budget.
Allocated
This is the total amount of "Regular Allocations (ALC)" that have been made to this
budget.
Carryover
This is the amount that was left over from last year's budget and is credited to this
year's budget.
Transferred
This is the sum of all transfers-in minus all transfers-out.
Encumbrance Price
These are orders that have not yet been fully invoiced.
Invoice Price
These are invoices that you have received but have not yet been paid.
Payment Price
These are invoices that have already been paid.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 36 of 153
Invoice VAT Price
These are the VAT amount of invoices, which you have received but have not yet
been paid.
Payment VAT Price
These represent the VAT amount of invoices, which have already been paid.
Total Allocated Balance
This is the sum of the above amounts.
Actual Balance
When the actual balance is calculated, the encumbrances are not subtracted. The
equation is: Actual balance = total allocations - (paid + unpaid invoice).
Free Balance
When the free balance is calculated, the encumbrances are subtracted. The equation
is: Free balance = total allocations - (paid + unpaid invoices + encumbrances).
When you click the Object Codes tab, the screen below is displayed
This screen displays the object code subdivisions of the budget. It contains
information regarding the paid and unpaid amount for each object code.
4.2.4 Transactions Tab
In the Budget Form, when you click the Transactions tab, the following screen is
displayed.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 37 of 153
The Transaction List lists all transactions for the selected budget, indicating whether
they are Credits (C) or Debits (D). The transactions list can be filtered by transaction
type. To display only selected types of transactions, select the appropriate transaction
types.
There are six types of transactions that can appear in the list:
•
Initial Allocations (ILC)
•
Regular Allocations (ALC)
•
Carry-overs (CRO)
•
Transfers (TRN)
•
Encumbrances (ENC)
•
Invoices (INV)
Following are the buttons on the Transactions tab:
Filter
To display only transactions of specific type/s, select the appropriate transaction
type/s and click Filter.
Allocate
To allocate funds to the selected budget, click Allocate. For more information, see
also Allocate Transaction.
Print
To print a list of transactions, click Print.
Transfer
To transfer funds from one budget to another, click Transfer. For more information,
see also Budget Transfer.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 38 of 153
Allocate Transaction
When you click Allocate on the Transactions tab the following window is displayed:
This window enables you to allocate funds to a budget. When you finish filling in the
fields, click OK.
Fields:
Date
The system automatically fills in the current date; but you can change the date.
Initial/Regular
If the allocated amount is the initial allocation (transaction type ILC), select Initial. If
the allocated amount is an additional or a regular allocation (transaction type ALC),
select Regular. The system default value is Regular.
Currency
This is the currency of the allocation.
Currency Date
This is the date of the exchange rate of the currency. The system automatically fills in
the current date, but you can change the date.
Sum
This is the amount by which the budget is being debited or credited.
Debit/Credit
This indicates if the amount will be deducted from or added to the budget balance.
Note
You can add a note for the Allocate transaction (up to 200 characters).
Budget Transfer
When you click Transfer on the Transactions tab the following window is displayed:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 39 of 153
This window enables you to transfer amounts from one budget to another. To perform
a transfer transaction from one budget to another enter the budget code for both
budgets (the one from which the amount is transferred and the one to which the
amount is transferred) in the Budget field. The Budget Code can be entered either by
selecting a budget code from the list or by typing it in and pressing Enter. Only if the
budget code is valid are its details shown. Otherwise, an error message is displayed.
Use the transfer arrows to transfer an amount from one budget to another. The two
transfer arrow buttons are enabled only when both budgets are valid (their information
is displayed) and the sum to transfer is greater than zero.
Clicking the right arrow transfers money from the left-hand budget to the right-hand
budget, and vice versa for the left arrow. You can add a note for the transfer
transaction by typing text in the Note field (up to 200 characters).
You can also access the Budget Transfer window by selecting the Budget Transfer
node of the Administration tab. To transfer amounts from one budget to another, the
user must be allowed to perform transfers in both budgets: the one you transfer from
and the one you transfer to.
To transfer funds from one budget to another, fill in the form and click OK.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 40 of 153
4.2.5
Sublibraries Tab
This tab is labeled Sublibraries or Order Units, depending on whether your
acquisitions system is set to work with sublibraries or with order units. This tab is
used for assigning sublibraries/order units to a budget.
The list on the left side of the screen shows all available sublibraries/order units.
If a sublibrary/order unit is selected, only orders for this sublibrary/order unit can be
charged to this budget. If you do not select any sublibrary/order unit, orders for all
sublibraries/order units can be charged to this budget. Note that users with
sublibrary/order unit level passwords can place orders only for budgets belonging to
their sublibrary/order unit. Users with global level authorization can enter any budget.
(This is to enable registration of an order to budgets belonging to different
sublibraries/order units in case of a shared order. Note that if an order is placed
against two or three budgets of different sublibraries/order units, a sublibrary/order
unit level user will not be able to update the order).
4.3 Budget Hierarchy
Budgets can be defined in a hierarchical structure. This structure can be utilized in
different services and GUI online reports.
4.3.1 Budget Parent
The Budget Parent field appears in the Budget Form - Budget Info 1 Tab. When a
budget has a higher hierarchy (a parent), type in or select the Parent Budget Code
from
the
list.
The system also supports "budget grandparents", as explained in the following
example:
Budget BERG-2003 has a "child" budget: ART-2003. ART-2003 is a parent of ART© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 41 of 153
2003-B.
In this example, BERG-2003 has a child (ART-2003) and a grandchild (ART-2003B).
The setup should be as follows:
In ART-2003-B, enter ART-2003 in the Budget Parent field. In ART-2003, enter
BERG-2003 in the Budget Parent field. In BERG-2003, which is the grandparent
budget, leave the Budget Parent field empty.
4.3.2 Use Budget Parent for Invoice Report
The Use parent budget for invoice report option appears in the Budget Info. 1 tab. If
the budget parent is reported in the Budget Parent field and this option is selected,
then the parent budget is reported in the Invoice Report (acq-10) instead of in the
budget itself. If there is a grandparent, the final reported budget is the first
parent/grandparent where the Use Parent Budget for Invoice Report option is not
selected. If the option is not selected, the budget itself is reported in the Invoice
Report and not its parent.
Example:
Budget HIST-COUNCIL is a parent budget of 2 budgets: HIST-A and HIST-B.
The invoice transactions for the budgets are:
•
HIST-A - $5.00
•
HIST-B - $10.00
If in both budgets, HIST-A and HIST-B, the Use Parent Budget for Invoice Report is
set to Yes (checked), then the Invoice Report will show: $15 expenditure in HISTCOUNCIL.
If in both budgets, HIST-A and HIST-B, the Use Parent Budget for Invoice Report is
set to No (not checked), then the Invoice Report will show: $5 expenditure in HIST-A
$10 expenditure in HIST-B.
If HIST-A is set to No in Use Parent Budget for Invoice Report and HIST-B is set to
Yes, the report will show HIST-COUNCIL $10 and HIST-A $5.
4.3.3 Budget Hierarchy in Reports
Besides the option of reporting the parent budget in the Invoice Report, you can also
choose to use the hierarchy budget in the following reports.
•
General Retrieval Form (acq-02-01)
•
Budget Summary (acq-16)
•
List of Orders per Budget (acq-17)
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 42 of 153
Use Hierarchy Budget - Yes/No. This selection is available in these three services.
Budget Hierarchy in General Retrieval Form (acq-02-01)
When retrieving orders by their budgets, the user can specify either to use a specific
order budget (Use Hierarchy Budget=No) or any of the budget's parents/grandparents
(Use Hierarchy Budge=Yes).
Budget Hierarchy in Budget Summary (acq-16)
The Budget Summary Report supports hierarchy by means of the following two
fields:
•
Balance by Hierarchy
•
The Balance by Hierarchy field is a Yes/No flag. If Yes is selected, this
determines that all budget sums are calculated, not on a single budget, but
rather on the budget and all its descendants. In addition, a list of its
descendants is displayed at the bottom of the section.
•
Expand Budgets in Hierarchy
The Expand Budgets in Hierarchy field is a Yes/No flag. If Yes is selected, all
descendants are displayed right after the parent budgets. The descendants' budgets are
displayed with leading plus signs ("+"), which indent their hierarchy based on its
depth.
In order to get a full hierarchy report of a specific budget: Select a single budget code
in the Budget Code field. Select Yes in both fields: Balance by Hierarchy and Expand
Budgets in Hierarchy.
Budget Hierarchy in List of Orders per Budget (acq-17)
The user can choose to run this service in Hierarchy mode (Use Hierarchy
Budget=Yes) so that the report will also include the budget's parents/grandparents.
4.4 User's Budget Permissions
The user's authorizations for a budget are assigned through the Staff Privileges
function available from all GUI modules. To access the Staff Privileges functionality
right-click the key icon on the Operations bar (at the bottom right of the screen) and
select Staff Privileges.
The Budgets button in the Staff Privileges window is used to assign budget
permissions for the user.
5 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.
The Order function is accessed from the Order tab in the Navigation pane and from
the Order Bar.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 43 of 153
The Orders chapter contains the following topics:
•
Order Search
•
Order List
•
Order Form
•
Sending Orders to Vendors
•
Encumbrances for Order
•
Items/Subscriptions
•
Canceling Orders
•
Deleting Orders
•
Order Log
•
Action Log Messages
•
Multi Order Process (for Monographs)
To initiate a new order or to modify an existing order, use the Order bar and the Order
Tab. Each selection enables you to retrieve the Order List.
5.1 Order Search
To retrieve an order record, you can use either the Order Bar or the Order Search tab
.
Order Bar
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 44 of 153
The Order Bar allows you to retrieve an order record matching the search parameter
selected in the Order Index Type drop-down menu on the far left. Search parameters
can be Bibliographic (for example, Order Title, Order Author) or Administrative (for
example, Vendor Code, Order Number).
Select the required search parameter and type in the search value. For example: select
as a search parameter: Order Number and type in: 810-1. As soon as you click
you will get one of the following results:
•
Single - A single match has been found. The Order List is opened.
•
None - No matching entries. The message: "Cannot find a single match. View
index list?" is displayed. If you choose Yes, the Index List window will be
opened with all filters cleared. The Index Type and the Starting Point are
automatically filled in. The Exact Match check box is not checked.
•
Multi - Multiple matching entries in index. The message: "Cannot find a single
match. View index list?" is displayed. If you choose Yes, the Index List
window is opened with all filters cleared. The Index Type and the Starting
Point are automatically filled in. The Exact Match check box is checked.
Order Search Tab
This tab is comprised of two nodes:
•
Index List
•
New and Cancelled Order Index
This screen enables you to search for orders whose status is New, LC (library
cancelled), VC (vendor cancelled) and CNB (cancelled, no budget). It allows you to
delete order/s if you have permission to do so.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 45 of 153
Index List
When you activate the Index List node, the Index List is displayed in the upper pane.
Filters
You can choose to have the list filtered by one of a number of different indexes, such
as Order Number or Vendor Code. The Exact Match check box determines whether
only entries that are exactly like the starting point will be displayed in the Index List.
In addition, you can display only those orders that relate to a particular sublibrary,
order status, order type, and so on. You can also display orders that were sent to a
vendor 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.
Sublibrary Filter: You can use an asterisk (*) as a suffix to filter the index list by
orders whose sublibrary code begins with a specific string. For example: UE* will
filter the list by orders of sublibraries: UEDUC, UEGOV and UEARC.
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) 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 Refresh Filter button.
5.1.1 Buttons on the Index List
The following buttons are available on this screen:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 46 of 153
Refresh Filter
If you have typed text in a field (rather than choosing from a menu), you must click
the Refresh Filter button in order to activate the filter. The relevant entries are then
displayed.
Clear Filter
To clear all index filters, click Clear Filter.
Print Order
To print the order for the highlighted entry, click Print Order.
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.
New and Cancelled Order Index
When you activate the New and Cancelled Order Index node under the Order Search
tab, the New and Cancelled Order Index screen is displayed in the upper pane.
The New and Cancelled Order Index enables the user to search for orders that have
the status New, LC (library cancelled), VC (vendor cancelled) and CNB (cancelled,
no budget), and allows you to 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 were created within a specific time
period (defined by the "From" Order Date and the "To" Order Date).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 47 of 153
5.1.2 New and Cancelled Order Index Pane: Buttons
The following buttons are available on this screen:
Search Now
To activate the search, click the Search Now button. The relevant entries will then be
displayed.
Clear Filter
This button clears the filters.
Print Order
To print the order information for the highlighted entry, click Print Order.
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.
Delete
To delete order/s, highlight the order/s you want to delete, and then click Delete. For
multiple select deletes, click Ctrl/Shift.
For a single select delete use the same routine as you would for a standard delete. This
means that you will be blocked if you lack permission to delete an order. If there are
attached Items/Claims/Arrivals/Invoices, the system will ask you to re-confirm the
deletion.
For multiple select deletes, you will be notified at the end of the operation how many
successful deletions were made.
If there was a Hold Request on the deleted order, a Delete Hold Request printout will
be produced by the system.
Delete All
To delete all the listed orders, click Delete All. The system will delete only orders you
are authorized to delete. You will be notified at the end of the operation how many
successful deletions were made. If there was only one entry listed and
Items/Claims/Arrivals/Invoices was attached, the system will ask you to re-confirm
the deletion.
5.2 Order List
When the user selects an order record from the Index List, the Order List is displayed
in the upper pane, listing the orders related to a particular administrative record.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 48 of 153
Use the Order List to add/duplicate and delete orders. To modify an existing order,
highlight the desired order and update the fields in the Order Form in the lower pane.
If your System Librarian has determined that the "Enc/Active Amt" 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.
5.2.1 Order List Buttons
The following buttons are available on this screen:
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/Serials module, you will be able to activate a specific counter for
assigning the order number. See the Order Number Counters section in the System
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 49 of 153
Librarian chapter on page 133 for information about setting up order number
counters. The Order Form will be displayed in the lower pane.
Duplicate
You can add a new order by copying an existing order's details and then editing the
form that pops up. To do this, highlight the order whose information you wish to
copy, then click Duplicate. A form will be displayed for the new order, which will
already be filled in with information copied from the highlighted order. You can 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 about 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 you try 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 determine which print procedure will be used:
Select one of the options and click OK.
Send
To produce an order slip for the vendor or to send it by e-mail, click Send. The
default letter format that will be printed or sent by e-mail is defined in the Vendor tab
in the lower pane. This letter format can be changed for a specific order by modifying
the Send Letter by field in the Vendor tab in the lower pane.
An order can be sent as a single letter (order delivery type LE) or as part of an order
list from a vendor (order delivery type LI). For a letter, when clicking the Send
option, the order status is changed to SV (sent to vendor). For a list of orders, the
order status is changed to RSV (ready to be sent to vendor).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 50 of 153
5.3 Quick Cataloging in Acquisitions
Another way to reach the Order List is through the Quick Cataloging option of the
Acquisitions/Serials GUI. Select Orders/Catalog Order from the main menu.
Select a bibliographic library from the dialog box. The Catalog Record 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 will be displayed. At this stage, you can
add a new order for this record.
System
Librarians
only
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 bibliographic library (for the creation of the
bibliographic record) and in the administrative library (for the creation of the
administrative record). Fast cataloging defaults to FMT BK, using relevant LDR and
008 templates. However, a different FMT can be set, in which case the default values
set in tab_tag_text are used to set the appropriate LDR and 008 fields. The record
does not undergo cataloging checks.
5.4 Order Form
When you click Add (and then select an order type) or Duplicate on the Order List,
the Order Form is activated in the lower pane. This screen enables you to initiate a
new order or to modify an existing order.
The Order Form is comprised of four tabs, accessible by clicking each tab. The four
tabs are: Order Display, General, Vendor, and Quantity and Price.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 51 of 153
Note
The Vendor Information in the Vendor tab can vary, depending on whether the order
type is Monograph, Serial or Standing Order.
5.4.1 Order Display Tab
The Order Display tab on the lower pane is divided into parts that supply information
regarding the order. You can read, but not change the information. The available tabs
are: Order Information, Bibliographic Information, Invoice, Expenditure and
Encumbrance.
5.4.2 General Tab
When you select the General tab, the following screen is displayed.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 52 of 153
The following buttons are available on this screen:
Update
When you finish filling in/updating all parts of the form, click Update.
Save Def (Save Defaults)
If you wish to save the values you have entered for the fields listed below and copy
them to each new order form you open, click Save Def. Defaults are saved per
workstation.
•
Additional Order Number 1
•
Additional Order Number 2
•
Order Group
•
Order Status
•
Sublibrary
•
Acquisition Method
•
Material Type
•
Vendor Code
•
Vendor Reference
•
Vendor Note
•
Rush
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 53 of 153
•
Initiator ID
•
Action
•
Library Note
•
Approver ID
•
No. of Units
•
Max. Arrival Days
•
Batch Claiming
•
Item Collection (For Monograph orders)
•
Encumber Budget
For the fields Order Status, Item Collection and Encumber Budget, an additional
confirmation message will be displayed if the fields are not empty when saving the
defaults.
In addition, these fields can be saved to the defaults only in New or Duplicate mode.
All other fields can be saved in Modify mode as well.
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. The 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
Refresh
Click Refresh to have the system calculate and display the local cost based on the
effective currency exchange rates.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 54 of 153
The following fields are available on this screen:
Order Number
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.
Additional Order Number 1
This field is optional. It can be used to provide a supplementary order number.
Additional Order Number 2
This field is optional. It can be used to provide a supplementary order number.
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 (for
example, RSV - ready to send to vendor), the budget encumbrance is reactivated.
•
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 (for
example, RSV - ready to send to vendor), the budget encumbrance is reactivated.
•
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 (for
example, RSV - ready to send to vendor), the budget encumbrance is reactivated.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 55 of 153
•
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 (for
example, RSV - ready to send to vendor), the budget encumbrance is reactivated.
•
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.
Note
Your System Librarian can enrich the list of available order statuses. These additional
statuses will not be system driven. The user will have to update the order status
manually.
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
can do so.
When there is more than one ISBN/ISSN field in the bibliographic record, you can
select the relevant value from a drop-down menu in the Order ISBN/ISSN field.
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 workgroup of librarians who are ordering item, or by the department for which the items
are being ordered. 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), the check box is selected.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 56 of 153
If you expect to receive additional invoices for this order (Invoice Status is PTL Partial), the check box 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 and serial orders, the invoice status is always "non-complete".
Use this check box 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), the check box is marked. If more
units are expected (Arrival Status is PTL - Partial), the check box is left blank.
For standing orders, the arrival status is always "non-complete".
Use this check box to change an existing arrival's status.
Material Type
Select the material type of the item ordered. 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.
Sublibrary
Select the sublibrary to which the order belongs. To save the value you have entered
for the sublibrary and to copy it to each new order form that you open, click the Save
Def(aults) button.
Order Unit (for systems that work with order units)
This is a mandatory field for systems set to work with order units. Select the order
unit to which the order belongs. To save the value you have entered for order unit and
copy it to each new order form you open, click the Save Def(aults) button.
Acquisition Method
Select the method by which the item is acquired. To save the value you have entered
and to 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
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 57 of 153
•
PF - Purchase Free (allows a reduction in price of up to 100.00 percent)
Initiator ID
If the order is for a specific initiator, enter his ID here. You can select from a list of
patrons by clicking the button to the right of the field. To save the value you entered
for Initiator ID and to copy it to each new order form that you open, click the Save
Def(aults) button.
Initiator Name
If you entered an Initiator ID, the system will automatically fill in the Initiator Name.
Action
This field is enabled only when the Initiator ID has been entered. In this field, you can
select the target action for this order. The possible actions are:
•
None - no special action
•
Send Directly - choose this option if you want the order to be sent directly to
the initiator. The system will then print the initiator's address on the order slip.
If there is an approver for the direct sending, enter this ID in the Approver ID
field.
•
Create Hold - choose this option if you want the order to be sent to the
library's address and you want to create a hold request for the item on behalf
of the initiator.
•
Send Mail - choose this option if you want a message to be sent by e-mail or
by means of a printed letter upon the FIRST arrival of an order. The message,
announcing that the order has arrived in the library, is sent to the initiator of
the order.
To save the value you entered for this field and to copy it to each new order form that
you open, click the Save Def(aults) button.
Approver ID
This field is enabled only when the Initiator ID has been entered. If there is an
approver for this order for the initiator, enter his ID in this field. You can select from
a list of patrons by clicking the button to the right of the field. To save the value you
entered for Approver ID and to copy it to each new order form you open, click the
Save Def(aults) button.
Library Note
You can enter a note of up to 200 characters. Depending on your GUI client setup, the
Library Note text will pop up when Material Arrival is performed.
5.4.3 Vendor Tab
When you select the Vendor tab, the following screen is displayed. Note that the
Vendor Information part varies, depending on whether the order type is Monograph,
Serial or Standing Order.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 58 of 153
Vendor Code
Click
and select a vendor from the Vendor List. Alternatively, type in a vendor
code and press Enter. The information about the vendor contact, order delivery type,
delivery type and letter type will be taken from the Vendor record and entered in the
Vendor tab. As soon as the order is sent, the Claim Date will be filled in and
calculated on the basis of the delivery type.
Note:
If your system is set to use a two-level vendor, the fields which take their defaults
from the vendor record will use the relevant sublibrary/order unit sublevel vendor
record, if one exists. If a sublevel vendor record does not exist, the system will use the
generic record information. The sublevel can be sublibrary or order unit (depending
on your system setup).
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 59 of 153
Vendor Note
You can enter a note of up to 200 characters.
Vendor Contact
This is the name of the vendor contact person. The system will automatically fill in
the Contact 1 field that appears in the vendor record, although you can change it. You
can also choose Vendor Contact from the pull-down menu (which lists all five contact
names that appear in the vendor record).
Order Delivery Type
This is the format in which the order is sent to the vendor. For example, the format
can 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 can
change it. If you select LI (for List) or ED (for EDI), then the Letter Type and Send
Letter by fields will not appear in 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 email.
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 e-mail, make sure that the Send Letter by option is E-mail, 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 and Letters for Monograph Orders (acq-12) service. If, on the other
hand, the order's claims are being handled manually, (by clicking the New Claim
button on the Order Claim List), then the claim date will be updated only if the Claim
Date field on the Claim Form is changed.
Batch Claiming (for Monographs)
If you select this option, the system will send claims for this order when the Claim
Report and Letters for Monograph Orders (acq-12) service is run. If you do not select
this option, then the only way to send a claim for this order is to manually send one by
clicking the New Claim button on the Order Claim List window. To save the value
you have entered for this Batch Claiming field and to copy it to each new order form
that you open, click the Save Def(aults) button.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 60 of 153
Rush
If this is a rush order, select this option. To save the Rush indicator and copy it to each
new Order form that you open, click the Save Def(aults) button. Depending on your
GUI client setup, if the Rush box is checked, a notification will be displayed when
Material Arrival is performed.
Subscription Start/End (for Serials and Standing Orders)
Enter the dates between which the library will be receiving the serial.
Max. Arrival Days (for Standing Order)
This is the maximum number of days that can elapse from the time you received the
last volume. If you have not yet received any volumes, then this is the maximum
number of days that can elapse from the time you sent the order to the vendor. A
report of Standing Orders that need claims sent to the supplier can be printed. This
report can be printed using the Standing Orders to Claim service in the Acquisitions
Services menu. To save the value you have entered for this field and to 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 service).
Renewal Date (for Serials and Standing Orders)
This is the date by which the subscription should be renewed or cancelled.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 61 of 153
5.4.4 Quantity and Price Tab
When you select the Quantity and Price tab, the following screen is displayed.
Order Quantity Information:
Order Quantity Information:
Number of Units
Enter the number of units ordered. This will be printed on the order slip. To save the
value you have entered for this field and to 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 can enter up to 200 characters.
Create Item Records
This check box is only visible for monograph orders. 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, clear the check mark.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 62 of 153
Item Collection
This field is only visible for monograph orders. When a new item is created and the
Create Item Records check box is selected, you can determine the Item Collection
using this menu.
Estimated Price Information:
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 the arrow to select
one of the vendor currencies that was defined in the Vendor Information form.
Up-to-date and extensive lists of currencies and their codes are available on the Web.
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 and 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".
If your system is set not to allow you to work with final price zero, then 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 can enter up to 200 characters.
Encumber Budget
This field is only visible when adding a new order. If you want to encumber a single
budget for this order, enter the budget code here. To choose from a list, click the
button to the right of the field.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 63 of 153
If you want to encumber more than one budget, do not fill in this field. Instead, use
the Order Budget tab (select the Encumber node from the Order tab).
5.5 Sending Orders to Vendors
There are two ways in which an order can be sent to a Vendor:
•
By clicking the Send button on the Order List.
•
By using the service Send List of Orders to a Vendor (acq-14).
5.5.1 Send Button
When you click the Send button on the Order List, one of the following actions can
occur, depending on definitions set in various records of the system:
•
The order can 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/e-mail
the order and change the status to SV (sent to vendor).
•
If you are sending the letter by e-mail, make sure that:
o
The print.ini file is properly defined.
o
There is an e-mail address in the vendor's record.
Otherwise, the letter will be written in a print file.
•
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 Send List of
Orders to Vendor service. After running this service, the order status will
become SV (sent to vendor).
•
The order can be sent by EDI to the vendor. This will happen if the vendor has
been defined as an EDI vendor, the Order Delivery Type has been set to LE,
and Send Letter by EDI has been entered on the Vendor tab of the Order form.
See the EDI chapter on page 75 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 can be included in a file in the EDItEUR format and sent to the
vendor by EDI when you run the "Send EDI Orders" service. After running
this service, the order status will become SV (sent to vendor).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 64 of 153
5.6 Encumbrances for Order
To encumber a budget for a specific order, select the Encumber node under the Order
tab. The Order Budget screen will be displayed in the right pane.
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 can
encumber various amounts toward the total sum of the order.
Budgets that were encumbered in previous years are shown in red.
The Enc/Active Amount 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".)
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 65 of 153
5.6.1 Buttons
The buttons available on this screen are:
Add Budget
To assign a new budget for this order, fill in the Budget Code to Add field and 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.
Balance
To view the balance of the selected budget, click Balance.
Close
After you have made all desired changes to the screen, click Close.
5.6.2 Fields
Budget Code to Add
This is the unique code identifying the budget. Click the arrow to the right 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 and Currency
This information is for reference only; it cannot 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).
5.7 Items/Subscription
You can add items to an order, in this case, a link from the item record to the order is
automatically created. To add items to specific order, select the Items/Subscription
node under the Order tab.
The Items List screen will be displayed in the right upper pane for monograph orders.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 66 of 153
The Subscription List screen will be displayed in the right upper pane for serials
orders.
5.8 Canceling Orders
You can cancel an order by clicking the Print/Cancel button in the Order List and
selecting the "Print Cancellation Letter to Vendor" option.
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 reactivated.
5.9 Deleting Orders
There are two methods for deleting orders from the system:
1. Via the Order List
2. Via the New and 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).
5.9.1 Delete an Order Via the Order List
You can delete an order by selecting that order in the Order List Record form and
clicking the Delete button. If there are Items/Arrivals/Claims/Invoices attached to the
order, the system asks you to re-confirm the deletion.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 67 of 153
5.10 Order Log
The Order Log keeps track of various order-related activities that have occurred, such
as a change in the Order Status or the Next Claim Date. The Order Log List is
accessible by selecting the Order Log node from the Order Tab.
5.10.1 Order Log List
The following buttons are available on the Order Log List screen:
Filter
You can filter the transactions in the list by means of the check boxes above the list of
log transactions. It is possible to check more than one filter.
Checking the All box overrides any other filter selected previously. On the other
hand, checking any filter other than All overrides the selection of the All filter.
Add
You can manually add a transaction to the Subscription Log. When you click Add,
the lower pane Order/Subscription Log will be displayed and you can enter the details
of the new transaction.
Remove Action Date
You can remove a previously entered Action Date by selecting the relevant log
transaction and clicking this button.
5.10.2 Order/Subscription Log
The Order/Subscription Log pane displays details relating to a transaction log
highlighted in the Order/Subscription Log List in the upper pane. You can manually
add a new transaction log or update details of the highlighted log.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 68 of 153
Action Date
If you manually add a log, you can select the date for this action. An Order Log
transaction with an Action Date can be retrieved by the Acquisitions service, Order
Log Report (acq-22).
Transaction Type
To manually add a transaction to the Order Log, select the desired type from the
expand list.
There are 4 types of Serial orders and subscriptions that will never be automatically
generated by the system:
•
Transaction No. 00 - General note that will appear in the Order Log and
nowhere else.
•
Transaction No. 95 - Subscription History note.
•
Transaction No. 98 - Response from vendor, allows you to manually assign a
response from the vendor (up to 2000 characters).
•
Transaction No. 99 - Note to vendor (up to 2000 characters) that will be
printed out on an Order Slip and an Order List. This is in addition to the Note
to Vendor (up to 100 characters) that can be entered on the Order Form.
Note: The Acquisitions Order Log will include Subscription Log information
only if the order number is entered in the Subscription Record. Otherwise, the
Subscription transaction will be written only in the Subscription Log.
Log Text
When you type an entry, you can create a line break at any time by pressing
Ctrl+Enter.
System
Librarians
only
The transactions displayed in the expand list can be entered manually and are
determined in tab45.lng Column 3. You can also determine, in tab45.lng Column 2,
which log transactions will be active/inactive.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 69 of 153
Note
When an order record is moved from one ADM record to another (using the SEARCH
Nav. Map), all its related order-log records are also moved and a new order-log record
is created under the new ADM record to indicate the action date and the old ordernumber/ADM-number from which the logs were taken.
5.10.3 Action Log Messages
The Action Log Messages can be accessed via the Administration tab.
The Action Log Messages window displays all log transactions that match the
following conditions:
Transactions whose Action Date is later than the Open Date
AND
Transactions whose Action Date does not exceed the Current Date. I.e., the Action
Date is before or equal to the date on which the Log Message window was opened.
Use this screen to display all transactions for the current day and earlier.
The Order button allows you to jump from a log message to its related order
Note
This window can also be used to display all responses from a vendor received via
EDI. When an EDI response from a vendor is loaded into your system, a transaction
of type 94 (EDI response from vendor) is automatically created and its Action Date is
set to zero. The EDI Log transactions will be displayed in the Action Log Messages.
The sort routine for the list is the same as the sort routine for the Order Log list. (For
more information on sorting routines of the Order Log and Action Log Messages, see
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 70 of 153
the System Librarian section
pc_server_defaults on page 141).
that
deals
with
Acquisitions
Values
of
5.11 Multi Order Process (for Monographs)
The Multi Order Process (for Monographs) can be divided into two consecutive parts:
•
Creation of ADM records and monograph orders for a file of BIB records (for
example, a file of records received from a vendor and uploaded to the
database). This can be initiated by activating the Acquisitions service: General
ADM and Orders Creation (acq-24).
•
Bulk ordering of multiple titles, dispatching one order that includes all
requested titles, and efficient listing of copies to branches (sublibraries). This
can be initiated by the GUI utility that is accessible from the Multi Order
Index submenu of the Orders menu.
Step 1: General ADM and Orders Creation (acq-24)
This service enables you to create ADM records and Monograph orders for a file of
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 71 of 153
BIB records. Before running this job you can load new BIB records using the service:
Load Catalog Records (p-manage-18). Then use the output of p-manage-18 as the
input for this service. Or you can retrieve the relevant BIB records online or by batch
by selecting the appropriate parameter.
Additional Order Number 1 is a mandatory field in the acq-24 service. The inserted
Additional Order Number 1 (Z68-ORDER-NUMBER-1) will be assigned to all orders
that are created using this service and will be used as a group order number common
to all orders created by the same service. Two additional fields in the acq-24 service
that will be assigned to all the orders created are Sublibrary and Order Unit. The new
orders created by the service are incomplete (for example, they have no vendor
assigned to them). To complete the process use the GUI ACQ utility, Multi Order
Index.
For example: A vendor may provide a CD-ROM containing monograph titles,
bibliographic information and price information. Use p-manage-18 to create BIB
records and execute acq-24 to create ADM records and orders. The same Additional
Order Number 1 will be assigned to all the created orders.
The following fields: Method of Acquisition, Order Status, Estimated Date of Arrival,
Use ISBN to Assign Vendor, Default Vendor Code are relevant when using the ISBN
field in the BIB record for setting some of the order record default values:
•
Order Unit Price - if the ISBN field in the BIB record includes price
information, it is copied to the Unit Price of the order. The price is taken from
020 subfield c (MARC21) or 010 subfield d (UNIMARC).
•
Order Vendor - the publisher code in the ISBN in the BIB record can be used
to search for a matching vendor record for each order; this option requires
marking Use ISBN to Assign Vendor to "Y", is relevant only for ISBN groups
"0" and "1", and can be used only if the library has entered the publisher
number in the vendor record. See also General ADM and Orders Creation
(acq-24).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 72 of 153
Step 2: Multi Order Index
•
The Multi Order Index is accessible from the Multi Order Index submenu of
the Orders menu.
You must fill in Additional Order Number 1 (Z68-ORDER-NUMBER-1) and click
Search. As a result, a list of all orders with the same Additional Order Number 1 and
status NEW will be displayed in the Multi Order Index list. At this stage, the user can
choose one or more orders (by using the Shift and Ctrl keys) and clicking Order. To
choose all orders in the list, click the Order All button. The next screen to be opened
is the Multi Order Form.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 73 of 153
The Multi Order Form is one order form for all the selected orders of the previous
index list. In this form, select the vendor, the no. of units. quantity note and budget for
all orders. For example: If you select Vendor: "SWETS", No. of units: "2" and
Budget: "HISTORY-2002", all orders of this multi order will be given "SWETS" as
the vendor, "2" as the number of units, and "HISTORY-2002" as the encumbered
budget. In this way, you can handle large amounts of orders as if they were one order
(without having to register separate order forms for each of them). In the Multi Order
form there is also a check box for Create Item Records. If you want the system to
automatically create item records for each copy ordered, put a check mark in the box.
When you click OK, the following actions will be performed:
•
Calculation of the total price of the whole multi order. The system takes the
price from the BIB records (MARC 21 field 020 subfield c or UNIMARC
field 010 subfield d); the currency is taken from the Vendor Record (Currency
1 field) and the Term Sign and Term Percent fields of the Vendor Record are
also taken into account in calculating any discount/added percentage amount.
A message with the cumulative price is issued and you can choose to stop or
to continue.
•
A budget transaction of type ENC (encumbrance) is made for each order.
•
A Multi Order List is printed, to be sent to the vendor, and the order status is
changed from NEW to SV (sent to Vendor).
•
Acquisitions indexes are updated.
•
If the "Create Items" check box is checked, then the Multi Item Form is
opened.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 74 of 153
Use the Multi Item Form to split the copies between sublibraries and collections. For
example, if you entered 5 as the No. of Units in the Multi Order form (that is, five
copies are expected for each order), use the Multi Item Form to distribute the copies
(for example, 2 copies to sublibrary UARCV collection General, 1 copy to UARCV
collection Reference and 1 copy to UHLTH collection General). As soon as you click
OK, items will be created.
Note
All orders that were created and sent by the multi order process will be checked in the
Batch Claiming check box. Also, the Delivery Type is taken from the Delivery 1 field
of the vendor record and the Claim Date is calculated according to the Delivery Delay
1 field of the vendor record.
The multi order process is terminated at this stage. The claims, arrivals, invoices and
all further related activities of these orders will have to be handled separately for each
order.
To retrieve orders of the same multi order, use the Order Index: Browse the list by
index GON (Group Order Number). The index will display all orders whose
Additional Order Number 1 field (Z68-ORDER-NUMBER-1) is specified in the
index Starting Point. This retrieval can also be effected for orders that were created by
acq-24 but whose multi order process is not yet completed (that is, those orders which
were not handled by the GUI ACQ Multi Order Index).
6 EDI
This chapter includes the following sections:
•
EDI Setup
•
EDI Order Record
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 75 of 153
•
Claim Record via EDI
•
Order Cancellation
•
Send Outgoing EDI Message (edi-11)
•
Load EDI Messages
•
Specifications of ALEPH Requirements for EDI
EDI stands for Electronic Data Interchange, which is a standard for the electronic
exchange between computer systems of business documents, such as invoices and
purchase orders. EDI is a component of the Acquisitions/Serials module in ALEPH.
Several standards exist for producing and sending EDI messages. ALEPH 500 works
with the UN/EDIFACT (D96.A) EANCOM standard. UN/EDIFACT (United Nations
Electronic Data Interchange for Administration, Commerce and Transport) comprises
a set of internationally agreed standards, directories and guidelines for the electronic
interchange of data (ISO 9735). EANCOM® is a detailed implementation guideline
of the UN/EDIFACT standard messages. For more information, see
http://www.unece.org/trade/untdid/welcome.htm.
EDItEUR is a subset of UN/EDIFACT, selected and accommodated for the commerce
in books and serials by the international group that coordinates the development of the
standards infrastructure for electronic commerce in the book and serials industries.
EDItEUR is 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. Its
Web site is http://www.editeur.org/
ALEPH supports the following EDI message types.
Outgoing Messages from the library to vendors:
•
Purchase order (online and batch) - EDI message type: ORDERS.
•
Order cancellation (online) - EDI message type: ORDCHG.
•
Order claims for various order types: monographs (online and batch), serials
(online) and standing orders (online) - EDI message type: OSTENQ.
•
Serial issues claims (online and batch) - EDI message type: OSTENQ.
Incoming messages from vendors to the library:
•
Serials and monographs invoice - EDI message type: INVOIC.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 76 of 153
•
Orders/claims response for serials and monographs - EDI message type:
ORDRSP.
6.1 EDI Setup
This setup is a prerequisite for sending or receiving EDI messages.
The EDI application is available when both the library and the vendor are defined in
the system as EDI-enabled. This means that:
•
The EDI-enabled library is defined in tab35 of the ADM library (XXX50).
•
The vendor EDI definitions are recorded in the vendor file (Z70), using the
Vendor form of the Acquisitions/Serials GUI.
•
The EDI Vendor FTP details are recorded in the vendor address file (Z72)
using the EDI Address tab of the Vendor Addresses form of the
Acquisitions/Serials GUI.
•
To enable the processing of incoming EDI files, the files are located in
./xxx50/edi/in/edi_incoming.
•
Special attributes that are needed by a specific EDI vendor for the outgoing
processing of EDI messages are set in the ADM library table: edi_out_attr.
•
For incoming messages, the special attributes are defined in the ADM library
table: edi_in_attr.
•
EDI orders, message and log counters are defined in UTIL G/2 (database
definitions - Display/Update library parameters) of the ADM library
(XXX50).
6.1.1 Editing tab35 for EDI
When an outgoing EDI process is activated, every sublibrary can have different EDI
ID numbers for different vendors. In the event that a number of different sublibraries
share the same EDI ID numbers, you create a separate line for each sublibrary
The parameters for each branch library are defined in tab35 of the ADM library and
each sublibrary's VAT number registered therein. In the event that your Acquisitions
library system is set to work with Order Units, note that every order unit can have
different EDI ID numbers.
Edit
tab35
to
define
customer
information
related
to
EDI.
An abbreviated example from tab35 is shown below:
! 1
6
!
2
7
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
3
4
5
8
Page 77 of 153
!!!!!-!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!-!!!-!!!
!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
UUPTN ABF
342-5509
31B Global EDI code
31B IL
111 222 331
[email protected]
UARCV BLACKWELL
NSW-COTAB
31B
IL
IL87658800
[email protected]
•
Column 1: Sublibrary or Order Unit code. Enter up to five characters.
•
Column 2: Vendor code. Enter up to 20 characters
•
Column 3: Customer's EDI code. Enter up to 20 characters. The EDI code
type is defined in column 4.
•
Column 4: Customer's EDI code type. Enter one of the three-character options
listed below:
o
31B for US-SAN
o
014 for EAN-13
o
091 for ID assigned by supplier
o
092 for ID assigned by customer
•
Column 5: Not in use.
•
Column 6: Not in use.
•
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 outgoing messages. Enter up to 50
characters.
6.1.2 Vendor Record for EDI
This section explains how to customize a vendor record for EDI messaging and shows
the relevant fields in the Vendor Information Form. To change a vendor record for
EDI, follow these steps:
1. In the Acquisitions/Serials GUI, select the Navigation Tree of the
Administration Tab and click the Vendors root.
2. Highlight the desired vendor and update the fields of the Vendor Information
form in the bottom pane. If the vendor you want is not on the list, click New.
The Vendor Information form appears:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 78 of 153
3. On the Vendor Information form, click the Vendor Information Tab 1 and fill
in the relevant fields (see Vendor Information form, Vendor Information Tab 1
below).
4. On the Vendor Information form, click the Vendor Information Tab 2 and fill
in the relevant fields (see Vendor Information form, Vendor Information Tab 2
below).
5. When you have finished filling in the Vendor Information form, click
Update/Add.
Vendor Information Form, Vendor Information Tab 1
Vendor EDI Code
Enter the Vendor's EDI code. The Vendor's EDI code can be up to 35 characters in
length.
Note
This is not the same as the Customer's EDI code entered in column 3 of tab35.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 79 of 153
Vendor EDI Type
Enter the vendor's EDI code type. These types must be supported by EDItEUR. Enter
one of the three-character options listed below.
•
31B for US SAN
•
014 for EAN-13
•
091 for ID assigned by supplier
•
092 for ID assigned by customer
Note
Help for other fields of the Vendor Information form, Vendor Information Tab 1 is
provided in the Vendors chapter.
Vendor Information Form, Vendor Information Tab 2
Currency 1-4
This is a three-character code that identifies the currency in a unique manner. The
EDI vendor's currency code must match the ISO 4217 list.
Order Delivery
The way in which your library produces an order letter to the vendor. The options are:
•
LE - single letter
•
LI - List of orders
Letter Send Method
The method your library uses to send order slips to vendors. Select EDI.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 80 of 153
List Send Method
The method your library uses to send order lists to vendors. Select EDI.
EDI Format
Not in use.
EDI Send Method
Not in use.
Note
Help for the other fields of the Account tab is provided in the Vendors chapter.
6.1.3 Vendor Address
The vendor's EDI address is the vendor's FTP address for EDI use.
Highlight the Vendor you want and click Address. Then click the fifth tab: EDI
Address:
•
Address field - line 1: IP address or its alias.
•
Address field - line 2: User name.
•
City field: Password.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 81 of 153
6.1.4 Incoming Files Location
As well as defining the vendor's EDI address, you must define (in agreement with the
vendors) a directory to which the vendors send, via FTP, EDI files for your library.
The recommended directory is ./xxx50/edi/in/edi_incoming. However, if you
decide on a different location, you must move the files as soon as possible to
./xxx50/edi/in/edi_incoming.
6.1.5
Edit edi_out_attr
edi_out_attr is an ADM library table for defining special features of outgoing EDI
messages as needed for specific vendors.
•
Column 1: Vendor code (not the vendor EDI code).
•
Column 2: Switches. Each switch is one character long. Up to 100 of possible
switches.
o
1st position: EDI-OUT-REMOTE-FILE-NAME. Defines the structure
of the name of the remote file the vendor receives as EDI messages.
Possible values are:
0 =(default) ALEPH's file name.
1 = The vendor (typical to BLACKWELL) asks to receive EDI
messages in files named according to the following format:
EPInn..DDDMMYY.R where DDMMYY is the date and nn is
the sequence number of the file sent during the same day, and
all the rest of the characters are constant.
2=EBSCO format. CLAIMS.FIL
3=Ingram format. 8.3 format. 8 numeric characters (taken from
the clock) and the 3 constant characters "epo" for ORDERS.
Additional values for this switch (2-9) can be added easily. Each value
corresponds to a different program.
o
o
2nd position: EDI-OUT-FTP-MODE. Possible values are:
A = (default) ASCII mode will be used for sending the
outgoing messages.
B = Binary mode will be used for sending the outgoing
messages.
3rd position: EDI-OUT-ORDER-NUMBER-1. Possible values are:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 82 of 153
o
0 = (default) Z68-ORDER-NUMBER-1 is not added to the EDI
ORDERS message as a second order number.
1 = Z68-ORDER-NUMBER-1 is added to the EDI ORDERS
message as a second order number.
4th position : EDI-OUT-ORDER-NUMBER-2. Possible values are:
0 = (default) Z68-ORDER-NUMBER-2 is not added to the EDI
ORDERS message as a third order number.
1 = Z68-ORDER-NUMBER-2 is added to the EDI ORDERS
message as a third order number.
In the event that default values are being used for the outgoing file of a
specific vendor; there is no need to add a line in this table for this
vendor.
o
•
5th position : Z68-E-NOTE
Column
0 (default) = Z68-E-NOTE is not added to the EDI ORDERS
message as an FTX data element.
1 = Z68-E-NOTE is added to the EDI ORDERS message as an
FTX data element.
3:
Character
conversion identifier. Here, a label from
must be inserted. The label determines
the program and the tables for the necessary character conversion (if a vendor
supports UTF, leave this column empty).
tab_character_conversion_line
Example of setup:
1
2
333
!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!
BLACKWELL
1A11
UTF_TO_8859_1
6.1.6
Editing edi_in_attr
edi_in_attr is an ADM library table for defining special attributes of incoming EDI
messages. The structure is the same as edi_out_attr but no switches are in use yet.
6.1.7 EDI Counters in UTIL G/2
The following EDI counters must be set in UTIL G/2 (database definitions Display/Update library parameters) of the ADM library (XXX50):
1. last-edi-order - keeps track of the number of orders (EDI outgoing message
type: ORDERS) that have been sent from the library to any of the vendors by
EDI.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 83 of 153
2. last-edi-claim - keeps track of the number of claims (EDI outgoing message
type: OSTENQ) that have been sent from the library to any of the vendors by
EDI.
3. last-edi-order-change - keeps track of the number of order changes (EDI
outgoing message type: ORDCHG) that have been sent from the library to any
of the vendors by EDI.
4. last-edi-message - keeps track of the number of outgoing EDI messages that
have been sent from the library.
5. last-edi-log-no - keeps track of logs that have been created due to the loading
of incoming EDI messages. Following are two examples:
o
Loading of serials invoice (EDI message type INVOIC) into ALEPH.
o
Loading of claims response or order status reports (EDI message type
ORDRSP).
last-edi-log-no can be used to retrieve the EDI error messages that have been
recorded during the loading of the data into ALEPH. To access the EDI Load
Log, in the Acquisitions/Serials GUI, from the Navigation Tree of the
Administration Tab, select the EDI Log Load root.
6.1.8 EDI Order Record
After you have performed the prerequisite setup (as described in EDI Setup), you can
dispatch orders by EDI.
To edit the order record so that it contains the information needed for sending by EDI,
follow these steps:
1. Retrieve the Order List. Highlight an order and click Modify. To create a new
order, click Add. In either case, the Order Form is displayed.
2. In the Order Form, click the Order Information tab and fill in the relevant
fields as usual (there is nothing specific for EDI).
3. In the Order Form, click the Vendor tab and fill in the relevant fields. When
you have finished, click OK. The order is now ready to be sent by EDI.
4. Click Send. There are two possible outcomes:
o
If the Order Delivery Type is set to LE (letter), you receive a pop-up
message informing you that the order (in ALEPH XML format) has
been placed in ./XXX50/print/edi:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 84 of 153
The order status is changed to SV (sent to vendor).
o
If the Order Delivery Type is set to LI (list), you receive a pop-up
message informing you that the EDI messages will be produced when
the batch service has been run:
The order status is changed to RSV (Ready Sent to Vendor).
Next, from the Services menu, point to EDI and click Send List of
Orders to a Vendor (acq-14). Set a time for the service to run and click
Submit. acq-14 produces a file with a list of orders in ALEPH XML
format that is placed in the ./XXX50/print/edi directory.
5. Send all the EDI orders (LI or LE) by submitting the Send Outgoing EDI
messages (edi-11) service. From the Services menu, point to EDI and click
Send Outgoing EDI messages (edi-11). edi-11 produces EDI files from the
ALEPH XML format files and sends them to the EDI vendor.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 85 of 153
Order Form, Vendor Tab
The following fields are relevant for EDI:
Vendor Code
Select a vendor that is defined as an EDI vendor.
Order Delivery Type
The manner in which your library produces an order letter to the vendor. The options
are:
•
LE - Single order
•
LI - List of orders
Both delivery types, letters and lists, can be sent to the vendor in an EDI format,
provided EDI is set in the Send Letter by field.
Send Letter by
Select EDI.
This field is available only when LE is selected in the Order Delivery Type field. The
content of this field is taken by default from the Letter Send Method field of the
relevant Vendor record. However, you can change the value of the field, meaning
even if the vendor is defined as an EDI vendor you can still send him letters or e-mail
messages if you wish. If LI (list) is selected in the Order Delivery Type field, then the
Send Letter by field does not appear and the list is sent to the vendor as specified in
the List Send Method field of the relevant Vendor record.
Note
For help on other options, see the Orders chapter on page 43.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 86 of 153
6.2 Claim Record via EDI
Claims for orders and issues can be sent out by EDI via the Acquisitions/Serials GUI
online or through batch procedures.
Note
A claim can only be sent by EDI if the corresponding order has been sent by EDI.
6.2.1 Online Claims for Orders
To send a claim letter by EDI, follow these steps:
1. In the Order List window click Claims.
2. After you have finished writing the claim, click Send. You receive a pop-up
message telling you that the claim letter (in ALEPH XML format) has been
placed in ./XXX50/print/edi.
3. From the Services menu, point to EDI and select the Send Outgoing EDI
messages (edi-11) service to open it. Enter the time you want the service to
run and click Submit. This service produces the EDI file out of the XML file
and sends it to the EDI vendor.
6.2.2 Batch Claims for Orders
You can use the Claim Report and Letters for Monograph Orders (acq-12) to produce
claims. When the Send Outgoing EDI Messages (edi-11) service is run, the system
recognizes that the vendor and the order of the claimed order are set for EDI, and
sends an EDI CLAIM file to the vendor.
6.2.3 Online Claims for Serials
To set up an online claim for a serial, follow these steps:
1. From the Items List window of the Serials module, click Claims.
2. In the Format field select one of the EDI options:
o
Option 90- missing issue
o
Option 91- wrong issue supplied
o
Option 92- damaged copy
o
Option 93 - too many copies received
o
Option 94 - insufficient copies received
o
Option 95 - other reason
If one or more options are not available in the Format field, add the option/s to
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 87 of 153
the SERIAL-CLAIM-FORMAT section of the pc_tab_exp_field.lng table in
the ADM library.
For example:
SERIAL-CLAIM-FORMAT
L EDI claim - missing issue
90
Note
The serial claim formats 90 to 95 (inclusive) are saved for EDI and cannot be
used for other purposes.
3. After you have finished writing the claim, click Send. You receive a pop-up
message telling you that the claim letter (in ALEPH XML format) has been
placed in the ./XXX50/print/edi directory.
4. From the Services menu, point to EDI and select the Send Outgoing EDI
Messages (edi-11) service to open it. Enter the time you want the service to
run and click Submit. This service produces the EDI file out of the XML file
and sends it to the EDI vendor.
6.2.4 Batch Claims for Serials
You can use the Print Claim Letters (serial-44) service to generate claims for serials.
When activating the Send Outgoing EDI messages (edi-11) service, the system
recognizes that the vendor and the order of the claimed issue are set for EDI, and
sends an EDI CLAIM file to the vendor.
6.3 Order Cancellation
A cancellation can only be sent by EDI if the corresponding order has been sent by
EDI.
Click Print/Cancel in the Order List of Admin Record form and select Print
cancellation letter to vendor. The order status changes to LC (library cancelled).
Each time you produce a cancellation letter for an order that has been sent by EDI,
you get a pop-up message telling you that the cancellation letter (in ALEPH XML
format) has been placed in ./XXX50/print/edi.
After that, submit the Send Outgoing EDI messages (edi-11) service to produce the
EDI file out of the XML file and send it to the EDI vendor.
6.4 Send Outgoing EDI Message (edi-11)
Use the Send Outgoing EDI Messages (edi-11) service to send all outgoing EDI
messages to vendors:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 88 of 153
The edi-11 batch process scans all XML files that have been produced (orders, order
claims, serial issues and cancellations). These files are placed by the system initially
in the ./xxx50/print/edi directory.
If the process determines that the file has all the information needed for an EDI
communication, it produces an EDI file and copies the original file to the
./xxx50/edi/out/xml_processed directory.
If the process detects a problem in the XML file, the file is copied to the
/xxx50/edi/out/xml_rejected directory and the process is stopped.
The EDI files that have just been created out of each of the files located in
are located in./xxx50/edi/out/edi_outgoing.
./xxx50/edi/out/xml_processed
edi-11 attempts to send each of the EDI files to the vendor. When the transfer of an
EDI file is successful, it is moved to the ./xxx50/edi/out/edi_sent directory.
If the transfer of an EDI file to the vendor fails, that EDI file is moved to the
directory.
./xxx50/edi/out/xml_rejected
This function can be identified in the Batch Log and Batch Queue by the procedure
name p_edi_11.
6.5 Load EDI Messages
ALEPH supports the following incoming EDI messages:
•
Serials and Monographs Invoice - EDI message type: INVOIC.
•
Orders/Claims response for Serials and Monographs- EDI message type:
ORDRSP
Note:
When you load incoming data into ALEPH, the ALEPH order number (Z68ORDER-NUMBER) must be indicated. This data must be contained in the
EDI segment RFF+LI.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 89 of 153
•
In order to load EDI invoices into ALEPH, do the following:
1. Carry out the prerequisite EDI setup. All EDI incoming files must be
located in the directory ./xxx50/edi/in/edi_incoming.
2. If the FTP directory that was defined for the vendors is not
./xxx50/edi/in/edi_incoming, move all the EDI incoming files to
this directory manually.
3. Activate the Process EDI
Acquisitions/Serials GUI service.
Incoming
Messages
(edi-09)
This function scans all the new incoming EDI files that are located in
your server under the ./xxx50/edi/in/edi_incoming directory and
converts them into ALEPH XML files. If the conversion is successful,
files with the same name and an xml extension are created in
./xxx50/edi/in/xml_incoming, and the original EDI files are moved
to ./xxx50/edi/in/edi_processed along with a log file (.log) that
indicates any problems during the processing. If the conversion is
unsuccessful,
the
original
EDI
files
are
moved
to
./usm50/edi/in/xml_rejected along with a log file (.log).
4. Run the Load EDI Incoming Messages (edi-10) service
This function scans the files in the xxx50/edi/in/xml_incoming
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 90 of 153
directory and loads them into ALEPH. If the load is successful, the
XML file is moved to the xxx50/edi/in/xml_processed directory.
The loading of each EDI file is recorded in the EDI Load Log (see
below).
6.6 EDI Load Log
Every run of edi-10 is assigned a number that comes from the last-edi-log-no
sequence of the ADM library counter (UTIL G/2). To view the log of each run by its
log number via the EDI Load Log, in the Acquisitions/Serials GUI, from the
Navigation Tree of the Administration Tab, select the EDI Log Load root.
edi-10 creates at least two entries (Z74) out of the EDI Load Log (start date and end
date). Additional log records can be created in various cases, such as a missing order
number, duplicate general invoice, and so on.
In the event that the vendor code of the loaded EDI file is not found within ALEPH,
edi-10 does not carry out the loading process at all and an EDI Load Log (Z74) is not
created.
The EDI Load Log records each EDI file that is loaded into ALEPH and shows all
transactions accrued during the load. Each transaction can be of the following types:
•
I = Informs that the transaction was carried out successfully.
•
W = The transaction was carried out successfully, but the system issued a
Warning that the system found a mismatch. For example ISBN is missing
from the order record
•
E = The transaction was not carried out. For example in a situation where the
invoice number appearing in the loaded file already exists in the system.
Set your run number in the Batch Number field at the top of the EDI Load Log
window:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 91 of 153
The highest run number is the default for this field.
You can link a line to an order or an invoice, by clicking the relevant button: Order
or Invoice.
For display purposes, you can sort the log records appearing in the EDI Load Log
pane according to the various types. Select the required type from the Type box.
6.6.1 Loading an Incoming EDI Invoice into ALEPH
When the p-edi-10 procedure is completed, general invoices (Z77) and line items
(Z75) are created for the orders (Z68). The budget transactions (Z601) of the related
orders are updated and the orders' invoice statuses (Z68-INVOICE-STATUS) are
changed (if required). The new invoices can be displayed and updated via the
Acquisitions/Serials GUI as well as all other manually entered invoices.
Note
Before running this function, it is highly recommended to back up (using p_file_03)
the following records: Z77, Z75, Z68, Z601.
6.6.2 Loading Incoming EDI Order Responses into ALEPH
The system creates an order log (Z71) of messages of type 94 (EDI response from
vendor) for each order with a corresponding response loaded by the edi-10 service. In
order to support these types of log entries, make sure you have the following setting in
the ADM table: tab45.lng:
94 Y N LEdi response from vendor
To view all loaded orders/claims responses, select the Navigation Tree of the
Administration Tab and click Action Log Messages (see below).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 92 of 153
Action Log Message
In general (not specifically for EDI), the Action Log Messages window displays all
order transactions, to be handled or taken note of, for the period up to and including
that day's date.
For EDI purposes, the Action Log Messages window displays all responses from a
vendor received via EDI. This means you do not have to search each order log in
order to find the log transaction triggered by the loading of the EDI claim/order
response.
When an EDI response from a vendor is loaded into your system, a type 94 entry
(EDI Response from Vendor) is automatically created and its Action Date is set to
zero. The EDI Log entries are displayed in the Action Log Messages window.
Click Order to go from each log message to its related order.
The sort routine of the list is the same as the sort routine of the Order Log list (it is
pc_server_defaults
environments:
taken
from
the
following
acq_user_z71_sort_routine AND acq_user_z71_sort_order).
6.7 Specifications of ALEPH Requirements for EDI
The specifications of the ALEPH requirements for EDI are described in the following
document:
•
ALEPH Requirements for EDI - Outgoing and Incoming Messages
This document is available from the Ex Libris Documentation Center.
7 Invoices
There are two ways to register an invoice:
•
Order Path
•
Invoice Path
Use the Order Path when you want to register an invoice for one specific order.
Use the Invoice Path when you want to register an invoice for different orders.
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 about this option, see the
EDI chapter on page 75.
7.1 Order Path
Retrieve an order using the Order bar. Highlight the order on the Order List and then
select the Invoice node from the Order tab; the Order Invoice Lines tab will be
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 93 of 153
displayed:
This screen shows the list of invoices that have been registered for a specific order
and enables you to update an invoice or create a new invoice line together with a new
general invoice. To modify the details of a line item invoice, highlight the desired line
and update the lower pane form.
New
To register the details for a new line item invoice, click New. If a General Invoice
does not already exist, one will be created for you.
Gen Inv
To view or update the existing General Invoice and its line items, highlight a line item
and click Gen Inv. You will be transferred to the Invoice Tab, which provides access
to the General Invoice form and the Line Item form.
7.2 Invoice Path
This section explains the Invoice Path and includes the following screens:
•
General Invoice Form
•
Invoice Line Items
•
Line Item Form
•
Budget List of Invoice
To register an invoice, use the Invoice Bar, which allows you to retrieve a general
Invoice and its line items or to create a new invoice.
In the leftmost field, select the Vendor Code from the Vendor List or type in the
desired vendor code.
In the adjacent field, select the desired invoice number or type it in. To add a new
invoice for the selected vendor, type in the new general invoice number, click
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 94 of 153
The General Invoice Form will be displayed in the upper pane.
7.2.1 General Invoice Form
This form enables you to register information about a General Invoice. The following
read-only information is displayed at the head of the form: Line Items (display the
number of line items that are attached to the general invoice), Total Amount of the
General Invoice and Total Amount of all attached Line Items.
The General Invoice Form has two panes:
1. The upper pane, which is divided into two tabs: Invoice tab and Payment tab.
2. The lower pane, which is divided into five tabs which display read-only
information regarding vendor and vendor addresses.
Buttons
The following buttons are available on this screen:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 95 of 153
Update
When you are finished filling in the form, click Update.
Refresh
To have the system recalculate the Total Amount and the Local Amount, reset the
Total Amount to zero and click Refresh.
Delete
To delete a General Invoice along with all its Line Items, click Delete. You will be
asked if you are sure you want to delete.
Change Invoice Number
This button enables the user to change the General Invoice Number. Clicking this
button will open the Invoice Number window in which the new number should be
entered. If one of the following records is connected to the General Invoice, the action
will also update them: Budget Transaction, Line Items and Item Record.
Cancel
The system will cancel the transaction.
Invoice Tab
Vendor Code
The Vendor Code will be filled in automatically by the system.
Invoice Number
Enter the Invoice Number as assigned by the vendor. You can enter up to 15
characters.
Net Amount
Enter the amount specified on the invoice for this order.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 96 of 153
Refers to Invoice
If there is an original invoice to which the current invoice refers, enter its number
here.
Invoice Date
Mandatory. This is the date on which the General Invoice was prepared by the vendor.
Shipment Amount
Optional.
Type
Select the invoice type. The type can be REG (regular), PRO (proforma), or DEP
(deposit). If left blank, the invoice type defaults to REG. The list can be enriched by
your system librarian. The invoice type is for information purposes only; all invoice
types are handled in the same manner by the system.
Received Date
This is the date on which 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.
Overhead Amount
Optional.
Status
The status can be REG (regular) or SUP (supplemental). If left blank, the status
defaults to REG. Additional Invoice Status can be set by your system librarian. This
status is for information purposes; both statuses are handled in the same manner by
the system.
Shipment Date
This is the date on which the invoice was sent by the vendor to the library. If the date
is left blank, the system will automatically fill in the same date as the invoice date.
Insurance Amount
Optional.
Currency
Mandatory. Choose the currency used for the invoice. The first currency defined in
the vendor record will be entered as the default.
VAT Recipient
Choose the body that should receive the Value Added Tax. The list of VAT recipients
can be set by your system librarian.
Discount Amount
Optional.
Explicit Ratio
If the vendor defines an explicit currency ratio, enter it here. The system will calculate
the local price accordingly. If no ratio is entered, the system will consult the currency
table.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 97 of 153
VAT Percent
Optional. This field can be edited only when the VAT per Line field is set to No
(unchecked). 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.)
When the VAT per Line field is set to Yes (checked), the VAT Percent field becomes
inactive and the VAT amount is calculated from the VAT amounts of all attached line
items only.
Total Amount
If you leave this field blank, 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
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
orders linked to the invoice. If you do not want the charges distributed proportionally
to all the orders, then you must manually enter the Total Amount, making sure that it
is the same as the Net Amount.
Debit/Credit
Indicate whether this is a Debit Invoice or a Credit Invoice.
VAT Amount
Optional. This field can be edited only when the VAT per Line field is set to No
(unchecked). The VAT amount is the amount that should go to the VAT recipient.
The VAT Amount is included in the Total Amount.
When the VAT per Line field is set to No, the VAT amount of the general invoice is
the value which is indicated in this field and VAT values of all attached line items are
calculated according to the VAT percent of the general invoice.
When the VAT per Line field is set to Yes (checked), the VAT Amount field becomes
inactive. It is calculated from the VAT amounts of all attached line items.
Local Amount
The system will automatically calculate this information based on the effective
currency exchange rate or based on the explicit currency ratio value. This information
is for display only. It cannot be changed on this screen.
VAT per Line
The VAT per Line field can be either Yes (checked) or No (unchecked). Its default
value is No.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 98 of 153
When set to Yes, this means that the VAT values of the line items can be set
individually for each line item and the VAT amount of the general invoice is
calculated from the VAT amounts of all attached line items.
When set to No, this means that the VAT amount of the general invoice is as
indicated in the VAT Amount field and the VAT values of all attached line items are
calculated according to the VAT percent of the general invoice.
Note
You can enter a note up to 60 characters in length.
Payment Tab
Payment Date
Enter the date on which the General Invoice was paid. (Leave zeroes if the invoice is
not yet paid.)
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 the General Invoice form.
Status
Choose the appropriate payment status. Standard payment statuses include:
•
N - not ready to be paid
•
R - ready to be paid
•
Y - payment authorization given
•
P - paid
More payment statuses can be set by your system librarian. Your system librarian can
also determine the default payment status when a general invoice is created and which
payment status will freeze the invoice. This means that all operations in the General
Invoice and related line items (except for changes in payment status) are not allowed.
Approval Dept.
From the pull-down list choose the approval department for this General Invoice. The
list of approval departments can be set by your system librarian, who can also set a
default approval department so that this field will be automatically filled in by the
system. This field can be used as a filter when running the service: Invoice Report
(acq-10).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 99 of 153
Approval Number
You can either manually type in an approval number for this General Invoice or
assign a system approval number by running the service Invoice Report (acq-10). This
field can also be used as a filter when running the service: Invoice Report (acq-10).
Invoice Line Items
In order to register a new line item in the General Invoice or to update an existing line
item, select the Line Items node of the Invoice Tab. The Invoice Line Items tab will
be displayed In the upper pane.
This screen lists all invoice line items that are attached to a specific General Invoice.
The following read-only information is displayed at the head of the form: Line Items
(display the number of line items that are attached to the general invoice), Total
Amount of the General Invoice and Total Amount of all attached Line Items.
To modify an existing line item, highlight its line and update its details in the Line
Item form of the lower pane.
The following buttons are available:
Add
To add a new line item, click Add. In the window that appears enter the order number
to which you want to add a line item. Select Ignore to add a line item not connected to
an order. This will activate the Line Item Form in the lower pane.
Delete
To remove a line item from the list, highlight the line item and click Delete.
Order
To jump to the order list of the order associated with a line item, highlight the line
item and click Order. This button will be inactive when the highlighted line item is
not connected to an order.
Line Item Form
The screen is divided into two main tabs:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 100 of 153
•
Line Item Form
•
Order Info
The Order Info. tab lower pane displays read-only information related to the order:
Order Information, Bibliographic Information, Invoice, Expenditure and
Encumbrance.
The Invoice Line Item Expand tab enables you to register an entry for an individual
order (Line Item) in the General Invoice. If a General Invoice does not already exist,
one will be created for you, based on the information you provide in the following
fields: Type, Status, Currency, Invoice Date, Received Date, Shipment Date and
Approval Dept. If a General Invoice already exists, these fields will not appear on this
Line Item form.
Buttons on this screen include:
Add/Update
When you are finished filling in the form, click OK.
Refresh
If you wish to have the system calculate and display the added amount, total amount
and local amount (based on the effective currency exchange rates), click Refresh.
Budgets
To view or assign the budgets that will pay for this invoice, highlight the order and
click Budgets.
Fields
Note
Part of the fields are displayed when a new line is added (this is not the case when you
update an existing line item).
Following is the help for each field.
Vendor Code
The system will automatically fill in the Vendor Code.
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 101 of 153
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. 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. The Total Amount is in the vendor's currency. If the Total
Amount is changed later, and the order has a budget assigned to it, the budget will be
debited accordingly.
Local Amount
The system will automatically calculate this information based on the effective
currency exchange rate. This information is for display only. It cannot be changed on
this screen.
Number of Units
Enter the number of units being invoiced. As a default, the system will automatically
fill in the value that was entered in the Number of Units field on the Quantity & Price
tab of the Order Form. In case there are more line items for this order, the number of
units is set as the remaining number of units from the order and other line items.
Invoice Number
The system will automatically fill in the Invoice Number.
Credit/Debit
Indicate whether this is a Debit invoice or a Credit line item invoice.
Currency
Choose the Currency used for the invoice.
Object Code
Select the appropriate Object Code for this line item. If the use of an object code is
mandatory (depending on your system setup), an Object Code must be assigned to the
Invoice and must match the assigned budget's object codes.
VAT Percent
Optional. If the VAT per Line check box of the General Invoice is set to NO
(unchecked), this field will become inactive. If the VAT per Line check box of the
General Invoice is set to YES (checked), this field can be edited and you can calculate
the VAT amount by entering a VAT percent in this field.
VAT Amount
Optional. If the VAT per Line check box of the General Invoice is set to NO
(unchecked), this field will become inactive. If the VAT per Line check box of the
General Invoice is set to YES, (checked), this field can be edited and the VAT
Amount can be entered manually or calculated from the total amount by entering a
VAT Percent.
Note
You can enter a line item note up to 200 characters in length.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 102 of 153
Check Subs. Date Overlap
(Only for Serials and Standing Orders Line Items)
If the check box is marked, the Subs. From/To Dates fields are mandatory and the
coverage period is checked against other invoice line items of the same order to see if
there is a date overlap. If the check box is not marked, you will not have to fill in the
Subs. From/To Dates fields and the system will not check whether there is an overlap
of dates.
System
Librarians
only
The default value (checked or non-checked) for this check box is determined in
acq.ini.
Subs. From/To Date
(Only for Serials and Standing Orders Line Items) Enter the subs. coverage period of
the invoice. These fields are mandatory only when the Check Subs.Date Overlap field
is checked.
Order Completely Invoiced
This field is enabled only if the invoice is complete, that is, you do not expect another
invoice for the order. Mark the box by clicking 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 is only available when adding a new Line Item.
When modifying, the check box is not displayed. To modify an invoice status, use the
Invoice Status Complete check box of the Order Information tab in the Order Form.
Budget List of Invoice
When you click the Budgets button on the Line Item Form, the screen below is
displayed.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 103 of 153
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 can pay various amounts toward the
total sum of the order.
The Enc/Active Amount 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".)
Buttons
The buttons available on this screen are:
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 that 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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 104 of 153
Balance
To view the balance of the selected budget, click Balance.
Create
This button enables you to recreate the budget from the order's encumbrance.
If budget creation from encumbrance fails, a message will be displayed giving details
of all errors.
For example: In a system that works with object-code: Budget creation fails when the
Budget's Object Code does not match the Line Item's Object Code. A message will be
displayed showing that there is no match between the object codes.
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 of the field
to choose from a list of budgets.
Amount to Debit
This is the amount that will be debited from the highlighted budget. 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.
Percent to Debit
This is a percentage of the amount that will be debited from the highlighted budget. If
you fill in this field, then leave the Encumbrance field blank.
Invoiced Amount, Local Amount, Currency of Invoice
The information in these three fields is for reference only; it can 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.
8 Arrivals
This chapter includes the following sections:
•
Arrival List of Order
•
Arrival Form
To register the arrival of units for Monograph orders (type M) or Standing orders
(type O), select the Arrival node in the Order Tab. For the check in process of Serials
orders (type S), refer to the Issue Check In section of the Serials chapter.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 105 of 153
In addition, depending on how your system librarian has set up the
Acquisitions/Serials module, while generating a line item in the invoice function you
will be asked whether you would like to record the material as "arrived". (See the
[Invoice] section of Client Setup (acq.ini) on page 143 in the System Librarian
chapter for more information about setting up arrival registration.)
8.1 Arrival List of Orders
When you click the Arrival node, the Arrival List is displayed in the upper pane:
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. To change the details about units that have already arrived, highlight
the appropriate line and update the arrival details in the Arrival Form of the lower
pane.
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.
Delete
To remove a line from the table that shows the 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.
8.2 Arrival Form
When you click the Add button on the Arrival List, the Arrival Form (shown below)
is activated in the lower pane. This screen enables you to register a new arrival of
unit/units or to modify the details of units that have already arrived.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 106 of 153
When you are finished filling in the form, click Add.
If you change the details about units that have already arrived, click Update.
Fields
No. Units Arrived
Enter the number of units that have just arrived. The system automatically enters the
default value, which is 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.
Arrival Date
Enter the date on which the units arrived. If left blank, the current date is filled in
automatically.
Note
You can enter a note up to 60 characters in length.
Order Completely Arrived
•
For order type O (standing order), this option is always disabled.
•
For order type M (monograph):
o
If all units for this order have arrived, select this option.
o
If you expect more units to arrive, do not select this option.
9 Claims
This chapter includes the following sections:
•
Batch Claiming
•
Manual Claiming
Claims are usually sent to the vendor when an ordered item does not arrive when
expected.
You can send claims to vendors for Monograph orders by using the "Claim Report &
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 107 of 153
Letters for Monograph Orders" (acq-12) service. Claims for standing orders are sent
using the "Claim Report for Standing Orders" (acq-11) service.
Alternately, you can send claims manually, one at a time, by clicking the Claims node
on the Order tab (also available for Serials and Standing Orders).
The procedures that must be followed for claiming depend, first of all, on the
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 calculates 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" (acq-12) service. If the order's claims are being
handled manually (by clicking the New Claim button on the Order Claim List), then
the claim date will be updated only if specifically requested by the librarian on the
Claim
form.
In addition to the claim date that 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 can be viewed in the Order Display tab of the Order Form (shown
below).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 108 of 153
Batch Claiming Option (for Monographs)
If you select the Batch Claiming option on the Vendor tab of the Order Form, the
system will send claims for this order when the Claim Report & Letters for
Monograph Orders (acq-12) service is run. If you do not select this option, then the
only way to send a claim for this order is to send it manually by clicking the New
Claim button on the Order Claim List.
9.1 Batch Claiming
If the Batch Claiming box is checked on the vendor Tab of the Order Form, the
system will include the order in the "Claim Report & Letters for Monograph Orders"
(acq-12) service.
When this service 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" (acq-12) service, 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 Monograph
Orders" (acq-12) service will produce two printouts. One printout will list all orders
for which the "batch claiming" check box was checked, while the other printout will
list all orders for which the "batch claiming" check box was NOT checked.
The "Claim Report & Letters for Monograph Orders" (acq-12) service 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-additionalclaim-00 are used by the batch function.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 109 of 153
9.2 Manual Claiming
In order to send an individual claim, select the Claims node in the Order Tab. Any
previously sent claims for an order will be listed on the Order Claim List in the upper
pane:
To send a new claim, from the Order Claim List, click New Claim. This activates the
Claim form (Claim Expand) in the lower pane:
This form enables you to register a claim for an order. You can also use this form to
change the details for a claim that you have already registered.
When you have finished filling in the form, click Add. If you are changing the details
about a claim that is registered, click Update.
Key to Fields
Send Claim
Select this option if you want to send the claim (via e-mail/EDI/print). You can use
this field as well to resend a claim that was sent in the past. Do not select this option if
you want to update a claim without sending it.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 110 of 153
Letter Format
Select a letter format type from the pull-down list. The format is relevant only when
the claim is sent via e-mail or print (not relevant for an EDI claim).
Claim Date
Enter the date that is valid for the claim. The default date is the current date.
Claim Text
Type any comments you want to add to your claim.
Reply Date
If you have received a reply from the vendor, enter the reply date.
Vendor Reply
If you have received a reply from the vendor, type it in or select standard text from the
pull-down list.
Automatic Update of Expected Arrival Date
This field is displayed only for Monograph order claims.
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), then select this option. If you do not
select this option, then the Expected Arrival Date field is available for you to update
the expected arrival date of the order manually.
Expected Arrival Date
This field is displayed only for Monograph order claims.
If the Automatic Update of the Expected Arrival Date option is not selected, you can
enter the date you expect the order to arrive. This date is used by the system when
claims are processed automatically (batch). If the Automatic Update of the Expected
Arrival Date option is selected, then this field will be read-only and the expected date
of arrival will be calculated by the system based on the Material Delivery Type and
delay as defined in the vendor's record.
10 Payments
This chapter includes the following sections:
•
General Invoice Payment Status
•
User Authorizations
•
Invoice Report
General Invoice payments are handled through the Payment tab of the General
Invoice.
10.1 General Invoice Payment Status
Standard payment statuses are:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 111 of 153
N - not ready to be paid
R - ready to be paid
Y - payment authorization given
P - paid
More payment statuses can be set by your system librarian, who also determines the
default payment status when a general invoice is created and which payment statuses
freeze the invoice. This means that all operations in the General Invoice and related
line items (except for changes in payment status) are not allowed.
When the payment status of the General Invoice is changed, the system changes 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).
10.2 User Authorizations
The relevant user's authorizations (and all user authorizations) for functions in the
General Invoice are set in the Access Rights window, invoked via the Staff Privileges
window.
Under Acquisitions access rights, there are authorizations that refer to the Invoice
Payment Status. This means that the user can be denied or allowed the ability to
activate functions in a General Invoice and related line items based on the Invoice
Payment Status.
For example: In order to update a payment status to Y (payment authorization given)
and to be authorized to update an invoice with payment status Y and all its related line
items, the user must have the following access right: Update "Payment Authorization
Given" general invoice and/or its line items (INVOICE-HEAD-P-S-Y ).
System
Librarians
only
As soon as a new payment status is set in tab48.lng, a new access right can be also set
for the new payment status. For example: If the new payment status code is "C"
(Check before Payment), add the following line to alephe table user_function.lng
table:
ACQ
L Acquisitions
INVOICE-HEAD-P-S-C
L
Update "Check before Payment" general invoice and/or its line items.
In addition, column 4 of tab48.lng defines which user_function routines should be
used in addition to the standard checks for different payment statuses. Multiple
Invoice Payment Statuses can use the same authorization. If Col.4 is left blank, no
additional check is made, and the user_function authorization for ACQ Update
Invoice Payment Status suffices.
For more details and instructions regarding tab48.lng, see the System Librarian
chapter Invoice Payment Status (tab48) on page 145.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 112 of 153
10.3 Invoice Report
Besides the option to change the payment status for each invoice separately via the
Payment tab of the General Invoice, you can also change the payment status for a
group of invoices by running the Invoice Report (acq-10). One of the available
Invoice Report actions is to change the payment status of a retrieved group of general
invoices. The group can be retrieved by the common approval number. A report will
be produced showing the invoices that were changed. For more details, see the Help
section of the Invoice Report.
11 Reports
This chapter includes the following sections:
•
Types of Reports
•
Example for Using the General Retrieval Form (acq-02-01)
Acquisitions reports are available from the Services/Retrieve and Print Acquisitions
Records menu of the Acquisitions/Serials module. Once you have logged on to 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 can be found in the ALEPHE_SCRATCH directory.
Step 2:
To see the actual contents of the records, you must use the Print Acquisitions Records
(acq-03) service.
11.1 Types of Reports
Using the Acquisitions Services you can retrieve orders meeting the following
criteria:
•
Partially-filled orders (acq-02-02)
•
Monograph orders - status "New" (acq-02-03)
•
Orders for which there is no invoice (acq-02-04)
•
Orders having a particular order status (acq-02-05)
•
Orders that were cancelled by vendor (acq-02-06)
•
Orders meeting any of more than 40 different criteria which you can define
using the General Retrieval Form (acq-02-01). The complete list of criteria
and detailed help for filling in the form are available in the General Retrieval
Form (acq-02-01) service's online help.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 113 of 153
11.2 Example for Using the General Retrieval Form (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, sublibrary, or group of sublibraries.
1. From the Main Menu, select Services.
2. From the Retrieve and Print Acquisitions Records section, select General
Retrieval Form (acq-02-01).
3. Fill in the Output File field, for example, acq_arrival1.
4. In the next section, fill in the Retrieve by fields. Select the following filters
with the following parameters:
•
Retrieve by: Sublibrary: Type up to five sublibraries in the next 1-5 fields,
for example, UEDUC ULAW ULINC
•
Retrieve by: Arrival Date: Type range of dates (yyyymmdd) during which
material has arrived, in the next 1-2 fields, for example, 20040301
20040531
•
Retrieve by: Arrival Status: Up to two arrival statuses can be entered in the
next 1-2 fields:
o
C-complete arrival.
o
P- partial arrival.
o
N-no items have arrived,
For our example, enter C-complete arrival.
5. Click the Submit button.
6. From the Services menu / Retrieve and Print Acquisitions Records section,
select Print Acquisition Records (acq-03).
7. In the Input File field, enter the name of the output file from the previous
batch, for example, acq_arrival1. Fill in the Output File field, for example,
print_arrival. The output file can be found in the library's PRINT directory.
8. In the Report Format field, select the format for the printout.
9. Click the Submit button.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 114 of 153
10. To print the report, use the Task Manager option from the ALEPH menu on
the Main Menu.
The above-mentioned values of example fields will provide a list of all newly arrived
material by arrival status C (complete) for UEDUC, ULAW and ULINC for the time
period of 1 March 2004 until 31 May 2004.
12 Acquisitions Services
Each service is identified in the Batch Log and Batch Queue by its procedure name.
Orders and Claims
•
Order Log Report (acq-22)
•
Claim Report and Letters for Monograph Orders (acq-12)
•
Claim Report for Standing Orders (acq-11)
•
Claim Report for Serials Orders (acq-19)
•
Send List of Orders to a Vendor (acq-14)
Retrieve and Print Acquisitions Records
•
Partially-Filled Monograph Orders (acq-02-02)
•
Monograph Orders - Status "New" (acq-02-03)
•
No Invoice (acq-02-04)
•
Order Status (acq-02-05)
•
Order Cancelled by Vendor (acq-02-06)
•
General Retrieval Form (acq-02-01)
•
Print Acquisitions Records (acq-03)
Budget Management
•
Open Annual Budget (acq-05)
•
Renew Order Encumbrance for Monograph (acq-06-a)
•
Renew Order Encumbrance for Serials and Standing Orders (acq-06-b)
•
Transfer Remaining Balance (acq-07)
•
Update Local Price of Budget Transaction (acq-08)
•
Deactivate Encumbrance (acq-09)
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 115 of 153
•
Budget Summary (acq-16)
•
List of Orders per Budget (acq-17)
Currency
•
Currency Report (acq-01)
•
Upload Currency Ratios (acq-20)
EDI
•
Send Outgoing EDI Messages (edi-11)
•
Process EDI Incoming Messages (edi-09)
•
Load EDI Incoming Messages (edi-10)
Other
•
Invoice Report (acq-10)
•
Rebuild ILL and Acquisitions Order Index (acq-04)
•
Subscription Renewal Letters (acq-23)
•
Banner/FRS Export (acq-21)
•
Vendor Address Data Update Report (acq-60)
•
Update Vendor Code in Order and Subscription Records (acq-26)
•
General ADM and Orders Creation (acq-24)
Statistics
•
Statistics by Dates - Material/Month (acq-25)
General
•
Print Trigger Report (com-01)
•
Build Word Indexes for a Record (manage-111)
•
Restart Server (sys-01)
•
Rebuild HTML Pack (sys-02)
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 116 of 153
12.1 Manage Database Tables
The services in this section are explained in further detail in the Web Guide Services
chapter of the Circulation module.
12.2 Orders and Claims
Order Log Report (acq-22)
This service generates a report containing information about orders. It extracts
information from the order log (Z71) and places it in the output file together with
additional information such as document titles and ISBN/ISSN.
Claim Report and Letters for Monograph Orders (acq-12)
This service generates a report listing monographs that have not yet arrived and claim
letters to be sent to the vendor. The report produces two printouts: one of which lists
all orders for which the Batch Claiming check box in the Order Form was chosen,
while the other lists all orders for which the Batch Claiming check box was not
chosen. For standing orders, a claim report can be generated using the Claim Report
for Standing Orders (acq-11) service. Claim letters can then be sent manually by using
the Claim button in the Order List of Admin. Record window.
For Serials, two functions are activated from the Serials Services menu:
•
Print Serials Claim Report (serial-04), and
•
Print Serials Claim Letters (serial-44).
Claim Report for Standing Orders (acq-11)
This function creates a report of standing orders for which volumes have not been
received by the maximum number of arrival days set in the Max. Arrival Days field in
the standing orders Order Form. This information can then be used to send claims to
vendors. Claim letters can then be sent manually by using the Claim button in the
Order List of Admin. Record window.
Claim Report for Serials Orders (acq-19)
This service produces a report of serials orders that have not yet arrived. Claim letters
for serials can then be sent manually by using the claim button in the Order List of
Admin. Record window. You can also use the Serials functions Print Claim Letters
(serial-44) and Print Claim Report (serial-04).
For Standing Orders, you can produce a claim report by using the Claim Report for
Standing Orders function (acq-11).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 117 of 153
Send List of Orders to a Vendor (acq-14)
This service enables you to send a vendor a letter with a list of orders. All orders
whose 'Order Delivery Type' is LI (List) and whose status is RSV (Ready Send to
Vendor) will be included in this service.
12.3 Retrieve and Print Acquisitions Records
Partially-Filled Monograph Orders (acq-02-02)
This service retrieves the record numbers of Acquisitions monograph orders that have
not been received from the vendor or have only been partially filled by the vendor and
writes them to an output file. To produce a report from this file, use the Print
Acquisitions Records (acq-03) service.
Monograph Orders - Status "New" (acq-02-03)
This service retrieves the record numbers of monograph orders whose status is NEW,
and writes them to an output file. To produce a report from this file, use the Print
Acquisitions Records (acq-03) service.
No Invoice (acq-02-04)
This service retrieves record numbers of Acquisitions orders for which an invoice
either has not been received or has been partially received and writes them to an
output file. To produce a report from this file, use the Print Acquisitions Records
(acq-03) service.
Order Status (acq-02-05)
This service retrieves record numbers for orders with a given status and writes them to
an output file. To produce a report from this file, use the Print Acquisitions Records
(acq-03) service.
Order Cancelled by Vendor (acq-02-06)
This service retrieves record numbers for orders that have been cancelled by the
vendor (order status VC) and writes them to an output file. To produce a report from
this file, use the Print Acquisitions Records (acq-03) service.
General Retrieval Form (acq-02-01)
This service retrieves the record numbers of Acquisitions orders according to a
number of different filters of your choice. An output file will be created that lists
record numbers without the detailed information for each record. To produce a report
from this file, use the Print Acquisitions Records (acq-03) service.
Print Acquisitions Records (acq-03)
This service saves in a file or prints out Acquisitions records that have been found
using one of the services that retrieve Acquisitions record numbers.
12.4 Budget Management
Open Annual Budget (acq-05)
This service creates new annual budgets for those budgets that are defined as "annual"
and use the name format "code-YEAR" (for example, Books-2002). The new budgets
will retain the same code with a new suffix for the new year (for example, Books© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 118 of 153
2003). If a budget is already in the system (for the new year) it will not be opened, but
it will still appear in the output report.
If an annual budget has an annual parent budget, then the new budget created for the
requested year will have a parent budget code ending with the new year; otherwise (if
the parent budget is not annual), it will not be changed in the new budget. Note that
the existence of the renewed parent budget code is NOT checked by the system.
Renew Order Encumbrance for Monograph (acq-06-a)
Before running this service, you must first run the service Open Annual Budgets (acq05).
This service checks for annual budgets that have been encumbered for each order
whose order status is SV - Sent to Vendor. If the encumbrance for the order is still
active (in other words, the invoices are incomplete), the encumbrance will be assigned
to the new year's budget.
Renew Order Encumbrance for Serials and Standing Orders (acq-06-b)
Before running this service, you must first run the service Open Annual Budgets (acq05).
This service renews order encumbrances for Serials and Standing Orders and checks
for annual budgets that have been encumbered for each order whose order status is SV
- Sent to Vendor. If the encumbrance for the order is still active (in other words, the
invoices are incomplete), the encumbrance will be assigned to the new year's budget.
This service produce a report that includes a list of all renewed encumbrances.
Transfer Remaining Balance (acq-07)
Before running this service, you must first run the service Open Annual Budgets (acq05).
This service transfers the funds remaining in the annual budgets at the end of the year
to the new year's annual budgets. The status of the old budget is then changed to NA,
non-active. The service only works with budgets that are defined as "annual" and use
the name format "code-YEAR" (for example, BoOKs-2002). Negative budget
balances can also be transferred.
Update Local Price of Budget Transaction (acq-08)
This service updates the local price of a budget transaction. The system uses the
closer backward ratio date relevant to the budget transaction date. This comprises all
transaction types, including ENC (encumbrance) and INV (invoice).
When to run this service:
Run this service if you have changed or added a currency ratio for a specific date.
Also, use this service after conversion (if necessary), to create local amounts.
Deactivate Encumbrance (acq-09)
This service examines all orders together with their invoices. For each order that has
received all its invoices, the Active Sum of the Encumbrance (which shows how
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 119 of 153
much of the encumbrance is still outstanding) is set to zero. This, in effect, deactivates
the encumbrance.
When to run this service:
This service is not used in the normal, day-to-day operation of the system. However,
it is used for conversions.
Budget Summary (acq-16)
This service produces a report that summarizes the budgets that meet selected criteria.
The report includes the allocations, transfers, encumbrances, invoices not paid,
payments, estimated and actual balance and the maximum over-commitments and
over-expenditures set for the budget.
List of Orders per Budget (acq-17)
This service prints a list of all orders for which the selected budget has been
encumbered.
12.5 Currency
Currency Report (acq-01)
This service prints a report that shows the dates on which ratios were assigned to
currencies and the actual ratios assigned. The report can include up to ten currencies.
Upload Currency Ratios (acq-20)
This service uploads currency ratios. It uses a file named currency.dat, which must be
in the library's file directory (XXX50/files/currency.dat). The file must be in the
format:
CCC YYYYMMDD R.RRR
For example:
USD 20020526 4.614
12.6 EDI
Send Outgoing EDI Messages (edi-11)
This service sends EDI messages to vendors. It collects all of the XML files that have
been produced (orders, order claims, serial issues, and cancellations).
Process EDI Incoming Messages (edi-09)
This service loads new incoming EDI files that are located in your server under
./xxx50/edi/in/incoming and converts the EDI structure format into ALEPH XML
files. If the conversion into XML is successful, a file with an .xml extension is created
in the ./xxx50/edi/in/xml_incoming directory.
Load EDI Incoming Messages (edi-10)
This service processes the XML files that have been created by the Process EDI
Incoming Messages (edi-09) service.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 120 of 153
12.7 Other
Invoice Report (acq-10)
This service performs one of the following two actions and produces two output
reports.
1. Assign approval numbers to all general invoices that are retrieved by the
service and produce a report showing the invoices that were assigned.
Select "Yes" in the Update Database field and "No" in the Retrieve Using
Approval Number field. The service will automatically assign an approval
number to all reported invoices. The payment status of the retrieved invoices
will be changed according to the Change Status To field.
2. The approval number is taken from the system counter last-invoice-app-no in
the UTIL G/2 counter of the ADM library.
3. Change payment status of a retrieved group of general invoices.
4. Select Yes in the field Update Database and Yes in the field Retrieve Using
Approval Number. Enter an approval number in the Approval Number field.
The group of general invoices will be retrieved by the common approval
number. The payment status of the retrieved invoices will be changed
according to the Change Status To field. A report will be produced showing
the invoices that were changed. This report can then be given to the
appropriate authority to ensure that payment is made.
This service produces two output files: Invoice Report and Summary Report.
Invoice Report
A report per invoice or per group of invoices organized by vendor and currency. This
depends on your selection in the Report Per Single Invoice field. The Invoice Report
includes:
•
All general invoices reported There is a line for each invoice, stating the
invoice's number, total amount and date, and whether there is a balance
between the general invoice and its line items.
•
Division of budgets per vendor There is a line for each budget, stating
the budget code, budget sum and local sum. If your acquisitions system is
set to work with object codes, there will also be a breakdown per object
code.
•
Division of budgets for each invoice There is a section for each general
invoice, stating the invoice number, date, total price and local price, with a
line for each budget, stating the budget code, budget sum and local sum. If
your acquisitions system is set to work with object codes, there will also be
a breakdown per object code.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 121 of 153
The Invoice Report uses the XSL templates invoice-report.xsl and invoice-report05.xsl.
Summary Report
The summary report includes all invoices handled by acq-10 in the local currency.
Note that there is one summary report that is produced together with either the invoice
report per single invoice or the invoice report by vendor and currency.
The output is a table organized by invoice number, including vendor code, vendor
name, invoice date, amount, and so on. It also lists the budget usage per each invoice
in an object code sensitive manner. The total local price for all participating invoices
appears at the bottom of the summary. The summary report includes only local prices
since it can be comprised of invoices that are in different currencies
The summary report uses the XSL template invoice-report-summary.xsl.
Rebuild ILL and Acquisitions Order Index (acq-04)
This service rebuilds the following three indexes:
1. Acquisitions order index
2. ILL incoming requests index
3. ILL outgoing requests index
Each index file will be deleted and recreated by reading all Acquisitions order/ILL
request records.
Subscription Renewal Letters (acq-23)
This service sends a letter to a vendor that contains a list of serials subscriptions
and/or standing orders to be renewed.
The service runs on orders of type S (serials) and/or type O (standing orders) with an
order status of SV (sent to vendor) and checks each order's renewal date against the
dates defined in the From/To Order Renewal Date fields.
If there is a match, the order is included in the letter and the order's Renewal Date
field is updated in relation to the Budget Cycle field. However, if the system
determines that this new renewal date is later than the date in the Subscription End
field, then this specific order will not be renewed and therefore will also not be
included in the renewal letter.
Banner/FRS Export (acq-21)
This service produces a partly specialized export format for integrating ALEPH with
BANNER budget management systems or FRS. The interface between ALEPH and
BANNER/FRS transfers invoice information so that the general invoice can be paid
and the library accounts can be debited. This means that information from Z77
(General Invoice) and Z75 (Line Items) must be sent as well as Z601 (Budget
Transaction).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 122 of 153
The report retrieves a file of general invoices with its linked item invoices (Z77's and
linked Z75's), based on the following parameters:
•
The date the General Invoice was received (registered) (Z77-I-REC-DATE)
•
Invoice Status (Z77-I-STATUS): Usually, only invoice statuses REG or SUP
should be retrieved.
•
Invoice Payment Status = Y (Z77-P-STATUS)
•
Order Number 3 (Z68-ORDER-NUMBER-2): All line items (Z75) linked to a
general invoice (Z77) have the same order number 3 attached to their order
(Z68). The system checks the first line item linked to the general invoice to
see if it matches the requested order number 3.
•
After retrieval, the system can change the payment status to P to indicate that
the invoice was retrieved.
Vendor Address Data Update Report (acq-60)
This service prints out all Vendor Address Data (Z72) that was changed or updated
within a date range.
General ADM and Orders Creation (acq-24)
This service creates multi-ADM records and orders from a file. For example, this
service can be used when a vendor provides you with a CD-ROM containing titles,
prices and bibliographic information for possible orders.
In addition, it could optionally assign a vendor to an order (depending on the
parameter "Use ISBN to assign vendor" - Yes/No). If No is chosen, ADM records and
orders are created with a specified sublibrary/order unit and order number 2, which
can be used for retrieving the newly created orders for further processing via "Multi
Order Index". If Yes is chosen, a vendor is assigned to created orders, together with
other relevant parameters, including Method of Acquisition, Order Status and
Estimated Date of Arrival. The details of the vendor (Vendor Code and Vendor
Prefix) are extracted from the Bibliographic record: Vendor code is built from the
ISBN - subfield $$a of field 020 (USMARC) or subfield $$a of field 010
(UNIMARC), and Vendor prefix is built from subfield $$b of field 260 (USMARC)
or subfield $$c of field 210 (UNIMARC).
Note
For the purpose of vendor prefix extraction, valid ISBNs are currently those with
country/language group "0" or "1" (first digit).
Before running this service, you must load new Bibliographic records using the
service: Load Catalog Records (p-manage-18). The output of p-manage-18 should be
used as the input for this service.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 123 of 153
Update Vendor Code in Order and Subscription Records (acq-26)
This service updates or replaces the vendor code in order records (Z68) and
subscription records (Z16). The service is useful when, for example, a vendor ceases
operations or is merged with another vendor.
The following order records are processed by this service:
•
Orders that have the same sublibrary in the Sublibrary field (Z68-SUBLIBRARY) as those selected in the sublibrary filter.
•
Records in which the Vendor Code (Z68-VENDOR-CODE) equals the code
selected in the Old Vendor Code field.
•
Records in which the Order Status (Z68-ORDER-STATUS) is NOT one of the
following: CLS (closed), VC (vendor cancelled) or LC (library cancelled).
The following subscription records are processed by this service:
•
Subscriptions that have the same sublibrary in the Sublibrary field (Z16-SUBLIBRARY) as that selected in the sublibrary filter.
•
Those in which the Vendor Code field (Z16-VENDOR-CODE) equals the
code selected in the Old Vendor Code field.
•
Records in which the To Date field (Z16-COPY-TO-DATE) is LATER than
the current date.
12.8 Statistics
Statistics by Dates - Material/Month (acq-25)
This service produces an Acquisitions statistics report with the following columns:
Material Type, Month, Purchase Method (Purchase, Approval, Gift, etc.).
12.9 General
Print Trigger Report (com-01)
This service produces a printout of triggers.
Build Word Indexes for a Record (manage-111)
This service creates keywords from various fields of the following Oracle tables:
•
Vendor (Z70)
•
Vendor Address (Z72)
•
Global Patron (Z303)
•
Patron Address (Z304)
•
Reading Room (Z310)
•
Budget (Z76)
The keyword index that is created enables the user to search for records by keywords.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 124 of 153
Restart Server (sys-01)
This service stops a server and restarts it. The server that is stopped is selected by the
user and can be the pc_server, the www_server or the oclc_server. When run, the
service will stop the existing server running on the default port and start a new one on
the same port.
Rebuild HTML Pack (sys-02)
This service rebuilds the html.pck file after you edit a form or a letter in the
form_eng directory. For any changes to these files to appear, run this service.
13 System Librarian
This chapter includes the following topics:
General
•
Print Templates (13.2)
•
Drop-down Menus (13.6)
•
Acquisitions Related Entries in tab100 (13.16)
•
List of Acquisitions Tables (13.17)
•
Acquisition Values of pc_server_defaults (13.18)
•
Column Headings (pc_tab_col.lng) (13.20)
•
Client Setup (ACQ.INI) (13.21)
Budget and Financial Management
•
Open Annual Budgets (13.3)
•
Renew Order Encumbrances (13.4)
•
Transfer Remaining Balance (13.5)
•
Budget Check (13.7)
•
Line Item Invoice - Alert Message (13.26)
•
Vendor's Currency (13.15)
•
Setting the Local Currency (13.19)
•
Invoice Payment Status (tab48) (13.22)
Orders
•
Order Index (13.1)
•
Order Bar Search Options (13.27)
•
Order Number Counters (13.10)
•
ISBN/ISSN (13.11)
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 125 of 153
•
Order Status and Item Process Status (13.12)
•
Order Log (13.13)
•
Item Price for Monograph Order (13.14)
Vendor and Budget
•
Checksum of Vendor Additional Code Format (13.23)
•
Budget and Vendor Code Prefix (13.24)
Miscellaneous
•
Arrival Form (13.8)
•
Item Records (13.9)
•
Order Units (13.25)
13.1 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 can add another index by editing the tab_acq_index file in the data_tab directory
of the administrative library of interest.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 126 of 153
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
•
tab_ill_in _index
- Display of bibliographic fields in ILL Outgoing Requests Index.
- Display of bibliographic fields in ILL Incoming Requests
Index.
After adding an index, you must run the "Rebuild Order Index" service in the Services
module.
In addition, 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. 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: 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
tab_character_conversion_line table.
13.2 Print Templates
13.2.1 Available Templates
The names of the Acquisitions template files are as follows (where nn is a number
identifying the version):
GUI Templates
Template
Order Slip
acq-order-slip-nn
Arrival Slip
acq-arrival-slip-nn
Order Information
acq-m-order-info
acq-s-order-info
Claim Letter (GUI)
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Purpose
print.ini
function name
OrderLetter
Order slip to vendor for
material that will be sent to
the Acquisitions
department or directly to
the person for whom it was
ordered
Arrival slip to be attached ArrivalSlip
to arriving order and sent
to the sublibrary or
directly to the person for
whom the material was
ordered
For printing information in OrderInfo
the Acquisitions/Serials
GUI module
For printing a claim in the ClaimLetter
Page 127 of 153
Template
Purpose
acq-claim-nn
Acquisitions/Serials GUI
module
For printing budget
information in the
Acquisitions/Serials GUI
module
For printing budget
transactions details in the
Acquisitions GUI module
Budget Information
budget-information-nn
Budget Transactions
Details
budget-details-nn
Services Templates
Template
List of Orders
acq-order-list-nn
Claim Letter (Services)
acq-first-claim-nn
acq-additional-claim-nn
Budget Summary
budget-statuses-nn
Invoice Report
invoice-report-nn
Serials Renew Order
acq-subs-renew-list-nn
Renew Order Encumbrance Report
renew-order-encumbrance-nn
print.ini
function name
BudgetInfo
Transactions
Purpose
For the "Send List of Orders to Vendor"
service. Send the list to the vendor for
material that will be sent to the
Acquisitions department or directly to the
person for whom it was ordered
For the "Claim Report & Letters" service
For the "Budget Summary" service
For the "Invoice Report" service
For the "Subscription Renewal Letters"
service
For the "Renew Order Encumbrance for
Monograph"
and
"Renew
Order
Encumbrances for Serials and Standing
Orders" services
Note
Libraries can share the same forms by adding a definition to the path_convert table
under the library's tab directory. Your ADM library is probably linked to your BIB
library:
$usm50_dev/usm50/form_eng
$usm01_dev/usm01/form_eng
13.3 Open Annual Budgets
The Open Annual Budgets (acq-05) service is available from the Acquisitions
Services menu. It enables you to create new annual budgets for those budgets defined
as "annual" using the name format "code-YEAR" (for example, BoOKs-2002). The
system will create new budgets having the same code and will add a new suffix for
the new year.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 128 of 153
A report will be created listing the new budgets that have been opened. The file can
be found in the node's ALEPHE/SCRATCH directory.
13.4 Renew Order Encumbrances
The Renew Order Encumbrances (acq-06) service is available in the Acquisitions
Services menu. There are separate services for Monographs: Renew Order
Encumbrances for Monographs (acq-06-a), and for Serials and standing orders:
Renew Order Encumbrances for Serials (acq-06-b). Before running any of these
Renew Order Encumbrances services, you must first run Open Annual Budgets.
The Renew Order Encumbrances service 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 can 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 can be found later in the node's ALEPHE/SCRATCH
directory.
13.5 Transfer Remaining Balance
The Transfer Remaining Balance (acq-07) service is available in the Acquisitions
Services menu. Before running this service, you must first run Open Annual Budgets.
This service (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 service only works for budgets defined as "annual" and which use the
name format "code-YEAR" (for example, Books-2002).
A report will be created listing each annual budget and indicating the amount (if any)
that was transferred. The file can be found later in the node's ALEPHE/SCRATCH
directory.
13.6 Drop-down Menus
Most of the choices available on the drop-down menus of the GUI
Acquisitions/Serials module have been set by the developers and you can not add or
delete choices. Still, there are a few drop-down menus that you can edit. To do this,
connect to the administrative library and edit pc_tab_exp_field.lng.
You can edit choices for the following menus:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 129 of 153
Index
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 to the drop-down menu used in the Index field
in the Index List (this list is accessed by selecting the Index List node from the Order
Search tab). In pc_tab_exp_field.lng, the ID identifies the menu:
ACQ_INDEX_TYPE.
Order Index Type
The list of search options available on the Order Index Type field's drop-down menu
(the left field on the Order bar) is defined in the ORDER-SEARCH menu of
pc_tab_exp_field.lng.
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 1-5
You can edit choices of the Budget Groups menu. In pc_tab_exp_field.lng, the
five menus are identified by the IDs: BUDGET-GROUP-1 till BUDGET-GROUP-5.
Method of Acquisition
You can 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 can 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 can 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 can edit choices of the Order Group menu. In pc_tab_exp_field.lng, the ID
identifies the menu ACQ_ORDER_GROUP.
Budget Type
You can edit choices of the Budget Type menu. In pc_tab_exp_field.lng, the ID
identifies the menu BUDGET_TYPE.
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 can add new choices to the Order Status menu. In pc_tab_exp_field.lng, the
ID identifies the menu: ACQ_ORDER_STATUS.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 130 of 153
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 can 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 can 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 can 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 can add new choices to the Vendor Delivery Type menu. In
pc_tab_exp_field.lng, the ID identifies the menu: VENDOR_DELIVERY_TYPE.
Budget Department
You can edit the
choices of the Budget Department menu.
pc_tab_exp_field.lng, the ID identifies the menu: DEPARTMENT_CODE.
In
Invoice Payment Status (not via pc_tab_exp_field.lng)
You can add new choices to the General Invoice Payment Status.
Note
This menu is not handled in pc_tab_exp_field.lng. In order to add/edit invoice
payment statuses use tab48.lng of the Administrative library.
Object Code
You can edit the list of object codes that appears in Budget Information Tab 2 and
Invoice Line Item. In pc_tab_exp_field.lng, the menu is identified by the ID
OBJECT-CODE. Up to 20 object codes can be defined.
Approval Dept.
You can add new choices to the General Invoice Approval Department menu of the
General Invoice. In pc_tab_exp_field.lng the menu is identified by the ID:
ACQ_APPROVAL_DEPARTM. The default value of the approval department can be
set in the [ApprovalDep] section of acq.ini.
13.7 Budget Check
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 CHECK© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 131 of 153
ORDER-BUDGET variable in tab100 determines whether or not this check will be
performed by the system.
13.8 Arrival Form
You can 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 client's ACQ/TAB directory and open the ACQ.INI file. Go
to the section labeled [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.
Vendor Reply
You can add new choices to the list of vendor replies to a claim. In
pc_tab_exp_field.lng, the menu is identified by the ID: VENDOR-CLAIM-REPLY.
13.9 Item Records
The librarian can 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 by the tab100 variable CREATE-ITEMFROM-ORDER-M.
The System Librarian, in tab36, defines 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
!!!!!-!!-!!!!!-!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!
UEDUC 01 BOOK GEN
DG678
0
Column 1 is the sublibrary.
Column 2 is the item status. This must be one of the item statuses defined in tab15.
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 132 of 153
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.
13.10 Order Number Counters
You can set up counters that will be used to automatically assign an order number to a
new order. You can set up different counters for use by different libraries, or for
different types of orders (for example, 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 (for example, "last-order-no-ueduc").
Step 2:
Go the client's ACQ/TAB directory and open the ACQ.INI file. Go to the section
labeled [OrderNumber]. Following is an example of the relevant section:
[OrderNumber]
EnablePrefix=Y
PrefixString=ueduc
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 (for example, ueduc for "last-order-noUEDUC"). Regardless of the counter that appears as the default, the user will be able
to change the counter.
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
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 133 of 153
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 "lastorder-no" parameter in UTIL G/2.
13.11 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
tab100 table using UTIL G/4/100 in an Administrative library. The relevant tab100
variable is:
CHECK-ORDER-ISBN-ISSN
If you set it as 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.
13.12 Order Status and 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 in an Administrative library.
13.13 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.
Note:
It is recommended to set Col.3 (Order Log can/cannot be entered manually) to Y only
for the following transactions:
•
00 - General
•
95 - Subscription History Note
•
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.
13.13.1Order 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
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 134 of 153
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. If Z71-ACTION-DATE
is zero, the system will use instead in Z71-OPEN-DATE,Z71-OPEN-HOUR,
and Z71-OPEN-SECOND combined together as string.
Sorting order (setenv acq_user_z71_sort_order):
•
A - ascending
•
D- descending
Example of setup:
setenv acq_user_z71_sort_routine
setenv acq_user_z71_sort_order
00
D
13.14 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.
If the tab100 variable Z30-PRICE-FROM-ORDER is set to N, Z30-PRICE will never
be created automatically, either from the estimated price or from invoices. When it is
set to Y, Z30-PRICE will be created as explained above.
13.15 Vendor's Currency
If the variable 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 the variable 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.
13.16 Acquisitions-related Entries in tab100
This section details all the variables that are relevant to Acquisitions and are set in
tab100 of the Administrative library. Most of this information also appears elsewhere
in this System Librarian chapter.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 135 of 153
CHECK-INVOICE-CURRENCY
Determines which currency must be assigned to the vendor's record when
registering a new vendor (Z70).
Possible values are: Y or N.
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.
Default value is N.
CHECK-ORDER-BUDGET
Determines the value for "P" (purchase) orders.
Possible values are: Y or N.
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.
N = 0.00 is allowed as the estimated price of an order. If a budget is assigned, then
when the order is sent, 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.
Default value is Y.
CHECK-ORDER-ISBN-ISSN
Checks the validity of the ISBN/ISSN number in the Acquisitions order.
Possible values are: Y or N.
Y = checks the ISBN/ISSN number entered in the Acquisitions order.
Default value is N.
CREATE-ITM-FORM-ORDER-M
Checks whether the item is automatically created from the order form.
Possible values are: Y or N.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 136 of 153
Y = check box for automatic item creation (on tab 3 of order form) is set to
"checked".
Default value is Y.
OVER-EXP-INCLUDE-ENC
Determines whether or not the maximum over expenditure of a budget is checked
in
relation
to
the
encumbrance
or
to
the
expenditure.
Possible values are: Y or N.
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).
Default value is Y.
TWO-LEVEL-VENDOR
Determines whether the system uses one or two levels of vendor.
Possible values are: Y or N.
Y = The system uses two levels of vendor.
N = Only one level of vendor is managed.
Default value is N.
USE-OBJECT-CODE
Determines whether the budget's object code is assigned to the invoice and
matches the budget's object codes.
Possible values are: Y or N.
Y = The object code must be assigned to the invoice and must match the assigned
budget's object codes.
N = When registering the invoice, there is no check against the budget's object
code and filling the invoice's object code is not mandatory. The object code can be
used for reporting only.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 137 of 153
Default value is N.
USE-ORDER-UNIT
Determines whether the Acquisitions system works with ordering units or with
sublibraries. This variable deals with the Budget's (Z76) order unit, the Vendor's
(Z70) order unit, the Order's (Z68) order unit and user-passwords (Z66).
Possible values are: Y or N.
N = each sublibrary is an order unit.
Y = ordering units are defined in tab_sub_library.lng using sublibrary type 5.
Default value is N.
VENDOR-SHARING
Determines whether the Vendor filter in Search mode for Vendors is active and is
set to filter by a particular sublibrary or order unit.
Possible values are: 0 or 1.
0 = This is the default value if this parameter is not defined in the table. When a
Vendor Filter in Search mode for Vendors is active and is set to filter by a specific
sublibrary/order unit, vendors that have not been assigned a sublibrary/order unit
are considered to be "general use" vendors and are therefore displayed in the list.
Such vendors can be assigned to any order. If the vendor has even one
sublibrary/order unit, it must match the sublibrary/order unit of the assigned order.
1 = When a Vendor Filter in Search mode for Vendors is active and is set to filter
by a specific sublibrary/order unit, vendors that have not been assigned this
specific sublibrary/order unit or have not been assigned any sublibrary/unit at all
will not be displayed in the list. When a vendor is assigned to an order, it must
have the same sublibrary/order unit as the order. Vendors that do not have any
sublibrary/order unit cannot be used for orders.
Default value is 0.
Z30-PRICE-FROM-ORDER
Determines whether or not the item price field is controlled and automatically
updated from the acquisition price.
Possible values are: Y or N.
Y = the item price field is controlled by, and automatically updated from, the
acquisition price (estimated and invoiced).
Default value is N.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 138 of 153
13.17 Acquisitions Tables
1. form_sub_library_address
table defines address types for Acquisitions,
ILL and Circulation forms. form_sub_library_address works in
conjunction with column 2 (address type) of tab_sub_library_address.lng
(alephe table).
form_sub_library_address
2. 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).
pc_tab_acq_fast_cat.lng
3. tab100
is the central configuration table for system-level, server-level and
library-level variables. The variables that are relevant to ACQ are:
tab100
o
CHECK-INVOICE-CURRENCY
o
CHECK-ORDER-BUDGET
o
CHECK-ORDER-ISBN-ISSN
o
CREATE-ITM-FORM-ORDER-M
o
OVER-EXP-INCLUDE-ENC
o
TWO-LEVEL-VENDOR
o
USE-OBJECT-CODE
o
USE-ORDER-UNIT
o
VENDOR-SHARING
o
Z30-PRICE-FROM-ORDER
See also Acquisitions Related Entries in tab100 and tab100's header.
4. tab35
Every sublibrary can 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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 139 of 153
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:
o
CREATE-ITM-FORM-ORDER-M in tab100 is set to Y, and/or
o
The check box "Create Item Records" on the monograph order form is
flagged.
tab36 defines the default values (sublibrary, 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 online Acquisitions/Serials module. It is dependent
on definitions predefined in tab45. An entry is made in the log:
o
When an order is created.
o
When the order status or item status is created or changes;
o
When the next claim date changes;
o
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_index
tab_acq_index indexes orders by bibliographic fields. Note that the index
entry is updated only if the order record is updated – that is, a change in the
bibliographic record is not automatically updated in the index in the
Acquisitions/Serials Client.
9. tab_vendor_sub_lib
This table is applicable for libraries that work with a two-level vendor. When
creating/updating a sub-level vendor record, this table defines which group of
fields of the Z70 table will be taken from the generic (USM50) vendor record
and will be read-only for the sub-level record and which group of fields can be
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 140 of 153
set specifically for the sub-level vendor record. For more information and for
the group definition of Z70, see the table's header.
10. tab_checksum
tab_checksum is used for defining the checksum programs. The programs can
be used for creation, validation and correction of item barcode, patron
barcode, vendor code prefix, budget code prefix, ILL supplier code prefix,
vendor additional code, ILL supplier additional code. The relevant programs
for Acquisitions are:
•
vendor_abn
This program performs ABN (Australian Business Number) checksum on
Vendor Additional Code ( Z70-ADDITIONAL-VENDOR-CODE). If data
is entered in the Vendor Additional Code field, then it must match the
ABN check. Alternately, the field can be left empty (with no data).
•
code_prefix
This program performs a check of the vendor code prefix and the budget
code prefix. It works in conjunction with the prefixes that are defined in
the Administrative table: tab_code_prefix.
11. tab_code_prefix
This table is used in the Administrative library for defining prefixes for budget
code, vendor code and ILL supplier code. This table works in conjunction with
the Administrative table: tab_checksum. If the checksum programs for vendor
code, supplier code and budget code are used in tab_checksum, then the
check is compared to the prefixes that are defined in tab_code_prefix.
13.18 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 the Acquisitions GUI:
•
setenv acq_user_z71_sort_routine
Sorting routines for
Possible values:
Acq Order
Log and Action
Log Messages
o
00-by the open date & hour of the transaction
o
01-by sequence no. of the log
o
02-by sequence no. of the log. The log with the Z71-ACTION-DATE
will always be sorted on top by Z71-ACTION-DATE.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 141 of 153
•
setenv acq_user_z71_sort_order
Sorting order for
Possible values:
•
o
A - Ascending
o
D - Descending
Acq
Order
Log
and
Action
Log
Messages
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.
•
max_unit_price_diff_percent
This parameter defines the maximum percent difference between the Invoice
Line Item's actual unit price and the order's estimated unit price. If the
difference exceeds more than the defined percent, an alert message is
displayed. For more details see section Line Item Invoice - Alert Message on
page 152 of the System Librarian chapter.
13.19 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 Acquisitions/Serials module, select the Administration tab. Select
the Currency node. The Currency tab is displayed in the upper pane. 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.
setenv local_currency
USD
3. After exiting the aleph_start file, run the command:
source aleph_start
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 142 of 153
13.20 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 section in the ALEPH User Guide - General chapter GUI Lists - Column Headings.
The following is a list of the Acquisitions windows that use pc_tab_col.lng for
formatting data, and their identifiers (Column 1 in pc_tab_col.lng).
Identifier
Acquisitions/Serials GUI Windows
PC_ACQ_BUDGET
Order Budget *
PC_ACQ_LOGGER
Action
Order Log
PC_ACQ_GLOBAL_SEARCH
New and Cancelled Order Index
PC_ACQ_LIST
Order List *
PC_ACQ_INDEX
Index List
PC_ACQ_O_I_L
Order Invoice Lines
PC_ACQ_O_H_I_L
Invoice Line Items
PC_ACQ_O_A_L
Arrival List
PC_ACQ_CLAIM_L
List of Claims
PC_COM_CURRENCY_LIST
Currency List
PC_COM_BUDGET_LIST
Budget List
PC_COM_TRANSACTION
Transactions List of Budget
PC_COM_VENDOR_LIST
Vendor List
PC_ITEM_ITEM
Items List
PC_COM_D_TRIG_LIST
List of Triggers for Order
PC_ACQ_MULTI_ORDER
Multi-Order Index
Log
Messages
* 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.
13.21 Client Setup (acq.ini)
The acq.ini file defines settings for the Acquisitions/Serials client. This chapter
presents and explains the following sections of the acq.ini file.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 143 of 153
13.21.1ACQ.INI SETTINGS
•
[OrderNumber]
•
[Invoice]
•
[Arrival]
•
[NewCancelIndexList]
Explanations of other setting definitions, relating to more than one module, can be
found in the *.Ini Files chapter of the General module of the ALEPH User Guide.
[OrderNumber]
[OrderNumber]
EnablePrefix=Y
PrefixString=uarcv
The [OrderNumber] section defines the default order number prefix. It works together
with the order number counter in UTIL G/2 (for example: last-order-no-uarcv).
[Invoice]
[Invoice]
CreateArrival=Y
SubscriptionDateRangeCheck=Y
ApprovalDep=APPROVAL 1
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
message regarding the arrival of material will not pop up.
SubscriptionDateRangeCheck=Y
This section determines the default value of the field: Check Subs. date overlap.
This field appears in line item invoice of serials orders and standing orders.
Possible values are:
Y - The Check box is initially checked
N - The Check box is initially unchecked
ApprovalDep=APPROVAL 1
This section determines the Approval Department field of the General Invoice.
[Arrival]
[Arrival]
RushNote=Y
LibraryNote=Y
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 144 of 153
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.
[NewCancelIndexList]
[NewCancelIndexList]
OrderType=M
MaterialType=
OrderGroup=
VendorCode=010
OpenDateFrom=0
OpenDateTo=0
RefreshFilter=Y
RefreshOnStart=Y
The [NewCancelIndexList] section defines the default parameters for the New and
Cancelled Order List.
13.22 Invoice Payment Status (tab48)
The administrative table tab48.lng (General Invoice Payment Status) controls the
following functions:
•
This table defines the General Invoice Payment Status (Z77-P-STATUS). The
library can define its own payment status by setting this new table.
•
Payment Status (Col.1 and Col.5: code and caption).
•
Default Payment Status (Col.2) - This column defines the default status when
a general invoice is created.
•
Freeze Invoice (Col.3)- This column defines which statuses will freeze the
invoice. This means that all operations in the General Invoice and related line
items (except for changes in payment status) are not allowed.
•
Permissions (Col.4) - This column defines which user_function routines
should be used in addition to the standard checks for different statuses.
Multiple Invoice Payment Statuses can use the same authorization. Following
are "payment status" permissions of the alephe table: user_function.lng (these
permissions are also used in tab48):
o
ACQ/INVOICE-HEAD-P-S-R Update "Ready to be paid" general
invoice and/or its line invoices.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 145 of 153
o
ACQ/INVOICE-HEAD-P-S-Y Update "Payment authorization given"
general invoice and/or its line invoices.
o
ACQ/INVOICE-HEAD-P-S-P Update "Paid" general invoice and/or
its line invoices.
Each library can add new permissions to user_function according to the new
payment status. For example: the library defines in tab48, a new Payment
Status: C - Check Before Paying (Col.1 and Col.5), a separate user
authorization can be defined in user_function.lng:
ACQ L Acquisitions INVOICE-HEAD-P-S-C L Update "check before
paying" general invoice and/or its line invoices
This user function can then be used in Col.4 of tab48.lng. Alternately, the
library can use existing permissions (for example, ACQ/INVOICE-HEAD-PS-Y) to define permission for payment status C. In this case, payment statuses
Y and C will share the same user permission.
The permissions that are defined in tab48.lng affect not only when the user
manually tries to change the Invoice Payment Status, but also when the user
tries to change a payment status by running the Invoice Report service (acq10).
13.23 Checksum of Vendor Additional Code Format (ABN)
Checksum of vendor additional code ( Z70-ADDITIONAL-VENDOR-CODE) can be
performed by setting the ADM table tab_checksum. This table is used for defining
the checksum programs.
is the relevant program for performing ABN (Australian Business
Number) checksum on Vendor Additional Code. If data is entered in the Vendor
Additional Code field, then it must match the ABN check. Alternately, the field can
be left empty (with no data).
vendor_abn
Following is a sample setup of tab_checksum. This example shows how to perform
checksum (valid and correct) of ABN:
1
2
!!!!!!!!!!!!!!!!!!!!!---!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
CSV-VENDOR-ADD-CODE
chksm_valid_vendor_abn
CSCO-VENDOR-ADD-CODE
chksm_correct_vendor_abn
Note
The table's programs can be used for creation, validation and correction of item
barcode, patron barcode, budget code prefix, vendor code prefix, ILL supplier prefix
and vendor additional code.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 146 of 153
13.24 Budget and Vendor Code Prefix
tab_code_prefix is an Administrative table that is used for defining prefixes for the
budget code, vendor code and ILL supplier code. This table works in conjunction with
the Administrative table: tab_checksum. If the checksum programs for vendor code,
ILL supplier code and budget code are used in tab_checksum, then the check is
compared to the prefixes that are defined in tab_code_prefix. Only a vendor, ILL
supplier or budget that has one of the defined prefixes is allowed by the system.
For example: tab_checksum is set to perform a check of the vendor, supplier and
budget code prefix:
! 1
!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!----------!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
CSV-VENDOR-CODE
checksum_valid_code_prefix
CSV-BUDGET-NUMBER
checksum_valid_code_prefix
2
The valid prefixes are defined in tab_code_prefix:
! 1
!!!!!
BUDVENSUPP-
Only Vendor, ILL supplier and budget code, which has one of these prefixes, will be
registered in the system. Any other prefix will be blocked and the record will not be
registered.
13.25 Order Units
The Acquisitions system can be based on either order units or sublibraries, depending
on the tab100 variable, USE-ORDER-UNIT. This variable determines whether the
Acquisitions system works with order units or with sublibraries. It deals with the
Budget's (Z76) order unit, the Vendor's (Z70) order unit, the order's (Z68) order unit
and user-passwords (Z66).
If this variable is set to N, then each sublibrary is an order unit. If the variable is set to
Y, then ordering units are defined in tab_sub_library.lng using sublibrary type 5.
Addresses of ordering units are set in
$alephe_tab/tab_sub_library_address.lng.
Following are special instructions and emphasis for a system that is set to work with
order units (the tab100 variable USE-ORDER-UNIT is set to Y) in contrast to a
system that is set not to work with order units (the tab100 variable USE-ORDERUNIT is set to N).
Order Form
If the system is set to work with order units (the tab100 variable USE-ORDER-UNIT
is set to Y), a mandatory field appears in the order form: Order Information tab: Order
Unit (Z68-ORDERING-UNIT). The Order Unit that is selected for the orders is
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 147 of 153
checked against the order's vendor and the order's budget order unit. The user must
assign to the order a vendor/budget that matches the order unit.
User Permissions
When you click the key icon
and select Staff Privileges, the Staff Privileges
window will appear. From this window, a button can be selected for Order
Units/Sublibraries. This button can be labeled either "Order Units" or "Sublibraries".
If your system is set to work with order units, the button should be named Order
Units, and if it is set to work with sublibraries, it should be named Sublibraries.
The User's Order Units/Sublibraries must be defined in the Current list window;
otherwise, the user will have no privileges for order units/sublibraries. It depends on
the tab100 variable USE-ORDER-UNIT whether the list contains sublibraries or order
units. For global permission, select USM50. Following is an example of usersublibrary management of a system that uses order units:
In the User-Password Information window, there is an Order Unit/Sublibrary Proxy
field (Z66-ORDER-UNIT-PROXY) that is used to redirect your acquisitions ordering
unit/sublibraries permission to another user.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 148 of 153
Vendors and Budgets
The ordering unit concept is also available for the vendor and budget record.
1. In an order unit system, the vendor/budget allowed sublibraries (Z602) will be
order units.
2. If your system is set to work with two-level vendors (the variable TWOLEVEL-VENDOR is set to Y), then the sub-level vendor record will be
registered on the ordering unit/sublibrary depending on the variable USEORDER-UNIT. Following is an example of a vendor sub-level list of an order
unit system:
3. Checks for vendor and budget usage permission are made against the Z68SUB-LIBRARY or Z68-ORDERING-UNIT depending on the USE-ORDERUNIT setup.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 149 of 153
Order Unit Address
If the USE-ORDER-UNIT variable is set to Y in GUI forms and service forms, the
sublibrary address will be the Z68-ORDERING-UNIT address and not the Z68-SUBLIBRARY address. If USE-ORDER-UNIT is set to N (so that the Z68-ORDERINGUNIT is empty), the address will be the Z68-SUB-LIBRARY address. Addresses of
ordering
units
and
sublibrary
addresses
are
set
in
$alephe_tab/tab_sub_library_address.lng.
GUI List
The Order Unit column can be displayed in the following GUI lists.
•
Order list for ADM record - menu PC_ACQ_LIST in pc_tab_col.lng.
•
New and cancelled order index - menu PC_ACQ_GLOBAL_SEARCH in
pc_tab_col.lng.
•
Multi order index menu PC_ACQ_MULTI_ORDER in pc_tab_col.lng.
The Order Unit field can also be displayed in the Order Details window using the z68ordering-unit tag in the order-info HTML template.
window.dat Setup
If your system is using order units, several buttons, fields and screen titles will need to
be changed. These changes of button labels, field names and screen titles are made in
the following pc files:
acq\tab\lng\window.dat,
alephcom\tab\lng\window.dat.
Screens, fields and buttons that appear in more than one module are dealt with in
ALEPHCOM. Those that appear in a single module are dealt with in the module's
specific window.dat file.
Example of renaming a button label:
The Sublibrary button in Budget List must be renamed Order Units. To do this,
change the following line in alephcom\tab\lng\window.dat:
From:
VendorListAdmin.Btn.SubLibrary
&Sublibrary
To:
VendorListAdmin.Btn.SubLibrary
&Order Units
Example of renaming a window title:
The Sublibrary Management window of the Vendor/Budget List should be renamed
Order Units Management. To do this, change the following line in
alephcom\tab\lng\window.dat:
From:
RecordSubLibrary.Title
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Sublibrary Management
Page 150 of 153
To:
RecordSubLibrary.Title
Order Units Management
Example of renaming a field:
The Sublibrary Proxy field in the User - Password Information window should be
renamed Order Unit Proxy. To do this, change the following line in
alephcom\tab\lng\window.dat:
From:
PrivilegesUpdate.Static.OrderUnitProxy
Proxy:
#Order Unit/Sublibraries \n
To:
PrivilegesUpdate.Static.OrderUnitProxy
#Order Unit Proxy:
Services
Order Unit is used as a filter in the following services:
•
Claim Report and Letters for Monograph Orders (acq-12)
•
Claim Report for Serials Orders (acq-19)
•
Claim Report for Standing Orders (acq-11)
•
Send List of Orders to a Vendor (acq-14)
•
Order-Log Report (acq-22)
•
Subscription Renewal Letters (acq-23)
•
General Retrieval Form (acq-02-01)
•
Partially-Filled Monograph Orders (acq-02-02)
•
Monograph Orders - Status "NEW" (acq-02-03)
•
General ADM and Orders Creation (acq-24)
If your system is set not to use order units, the Order Unit field should become a
hidden
field.
Example from the service: Send List of Orders to a Vendor (acq-14)
If your system is set to work with order units, set the Order Unit in the file
./alephe/pc_b_eng/p-acq-14.xml as follows:
<control>
<expand_check box>
<label>Order Unit</label>
<source>ORDER-UNIT</source>
<argname>F04</argname>
</expand_check box>
</control>
If your system is set not to work with order units, set the Order Unit in the file
./alephe/pc_b_eng/p-acq-14.xml as follows:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 151 of 153
<control>
<hidden>
<expand_check box>
<label>Order Unit</label>
<source>ORDER-UNIT</source>
<argname>F04</argname>
</expand_check box>
<hidden>
</control>
13.26 Line Item Invoice - Alert Message
When a new invoice's line item is created or an existing one is modified, and the
actual unit price exceeds the estimated unit price by more than a defined percent, a
non-recurrent alert message is displayed (upon clicking the OK button).
The actual unit price is calculated by dividing the "Total Amount" (Z75-I-TOTALAMOUNT) by the "Number of Units" (Z75-I-NO-UNITS). Both fields are part of the
GUI-ACQ-Invoice Line Item window.
The estimated unit price is calculated by dividing the "Final Price" of the order (Z68E-PRICE) by the "Number of Units Ordered" (Z68-NO-UNITS). Both fields are part
of the GUI-ACQ-Order Form window-Quantity and Price tab.
The difference in percents between the unit prices takes into account the currency of
the order (Z68-E-CURRENCY) and of the invoice (Z77-I-CURRENCY). If they
differ, the comparison is made in local currency units.
The maximum percent difference is determined by setting the value of the
environment
variable
"max_unit_price_diff_percent"
in
the
file
./alephe/pc_server_defaults, for example:
setenv max_unit_price_diff_percent
10
The alert message is located in the file ./alephe/error_eng/pc_acq_c0513:
1011 0000 L Actual unit price ($1 $2) exceeds the estimated unit
price ($3 $4) by more than $5 percent. Continue?
Note
The alert message is displayed only ONCE, and it does NOT prevent the invoice data
from being saved in the database. That is, even if the alert message is discarded, and
the "Line Item" window is closed via the "Cancel" button, the invoice record (Z75) is
updated.
13.27 Order Bar Search Options
The list of search options is defined in the ORDER-SEARCH menu of
pc_tab_exp_field.lng.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 152 of 153
Example:
ORDER-SEARCH
ORDER-SEARCH
ORDER-SEARCH
ORDER-SEARCH
L
L
L
L
Order number
Group order number
Vendor reference
ISBN
ON
GON
RF
ISBN
This allows you to configure fewer entries for the Order bar as opposed to the Order
Index that uses the ACQ_INDEX_TYPE menu.
In addition, it is possible to find an entry through the Search function.
ORDER-SEARCH
ORDER-SEARCH
ORDER-SEARCH
L BIB Sys No.
L ADM Sys No.
L BIB Title
BIB-SYS
ADM-SYS
BIB-TIT
BIB-SYS - look for system number in the first BIB relation of connected library.
ADM-SYS
look
for
system
number
in
connected
library.
BIB-XXX - Does a CCL search (XXX = )
In the case of BIB-XXX there can be multiple hits. If so, there is an option to view the
set in the Search function via confirmation messages.
Example of adding a BIB search value:
ORDER-SEARCH
L BIB Author
BIB-AUT
Note
In this example, AUT must be an index code that is used by the system.
The option to define the BIB search option by values defined in tab_acq_index is
also valid for the order Search bar and those values can be added to the ORDERSEARCH menu. See the Order Search section on page 44 for additional details.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide - Acquisitions
Release 16.02
Updated: August 19, 2004
Page 153 of 153
USER DOCUMENTATION
ALEPH 500 User Guide ALEPHADM
 Ex Libris Ltd., 2004
Release 16.02
Last Update: October 14, 2004
Table of Contents
1
ALEPHADM OVERVIEW................................................................................. 4
1.1
2
Working Without a Mouse........................................................................ 4
HANDLING OF SERVER TABLES ................................................................. 5
2.1
Tables Navigator ....................................................................................... 5
2.1.1
2.1.2
2.1.3
2.1.4
2.1.5
2.1.6
2.2
Display of Tables ...................................................................................... 9
2.2.1
2.2.2
2.3
Tables History ...................................................................................................... 11
2.4
Tables Log............................................................................................... 13
2.5
Error Tables Dictionary........................................................................... 14
HANDLING OF CLIENT TABLES................................................................ 15
3.1
Handling of Libraries .............................................................................. 15
3.1.1
3.1.2
3.1.3
3.1.4
3.2
3.3
Permitted Libraries ............................................................................................... 15
Libraries................................................................................................................ 16
Bases for Locate ................................................................................................... 17
Bases for Search ................................................................................................... 17
Handling of ini Files................................................................................ 18
3.2.1
3.2.2
3.2.3
3.2.4
3.2.5
Application Configuration.................................................................................... 18
Print Configuration ............................................................................................... 19
Font Configuration ............................................................................................... 19
Report ................................................................................................................... 19
Profile Manager .................................................................................................... 20
Handling of Languages ........................................................................... 20
3.3.1
3.3.2
3.3.3
3.3.4
4
Table View / Form View ........................................................................................ 9
Source View ......................................................................................................... 11
Tables History Management ................................................................... 11
2.3.1
3
Open Read-only from the Server............................................................................ 7
Open for Editing from the Server ........................................................................... 8
Save to Server......................................................................................................... 8
Save to Workstation ............................................................................................... 8
Open Read-only from the Workstation................................................................... 8
Open for Editing from the Workstation.................................................................. 8
Interface Languages.............................................................................................. 20
Language Manager ............................................................................................... 21
Language Report .................................................................................................. 22
Common Dictionary ............................................................................................. 23
SYSTEM LIBRARIAN ..................................................................................... 24
4.1
ALEPHADM Client (ALEPHADM.INI) ............................................... 24
4.1.1
ALEPHADM.INI SETTINGS.............................................................................. 25
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 2 of 27
4.2
TABLE_KEY.......................................................................................... 26
4.3
tab_alephadm.lng .................................................................................... 26
4.4
Column Headings (pc_tab_col.lng)......................................................... 27
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 3 of 27
1 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 tables 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 of preparing
reports and customizing 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 setup for printing, display, and so on.
1.1 Working Without a Mouse
The following table shows the default shortcut keys in the ALEPHADM GUI. These
shortcut keys can be customized.
Function
Add new line
Application Configuration
Check In
Close Table Help
Common Dictionary
Copy line
Cut line
Delete line
Find Next
Find in table
Font Configuration
Insert empty line
Interface Languages
Language Manager
Language Report
Libraries Manager
Line Down
Line Up
New Tables Editor
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Shortcut Key
Ctrl+N
Ctrl+I
Alt+I
Alt+F4
Ctrl+D
Ctrl+C
Ctrl+X
Delete
F3
Alt+3
Ctrl+F
Ctrl+I
Ctrl+B
Ctrl+L
Ctrl+G
Ctrl+M
Ctrl+W
Ctrl+U
Ctrl+E
Page 4 of 27
Function
Open
Paste line
Print
Print Configuration
Profile Manager
Report
Restore
Save
Select All Items
Table Help
Task Manager
Tables Navigator
View Key
View Source
Shortcut Key
Ctrl+O
Ctrl+V
Ctrl+P
Ctrl+T
Shift+M
Ctrl+J
Ctrl+Z
Ctrl+S
Ctrl+A
Alt+P
Alt+T
Ctrl+Q
Ctrl+K
Ctrl+R
2 Handling of Server Tables
This chapter includes the following sections:
•
•
•
•
Tables Navigator
Display of Tables
Tables History Management
Error Tables Dictionary
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, open by clicking the main menu at Tables> Tables Navigator
(Ctrl + Q) or click the
icon. The Tables Navigator window opens:
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 5 of 27
This window contains three work areas. Going from left-to-right, these areas are:
•
•
•
Library selection
Table selection
Command buttons
Library Selection
In the Library selection section you choose the library and directory you want to work
on.
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 (see the ALEPHADM
System Librarian chapter on tab_alephadm.lng).
Command Buttons
To update a table, follow these steps:
1. Double-click the name of the file containing the table you want to update. You
are asked if you want to check out the file in order to be able to edit it. Click
Yes to proceed to editing mode.
2. Edit the table.
3. After you have modified the table, go to the Tables Navigator and click 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.
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 6 of 27
Check Out
Check Out takes 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 alephe/pc_server_defaults.
The variable is file_lock_period.
Refresh
You can extend the lock time by clicking Refresh 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
Check In. 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 lock 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 previously
used the Get or the Check Out command.
Select All
Clicking this button selects all tables from the subdirectory that you chose in the
Library selection section.
Print
Clicking the Print button prints the list of files displayed in the Tables selection
section on the Tables Navigator. If you want to print the contents of a file that was
opened in a Tables window, use the Print icon on the icon bar at the top of the
ALEPHADM window or the command File > Print.
Find
Find 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
Find Next lets you search for more occurrences of the same string in all columns of
the Tables Navigator.
2.1.1 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 Get.
2. Click Edit (or double-click the table name). The system asks you if you want
to check out the file.
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 7 of 27
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.
2.1.2 Open for Editing from the Server
To open a table from the server and save changes, highlight a table and click Check
Out. Check Out takes the file and locks it on the server for other users for a fixed
period of time. Lock info shows up to 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 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 Refresh as long as the
light is green or yellow. The time counter starts a new countdown.
2.1.3 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 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.
2.1.4 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
subdirectory
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 subdirectory.
2.1.5 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.
2.1.6 Open for Editing from the Workstation
If, in the Tables selection window, you double-click 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 Yes. If you only want to view it, click No.
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 8 of 27
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 into 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 descriptions. The value
displayed for each field is according to the highlighted line on the left side of the
window. To see a table in Form view, go to Edit > View Tables As and choose
Form.
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 9 of 27
You can toggle between these two view modes by clicking their respective icons.
Click
for Table View and
for Form View.
In both 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 effect the following changes:
Adds a new line at the end of the table
Inserts a new line before the highlighted line
Deletes a highlighted line
Moves a highlighted line one line up
Moves a highlighted line one line down
Opens a general table help window (like F1)
Extends lock time when a yellow light appears (like the 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.
Help and Hints for Tables:
There are three kinds of help available to explain details of an open table.
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 10 of 27
Hint
A hint pops up when the cursor rests for several seconds on the column heading in
Table view and on the field label in Form view. The hint disappears after a few
seconds.
Column-specific Help
Right-click the column heading in table view and the field label in form view to open
the column-specific help. The Escape key closes the column-specific help window.
General Help
General help for an open table will pop up in a window when pressing F1. The Escape
key closes the general help window.
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:
2.3 Tables History Management
Monitoring and tracking changes is facilitated by using the History and Diff Log
functionalities.
To use the History and Diff 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 can keep 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:
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 11 of 27
Report
The Report button allows you to decide where your report should be sent (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:
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 12 of 27
2.4 Tables Log
Show Log shows you the User name, IP address and 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 (printer, file
or clipboard). You can choose between Printer, File and Clipboard.
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 13 of 27
Clear
The Clear button lets you clear items from the Log list. You can choose how many
items you want to delete.
2.5 Error Tables Dictionary
This function is part of ALEPHADM language handling. Contrary to the other
language handling functions which influence the client only, the Error Tables
Dictionary function 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.
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 14 of 27
If you have checked out a file and thereby locked it, you see this icon
filename.
next to the
If another user has checked out this same file and thereby locked it, you will see this
icon
next to the filename.
3 Handling of Client Tables
Every ALEPH client has a set of subdirectories with tables containing various
definitions. Client tables from the files and tab subdirectories are accessible through
the ALEPHADM module. They can be recognized by their .dat or .ini extensions.
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.
Note
In order to be able to handle libraries, you have to use the "default" profile when
opening the ALEPHADM module.
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 the appropriate cell:
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 15 of 27
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 or
down by using the toolbar. The permitted libraries are listed in the order shown here:
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 16 of 27
3.1.3 Bases for Locate
The "Locate" function is available in the Cataloging and Circulation modules. It is
used 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 from the Main Menu in Search using Options >
Database. 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:
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 17 of 27
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
catalog.ini
circ.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
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 18 of 27
column. Clicking 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 tableview 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 16\module\tab\module.ini and
X:\AL500 16\module.sav\tab\module.ini
If there were no changes the Report remains empty.
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 19 of 27
3.2.5 Profile Manager
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 before profiles have been defined, you have to access the system
with the "default" 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):
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 20 of 27
3.3.2 Language Manager
The Language Manager lets you choose the module and the language files that you
want to work with. You can also change all text entries in each of the modules
according to the language you choose:
The Language Manager 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:
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 21 of 27
Modifying
Changes in each line of the text are retained by clicking Modify.
Saving
After making changes in the text and clicking Modify, you can save all changes by
clicking Save.
Restoring
If you want to undo your saved changes, you can go back to the situation before
saving by clicking Restore.
If you want to use 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 version's Ex Libris standard. Changes
that were made with the Language Manager are not included in the Language Report.
•
•
•
•
error.dat
hint.dat
menu.dat
message.dat
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 22 of 27
•
•
•
•
month.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.
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 23 of 27
•
To save your changes, click Save To Files.
•
To undo the last save, click Restore to go back to the former version of the
text.
•
To save the New Text column to a *.TXT file, click Save As. The default path
and filename is Alephadm\Bin\CommonDictionary.TXT.
•
To send the list to a printer, click Print.
•
To search for a letter string in the New Text column, click Find. After you
find the first match, Find Next... becomes active.
4 System Librarian
4.1 ALEPHADM Client (ALEPHADM.INI)
The alephadm.ini file defines settings for the ALEPHADM client. This chapter
presents and explains the following sections of the Alephadm.ini file.
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 24 of 27
4.1.1 ALEPHADM.INI SETTINGS
[HelpWnd]
[ShowDifferences]
[TableMarkedLines]
[TablesNavigator]
[Tables]
Explanations of other setting definitions, relating to more than one module, can be
found in the *.ini Files chapter of the General module of the ALEPH User Guide.
[HelpWnd]
[HelpWnd]
FontSize=14
This option determines the size of the font in the F1 Help window. The allowed range
is 6-24. If the value is not within this range, the font size will default to 14.
[ShowDifferences]
[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 changed 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.
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 25 of 27
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]
[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]
[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, separated by commas, no spaces.
For example, tab16 TABLE_KEY 1,2,3,4
4.3 tab_alephadm.lng
For files to appear in the ALEPHADM Navigator, they have to be listed in the
tab_alephadm.lng table. This table is located in xxxnn/tab/tab_alephadm.lng.
For every library, there is a separate table. The table has a language suffix and is
therefore language-sensitive.
! COL
!
!
! COL
1. 20; TEXT; ;
Directory;
Directory;
2. 30; TEXT; ;
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 26 of 27
!
!
! COL
!
!
!
! COL
!
!
! COL
!
!
Filename;
Filename;
3. 1; ALPHA {Y,N}; ;
Language extension;
Language extension:
(Y/N);
4. 1; ALPHA; ;
Alpha;
Alpha;
5. 50; TEXT; ;
Description;
Description;
Key to Table:
• Column 1: Denotes the directory under which the table files are stored.
• Column 2: Denotes the filename of the table files. This will be displayed in the
ALEPHADM Navigator.
• Column 3: This is a flag that describes whether or not the table in the line has
a language extension.
• Column 4: The standard value is "L". However, for CJK languages set to "C".
• Column 5: Contains a short description of the function of the table in the
system. This description is displayed in the ALEPHADM Navigator.
The following setup is displayed in the Navigator as shown below:
!
1
2
3 4
5
!!!! ... !!!!!-!!!! ... !!!!!-!-!-!!!!! ... !!!!!!!!!!
tab
tab14
N L Item Reshelving Time
tab
tab15
Y L Item Statuses
(The table length has been shortened for display in the ALEPH User Guide.)
4.4 Column Headings (pc_tab_col.lng)
Column headings for tables of information in the GUI ALEPHADM module are built
in. You can change the width of a column from the GUI by dragging the column
border with the mouse pointer. The server file pc_tab_col.lng has no influence on
the column headings of the ALEPHADM module.
© Ex Libris Ltd., 2002
ALEPH 500 User Guide - ALEPHADM
Release 16.02
Updated: October 14, 2004
Page 27 of 27
USER DOCUMENTATION
ALEPH 500 User Guide - Authorities
 Ex Libris Ltd., 2004
Release 16.02
Last Update: September 5, 2004
Table of Contents
1
AUTHORITIES OVERVIEW............................................................................ 5
2
THE AUTHORITY DATABASE....................................................................... 6
2.1
2.2
The Authority Record................................................................................ 6
Authority Database Indexes ...................................................................... 7
2.2.1
2.3
2.4
Authority Database Links.......................................................................... 8
Authority Database Setup........................................................................ 11
2.4.1
2.4.2
2.4.3
3
The "GEN" Index ................................................................................................... 8
Authority Database Indexes.................................................................................. 11
Authority Database Links Using tab07................................................................. 13
Authority Record Display..................................................................................... 15
AUTHORITY CONTROL................................................................................ 15
3.1
Uses of the Authority Database............................................................... 16
3.1.1
3.1.2
3.1.3
3.1.4
3.2
The Authority Control Process................................................................ 19
3.2.1
3.2.2
3.2.3
3.2.4
3.2.5
3.3
3.4
Ambiguous Headings .............................................................................. 25
3.7
Ambiguous Headings within a Single Authority Database .................................. 25
Ambiguous Headings from Different Authority Databases.................................. 26
Authority Control Setup .......................................................................... 27
3.5.1
3.5.2
3.5.3
3.5.4
3.5.5
3.5.6
3.5.7
3.5.8
3.5.9
3.6
The BIB-AUT Link - ue_08 ................................................................................. 19
Finding a Match.................................................................................................... 20
Update Bibliographic Records.............................................................................. 21
Update the Authority Database (ue-11) ................................................................ 23
Changing the Preferred Term: the COR Field ...................................................... 24
Subdivisions ............................................................................................ 24
3.4.1
3.4.2
3.5
Search and Copy in Cataloging ............................................................................ 16
Update of Bibliographic Records ......................................................................... 16
Enrichment of the Bibliographic Headings Files.................................................. 17
Enrichment of Bibliographic Word Files ............................................................. 18
BIB-AUT Links.................................................................................................... 27
Enrichment of Word Files .................................................................................... 30
Display of Cross-references in the Web OPAC.................................................... 31
Update of Bibliographic Records ......................................................................... 31
Update of Authority Records................................................................................ 32
MeSH as Additional Authority Database ............................................................. 32
Addition of End Punctuation to Authority Controlled Headings.......................... 33
Subject Subdivisions ............................................................................................ 34
Multiple Authority Libraries ................................................................................ 37
Background Processes in Authority Control........................................... 37
Authority Control Reports....................................................................... 37
3.7.1
List Headings Having Multiple Document Records (p_auth_04) ........................ 38
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 2 of 59
3.7.2
3.7.3
4
THE AUTHORITY DATABASE AS SEARCH AID..................................... 38
4.1
Display of Authority Record from Bibliographic Headings ................... 38
4.2
Jumping From the Authority Database to the Bibliographic Database... 39
4.3
Untraced References ............................................................................... 40
4.4
The Authority Database as Search Aid - Setup....................................... 41
4.4.1
4.4.2
4.4.3
4.5
5
Displaying the Authority Record from the Bibliographic Heading ...................... 41
Navigating from the Display of the Authority Record ......................................... 43
Untraced References - Configuration ................................................................... 44
Enrichment and Display of 4xx and 5xx Fields from aut ....................... 44
MULTILINGUAL AUTHORITY DATABASE ............................................. 45
5.1
Multilingual Authority Records .............................................................. 45
5.2
Multilingual Authority Indexes and Record Display .............................. 46
5.3
Bibliographic Database Records and Update of Bibliographic Records 47
5.4
The bib-aut Link and the Multilingual Authority Database.................... 47
5.4.1
5.4.2
5.4.3
5.5
Enrichment of Headings and Word Files.............................................................. 47
Enrichment of Bibliographic Display................................................................... 48
Display of Authority Record from Bibliographic Headings................................. 48
Multilingual Authority Setup .................................................................. 49
5.5.1
5.5.2
6
List Unauthorized Headings (p_auth_03)............................................................. 38
Print Catalog Records with "SEEF" (Non-preferred) Headings (p_print_05)...... 38
AUT Library......................................................................................................... 49
Bibliographic Database ........................................................................................ 50
BATCH LOADING OF RECORDS TO THE AUTHORITY DATABASE 52
6.1
Overview ................................................................................................. 52
6.2
Algorithm ................................................................................................ 53
6.3
Report ...................................................................................................... 54
6.3.1
6.3.2
6.4
Rejected Records .................................................................................................. 54
Deleted Records.................................................................................................... 55
Updated Records ..................................................................................... 55
6.4.1
6.4.2
6.4.3
New Records ........................................................................................................ 55
No Problems Found .............................................................................................. 55
Report Format....................................................................................................... 56
6.5
Running the Report ................................................................................. 56
6.6
Setup........................................................................................................ 57
6.6.1
Setup for "Reject Library" .................................................................................... 57
© Ex Libris Ltd., 2004
Page 3 of 59
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
6.6.2
6.6.3
tab_fix................................................................................................................... 57
LCC Direct Index ................................................................................................. 58
7 BATCH JOBS FOR AUTHORITY ENRICHMENT AND CORRECTION
OF BIBLIOGRAPHIC LIBRARIES ...................................................................... 58
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 4 of 59
1 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 ALEPH, 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.
ALEPH supports MARC 21, 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 MARC 21 authority format. In principle, the functionality and setup is the
same for all authority formats.
The next six chapters each focus on different aspects of the use of the authority
database in ALEPH. These chapters build upon each other, adding additional facets:
•
2 The Authority Database. This chapter describes the authority database with
sections on the authority record and the authority database indexes, and on
how links (for example, related, narrower and broader terms) are created
between authority records.
•
3 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 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:
o
Display of/navigation from linked authority records from a
bibliographic heading.
o
'Jumping' from the authority database to the bibliographic database.
•
5 Multilingual Authorities. This section describes how the authority database
is set up as a multilingual authority database.
•
6 Batch Loading of Records to the Authority Database. This section describes
how the Load Authority Records (manage-31) service accepts an input file of
authority records and uses them to update the authority database.
•
7 Batch Jobs for Authority Enrichment and Correction of Bibliographic
Libraries . This section describes how the p_manage_102 and the
p_manage_103 services can be used to accomplish faster enrichment and
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 5 of 59
correction of the bibliographic database based on the authority records of the
authority database.
2 The Authority Database
This chapter includes the following sections:
•
The Authority Record
•
Authority Database Indexes
•
Authority Database Links
•
Authority Database Setup
2.1 The Authority Record
The authority record is cataloged using the MARC 21 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 (0023) 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?
o
a = yes
o
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 Authority Control Setup on page 27). The system uses
a and c for headings update. This functionality is relevant only
for MARC 21 libraries.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 6 of 59
Field
Description
1XX (2XX in
UNIMARC)
The preferred term ("established heading"). A record should
have only one 1XX field (except for multilingual 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 Ambiguous Headings on page 25.
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 Authority Database Links on page 8.
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 Changing the Preferred Term: the
COR Field on page 24 for more details.
Authority records can either be cataloged manually or imported from external sources
using standard loader procedures (online and batch).
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 MARC 21 or UNIMARC subjects and names typically has
the following headings files:
MARC 21
Personal names
created from 100, 400
Corporate names
created from 110, 410
Meeting names
created from 111, 411
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 7 of 59
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 (for example, 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.
2.3 Authority Database Links
You can create links between related authority records. In MARC 21 and UNIMARC,
the 5XX field is used for creating links and the type of relationship is defined in
subfield w (subfield 5 in UNIMARC) of the field. In ALEPH the type of relationship
can be defined in a special table and additional types, apart from those available in the
MARC standard, can be added (refer to Authority Database Links Using tab07 on
page 13)
The links between records can be used to navigate the authority database; they can
also be used to navigate the bibliographic database (see The Authority Database as
Search Aid on page 38).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 8 of 59
If the tab07 table is used (refer to Authority Database Links Using tab07 on page 13),
then the relationships between terms do not have to be entered in both authority
records (that is, 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. In this case, the tab07 table is not needed. Note that the tab07 table is
required only for multilingual authority libraries.
The links between authority records based on the tab07 table are created by the Links
Between Records (p-manage-12) service. The links are also 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 MARC 21, 2XX for UNIMARC)
must be entered before related terms are entered. If the tab07 table is used, it is
recommended to rebuild the authority database links periodically by running this
service.
Note
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 appears in many authority
records it may be useful to use Global Changes (p-manage-21) to change a term in
multiple records.
Examples:
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 a broader-narrower type relationship in only one record. This is
typical of Library of Congress authority records:
Example 1:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 9 of 59
Example 2:
Example 3:
In the Search function, 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.
When cataloging a 5XX field, you can check whether or not the 5XX field (See also
from tracing field) cataloged in the authority record has a corresponding entry in the
"GEN" index. If there is no matching heading in the "GEN" index, an error message is
displayed. If the 5XX field has a corresponding entry, the program also checks if this
entry derives from a 1XX Heading field or from a See from tracing field (4XX). If the
matching heading derives from a See from (4XX), then an error message is displayed
(the program is called check_doc_aut_5xx, see the Cataloging module System
Librarian chapter - Check Routines for Check Record for setup of the check routines).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 10 of 59
2.4 Authority Database Setup
2.4.1 Authority Database Indexes
The authority database indexes are defined in tab00.lng, tab11_acc, tab11_word
and tab11_ind.
The tab00.lng table defines the various indexes (headings, words and direct
indexes). The following are samples for all types of available indexes:
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
18
20
21
22
23
24
25
26
Words
W-person
W-corp
W-meet
W-uni.ti
W-place
W-publ.
W-subj.
00
00
00
00
00
00
00
00
00
00
00
00
00
00
00
00
00
00
00
00
00
00
Personal names
LCSH
Corporate names
Meeting names
Uniform titles
Geographic names
Subdivisions
Class numbers
General
General (Brief rec.)
General (Secondary)
21 00
21 00
00
00
LCCN
Control Number
Headings:
H
H
H
H
H
H
H
H
H
H
H
PER
TOP
COR
MET
TIT
GEO
SBD
LCN
GEN
Z0101
GXX
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
ACC
11
11
11
11
11
11
11
11
11
12
11
Direct indexes:
H LCC
H CNO
IND
IND
The tab11_word table defines which fields are sent to the word indexes. Following is
an example for MARC 21 format:
100##
110##
111##
130##
150##
151##
155##
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
adq
abcd
acde
01
01
01
01
01
01
WRD
WRD
WRD
WRD
WRD
WRD
WPE
WCO
WME
WTI
WST
WSU
WNA
WNA
WNA
WNA
WSU
WSG
01
WRD
WGE
WSU
Page 11 of 59
Following is an example for UNIMARC format:
200##
200##
210##
210##
220##
afg
afg
abeg
abef
af
01
01
03
03
01
WRD
WNA
WRD
WNA
WRD
WPE
WCO
WFA
The tab11_acc table defines which fields are sent to the headings indexes. Following
is an example for MARC 21 format:
100##
110##
111##
130##
150##
151##
400##
410##
411##
430##
450##
451##
PER
COR
MET
TIT
TOP
GEO
PER
COR
MET
TIT
TOP
GEO
-wi
-wi
-wi
-wi
-6
-wi
-wi
-wi
-wi
-wi
-wi56
-wi
100##
110##
111##
130##
150##
151##
400##
410##
411##
430##
450##
451##
COR##
5####
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GEN
GXX
-6
-6
-6
-6
-6
-6
-wi56
-wi56
-wi56
-wi56
-wi56
-wi56
-wi056
-wi056
2
2
Following is an example for UNIMARC format:
200##
200##
210##
210##
400##
410##
200##
210##
400##
410##
PER
SUB
COR
SUB
PER
COR
GEN
GEN
GEN
GEN
-0235678
-0234678
-0234678
-0234678
-0235678
-0235678
-0235678
-0235678
Notes for tab11_acc:
1. 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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 12 of 59
2. Send all 1XX, 4XX and COR fields to the GEN headings index. Do not send
5XX fields to the GEN headings index, as terms must link back to one
authority record.
3. For the implementation of the check_doc_aut_5xx program that checks
whether or not the 5XX field (See also from tracing field) cataloged in the
authority record has a corresponding entry in the "GEN" index, note that the
5XX fields should be sent to the "GXX" headings index (as shown in the
above sample). The check_doc_aut_5xx compares the entries in this index
with the entries in the "GEN" index.
4. For the generation of brief records (Z0101) from the authority library, send all
the 1xx and 4xx fields to the Z0101 headings index.
The tab11_ind table defines which fields are sent to the direct indexes. Following is
an example for MARC 21 format:
010##
035##
LCC
CNO
a
Following is an example for UNIMARC format:
680##
675##
676##
LCC
UDC
DDC
2.4.2 Authority Database Links Using tab07
This section contains the setup needed for the creation of authority links when the
tab07 table is used.
tab_z103
In order to create links between authority records the following line must be present in
tab_z103 in the authority library:
update_z103_aut
tab07
This table defines links between authority headings for the creation of Z103 link
records.
Note
The building of the Z103 links between authority records is required only for
multilingual authority libraries. When cataloging in a multilingual authority library it
suffices to add 5XX references in one language only. Using this table, the system
builds Z103 links, to "add" the 5XX in all its language manifestations. The additional
5XX fields are not actually present in the authority record, but when the record is
displayed, they are included (through the Z103 links).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 13 of 59
In addition, libraries can opt to use the tab07 and the Z103 links in order to build
reciprocal 5XX references. According to the table setup, if you have a 5XX in one
record, the Z103 can create the reciprocal reference in the other record. In this way, if
you enter "broader term" references, the "narrower term" references will be
automatically generated. For example, LCSH authority records include 550 fields for
broader terms only ($$wg). If the library wants to show references in the opposite
direction (to narrower terms), this can be done using this table.
Structure of the table:
Col. 1 Field code
Col. 2 Subfield to strip or include in finding a match
Col. 3 Headings list used for searching for the heading.
Note
The headings file should include all 1XX fields but no 5XX fields - that is, 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 Subfield 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 (MARC 21)
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 subfield w-g have a reciprocal
relationship defined.
Example of tab07 in UNIMARC Format:
500##
500##
500##
500##
500##
500##
500##
abcdfgxyz
abcdfgxyz
abcdfgxyz
abcdfgxyz
abcdfgxyz
abcdfgxyz
abcdfgxyz
GEN
GEN
GEN
GEN
GEN
GEN
GEN
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
5
5
5
5
5
5
5
g
h
b
a
z
e
f
BT
NT
LT
ET
RT
PS
RN
NT
BT
ET
LT
Page 14 of 59
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
The following is an example of edit_doc_999 for an authority record (MARC 21):
## SYS
## 1####
## 260##
## 360##
## 4####
!## 5#### w g
!## 5#### w h
## 5#### w ## 663##
## 664##
## 665##
## 666##
## 64### a f
## 64### a t
## 64### a s
## UPD##
## BT
## NT
## RT
## ET
## LT
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
LSys. no.
LHeading
LSub. CSR
LSub. CSAR
LSeen from
LB.term
LN.term
LSee also
LName Complex SA Ref
LName Complex SeeRef
LHistory Reference
LExplantory Ref.
LSeries-f
LSeries-t
LSeries-s
LUpdate Flag
LBroader term
LNarrower term
LRelated term
LEarlier term
LLater term
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Z
Z
Z
Z
Q
Q
Q
Q
Q
E
E
E
E
E
E
E
E
E
E
E
E
E
E
E
E
E
E
E
E
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 "Q" as the
type of link.
Note
The 5XX fields are commented out. If both the links (for example, BT, NT, etc.) and
5XX fields are displayed, the terms are duplicated.
3 Authority Control
This chapter presents the following topics:
•
Uses of the Authority Database
•
The Authority Control Process
•
Subdivisions
•
Ambiguous Headings
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 15 of 59
•
Authority Control Setup
•
Background Processes in Authority Control
•
Authority Control Reports
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. To read about
additional aspects of using the authority database to search the bibliographic
database, see The Authority Database as Search Aid on page 38.
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 Authority Database Indexes on page 7.
These options are explained in section 5.2 in the Cataloging chapter of the user 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 a non-preferred term to a preferred term.
In the following example, if the UPD field in the authority record for American Bible
Society is set to 'Y' and the bibliographic record contains the following field:
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
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 16 of 59
When the system updates the bibliographic record, it replaces the non-preferred terms
with the complete preferred term from the authority record, retaining any additional
subdivisions (see Subdivisions on page 24) that are present in the original field. A
special table adds end-punctuation (see Addition of End Punctuation to Authority
Controlled Headings on page 33).
3.1.3 Enrichment of the Bibliographic Headings Files
Here is a MARC 21 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:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 17 of 59
The user can access the records with the preferred term by clicking the crossreference.
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 Enrichment of Word Files on page 30).
This option enables the user to perform a keyword search with non-preferred terms.
For example, here is a keyword search for beikoku:
This search locates records with the corporate author: American Bible Society:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 18 of 59
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 19 of 59
3.2.2 Finding a Match
The match between the bibliographic heading and the authority heading is based on
the normalized form and the filing form of the headings. These must be identical in
both libraries. This means that the normalization and the filing forms of the headings
index in the bibliographic database must be created in the same way as the
normalization and filing forms of the general (GEN) headings index in the authority
database.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 20 of 59
Note
The system strips end subfield 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,
$$d1888-1938.
creates the heading:
$$aGrey Owl $$d1888-1938
A special table is used to insert missing subfield punctuation into the updated
bibliographic heading (refer to Addition of End Punctuation to Authority Controlled
Headings on page 33).
3.2.3 Update 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 sends a message to
the indexing procedure (ue_01) that these records should be re-indexed. The ue_01
process calls up the UE_01 section of the tab_fix table of the bibliographic library.
The fix_doc_ref_1 program is the fix program that updates the bibliographic records this program needs to be defined under the UE_01 section for the correction of the
records. In addition, the ue_01 process 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 preferred or non-preferred terms. 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 from the authority record.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 21 of 59
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 22 of 59
1. A bibliographic record is indexed (by ue-01).
2. If no corresponding bibliographic heading exists, a new bibliographic heading
is created, in which event, steps 3-6 occur.
3. The bibliographic heading is checked against the authority database (by ue08).
4. The bibliographic heading is linked to the authority database record (ue-08)
and cross-references are created in the bibliographic headings.
5. Bibliographic records linked to the bibliographic heading are registered for reindexing (Z07).
6. Bibliographic records are re-indexed (ue-01) and corrected when required
(fix_doc_ref_1).
Note
There is an option to specify whether or not Z07s should be written for bibliographic
records containing the headings scanned by the ue_08 process. In this case, the
bibliographic records are not re-indexed. The default value is 'Y' (to write the Z07s).
If ue_08 is started interactively, the user is prompted for the value of this option.
The option not to write Z07s can be used after loading bibliographic and authority
records that have undergone authority processing; in this case, the bibliographic
records presumably would not contain non-preferred headings and writing Z07s is
superfluous. This option can also be set to 'N', if the library has used the
p_manage_102 service to enrich the bibliographic headings list from the authority
database records (see Batch Jobs for Authority Enrichment and Correction of
Bibliographic Libraries on page 58. In addition, the option can be set to 'N' in sites
where all the records in the authority database have the UPD flag set to 'N'.
You can specify whether or not Z07s should be written when starting the ue_08
process from a script by setting the set variable create_z07s of the aleph_startup
file. If the variable is set to Y, an Z07 table is created for bibliographic records
containing the headings scanned by the ue_08 process. If the variable is set to N, the
bibliographic records are not re-indexed.
3.2.4 Update the Authority Database (ue-11)
The ue_08 procedure only works 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). These changes will probably affect
the bibliographic database. The ue_11 process sends and receives messages (Z105)
between databases. In the authority mechanism, it is used to reflect changes made to
the authority record in the bibliographic database. When authority records are updated
the system sends a message to the library defined in the authority library's tab_z105.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 23 of 59
A special process called ue_11, that must be working in the background in the
z105_library (USR00), sends the message.
The ue_11 process must be working in the background in the library defined for the
z105_library variable in the aleph_start file. If the variable is set as follows:
setenv
z105_library
USR00
then ue_11 must be run in the USR00 library.
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 Update of
Authority Records on page 32).
3.3 Subdivisions
Subdivisions are used to add specificity or depth to a particular subject heading term.
There are several types of subdivisions. The following are the standard subdivisions
for MARC 21 subject headings:
•
$v - Form subdivision
•
$x - General subdivision
•
$y - Chronological subdivision
•
$z - Geographic subdivision
You can set up the system to strip these subdivisions (subfields $$v, $x, $y and $z)
from the bibliographic heading in order to find the more general term in cases where
there is no match between the original subject heading from the bibliographic library
and the headings in the authority library.
If a match is found, the preferred and non-preferred forms of this "general" heading
are added to the bibliographic headings list. These headings are not linked to any
bibliographic records. In the case of logical bases, the system analyzes whether or not
the heading should be included in the base.
In addition, if the bibliographic heading contained the non-preferred form of the
heading and if the conditions for bibliographic updated exist (UPD field is 'Y' and
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 24 of 59
fix_doc_ref_1 has been defined in the tab_fix table), then the bibliographic record is
updated as in the following example:
Authority record:
150
450
$$aFighting dogs
$$aPit dogs
Bibliographic record:
65010
$$aPit dogs $$zItaly
The bibliographic record is updated as follows:
65010
$$aFighting dogs $$zItaly
The bibliographic headings list is, in addition, enriched with the following entries:
•
Fighting dogs
•
Pit dogs (see fighting dogs)
To see the setup needed for the stripping of the subdivisions refer to Stripping
Subdivisions and Subject List Enhancement on page 34.
3.4 Ambiguous Headings
3.4.1 Ambiguous Headings within a Single Authority Database
Ambiguous headings must be unique. You do this by adding an identifier to the text
of the heading to make it unique. In ALEPH versions previous to 16, we suggested
that this be done by adding a subfield 9 with the preferred term (subfield 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
410
$$a Automobile Legal Association
$$a ALA $$9 (Automobile Legal Association)
From
version
16
there is an automatic process
which performs the following:
available,
called
fix_doc_aut_duplicate,
- When a 4xx field is found to be a duplicate of the 4xx or 1xx field of another record,
the 1xx field is appended to the 4xx field, using $$7; that is, the 4xx field is changed
as follows:
4xx [original subfields and text] $$7 [text of 1xx (subfields are stripped].
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 25 of 59
The fix_doc_aut_duplicate routine is based on checking the 4xx field against the ACC
(Z01 headings) lists named GEN and DUP; therefore these lists must be present in the
authority library.s tab00 and tab01 tables. The 4#### field must be sent to the DUP
list,
with
the
7
subfield
stripped.
The 7 or 9 subfield can be displayed or suppressed in the headings index. This is
controlled by the formatting tables ('H' or 'C' type line in edit_field).
Changing the authority record headings in this way does, of course, affect the
automatic update of bibliographic records. For example, if a bibliographic record has
the following field:
710
$$a ALA
ALEPH will not find a matching authority record heading (because all records will
have 7 or 9 subfield). 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, once again, is 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. A special fix
procedure adds subfield 2 (the "Source of heading or term") to all MeSH headings in
the authority and bibliographic databases (see MeSH as Additional Authority
Database on page 32).
$$2MeSH
Example:
MeSH Authority record:
150
450
$$aOncology $$2MeSH
$$aCancer $$2MeSH
LC Authority record
150
450
$$aCancer
$$aOncology
Bibliographic record:
65012
$$aOncology $$2MeSH
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 26 of 59
The LC-MeSH combined subject headings index in the bibliographic database looks
like this:
Cancer
Cancer (MeSH)
See Oncology
3.5 Authority Control Setup
3.5.1
The
BIB-AUT Links
following
tables
tab00.lng
control
the
authority-bibliographic
links:
and tab11_acc
These tables define the bibliographic headings files:
tab00.lng:
H
H
H
H
AUT
SUB
SUL
SUM
ACC
ACC
ACC
ACC
01
11
11
11
00
00
00
00
00
00
00
00
Authors
Non Specified Subjects
LC Subjects
MeSH Subjects
tab11_acc:
100##
110##
650#0
650#2
650##
AUT
AUT
SUL
SUM
SUB
-e468
-e468
-68
-68
-68
Tab_aut
This table defines which headings indexes in the bibliographic library should be
subject to authority control. This table also designates - per headings index - which
authority database should be checked for a match.
Structure of the table:
•
Col. 1 - Headings list code in bibliographic library
•
Col. 2 - Usage code from tag 008 of the authority library:
o
1 - pos. 14 (Main heading)
o
2 - pos. 15 (Subject)
o
3 - pos. 16 (Series);
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 27 of 59
•
Col. 3 - Code of 1st authority library
•
Col. 4 - Code of 2nd authority library
•
Col. 5 - Code of 3rd authority library
•
Col. 6 - Code of 4th authority library
Following is a sample of the table:
AUT
SUB
SBD
SLC
1
2
2
2
USM10
USM10 USM12
USM10
USM10
In the above sample, the bibliographic database SUB headings index is linked to two
authority databases; USM10, Library of Congress and USM12, MeSH.
Note the following:
•
If the second column is used and the library is a MARC 21 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)
tab20
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
o
•
1= heading
Col. 2 - Source heading code in the bibliographic library. This is the heading
file for which ue_08 tries to find a match in the authority database.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 28 of 59
•
Col. 3 - Target heading code in the bibliographic library. This is the headings
file ue_08 enriches.
•
Col. 4 - Authority record field text to match to bibliographic heading.
•
Col. 5 - Subfield filter (used mainly for MARC 21 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
MARC 21.
(Note: Indexes assigned in Col. 2 and Col. 3 of tab20 should match the indexes used
by the library in tab00.lng, tab01.lng, and tab11_acc).
Line Two
•
Col. 1 - Line number
o
2=cross reference
•
Col. 4 - Authority record field for building Reference.
•
Col. 7 - Subfields to take or strip for match.
•
Col. 9 - Type of reference (always SEEF).
Following is a sample of the table:
1 2
3
4
5 6
7
8
9
!-!!!!!-!!!!!-!!!!!-!-!!!!-!!!!!!!!!!!!!-!-!!!!!
1 AUT
AUT
100##
-8
0
2
COR##
0 SEEF
1 AUT
AUT
100##
-8
0
2
400##
-8
0 SEEF
1 SUM
SUM
150##
0
2
450##
-8
0 SEEF
1 SUM
SUM
150##
0
2
COR##
-8
0 SEEF
1 SUM
SUB
150##
0
2
450##
-8
0 SEEF
1 SUM
SUB
150##
0
2
COR##
-8
0 SEEF
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 29 of 59
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, MARC 21 1XX fields should be replaced with 2XX
fields for UNIMARC.
3.5.2 Enrichment of Word Files
tab_expand
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
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
$$aA.B.S
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 30 of 59
7102
7102
7102
7102
7102
7102
7102
L
L
L
L
L
L
L
$$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_f_heading 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]
For an example of this usage, see Enrichment of the Bibliographic Headings Files on
page 17.
3.5.4 Update of Bibliographic Records
tab01
Column 7 in tab01 defines which headings file is used to update the bibliographic
record, in order to trigger a correction in a bibliographic record field where there is a
heading which is a non-preferred term. Example:
D
D
D
D
D
D
D
D
D
D
D
D
D
100
650 0
650 1
650 2
65000
65001
65002
65010
65011
65012
65020
65021
65022
00
00
00
00
00
00
00
00
00
00
00
00
00
0000
0000
0000
0000
0000
0000
0000
0000
0000
0000
0000
0000
0000
AUT
SUL
SUB
SUM
SUL
SUB
SUM
SUL
SUB
SUM
SUL
SUB
SUM
100
650
650
650
650
650
650
650
650
650
650
650
650
LPersonal Name ME
LSubject-Topical-LC
Lsubject-Topical
LSubject-MeSH
LSubject-Topical-LC
Lsubject-Topical
LSubject-MeSH
LSubject-Topical-LC
Lsubject-Topical
LSubject-MeSH
LSubject-Topical-LC
Lsubject-Topical
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).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 31 of 59
3.5.5 Update of Authority Records
tab_z105
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 CEN01
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 library defined for
the z105_library variable in the aleph_start file. If the variable is set as follows:
setenv
z105_library
Then
the
ue_11
USR00
needs
to
be
run
in
the
USR00
library.
The 'COR' Field - tab_fix
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
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 (for example, LC), the following must be defined so that
the source is added to MeSH authority and bibliographic headings:
tab_fix
INS
OCLC
fix_doc_aut_mesh
fix_doc_aut_mesh
tab_fix
INS
OCLC
in the authority library:
in the bibliographic library:
fix_doc_sub
fix_doc_sub
The fix_doc_aut_mesh adds subfield $$2[MeSH] to fields 1xx, 4xx, 5xx and COR
of authority records from the MeSH authority database.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 32 of 59
The fix_doc_sub program adds subfield $$2[MeSH] to fields 6xx of the
bibliographic records. The subfield is only added when the second indicator of the
field is 2 (Medical Subject Headings).
3.5.7 Addition of End Punctuation to Authority Controlled Headings
The tab_subfield_punctuation in the tab directory of the bibliographic library is
used to define subfield punctuation for fields. 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 than the authority record. This data
should be retained. In MARC, authority records do not have end punctuation, whereas
bibliographic records do. The tab_subfield_punctuation table is used to add end
punctuation to the updated field. The table also can be used to add punctuation
between the end of the preferred term from the authority record and the additional
subfields retained from the bibliographic record (for example, between subfield $a personal name - and subfield $t - title of MARC 21 600 field).
The following is a sample of the tab_subfield_punctuation table:
! 2
3 4 5
6
!-!!!!!-!-!-!!!!!!!!!!-!!!!!!!!!!
A 1#### a
.
.
A 1#### d
.
-.
A 100## a 4 ,
A 100## d 4 ,
A 110## b
.
.
Key to tab_subfield_punctuation:
•
Column 1 - Program code
Always use "A".
•
Column 2 - Tag and indicators
Contains the field tag with indicators for which subfield punctuation is being
defined. Use the hash (#) as a placeholder for undefined indicators.
•
Column 3 - Subfield Code
Enter the subfield to which the end punctuation is going to be added.
•
Column 4 - Following subfield Code
Enter the subfield that follows after the end punctuation added to the subfield
defined in the previous column.
•
Column 5 - Punctuation to Add
Enter the punctuation signs that should be added to the subfield.
•
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 33 of 59
3.5.8 Subject Subdivisions
The bibliographic database often has subject headings that exist only with
subdivisions, whereas the authority database does not have records for subjects with
every possible subdivision. The authority record of the heading without subdivisions
might include cross-reference and note information that is important, and the library
might want to include these headings in the bibliographic library's headings list. We
will call this type of heading, which is not linked to document records, and which
exists only because there is an occurrence of the same heading with a subdivision, a
general heading.
You can set up the system to strip subdivisions (subfields $$v, $x, $y and $z) from the
bibliographic heading in order to find the more general term.
This section explains how to set up your system so that general headings will be
included in the headings list, and will be displayed when relevant to the logical base
being searched.
Stripping Subdivisions and Subject List Enhancement
Headings enhancement in a standard ALEPH installation is achieved by matching a
heading with an authority record. Using this one-on-one exact lookup, a heading that
has subdivisions will never find a match in the non-subdivided authority records.
ALEPH setup and processes include an option for enrichment of the bibliographic
library's headings that will include these headings. The result of this process is the
creation of a heading record in the bibliographic database, using the general heading
found in the authority database. The heading includes a link to the authority record,
and cross-references are created (when relevant).
Although the mechanisms are built into the system, they depend on the configuration
of tab11_acc, tab00.lng, tab_xyz and tab20 in the bibliographic library.
The main principle involved in the setup is that the library must set up special Z01
headings lists, which includes, in addition to the heading in its full form, headings that
are stripped of subdivisions. We call this an XYZ index. Libraries that have more than
one authority database (for example, LC and MeSH) will have to set up two separate
lists, defining the code of each list.
In the following examples, we assume that there are separate databases (Authority
Libraries) for LC and MeSH, but some of examples only show LC as the example.
tab11_acc
tab11_acc is used to assign record fields to headings indexes. In order to facilitate
finding a match in the authority database, we want to strip subdivisions from the
heading. Following is a sample setup to achieve this:
! 1
2
3
4
5
6 ...
!!!!!-!!!!!-!-!!!!!!!!!!-!!!!!-!!!!!!!!!!!...
650#0
SULX -vxyz23468
- retains a
650#0
SULX -xyz23468
- retains a... +v
650#0
SULX -yz23468
- retains a... +v+x
650#0
SULX -z23468
- retains a... +v+x+y
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 34 of 59
650#0
650#0
650#0
650#0
650#0
650#0
650#0
650#0
650#0
650#0
650#0
SULX
SULX
SULX
SULX
SULX
SULX
SULX
SULX
SULX
SULX
SULX
-vxz23468
-vz23468
-v23468
-x23468
-y23468
-vyz23468
-xvy23468
-xv23468
-xy23468
-vy23468
-xz23468
-
-
- retains a... +y
retains a... +x+y
retains a... +x+y+z
retains a... +v+y+z
retains a... +v+x+z
- retains a... +x
- retains a... +z
retains a... +y+z
retains a... +v+z
retains a... +x+z
retains a... +v+y
Note:
You cannot define recursive stripping, so if the field has multiple occurrences of a
subfield, when the subfield is stripped, all occurrences are stripped. For example:
$$a Working class $$x Research $$x Handbooks
cannot be stripped to
$$a Working class $$x Research
tab00.lng
tab00.lng defines the headings lists and filing procedures that are used when building
the filing key of the heading:
!
2
3
4 5 6 7 8
9
10
11
!-!!!!!-!!!!!-!-!!-!!-!-!---!!-!!!!!-!!!!!!!!!!!!!!!!!!!!
H SULX ACC
11 00
00
LC Subjects -vxyz
H SUMX ACC
11 00
00
Medical Subjects .vxyz
tab_aut
tab_aut defines the authority database that is used for the enrichment and control of a
headings list:
! 1
2
3
4
5
6
!!!!!-!-!!!!!-!!!!!-!!!!!-!!!!!
SULX 2 USM10
SUMX 2 USM12
tab_xyz
tab_xyz defines the "XYZ" list that is parallel to a subject list. In the following
example, SULX is parallel to the SUL (LC) subject headings, and SUMX is parallel
to the SUM (MeSH) headings.
! 1
2
!!!!! !!!!!
SUL
SULX
SUM
SUMX
tab20
tab20 defines the rules by which a headings index is enriched from an Authority
record, creating headings for cross-references and for general headings:
The XYZ index must be defined in the tab20 table feeding back to the headings index
as in the following sample lines:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 35 of 59
!
2
3
4
5
6
7
8 9
!-!!!!!-!!!!!-!!!!!-!-!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!-!-!!!!!
1 SULX SUL
150##
0
2
1 SULX
2
SUL
1 SULX
2
SUL
1 SULX
2
SUL
450## w !!!n
-wi5
0 SEEF
150##
450## w !!! *
-wi5
0
0 SEEF
150##
450## w -
-wi5
0
0 SEEF
151##
451## w !!!n
-wi5
0
0 SEEF
.../...
The XYZ headings list is intended for internal purposes, but functions in the same
manner as all headings lists, and can be used for browse searches. The BIB records
are actually indexed there.
To sum up, through this setup, the following is accomplished:
The system matches the general authority heading from the XYZ index against the
authority database. Using the tab20 table, this heading (and its cross-references) is
added to the Subjects Index List (SUL).
Filtering Headings List for Logical Bases
The inclusion of general headings in the bibliographic library's headings list raises a
problem that is related to logical bases. The Browse list that is displayed when
searching on a logical base includes only relevant headings (that is, headings which
have links to documents that are included in the logical base). General headings and
their cross-references never have related documents and theoretically would never be
displayed. Therefore, there is additional functionality in the system for including or
excluding these headings when Browse is performed in a logical base.
The logical bases include general headings via the following mechanisms:
Logical bases that use Z0102 are automatically filtered because of the Z0102
mechanism.
For logical bases that do not use Z0102, if the bibliographic heading has an authority
link, but does not have attached records, and if the heading does not have vxyz
subfields, the system searches for the same heading on the XYZ headings index.
Because the XYZ heading has related documents, the system can determine if the
XYZ heading would be included in the logical base. If so, then the parallel heading in
the regular subject headings list is displayed in the base. Otherwise, it is not
displayed.
Note
concerning
general
headings
that
have
vxyz
subfields
In tab11_acc, you can define various permutations to create headings with vxyz in the
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 36 of 59
XYZ list. Some of these headings will find a match in the authority library and will be
written in the BIB library's Browse list, through enrichment and tab20.
The logical base mechanism checks a general heading (that does not have linked BIB
records) in the "XYZ" index only if the heading does not have vxyz subfields.
Therefore, general headings with subdivisions will not be displayed in a logical base.
3.5.9 Multiple Authority Libraries
If you want to set up multiple authorities, you must designate a preferred authority
library. You set this in tab_aut in the tab directory of the bibliographic library. Here
is an example:
! 1
2
3
4
5
6
!!!!!-!-!!!!!-!!!!!-!!!!!-!!!!!
SUB
2 USM10 USM12
The above setting denotes that the USM10 Authority record is preferred over the
USM12 record.
To define the actual preference, use the BLK relation type in the library_relation
table in the /alephe/tab:
!1
2
3
4
5
6
!!!-!!!!!-!!!!!-!!!!!-!!!!!-!!!!!>
BLK USM10 USM12
The above setting de-activates the non-preferred AUT record for future use.
3.6 Background Processes in Authority Control
There are several background processes that must be run:
In the z105_library (USR00) - ue_11
In the authority library - ue_01
In the bibliographic library - ue_01 and ue_08, and ue_08 must work in C mode, and
with Y for Write Z07s for related bibliographic records.
3.7 Authority Control Reports
Your BIB library can set up alternate AUT libraries for the authority control of a
single browse list. The BLK line in the library_relation table in /alephe/tab is
used by the system to define the preferred authority library. When a link in a BIB
heading is changed from the non-preferred AUT library to the preferred AUT library,
positions 14-16 of the non-preferred AUT record's 008 field are changed to "bbb",
effectively deactivating the record for future use.
To see the setup needed for multiple authority libraries, refer to Multiple Authority
Libraries on page 37.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 37 of 59
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. The
report 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
headings index 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
rather than 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 nonpreferred heading remains in the record.
4 The Authority Database as Search Aid
This section describes how the authority database may be used as a tool in searching
the bibliographic database beyond the enrichment of the headings and word files. It
contains the following subjects:
•
Display of Authority Record from Bibliographic Headings
•
Jumping from the Authority Database to the Bibliographic Database
•
Untraced References
•
The Authority Database as Search Aid - Setup
•
Enrichment and Display of 4XX and 5XX Fields from AUT
4.1 Display of Authority Record from Bibliographic Headings
The user can display the authority record linked to a bibliographic heading by clicking
the text "LC Authority Record". The system will then display the authority record:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 38 of 59
From the authority record, the user can move around the bibliographic database.
Clicking the caption of the field (such as Heading, See also) displays the list of
headings. Clicking 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 nonpreferred 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 (for example, suppress related terms
that have no linked records in the bibliographic database). This is the reason why, in
the example above, See also soil acidity does not appear - 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 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 the
"Heading" (1XX field) to create a set of bibliographic records that utilizes the term:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 39 of 59
When the user clicks Acid soils, the following window is displayed:
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 uses the term "Acid soils" as a subject.
4.3
Untraced References
Untraced References from the authority library can be added to the headings list of the
bibliographic library. Untraced references are headings that are not authorized for use
as headings in the bibliographic library and are not used by other headings as "see
from" entries. They can be used to provide a reference note to the user (that is, to
guide the user to established headings). In MARC 21 format, code b in position 09 of
the 008 field indicates that the 100 - 151 field contains an unestablished heading that
is not traced.
Bibliographic headings that originate from untraced references are not updated/added
by the UE_08 process used for standard authority control (the enrichment cannot be
based on a match since the untraced reference is not approved for use as a heading in
the bibliographic library). This type of record is copied to the bibliographic headings
list by the "Update Untraced References" (p-manage-105) service. This service is
available from the Build Indexes to the Catalog option of the Services menu of the
Cataloging module (available when the user connects to an authority library). The
service creates entries in the bibliographic headings list for those authority records in
which position 09 of the 008 MARC 21 field is set to "b". This job must be run each
time an untraced reference is added or updated in the authority database (it is
suggested to run it on a weekly basis). The service deletes all existing untraced types
of headings and rebuilds them including new additions and updates. The enrichment
is based on the definitions of standard authority tables (tab_aut and tab20). In the
OPAC and in the Search function, the untraced references are displayed with regular
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 40 of 59
headings (without documents attached). In the following example, De la is an
untraced reference.
Note
Position 09 of the 008 field in the authority record for the untraced reference is set to
"b".
The reference is added to the browse list of the bibliographic library:
Similar to standard headings associated with authority records, this record is displayed
in a separate window when clicking the authority link:
4.4
The Authority Database as Search Aid - Setup
4.4.1 Displaying the Authority Record from the Bibliographic Heading
edit_doc_999_aut_AUTLIBRARY.lng
Every authority database to which the bibliographic database is linked should have an
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 41 of 59
"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
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 (see Authority Database Links Using tab07 on page 13).
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 appear:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 42 of 59
WEB-ACCREF expand_doc_aut_aut
Note that this expand file is hard-coded for the Search function and does not need to
be added in the table.
4.4.2 Navigating from the Display of the Authority Record
tab11_aut (in the bibliographic library)
As described in Display of Authority Record from Bibliographic Headings on page
38, when the authority record is displayed, the user can navigate through the
bibliographic database using the authority record fields. This navigation is based on
the bibliographic headings files.
The tab11_aut table is used to define the headings files that the system uses to create
hypertext links to FIND and BROWSE from the authority record. This allows the user
to move around the bibliographic database using the authority record fields.
The following is a sample of the tab11_aut table:
100##
100##
110##
110##
111##
111##
130##
130##
130##
150##
150##
150##
151##
AUT
SUB
AUT
SUB
AUT
SUB
TIT
SRS
SUB
SUB
SUL
MLT
SUB
Key to the tab11_aut table:
•
Column 1 - Field Tag
Contains the field from the authority record. 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. # can be used for the
third to fifth positions to indicate truncation of numeric additions to the field
code (for example, 100# for 1000, 1001, 1003).
•
Column 2 to 3 - Not in use
•
Column 4 - Index Code Bibliographic headings file in which Browse/Find is
activated.
•
Column 5 - Subfield(s)
Subfields to include/strip from the authority record field for Search. The
system looks for the exact text of the field in the headings file. Blank indicates
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 43 of 59
entire field. Use minus sign (-) followed by subfields to define subfields to be
stripped or list the subfields to be indexed;
4.4.3 Untraced References - Configuration
For the enrichment of the bibliographic headings list with untraced references from
the authority database, position 09 of the 008 MARC 21 field must be sent to the UTR
word index in the authority library. The index code must be present in the tab00.lng
table of the library's tab directory:
H UTR
W-017
00
00
Untraced Refs.
Position 09 of the field must be sent to this index in the tab11_word table of the
library's tab directory:
008
F09-01
01
UTR
Since untraced references are not expanded through the UE_08 process, new entries
in the authority database are imported into the bibliographic headings list by running
the "Update Untraced References" (p-manage-105) service. This service is available
from the Build Indexes to the Catalog option of the Services menu of the Cataloging
module (available when the user connects to an authority library).
4.5 Enrichment and Display of 4xx and 5xx Fields from aut
In MARC 21, subfield $w, 4th position (that is, $wxxx4) - of both 4XX and 5XX contains a code that enables the generation or suppression of a cross-reference from
4XX or 5XX fields. If the fourth position of subfield $w contains a blank or contains
an 'n' (or the subfield does not exist), then the cross-reference is generated and the
fields are shown in all relevant places: browse list, expanded authority record, under
the heading in the brief record, and so on. If the fourth position of subfield $w
contains something different, then the cross-reference is suppressed.
To support this, you use the filter columns in the edit_doc_999_aut_xxx10.lng
table for the display and in the tab20 table for the enrichment definitions. The
following is an example of the lines for the edit_doc_999_aut_xxx10.lng table:
##
##
##
##
##
##
##
##
##
##
4####
4####
4####
5####
5####
5####
5####
5####
5####
5####
w
w
w
w
w
w
w
w
w
w
!!!n
!!! *
g!!n
g!! *
h!!n
h!! *
h
g
-
D
D
D
D
D
D
D
D
D
D
LSeen from
LSeen from
LSeen from
LBroader term
LBroader term
LNarrower term
LNarrower term
LNarrower term
LBroader term
LSee also
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
X
X
X
X
X
X
E
E
E
E
E
E
E
E
E
E
The following is a sample of the lines that should appear in the tab20 table for the
enrichment definitions:
1 AUT
2
1 AUT
AUT
AUT
100##
400## w !!!n
100##
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
-wi
-wi5
-wi
0
0 SEEF
0
Page 44 of 59
2
1 AUT
2
AUT
400## w !!! *
100##
400## w -
-wi5
-wi
-wi5
0 SEEF
0
0 SEEF
5 Multilingual Authority Database
This chapter includes the following sections:
•
Multilingual Authority Records
•
Multilingual Authority Indexes and Record Display
•
Bibliographic Database Records and Update of Bibliographic Records
•
The BIB-AUT Link and the Multilingual Authority Database
•
Multilingual Authority Setup
Note
At the time of writing, the Multilingual Authority Database only works with MARC
21 format.
An ALEPH 500 authority database can work with multilingual authority records.
Maintaining a MARC 21 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
subfield $$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
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 45 of 59
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 subfield 9 (see AUT Library on page 49).
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:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 46 of 59
5.3 Bibliographic Database Records and Update of Bibliographic
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 word files with non-preferred
terms, the system adds all language versions.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 47 of 59
In the example above, the headings file includes all languages. You can define
separate headings and word files for each language (see Bibliographic Database on
page 50).
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 Multilingual Authority
Indexes and Record Display on page 46, you can, for example, display the French
term in the French interface and the English term in the English interface.
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 subfield 9 so that each language interface displays terms in the
interface language.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 48 of 59
5.5 Multilingual Authority Setup
The tables below have already been mentioned in Authority Control Setup on page 27
and Untraced References on page 40. The following sections point out the special
aspects of multilingual authority setup.
5.5.1 AUT Library
tab100
The variable AUT-TYPE should be set to "M" - that is, 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).
An example of a definition in tab00.lng:
H DES
H DESE
H DESF
ACC
ACC
ACC
11 00
11 00
11 00
00
00
00
Descriptors
Descriptor ENG
Descriptor FRE
And in tab11_acc:
150##
150##
150##
9 eng
9 fre
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
DES
DESE
DESF
Page 49 of 59
Authority Record Display (edit_doc_999)
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
Notes:
•
All fields are filtered by the language code in subfields.
•
There is a limitation in that the display can be filtered by only 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
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
H DESE
H DESF
And in
ACC
11 00
ACC
11 00
ACC
11 00
tab11_acc:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
00
00
00
Descriptors
Main Descriptor ENG
Add. Descriptor FRE
Page 50 of 59
650##
650##
650##
9 eng
9 fre
DES
DESE
DESF
tab20/tab_aut
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
2
DESF
150## 9 fre
450
0
0 SEEF
Note that the source code is always the common headings file to which all languages
are sent. Only this code must be present in tab_aut:
DES
USM11
tab_expand
The following line is necessary so that ALEPH links the bibliographic record to
headings in all the languages:
ACC
expand_doc_bib_multi_lng
The following lines are necessary to display, in each language interface, the term in
the language of the interface.
WEB-FULL
GUI-DOC
expand_doc_bib_multi_lng
expand_doc_bib_multi_lng
This means that all languages are expanded to the bibliographic 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
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
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 51 of 59
updates the bibliographic record using the preferred term of the language code
indicated in subfield 9 of the field.
D 650
00 0000
DES
650
Ldescriptor
edit_doc_999_aut_XXXXX
edit_doc_999_aut_XXXXX (where XXXXX is replaced by the authority library code
for example, 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
Notes:
•
All fields are filtered by the language code in subfields
•
There is a limitation in that the display can be filtered by one subfield only.
This means that the 5XX field cannot be filtered both by language and by
subfield w, which indicates the type of relationship.
6 Batch Loading of Records to the Authority Database
This chapter includes the following sections:
•
Overview
•
Algorithm
•
Report
•
Running the Report
•
Setup
6.1 Overview
The Load Authority Records service (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 Load Authority Records (manage-31) service is accessed from the
Services Menu of the Cataloging module under the Load Catalog Records submenu.
Note that the service is only displayed when connected to an authority library:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 52 of 59
This service 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 service.
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. Nonunique 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 placed in a special
"rejected" database.
6.2 Algorithm
The Load Authority Records (manage-31) service has the following algorithm:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 53 of 59
1. Compare the records in the input file and the records in the database based on
the 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
If a match is found and the record in the database has 010 $$aTEMP (that is, it
is a temporarily created local AUT record), pos. 5 of the leader is checked:
d - reject record and report
c - replace current record
n - replace current record
5. If a match is found and there is no 010 $$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".
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 54 of 59
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. 05) was "d". The report includes field 682.
6.4 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".
6.4.1 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".
6.4.2 No Problems Found
15 - The record updated an existing record.
08 - A new record was added; LDR (05) = "c".
14 - A new record was added; LDR (05) = "n".
17 - The record updated an existing record based on a preferred term (010 =
$$aTEMP); LDR (05) = "c".
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 55 of 59
19 - The record updated an existing record based on a preferred term (010 =
$$aTEMP); LDR (05) = "n".
6.4.3 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 that was updated or for
which a match was found) and the second is for new 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 contents
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.
6.5 Running the Report
Use the following command to run the report:
>> ap
>> csh -f p_manage_31 AUT library,input file,output
file,,,,,sorttype,sorttype
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 56 of 59
Notes
There must be five commas between the output file name and the sort types.
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 in which the procedure is run. The output file is
created in the scratch directory.
6.6 Setup
6.6.1 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 - "ERR".
For example:
ERR XXX10 XXX19
ERR XXX12 XXX19
In this example, XXX19 is the reject library for two authority libraries - XXX10 and
XXX12.
6.6.2 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.
$$2[MeSH] is added to the terms.
For example:
P-31
P-31
fix_doc_preferred
fix_doc_aut_mesh
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 57 of 59
6.6.3 LCC Direct Index
The system matches the 010 field using the LCC direct index. The following line
must be defined in tab11_ind:
010#
LCC
a
7 Batch Jobs for Authority Enrichment and Correction of
Bibliographic Libraries
The p_manage_102 and p_manage_103 services are batch processes that can be used
to replace the background running of the ue_08 process (see The Authority Control
Process on page 19). You use these processes to accomplish faster enrichment and
correction of the bibliographic database based in the authority records of the authority
database during the initial upload of the databases or when large quantities of
authority records are imported into the system.
The processes:
1. p_manage_102: This process is used to pre-enrich the bibliographic browse
headings index based on the authority database. The job should be run from
the bibliographic library.
Parameters: bibliographic library, authority library, delete flag, from document
number, to document number, filtering program, number of processes.
The filtering program parameter is used for filtering out specific authority
records from building bibliographic headings, based on data in the AUT
record.
Two programs are currently available for this parameter:
o
1xxt - Ignores the authority record if the 1XX field has subfield $$t.
o
4xx - Ignores the authority record if the record does not have at least
one 4XX field.
If the parameter is left blank, then bibliographic headings are built out of all
the authority records in the authorities database.
The p_manage_102 job should be run for all the authority libraries that are
used for enrichment and correction of the bibliographic library.
Note that for the first authority library, the service 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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 58 of 59
Since all headings from the authority database were marked with the authority
library during the p_manage_102 process, new headings, which originated
from the regular indexing of the bibliographic records - p_manage_02 - do not
have a matching record in the authority database and should be set to -CHK-.
For this reason, the Update Headings Index batch process should run with the
"Insert -CHK- in New Headings" parameter set to Y (yes), in order that the
Z01-AUT-LIBRARY field of the headings should be -CHK-.
2. 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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 59 of 59
USER DOCUMENTATION
ALEPH 500 User Guide - Cataloging
 Ex Libris Ltd., 2004
Release 16.02
Last Update: September 5, 2004
Table of Contents
1
CATALOGING OVERVIEW ............................................................................ 9
1.1
The Cataloging GUI .................................................................................. 9
1.1.1
1.1.2
2
3
1.2
Working Without a Mouse...................................................................... 12
1.3
Cataloging Process .................................................................................. 14
1.4
Type of Records ...................................................................................... 14
1.5
Passwords and Authorizations ................................................................ 15
1.6
Offline Cataloging................................................................................... 15
HOME LIBRARY.............................................................................................. 16
2.1
Connecting Automatically to a Home Library........................................ 16
2.2
Importing Library Tables ........................................................................ 17
2.3
Automatic Import of Updated Tables...................................................... 17
CREATING RECORDS.................................................................................... 17
3.1
Open New Record ................................................................................... 17
3.2
Open Template ........................................................................................ 19
3.3
Duplicate Unopened Local Record ......................................................... 20
3.4
Duplicate any Open Record .................................................................... 21
3.5
Create Administrative (ADM) Records .................................................. 21
3.6
Create Holdings (HOL) Records............................................................. 23
3.6.1
3.6.2
4
Toolbars.................................................................................................................. 9
Panes..................................................................................................................... 12
Create Holdings Records Through the Record Manager ...................................... 23
Create Holdings Records Through the HOL Records Tab ................................... 25
EDITING RECORDS........................................................................................ 27
4.1
Moving Around a Record........................................................................ 28
4.2
Editing Portions of a Field ...................................................................... 28
4.3
Available Editing Functions.................................................................... 29
4.3.1
4.4
Table of Available Editing Functions................................................................... 29
ALEPH Keyboard ................................................................................... 48
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 2 of 219
4.5
4.6
Printing a Record..................................................................................... 50
Different Ways to View a Catalog Record.............................................. 50
4.6.1
4.6.2
4.6.3
5
SEARCH HEADINGS AND OPTIONS .......................................................... 54
5.1
Search Field Headings of Current Library .............................................. 55
5.1.1
5.1.2
6
7
Expand.................................................................................................................. 56
View Docs ............................................................................................................ 56
5.2
Search Field Headings of Other Library ................................................. 57
5.3
Search Subfield Headings of Current Library......................................... 58
5.4
Search Subfield Headings of other Library............................................. 59
5.5
Search Subfield Options.......................................................................... 59
5.6
Browse URL............................................................................................ 61
SAVING RECORDS.......................................................................................... 63
6.1
Save Record on Local Drive ................................................................... 64
6.2
Save All on Local Drive.......................................................................... 64
6.3
Save on Server and Local Drive.............................................................. 64
OPEN EXISTING RECORDS ......................................................................... 67
7.1
Open Record on Local Drive .................................................................. 67
7.2
Load Record from Server........................................................................ 67
7.3
Push from the Search Tab ....................................................................... 68
7.4
Load ADM Record from Server.............................................................. 69
7.5
Load HOL Record from Server............................................................... 70
7.5.1
7.5.2
8
Full Screen............................................................................................................ 50
Split Editor Mode ................................................................................................. 52
View in Web OPAC ............................................................................................. 53
Load HOL Through the Record Manager ............................................................ 70
Load HOL Through the HOL Records Tab.......................................................... 72
LOCKING RECORDS...................................................................................... 73
8.1
Impact on Other Users............................................................................. 74
8.2
Unlocking Records.................................................................................. 74
8.3
Automatic Unlocking .............................................................................. 75
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 3 of 219
9
DELETING RECORDS .................................................................................... 75
9.1
Delete New* Records from Local Drive................................................. 75
9.2
Delete Record from Local Drive............................................................. 76
9.3
Delete Record from Server...................................................................... 76
9.4
Total Delete ............................................................................................. 79
10
SPECIAL FIELDS...................................................................................... 80
10.1
External Link - Field 856 ........................................................................ 80
10.2
LKR field................................................................................................. 81
10.3
"OWN" Field........................................................................................... 88
10.3.1
10.3.2
OWN - Access Control Usage.............................................................................. 88
OWN - Holdings "owner" .................................................................................... 90
10.4
852 Location Field .................................................................................. 91
10.5
853/4/5 and 853x/854x/855x Publication Prediction.............................. 92
10.6
Z30 Item's Permanent Location .............................................................. 92
10.7
STA Status............................................................................................... 93
11
CREATING TEMPLATES ....................................................................... 93
11.1
Local Templates ...................................................................................... 93
11.2
Library-dependent Templates (Saved on Server).................................... 94
12
IMPORTING RECORDS.......................................................................... 94
13
OVERVIEW TREE.................................................................................... 97
13.1
Full Screen............................................................................................... 98
13.2
Split Mode............................................................................................. 100
14
RECORD MANAGER ............................................................................. 100
15
CATALOGING SERVICES.................................................................... 102
15.1
Retrieve Catalog Records...................................................................... 102
15.1.1
15.1.2
15.1.3
15.1.4
Retrieve Catalog Records (ret-01) ...................................................................... 102
Retrieve Records Using CCL (ret-03) ................................................................ 102
Retrieve Catalog Records by Date (ret-04)......................................................... 103
Cross Files (ret-10) ............................................................................................. 103
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 4 of 219
15.1.5
15.1.6
15.1.7
15.1.8
15.1.9
15.1.10
15.1.11
15.1.12
15.1.13
15.1.14
15.2
Load Catalog Records ........................................................................... 105
15.2.1
15.2.2
15.2.3
15.2.4
15.2.5
15.2.6
15.2.7
15.2.8
15.2.9
15.2.10
15.2.11
15.2.12
15.2.13
15.2.14
15.2.15
15.2.16
15.2.17
15.2.18
15.3
Update Word Index (manage-01) ....................................................................... 109
Update Direct Index (manage-05) ...................................................................... 109
Update Headings Index (manage-02) ................................................................. 109
Update Sort Index (manage-27).......................................................................... 109
Alphabetize Headings - Setup (manage-16) ....................................................... 109
Alphabetize Long Headings (manage-17) .......................................................... 109
Update Short Bibliographic Records (manage-07)............................................. 110
Update Indexes for Selected Records (manage-40)............................................ 110
Build Counters for Logical Bases (manage-32) ................................................. 110
Update Brief Records (manage-35).................................................................... 110
Create Links Between Records (manage-12)..................................................... 110
Catalog Maintenance Reports ............................................................... 110
15.4.1
15.4.2
15.4.3
15.4.4
15.5
Convert MARC Records (file-01) - Step 1......................................................... 105
Convert MARC Records (file-02) - Step 2......................................................... 106
Convert ALEPH Sequential to MARC Communication Format (file-12).......... 106
Modify Cataloging Records File (file-08) .......................................................... 106
Convert SWETS Records (file-05)..................................................................... 106
Fix and Check Catalog Records (manage-25) .................................................... 106
Fix Catalog Records (manage-37) ...................................................................... 106
Character Conversion (manage-22).................................................................... 106
Load Catalog Records (manage-18) ................................................................... 106
Load Catalog Records - Parallel Load (manage-180) ........................................ 107
Check Input File Against Database (manage-36)............................................... 107
Send OCLC Records to OCLC Server (file-94)................................................. 107
Load YBP Records (file-96) .............................................................................. 107
Load MARCIVE Records (file-99).................................................................... 107
Load BNA Records (file-98).............................................................................. 108
Pre-process Input File of Records Before Load (manage-39)............................ 108
Create Holdings and Item Records Using Bibliographic Data (manage-50) ..... 108
Merge Records (manage-38).............................................................................. 108
Build Indexes to the Catalog ................................................................. 109
15.3.1
15.3.2
15.3.3
15.3.4
15.3.5
15.3.6
15.3.7
15.3.8
15.3.9
15.3.10
15.3.11
15.4
Print Catalog Records - Custom Format (print-01) ............................................ 103
Print Catalog Records - Columnar Format (print-08)......................................... 103
Print Catalog (print-04) ...................................................................................... 103
Print Catalog Records with "Non-preferred" Headings (print-05) ..................... 103
Print Bibliography (print-09).............................................................................. 103
Print Index for Bibliography (print-10).............................................................. 104
Download Machine-Readable Records (print-03) ............................................. 104
URL Check (print-11) ........................................................................................ 105
Sort Catalog Records (ret-21) ............................................................................ 105
Export Holdings Records (export-02) ................................................................ 105
Delete Unlinked Headings (manage-15)............................................................. 110
List Unauthorized Headings (auth-03) ............................................................... 110
Detect Similar Headings (manage-26)................................................................ 110
List Headings Having Multiple Document Records (auth-04) ........................... 111
Catalog Maintenance Procedures .......................................................... 111
15.5.1
15.5.2
15.5.3
15.5.4
15.5.5
15.5.6
15.5.7
Fix and Check Catalog Records (manage-25) .................................................... 111
Delete Unlinked Headings (manage-15)............................................................. 111
Alphabetize Long Headings (manage-17) .......................................................... 111
Global Changes (manage-21) ............................................................................. 111
Delete "CAT" Fields (manage-13) ..................................................................... 111
Create/Update Z106 Table for "CAT" Field (manage-19) ................................. 111
Delete Bibliographic Records Including Related ADM/HOL Records (manage-33)
111
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 5 of 219
15.5.8
15.5.9
15.5.10
15.6
Union Catalog / Union View................................................................. 112
15.6.1
15.6.2
15.6.3
15.6.4
15.6.5
15.6.6
15.7
Create Equivalencies Table (union-01) .............................................................. 112
Populate Equivalencies Table (union-02)........................................................... 112
Rebuild Record Equivalencies (union-04).......................................................... 113
Convert Records (union-03) ............................................................................... 113
Load Records to Union Catalog (union-13) ....................................................... 113
Purge Identical Records (union-07).................................................................... 113
Manage Database Tables....................................................................... 113
15.7.1
15.7.2
15.7.3
15.7.4
15.7.5
15.7.6
15.7.7
15.8
Count Library Tables (manage-06) .................................................................... 113
Organize Database Tables (manage-08) ............................................................. 114
Export Database Tables (file-03)........................................................................ 114
Import Database Tables - Without Checks (file-04)........................................... 114
Import Database Tables - With Character Conversion (file-04-cv).................... 114
Import Database Tables - With Checks (file-06)................................................ 114
Check for Duplicate Keys (file-09) .................................................................... 114
General .................................................................................................. 114
15.8.1
15.8.2
15.8.3
15.8.4
15.8.5
16
Copy Tags to Linked Records (manage-55) ....................................................... 112
Load PALAS Shelfmark (manage-45) ............................................................... 112
Update Cataloging Records (file-95) ................................................................. 112
Print Trigger Report (com-01)............................................................................ 114
Count of New and Updated Catalog Records - by Cataloger (com-02) ............. 115
Restart Server (sys-01) ....................................................................................... 115
Rebuild HTML Pack (sys-02) ............................................................................ 115
Update Tables Package (sys-03)......................................................................... 115
SYSTEM LIBRARIAN ............................................................................ 115
16.1
Record Formats ..................................................................................... 115
16.2
Templates .............................................................................................. 116
16.2.1
16.2.2
Creating Local Templates................................................................................... 116
Creating Library-dependent Templates .............................................................. 116
16.3
Valid Fields ........................................................................................... 118
16.4
Forms..................................................................................................... 120
16.5
Default Subfields................................................................................... 126
16.6
Default Fields for New Record ............................................................. 127
16.7
Tag Information..................................................................................... 127
16.8
Search Headings.................................................................................... 129
16.9
Search Subfield Options........................................................................ 132
16.10
Check Field ....................................................................................... 134
16.10.1
16.10.2
16.11
AL Section ......................................................................................................... 134
D section ............................................................................................................ 136
Fix Record ......................................................................................... 137
16.11.1 tab_fix ................................................................................................................ 137
© Ex Libris Ltd., 2004
Page 6 of 219
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
16.11.2
fix_doc.lng ......................................................................................................... 157
16.12
Locate Function................................................................................. 159
16.13
Duplicate Record Function................................................................ 160
16.14
Importing Updated Tables................................................................. 161
16.15
Floating Keyboard............................................................................. 161
16.16
Authorizations ................................................................................... 165
16.16.1
16.16.2
16.16.3
Allowed and Denied Tags.................................................................................. 165
Cataloging "OWN" Permissions ........................................................................ 166
Holdings Filter ................................................................................................... 167
16.17
Merging Records ............................................................................... 167
16.18
Updating the Tables Package ............................................................ 170
16.19
Subfield Punctuation ......................................................................... 171
16.20
Validation of Contents of a Field ...................................................... 172
16.21
Check Field Occurrences and Dependency between Fields.............. 173
16.22
Forbidden Errors and Triggers .......................................................... 175
16.23
Checking Routines for New Headings in the Headings List............. 177
16.24
Checking Routines for New Headings in the Bibliographic and
Authority Headings List..................................................................................... 177
16.25
Checking Routines for New Direct Indexes (IND)........................... 178
16.26
Locking Records ............................................................................... 179
16.26.1
16.26.2
16.27
Locking Period for Locked Records .................................................................. 179
Lock Status Message.......................................................................................... 179
Check Routines for Check Record .................................................... 179
16.27.1
16.27.2
Check Types Available for Column 1 of the check_doc Table:......................... 180
Check Programs Available for Column 2 of the check_doc Table .................... 180
16.28
Fixed-length Fields Checking Routines ............................................ 184
16.29
Validation Messages (Table-dependent)........................................... 189
16.30
Validation Messages (System-driven) .............................................. 189
16.31
Cataloging Productivity Report......................................................... 190
16.32
Column Headings (pc_tab_col.lng and tab_col.dat) ......................... 190
16.33
Default Values for Fixed Fields in New Records ............................. 191
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 7 of 219
16.34
Load HOL Record from Server......................................................... 191
16.35
Importing Records............................................................................. 192
16.36
Combining Diacritics ........................................................................ 193
16.37
Record Length Limits........................................................................ 194
16.38
Hidden Fields .................................................................................... 194
16.39
Record Manager ................................................................................ 194
16.40
Overview Tree................................................................................... 195
16.41
Client Setup (catalog.ini)................................................................... 199
16.41.1
16.42
Cataloging Tables.............................................................................. 205
16.42.1
16.43
Catalog.ini Settings ............................................................................................ 199
Library Tables.................................................................................................... 205
Setting Up the LKR Field.................................................................. 210
16.43.1
tab_fix_z103 ...................................................................................................... 210
16.44
Tab100 Related Entries in Cataloging .............................................. 212
16.45
Setup of ADM Libraries.................................................................... 215
16.46
Matching Records ............................................................................. 215
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 8 of 219
1 Cataloging Overview
You can use the Cataloging tab of the ALEPH Cataloging module to create, edit, and
delete cataloging records. This overview includes the following sections:
•
Offline Cataloging
•
Passwords and Authorizations
•
The Cataloging GUI
•
The Cataloging Process
•
Type of Records
•
Working Without a Mouse
1.1 The Cataloging GUI
The Cataloging GUI has been designed with an emphasis on usability and ease of
access to cataloging functions.
Here is an example of a Cataloging GUI screen displaying the Catalog Editor:
The various screen elements in the Cataloging GUI (as shown above) are explained in
the following sections.
1.1.1 Toolbars
Title bar
The title bar shows the name of the program. It also displays status messages relating
to the program and to user commands:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 9 of 219
Menu bar
The menu bar is laid out conventionally:
Place the cursor over the menu name (for example, Cataloging) to reveal the related
menu commands.
Cataloging bar
The Cataloging bar contains brief information about the record being edited, such as
record format, system number and title:
To retrieve a record from the database, enter the system number of the record in the
field, and click
, or press Enter.
Open Template
Click the Open Template icon from the Cataloging bar to select a predefined template
for the creation of a new record.
Overview Tree
Click the Overview Tree icon to view the records in the system that are related to the
cataloging record being edited. The information is displayed in tree structure.
Split Editor Mode
Click the Split Editor Mode icon to split the Catalog Editor into two sections for
viewing and/or editing two cataloging records simultaneously.
Full Screen
Click the Full Screen icon to display as much as possible of the cataloging record
currently being edited on the screen. This option can also be used to display as much
as possible of the lower pane.
Save on Server and Local Drive
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 10 of 219
Click the Save on Server and Local Drive icon to save on the server any changes you
have made to the record displayed in the Catalog Editor. The record will also be saved
on your local drive.
Check Record
Click the Check Record icon to check the current record.
Activate Keyboard
Click the Activate Keyboard icon to activate a keyboard that enables you to enter
characters that are not integrated into your standard keyboard.
View in Search
Click the View in Search icon to transfer to the Search function to see the Full View
of the record displayed in the Catalog Editor.
Open Acquisitions Record
Click the Open Acquisitions Record icon to see ordering information for the current
bibliographic record. You will be transferred automatically to the Acquisitions/Serials
module.
Close Record
Click the Close Record icon to close the record that is currently displayed in the upper
pane of the Cataloging tab.
Close All Records
Click the Close All Records icon to close all the records that are currently open.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 11 of 219
Item Bar
The Item bar contains brief information about a selected item, such as title, author,
and barcode number:
To display an Item record, enter the item barcode or call number in the field, and click
, or press Enter. The Item bar contains one icon, the Clear Item icon.
Clear Item
Click the Clear Item icon to clear the loaded item and empty the item tree and its
panes.
1.1.2 Panes
Navigation Pane
The navigation pane contains the following:
•
main tab
•
navigation tree
Main Tab
The main tab consists of a row of icons that correspond to the major activities in
Cataloging:
Clicking an icon invokes the interface associated with that icon. For example, clicking
the Items icon invokes an interface for conducting item-related activities.
Name
Icon
Cataloging
Item
Search
1.2 Working Without a Mouse
You can advance from one pane to another by using the following shortcut keys:
Shortcut Keys Lets you do this
TAB
move to the next control in the dialog box.
Shift+TAB
move to the previous control in the dialog box.
Ctrl+TAB
move from the first control in the top toolbar to the lower pane.
Ctrl+Alt+TAB move from the right lower pane to the first control in the top toolbar.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 12 of 219
Shortcut Keys Lets you do this
Ctrl+1
move to the left pane, containing a navigation tree.
Ctrl+2
move to the right upper pane or to the left editor window in multiple
view in Cataloging, or to the right upper pane if there is a single editor
window.
Ctrl+Shift+2 move to the right editor window in multiple view in Cataloging.
Ctrl+3
move to the right lower pane.
Ctrl+4
move to the left lower pane, containing a navigation tree.
Ctrl+5
move to the first edit or combo field in the top toolbar.
Ctrl+6
move to the second edit or combo field in the top toolbar.
Ctrl+7
move to the third edit or combo field in the top toolbar.
Note that a frame appears around the active pane.
Shortcut Keys Available in the Cataloging GUI
The following table shows the default shortcut keys. These shortcut keys can be
customized.
Shortcut KeyAction
Ctrl+K
Activate Keyboard
Ctrl+W
Check Field
Ctrl+U
Check Record
Ctrl+C
Copy
Ctrl+T
Copy Field(s)
Ctrl+D
Copy Record
Ctrl+S
Copy Subfield(s)
Ctrl+X
Cut
Ctrl+F5
Delete Field(s)
Ctrl+R
Delete Record
Ctrl+F7
Delete Subfield(s)
Ctrl+N
Duplicate Record
Ctrl+F12
Enter Text Mode
F11
Enter Unicode Value
Ctrl+E
Expand from Template
F5
New Field (Choose from List)
F6
New Field (User-Defined)
F7
New Subfield
Ctrl+F
Open Form
Ctrl+A
Open Template
Ctrl+V
Paste
Alt+T
Paste Field(s)
Alt+D
Paste Record
Alt+S
Paste Subfield(s)
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 13 of 219
Shortcut KeyAction
Ctrl+P
Print
Ctrl+Y
Redo
Ctrl+L
Save on Server and Local Drive
F3
Search Field Heading of Current Library
Ctrl+F3
Search Field Heading of Other Library
F4
Search Subfield Heading of Current Library
Ctrl+F4
Search Subfield Heading of Other Library
Ctrl+F8
Search Subfield Options
Ctrl+M
Sort Record
F8
Switch to Item Tab
F2
Switch to Record Tab
F9
Switch to Search Tab
Ctrl+Z
Undo
Ctrl+O
View in Web OPAC
The F1 shortcut key for Help is hard-coded and cannot be customized:
1.3 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 the cataloging process, ALEPH incorporates:
•
Pre-designed forms, including forms for fixed-length fields (for example, for
the 008 MARC 21 field and for the 100 UNIMARC field).
•
Pre-designed templates for the body of the record.
•
Comprehensive help, which is available on tags and subfields at all times
during data entry.
•
Check routines which are user-defined and site-specific.
1.4 Type of Records
The Cataloging module in ALEPH supports four types of records:
•
Bibliographic records
•
Authority records
•
Holdings records
•
Administrative records
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 14 of 219
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 referred 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 can also be used to store the 853/853X fields that are
used to define publication prediction and to create issues for serials.
1.5 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 (see the Staff
Privileges user guide module) .
Update access to all types of MARC records is controlled by a special ALEPH field,
the OWN field. This field works in accordance with the password information defined
for the user (see "OWN" Field on page 88).
Also at the record level, catalogers are assigned allowed and denied tags for editing
(see Allowed and Denied Tags on page 165).
1.6 Offline Cataloging
The Offline Cataloging option enables you to work with the Cataloging tab and
catalog records without having a server connection. You can access functions such as
Tag Information 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 form, are unavailable until the
server connection is restored.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 15 of 219
Note
When working in offline cataloging mode, you must save the records on your local
drive. When the server connection is restored, 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 Cataloging menu. To restore online cataloging, click again
the Offline Cataloging option from the Cataloging menu.
2 Home Library
This chapter includes the following sections:
•
Connecting Automatically to a Home Library
•
Importing Library Tables
•
Automatic Import of Updated Tables
Although you can 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 bottom right of the screen or select the 'Connect
right-click the
to' option from the ALEPH 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 pointer 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 this, follow these steps:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 16 of 219
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 connecting again to the
library.
2.3 Automatic Import of Updated Tables
You may set the system to automatically load updated tables when you enter the
Cataloging module, without a message being displayed.
To automatically load updated tables, go to the ALEPHCOM/TAB directory of the
client and open the ALEPHCOM.INI file located there. Make sure that the
AlwaysImportFiles flag (under [Package]) 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.
3 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
•
Create Administrative (ADM) Records
•
Create Holdings (HOL) Records
3.1 Open New Record
This function enables you to create a new record from scratch. To do this, follow the
steps below:
1. Select New Record from the Cataloging menu.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 17 of 219
2. Highlight the appropriate format for your record from the Choose Record
Format dialog box (that is, book, serial, and so on), and click OK. A form for
the leader (LDR field) is displayed in the upper pane:
The Tag Information tab of the lower pane provides a guide to the valid values
for filling in the form:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 18 of 219
3. After you finish editing the form, click OK. If the form has been set to be
verified for correctness, the system checks for potential errors.
If errors have been found, the error messages are shown in the Messages tab of
the lower pane. The system displays a prompt informing you that checking the
field reported warnings and asks if you are sure that you want to close the
form.
You can define default fields for new records. If a field with a form has been defined
as a default field, then the form of the field is displayed after closing the form for the
LDR. For example, in MARC 21 format libraries, it is common to define the 008 field
(Fixed length data elements) as a default field for all new records. In this case, after
closing the form for the leader, the form for the 008 field is displayed. If the field does
not have a form, it is added empty to the cataloging draft for the cataloger to fill in.
Following the editing of the forms, a new record is created with default-required
fields (that is, the 008 field in MARC 21) and the required leader. The new record is
displayed in the Catalog Editor (upper pane).
The record automatically receives a temporary filename that begins with the prefix
"NEW" and a number.
You can continue adding fields and subfields to the record (see diting Records on
page 27).
3.2 Open Template
This function enables you to create a new record based on a pre-defined template. To
do this, follow these steps:
1. Select the Open Template option from the Cataloging menu or click the
icon from the Cataloging bar.
Select the appropriate template from the List of Templates dialog box.
Different templates can be created and used for various physical formats (for
example, the MARC 21 formats), types of materials (for example, books,
serials), and so on (see reating Templates on page 93).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 19 of 219
2. A new record is created with a full range of available fields. The content of
each field is often blank. The template determines the text and subfields that
are included. For more information see reating Templates on page 93. You can
now continue editing records. The Tag Information tab of the lower pane
provides a guide on the use of valid indicators, subfield codes and values for
the highlighted field.
3. You can fill in the content of a field or subfield by typing directly, by
searching field or subfield headings, or by searching subfield options.
The record automatically receives a temporary filename that begins with the
prefix "NEW" and a number.
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 this, follow these steps:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 20 of 219
1. Select Open Record on the Local Drive from the Cataloging menu.
2. A list of records is displayed. Highlight your desired record. A preview of the
contents of the record is displayed on the right side of the window.
3. Click the Duplicate button on the list of records. A copy is made of the
highlighted record and a new local filename is assigned with the prefix
"NEW". You can now edit the copied record.
3.4 Duplicate any Open Record
This function enables you to copy the currently displayed record and then edit the
copy. The new record is located on your local drive and a new local filename is
assigned with the prefix "NEW".
To use this function with the currently displayed record, use the Ctrl+N shortcut key
or select Duplicate Record from the Cataloging menu.
Depending on how your System Librarian has set up the Duplicate Record function,
you may be able 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.
3.5 Create Administrative (ADM) Records
Administrative (ADM) records can be created through the Record Manager of the
Cataloging tab (lower section of the left pane).
If no administrative record is linked to the bibliographic record, the message "No
record available" is displayed next to the administrative library node.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 21 of 219
To create an administrative record follow these steps:
1. Highlight the administrative library node.
2. Choose the Load/Create Record option from the Record Manager menu or by
selecting the same option when right-clicking on the administrative library
node:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 22 of 219
This option automatically creates the administrative record and displays it for
editing.
3.6 Create Holdings (HOL) Records
There are two different ways to create holdings records for the current bibliographic
record:
•
Through the Record Manager
•
Through the HOL Records tab of the lower pane
3.6.1 Create Holdings Records Through the Record Manager
Holdings records can be created through the Record Manager of the Cataloging tab
(lower section of the left pane).
If there are no holdings records linked to the bibliographic record, the message "No
record available" is displayed under the holdings library node.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 23 of 219
To create holdings records follow these steps:
1. Highlight the holdings library node.
2. Choose the Load/Create Record option from the Record Manager menu or
select the same option when right-clicking on the administrative library node:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 24 of 219
This option automatically creates a holdings record and displays it for editing.
This action can be repeated to create more than one holdings record.
3.6.2 Create Holdings Records Through the HOL Records Tab
Holdings records can also be created from the Holdings Record tab of the lower pane:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 25 of 219
The HOL Records tab lists the holdings records linked to the record displayed in the
Catalog Editor. This tab also enables you to access a selected record for editing and to
create new holdings records.
To create a new holdings record, click Create. The new record is automatically
created. To edit the new record, click Edit.
Note that if the Activate flag of the [HolOwnTextDefaults] section of the catalog.ini
file is set to Y, when holdings records are created through either method the Enter
Owner Information window is displayed:
This window enables you to define the owner of the holdings record, that is, the
sublibrary to which the record belongs. In addition, you can add a note. When you
have finished filling in the form, click OK. The information is automatically stored in
the OWN field of the holdings record in the following format:
OWN
$$a[sublibrary code]
$$n[note]
You can use the Save Default button to save the information about the owner and
apply it to each new holdings record that is created. To save the owner information,
click Save Defaults before clicking OK.
Refer to "OWN" Field on page 88 for more details on the OWN field.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 26 of 219
4 Editing Records
Cataloging records are edited through the Edit Records subfunction. You access this
option by selecting the Edit Records node from the Cataloging tab. The screen below
shows a sample catalog record in the Edit Records environment. It is provided for you
to refer to while reading the sections of this chapter.
Note that the Catalog Editor (upper pane) must be in focus for editing purposes.
When records are opened for editing through the Edit Records option of the
Cataloging tab, they are listed under the Edit Record node of the Navigation Tree.
Records saved on the server are listed in the following format:
Library code - system number (Local number).
For example:
USM01-3563 (NEW870.MRC)
Local records are listed in the following format:
Local number (Local).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 27 of 219
For example:
NEW871.MRC (Local)
After performing changes to either type of records, their representation is changed by
a preceding asterisk, for example:
* USM01-3563 (NEW870.MRC)
* NEW871.MRC (Local)
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
Home - moves to the beginning of the line where the cursor is positioned
End - moves to the end of the line where the cursor is positioned
Ctrl+Home - moves to the beginning of the record
Ctrl+End - moves to the end of the record
4.2 Editing Portions of a Field
Editing the tag
The tag works in overwrite mode only. To change the tag, simply type over it. To
delete a character, use the spacebar (not the delete key).
Editing the indicator
The indicator works in overwrite mode only. To change the indicator, simply type
over it. To delete a character, use the spacebar (not the delete key).
Editing the subfield code
The subfield code works in overwrite mode only. To change the code, simply type
over it. It is not possible to delete a character with either the spacebar or the delete
key. To delete a subfield, use the shortcut key Ctrl+F7 or select Delete Subfield from
the Delete submenu of the Edit menu. This will delete both the subfield code and its
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 spacebar 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
spacebar). To delete a group of characters, select the text, then use the Delete key or
the
spacebar.
You may select text to be deleted or copied by pressing the left mouse button and
dragging the mouse cursor over the desired text.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 28 of 219
To cut text, use the shortcut key Ctrl+X or select Cut from the Cut submenu of the
Edit menu. To copy text, use the shortcut key Ctrl+C or select Copy from the Copy
submenu of the Edit menu. To paste text, use the shortcut key Ctrl+V or select Paste
from the Paste submenu of the Edit menu.
Note that you cannot enter consecutive dollar signs ($$) as the system uses two
consecutive dollar signs to define subfields. Consecutive dollar signs should be
entered with spaces in between. However, two consecutive dollar signs ($$) can be
used to enter new subfields without opening a new subfield code line by using the
New Subfield option from the Edit menu.
Additionally, note that fields are limited in ALEPH to 2000 bytes. Records are limited
to 5000 subfields and to 45000 bytes.
For this reason, when cataloging online, the system does not allow the user to enter
more than 2000 bytes per field. When long fields are imported into ALEPH, if the text
for a single field is more than 2000 bytes, the system splits the text into separate
(repeated) fields. Split fields are prefaced by $$9. For export purposes, you can use
this method to catalog long fields.
4.3 Available Editing Functions
4.3.1 Table of Available Editing Functions
The table below contains the full list of available editing functions. More complicated
functions, for example Fix Record and Derive New Record, are described in more
detail immediately after the table.
Function Shortcut
Key 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
subfield(s) for you to edit directly in the catalog record. Expand from
Template
Ctrl+E
Adds fields and subfields from a template to your current
record.
Help on Field None
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
This function enables you to select automatically the Tag
Information tab from the lower pane. The Tag
Information tab provides a guide to the use of valid
indicators, subfield codes and values for the field selected
in the upper pane. To receive help on a field, place your
cursor on the field of interest. The tab will automatically
display the relevant tag information. Page 29 of 219
Function Shortcut
Key Description Locate
Similar
Record
None
Finds records in your local database or in another
database that are 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
shortcut key, and to finish, you must select the Enter
Unicode Values option again or use the F11 shortcut key.
The status bar displays a message to indicate that the user
is currently working with the Enter Unicode Values
option. Select HOL
Record
None
The Select HOL Record option enables you to select
automatically the HOL Records tab from the lower pane.
This tab lists the holdings records linked to the record
displayed in the Catalog Editor. This tab also enables you
to access a selected record for editing and to create new
holdings records. New Field
(choose from
list)
F5
Enables you to add a new field by choosing from a list of
fields. New Field
F6
(user-defined)
Enables you to add a field whose tag, indicator and
subfields you may define by yourself. Change
Direction
This option enables you to change the text direction of the
current field. None
New Subfield F7
Opens a new subfield below the current subfield. Search Field
Headings of
Current
Library
F3
This option enables you to add contents to a field by
choosing from a list of headings in your current library. © Ex Libris Ltd., 2004
Page 30 of 219
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Function Shortcut
Key Description Search Field Ctrl + F3
Headings of
Other Library
This option enables you to add contents to a field by
choosing from a list of headings in a library other than the
home library to which you are currently connected. Search
Subfield
Headings of
Current
Library
This option enables you to add contents to a subfield by
choosing from a list of headings in your current library. F4
Search
Ctrl + F4
Subfield
Headings of
Other Library
This option enables you to add contents to a subfield by
choosing from a list of headings in a library other than the
home library to which you are currently connected. Search
Subfield
Options
This option enables you to choose subfield text from a list
of options defined by the library. Ctrl + F8
Browse URL None
This option enables you to check the URL cataloged in
subfield $u of the current 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
Subfield(s)
None
This function enables you to move the selected subfield(s)
to the Windows clipboard. This option can be used for
deleting the subfield(s). Since the subfield is moved into
the clipboard, it is also possible to use this option together
with the Paste subfield option in order to move the
subfield(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
Subfields
Ctrl+S
Copies the selected subfield(s) into the Windows
clipboard. Both the subfield 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, subfield codes and the contents will
all be copied. © Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 31 of 219
Function Shortcut
Key Description 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
Subfield(s)
Alt+S
Inserts the copied subfield(s) below the current subfield.
Both the subfield 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(s), letters of the subfields 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
Subfield
To delete a subfield, place the cursor anywhere in the
desired subfield (either in the subfield or in the contents
of the subfield). Then use the shortcut key Ctrl+F7 or
select Delete Subfield(s) from the Delete submenu from
the
Edit
menu.
Ctrl+F7
To delete a group of subfields from the field, highlight the
desired subfields to select them. Then use the shortcut key
Ctrl+F7 or select Delete Subfield(s) from the Delete
submenu
from
the
Edit
menu.
Note that if only an "a" subfield is remaining, you can
delete its contents, but not the letter "a". If any other
subfield is the only remaining subfield - for example, only
a "c" subfield remains - you can delete both the subfield
code and its contents. In their place, an "a" subfield 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 subfield, or
the
contents
of
any
subfield).
To delete a group of fields, higlight the desired fields to
select them. Then use the shortcut key Ctrl+F5 or select
Delete Field(s) from the Delete submenu of the Edit
menu. © Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 32 of 219
Function Shortcut
Key Description Delete Record Ctrl+R
from Server
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, orders,
loans, photocopy requests or hold requests. 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 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:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
•
Checks that the indicators and/or subfield codes
are valid for the tag.
•
Checks that mandatory subfields are present.
•
Checks that non-repeatable subfields 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 (Z11) Index. Page 33 of 219
Function Shortcut
Key Check Record Ctrl+U
Description For the current record, this function:
•
Checks that the indicators and/or subfield codes
are valid for the tag.
•
Checks that the required fields and subfields are
present.
•
Checks that non-repeatable fields and subfields
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 (Z11) 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. In an authority library, all fields are
sorted according to the order defined in the ALEPH table
of codes (tab01.lng). 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, for example, 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. © Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 34 of 219
Function Shortcut
Key Description 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. View Local
Owner
None
This option supports Local Owner functionality (CentralLocal Cataloging). In standard applications, this option is
not applicable. Enter Text
Mode
Ctrl+F12
This option functions as a toggle switch. When it is
activated (either via the menu or via a shortcut key Ctrl+F12), the system is ready to receive input. The input
is displayed on the status bar as it is typed in. The input is
in the form of command-like language. Refer to the Enter
Text Mode section below for more details. Preview
Publication
Schedule
None
This option enables you to preview the publication
schedule for serials records based on the fields
853/854/855 and 853X/854X/855X of the holdings or
administrative record. For more details refer to the Serials
chapter. Close All
Records
None
This option enables you to close all the records that are
currently opened. The list of opened records appears
under the Edit Records node of the Navigation Tree in the
Cataloging tab. Close Record None
This option enables you to close the record that is
currently displayed in the upper pane. Reverse
Record
Orientation
Ctrl+Shift If
the
CtrlShiftReverseScreen
flag
in
the
ALEPHCOM/TAB/ALEPHCOM.INI file is set to Y, then
while you are working with the catalog record, you can
press Ctrl+Shift to reverse the orientation of the record
(left-to-right / right-to-left). This is especially useful when
entering script that is written from right-to-left. Display
Unicode
Value
None
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
If the ShowUnicodeValue in the Catalog/Tab/Catalog.ini
file is set to Y, when placing the mouse pointer over a
character in the catalog record - after about two seconds a ToolTip appears above the character displaying the
character's Unicode value identified by the hexadecimal
representation of its Unicode number prefixed with a U,
for example, U+0041 for "A". Page 35 of 219
Opening Forms
A form enables you to edit the contents of a field. If no form is available, the system
will open the subfield(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. From the Edit Menu, select the
Open
Form
option
or
use
the
shortcut
key
Ctrl+F.
The form for editing the field will be displayed. The form lists the subfields
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. 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 OK.
The contents of the field will be automatically inserted into the cataloging
record.
For fixed-length fields, each line of the form is not a separate subfield, but rather part
of one field. A single string of text is created from the data you enter, with fixed
locations for each data element.
The form below is an example of the form for the 008 MARC 21 field:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 36 of 219
The Tag Information tab of the lower pane provides a guide for filling in the form,
advising you on the use of valid indicators, subfield codes and values for the current
field:
If the form has been set to be verified for correctness, after you click OK, the system
checks for potential errors. If errors are found, the error messages are shown in the
Messages tab of the lower pane. The system displays warnings and asks you if you are
sure that you want to close the form.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 37 of 219
If you click No, you can go back to correct the form. Click OK when you have
finished correcting the form.
Expand from Template
The Expand from Template function adds fields and subfields from a template to your
current record. To do this, follow these steps:
1. From the Edit Menu, select the Expand from Template option or use the
shortcut key Ctrl+E. A pop-up dialog box will be displayed, from which you
can select the template of your choice.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 38 of 219
2. Select an appropriate template from the pop-up dialog box and click the Open
button.
The current record will be enhanced with the fields and subfields in the
template.
Note that the subfields are not sorted in alphanumeric order. For example, if a
subfield is repeated, the subfield is placed at the end of the field. 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 subfield, the Tag Information tab on the lower
pane provides a guide to using the field. This tab gives a description of the currently
highlighted field, along with information regarding the indicators, valid subfields, and
a description of the subfields. It also specifies which fields and subfields are
repeatable. An example for MARC 21 tag 260 is shown below.
Note that the Help on Field option from the Edit menu enables you to select
automatically the Tag Information tab when other tabs are in focus.
Locate Similar Record
The Locate Similar Record function finds records in another database or in the local
database similar to the one you are currently editing. To locate similar records, follow
these steps:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 39 of 219
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 Locate.
The right column of the window, No. Records, displays 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 Select.
The MergeRecord variable in the catalog.ini file of the catalog/tab directory specifies
whether or not the located record should be automatically merged with the current
record.
If the variable is set to Y, the selected similar record is merged automatically with the
current record without a message being displayed. If the variable is set to N, the
cataloging draft of the selected similar record will be displayed.
If the variable is set to Q, a message is displayed asking whether the records should
be merged. Clicking the Yes button will merge the records; clicking the No button
will display the catalog card of the selected record.
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 Full View 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 Select.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 40 of 219
More than one record can be selected at the same time by pressing the Ctrl key while
pointing at the pertinent records and clicking the left mouse button. In this case, even
if the MergeRecord variable is set to Y or Q, when clicking Select the cataloging
cards of the selected records are displayed without merging.
To see the Find command performed by the Locate function, click the Show Request
button. The system will display a message containing the search request (for example,
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 trigger 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 New.
2. The Open Date field will be automatically filled in by the system. It contains
the date on which the trigger is defined.
3. Fill in the Trigger Date field. This is the date on which you should perform a
particular task related to the record. By default, it is set to the current date.
4. If needed, fill in the optional Department field.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 41 of 219
5. Fill in the Trigger Text field. Enter information reminding you of the task that
must be performed.
6. Click Add.
Modifying Triggers
To modify a trigger from the list, follow these steps:
1. Highlight the appropriate trigger from the list (in the upper pane).
2. Change the trigger's date, department or text (in the lower pane).
3. Click Update. The trigger is automatically updated.
Deleting Triggers
To delete a trigger from the list, follow these steps:
1. Highlight the appropriate trigger from the list.
2. Click Delete. 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 this, follow these steps:
1. From 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 OK.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 42 of 219
The new format will appear on the cataloging bar. Forms and checks that are formatsensitive will match the new format of the record.
Add 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 this, use the shortcut key 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 OK. If subfields have been
defined, the tag and its subfields will be displayed. If subfields have not been defined,
by default only subfield "a" will be displayed.
Click Direction to change the text direction of the field, after highlighting the desired
field to select it. Select the desired direction (Left-to-Right /Right-to-Left) from the
dialog box that pops up and click OK.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 43 of 219
Search Headings and Options
Several types of search functions are available to help you fill in the contents of a
field. Refer to the Search Headings and Options section in the Cataloging chapter for
more information on each available type.
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" checkbox. To find only whole words instead of parts of words,
select the "Match whole word only" check box.
2. Click Find Next.
To find more occurrences of the text, click Find Next again.
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).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 44 of 219
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" checkbox. To find only whole words instead of parts of words,
select the "Match whole word only" checkbox.
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
contents area and select the Check Field option from the Edit menu or use the shortcut
key Ctrl+W.
To check the current record, select the Check Record option from the Edit menu or
click the Check Record icon
from the Cataloging bar.
Upon completion of either check, the system displays the potential problems in the
Messages tab of the lower pane. If no problems are found, the Messages tab is left
empty.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 45 of 219
The View Related button becomes enabled when the highlighted message is related to
a check routine that performs checks 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 (Z11) Index. When clicking on the View Related button, the system
retrieves the related record, in the example below, the record that contains the direct
index that appears as duplicate in the current record.
An example of the messages 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.
The Fix Record and Derive New Record options are available from the Edit menu.
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:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 46 of 219
View Record's Catalogers
This option enables you to view the list of catalogers who have edited the current
record. To do this, select the View Record's Catalogers option from the Edit Menu. A
window will be displayed listing all the catalogers who have edited the selected
record. The cataloger level of each person is given, along with the cataloging hour and
date:
Edit Text Mode
This option functions as a toggle switch. When it is activated (either via the Edit menu
or via a shortcut key - Ctrl + F12), the system is ready to receive input. The input is
displayed on the status bar as it is typed in.
The input is in the form of command-like language. Examples:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 47 of 219
1. search tag=100
2. search sf=a
3. search text=revolution
In the first example above, "search" is the operation code, "tag" is the parameter (that
is, which element to search for), and "100" is the value (in this case, the tag) to be
searched
for.
When the typing of the text is finished, the Enter Text Mode option should be
activated once again in order to end the text mode, execute the command and return to
the regular edit mode.
The following rules apply to the Text Mode mechanism:
•
Currently the only operation code supported is "search" for tags ("tag"),
subfields ("sf") and text ("text").
•
The operation code and parameter(s) are not case-sensitive.
•
There must be at least one space between the operation code and the
parameter(s).
•
No spaces are allowed on both sides of the "=" sign positioned between a
parameter and its value.
•
When searching for text, the search is not case-sensitive. In addition, if the text
contains spaces, type "^" (caret) instead of a space.
•
When searching for a tag or text, the record is scanned cyclically. That is, if
the tag or text is not found till the end of the record, the search continues from
the beginning of the record up to the cursor's location.
•
When searching for a tag, use a hash ("#") as a wildcard. That is, to search for
"10010" or "10000" enter "100##"; to search for "200" or 220" enter "2##".
•
When searching for a subfield, the search scope is from the location of the
cursor up to the end of the current tag.
4.4 ALEPH Keyboard
The ALEPH Keyboard is a utility that displays a virtual keyboard on your screen. It
enables you to insert characters that are not present in your workstation's standard
keyboard.
According to the configuration settings, the ALEPH Keyboard can be divided into
tabs, each one displaying a group of characters.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 48 of 219
To use the ALEPH Keyboard in the Cataloging module, follow the process described
in this step-by-step example:
1. From the Cataloging menu, select the Activate Keyboard option , or use the
shortcut key Ctrl+K, or click the Activate Keyboard icon
from the
Cataloging bar. The ALEPH Keyboard is displayed in the lower pane:
2. Choose the appropriate tab and type text by clicking on the corresponding onscreen character keys. The characters selected from the keyboard are
automatically inserted into the cataloging record being edited. These
characters are added to the record at the cursor's last position.
In the example below, the title of a book in German is Österreich. The first
character of the title contains a diacritic, an "O" with an umlaut. When the Ö is
typed
from
the
ALEPH
Keyboard,
as
shown
below:
it is automatically inserted into the cataloging record (in this case, in the 245
field before the letters sterreich:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 49 of 219
3. Deactivate the ALEPH Keyboard by clicking Close, or by selecting the
Activate Keyboard option from the Cataloging menu, or by clicking the
Activate Keyboard icon
from the Cataloging bar.
4.5 Printing a Record
This function enables you to print the currently displayed record. To do so, follow
these steps:
1. Use the shortcut key Ctrl+P or select Print from the Cataloging menu. The
Print Format dialog box is displayed:
2. Select by highlighting the appropriate printing format for your record from the
Print Format dialog box (that is, MARC Tags, Name tags, and so on). The
record will be printed in the selected format.
4.6 Different Ways to View a Catalog Record
4.6.1 Full Screen
The Full Screen option enables you to display as much as possible on the screen of the
cataloging record currently being edited.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 50 of 219
To view the current cataloging record in Full Screen mode, select the Full Screen
option from the View menu or click the Full Screen icon
from the Cataloging bar.
When this option is selected, the lower pane is not displayed and the cataloging record
takes up the upper and lower pane:
If the option is selected once again, the navigation pane is not shown and the
cataloging record takes up the whole screen:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 51 of 219
To turn off the Full Screen mode and switch to the previous view, select again the
Full Screen option from the View menu or click the Full Screen icon from the
Cataloging bar.
4.6.2 Split Editor Mode
Split Editor Mode enables you to split the Catalog Editor into two sections for
viewing and/or editing two cataloging records simultaneously.
To switch into the Split Editor mode, select the Split Editor Mode option from the
Cataloging menu or click the Split Editor Mode icon
from the Cataloging bar.
To view a record in a particular section, first highlight the desired section from the
upper pane and then either open a new record by calling it up from the Cataloging bar
or by selecting an already opened record from the list of records displayed under the
Edit Records node of the Navigation Tree in the Cataloging tab. The following is an
example of the Split Editor mode:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 52 of 219
To turn off Split Editor Mode and switch to the previous view, select again the Split
Editor Mode option from the Cataloging menu or click the Split Editor Mode icon
from the Cataloging bar.
4.6.3 View in Web OPAC
This option lets you view the record that is being edited in Web OPAC format. The
record is shown in the Browser tab of the lower pane in the Cataloging tab after the
View in Web OPAC option has been selected from the Cataloging menu or when you
use the Ctrl + O hotkey:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 53 of 219
The record is displayed as it is in the database and might not reflect the specific state
of editing registered in the cataloging draft (upper pane). This option is only available
for records that have already been sent to the server.
5 Search Headings and Options
Several types of search functions are available to help you fill in the contents of a
field:
• Browse URL
•
Search Field Headings of Current Library
•
Search Field Headings of Other Library
•
Search Subfield Headings of Current Library
•
Search Subfield Headings of Other Library
•
Search Subfield Options
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. You can also add data from a library
other than the home library to which you are currently connected, for example, from
an authority library or from any other database defined by the system librarian.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 54 of 219
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 this, follow these steps:
1. Place your cursor on the tag of the relevant field or in the contents area, and
enter the initial text of the field.
2. Press the F3 shortcut key or choose the Search Field Headings of Current
Library option from the Search submenu of the Edit menu.
A pop-up dialog box appears with headings for the relevant field.
3. Highlight the desired heading and click OK.
The highlighted heading is copied into the contents area of the field. If the heading
also has information for individual subfields attached to it, all the subfields 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 in 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.
To search another portion of the Headings List, click Jump to. Enter the starting text
for the desired heading (note that the original heading is displayed automatically in
the "Enter starting text" field. To jump to the desired heading, overwrite the original
text with the new text) and click OK.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 55 of 219
The list is redisplayed from the text requested; you can now highlight the selected
heading and copy it to the catalog draft.
You can change the scan code on-the-fly through the "Jump to" window. To do this,
select a new scan code from the pull-down menu, enter the starting text for the
heading and click OK. The new Headings list is displayed.
You can also use the "Including text" field to jump more efficiently in the case of long
headings. For example, if you reach a section of long headings with the same initial
text, then by using the "Including text" field, you can enter the text specific to the
desired heading and when clicking the OK button, the list will be redisplayed and the
relevant heading will be highlighted.
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, nonpreferred or preferred, when clicking 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 Select. The catalog draft of the Authority record
is displayed.
5.1.2 View Docs
Clicking 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 Select.
If more than one record is related to the heading, a window with the list of the records
in Brief format is displayed. To display the selected record in Full format, highlight a
record and click View Full. From both windows, you can either view the catalog draft
or edit the record by clicking Select.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 56 of 219
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 the initial text of the field.
2. Press the Ctrl+F3 shortcut key or choose the Search field headings of the
Other Library option from the Search submenu of the Edit menu.
3. If more than one library is available, a pop-up library list appears. Highlight
the desired library and click OK.
A pop-up dialog box appears with headings for the relevant field.
4. Highlight the desired heading and click OK.
The highlighted heading is copied into the contents area of the field. If the heading
also has information for individual subfields attached to it, all the subfields 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 into 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).
To search another portion of the Headings List, click Jump to. Enter the starting text
for the desired heading and click OK.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 57 of 219
The list is redisplayed from the text requested; you can now highlight the selected
heading and copy it to the catalog draft.
You can also change the scan code on-the-fly through the Jump to window. To do
this, select a new scan code from the pull-down menu, enter the starting text for the
heading and click OK. The new Headings list is displayed.
You can also use the "Including text" field to jump more efficiently in the case of long
headings. For example, if you reach a section of long headings with the same initial
text, then by using the "Including text" field, you can enter the text specific to the
desired heading. Click OK to redisplay the list and highlight the relevant heading.
Note that you can specify a library more than once to enable the user to select more
than one scan code for the field or subfield option. This option can also include a
selection of codes from the local home library.
5.3 Search Subfield Headings of Current Library
When adding contents to a subfield of a bibliographic record, you can choose from a
list of headings in your current library. For example, you could search for publishers
for the MARC 21 field 260, subfield b. To do so:
1. Place your cursor on the tag of the relevant subfield code or in the contents
area and enter the initial text of the subfield.
2. Press the F4 shortcut key or choose the Search subfield heading of the current
library option from the Search submenu in the Edit menu.
A pop-up dialog box appears with headings for the relevant subfield.
3. Highlight the desired heading and click OK. The highlighted heading is
copied into the contents area of the subfield.
To search another portion of the Headings List, click "Jump to". Enter the starting text
for the desired heading and click OK.
The list redisplays from the text requested; you can now highlight the selected
heading and copy it to the catalog draft.
You can 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 OK. The new Headings list is displayed.
You can also use the "Including text" field to jump more efficiently in the case of long
headings. For example, if you reach a section of long headings with the same initial
text, by using the "Including text" field you can enter the text specific to the desired
heading. Click OK to redisplay the list and highlight the relevant heading.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 58 of 219
5.4 Search Subfield Headings of other Library
When adding contents to a subfield 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 the MARC 21 field 260,
subfield b. To do so:
1. Place your cursor on the tag of the relevant subfield code or in the contents
area and enter the initial text of the subfield.
2. Press the Ctrl + F4 shortcut key or choose the Search subfield headings of
other library option from the Search submenu in the Edit menu.
3. If more than one library is available, a pop-up library list appear. Highlight the
desired library and click OK.
A pop-up dialog box appears with headings for the relevant subfield.
4. Highlight the desired heading and click OK.
The highlighted heading is copied into the contents area of the subfield.
To search another portion of the Headings List, click Jump to. Enter the starting text
for the desired heading and click OK.
The list is redisplayed from the text requested; you can now highlight the selected
heading and copy it to the catalog draft.
You can also change the scan code on-the-fly through the Jump to window. To do
this, select a new scan code from the pull-down menu, enter the starting text for the
heading and click OK. The new Headings list is displayed.
You can also use the "Including text" field to jump more efficiently in the case of long
headings. For example, if you reach a section of long headings with the same initial
text, then by using the "Including text" field, you can enter the text specific to the
desired heading. Click OK to redisplay the list and highlight the relevant heading.
Note that you can specify a library more than once to enable the user to select more
than one scan code for the field or subfield option. This option can also include a
selection of codes from the local home library.
5.5 Search Subfield Options
For a select number of subfields, you can choose text from a list of options that have
been defined by your local library. To do this, follow these steps:
1. Place the cursor on the subfield of interest.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 59 of 219
2. Press the Ctrl + F8 shortcut key or select Search Subfield Options from the
Search submenu of the Edit menu.
A pop-up dialog box appears with choices of text for the relevant subfield.
3. Highlight the desired text and click OK.
An example of the options defined for subfield 'a' of the field 655 MARC 21 is shown
below:
The highlighted text is copied into the contents area of the subfield.
For subfields that have a list of options defined, you can also type the beginning of the
text and press the Tab key. If the string is unique, the system automatically fills in the
text. On the other hand, if the text is not unique, for example, "Di" for MARC 21 field
655, subfield a, the options window displays all options that match the string enabling
you to choose your desired option. An example for the options that start with "Di" for
subfield 'a' of the field 655 MARC 21 is shown below:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 60 of 219
For this to work, the cursor must be at the end of the text string (that is, 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.ini file
must be set to Y.
5.6 Browse URL
In some cataloging fields, subfield $u is used to store the URL (Uniform Resource
Locator). You may want to check the URL before saving or updating the record. To
do so, follow these steps:
1. Place the cursor on the field of interest (for example, the 856 field).
2. Select the Browse URL option from the Search submenu of the Edit menu.
The ALEPH Browser is displayed.
The ALEPH Browser searches automatically for the address defined in subfield $u of
the selected field and displays the corresponding page.
Following is a sample page displayed by the ALEPH Browser:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 61 of 219
If the address is incorrect or if you want to try a different URL, type the new address for example, http://www.exlibris.co.il - in the Address bar, and then click the Go
button. The new page is displayed. If this is the address that should be cataloged, you
can click OK to copy the new URL into the contents area of subfield $u.
Note that if the selected field does not have subfield $u, then the ALEPH Browser
opens up without any address in the Address bar and the standard message-page
appears, which specifies: "The page cannot be displayed."
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 62 of 219
In addition, you can use the browser's buttons for standard browsing, as follows:
•
To return to the last page you viewed, click the Back button (the blue arrow
pointing to the left icon).
•
To view the page you viewed before clicking the Back button, click the
Forward button (the blue arrow pointing to the right icon).
•
To make sure you have the latest version of the page, click the Refresh button
(the white page icon).
•
To print the current page, click the Print button (the printer icon).
6 Saving Records
There are three options for saving records:
•
Save Record on Local Drive
•
Save All on Local Drive
•
Save on Server and Local Drive
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 63 of 219
Note that the options above are only enabled when the Catalog Editor (upper pane the record being edited) is highlighted.
6.1 Save Record on Local Drive
You may want to save records on your local drive either to continue working on them
later or because communication links with the server have been severed. 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 Cataloging menu.
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 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 Cataloging 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 zero, the local record is not saved
automatically.
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 their current local number). This option
will also save the selected record on your local drive.
To save the current record on the server and in your local drive, select the Save on
Server and Local drive option from the Cataloging menu or click the
Cataloging bar. You can also use the Ctrl+L shortcut key.
icon from the
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 64 of 219
You will receive a prompt asking if you do, in fact, want to save the record.
If you do want to save the record now, click Continue.
The prompt also enables you to change the cataloger level. This is useful if you want
to close a record to catalogers at your level and pass it on to catalogers of a higher
level, or 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 higherlevel cataloger.
2. The system can be set up so that if two catalogers have called up the same
record at the same time, if one cataloger has updated the record in the
database, the other cataloger cannot send his update. A message appears,
informing the cataloger that the record was updated in the interim by another
user, giving the cataloger's username and the time of update, and a prompt
appears, so that the cataloger can recall the updated record from the server. In
order to block the update in this manner, check number 0221 ('Record was
updated by another user') must be set to "M" in check_doc_mandatory.
From the Messages tab of the lower pane (after closing the Record Check
Warnings/Errors window), the View Related button can be used to retrieve the
updated copy of the record and the cataloger is now enabled to add his
changes to the most updated version of the record.
In addition, if the record was updated by one of the system processes (for
example, indexing), the changes made by the user are not automatically saved
on the server. Instead, a message informing him that the record was updated
by the system is displayed. As with the previous message, the View Related
button from the messages window can be used to retrieve the most updated
copy of the record.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 65 of 219
3. Update authorization can be set, 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 if the content of
the OWN field of the record is 'PUBLIC'; then the cataloger will be allowed to
update the record.
4. Update permission can be denied for specific fields.
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 list of 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 Cancel to continue editing the
record.
•
Triggers (in green text with a question mark). The record can be saved if there
are triggers and the override button appears on the window. To save the
record, click Override or click Cancel to continue editing the record.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 66 of 219
If the Cancel button is selected, the Record Check/Warnings Errors window is closed
and the list of potential errors is displayed in the Messages tab of the lower pane.
7 Open Existing Records
Existing records can be called up for re-editing. There are a number of ways to call up
existing records:
•
Open Record on Local Drive
•
Load Record from Server
•
Push from the Search Tab
•
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. From the Cataloging menu, select the Open Record on Local Drive option.
This option opens a list of all local records:
2. From the pop-up dialog box, highlight the record of your choice and click the
Open button. The record is displayed in the Catalog Editor (the upper pane of
the Cataloging tab). You can now re-edit or save the record on the server (See
Editing Records on page 27 or Saving Records on page 63).
7.2 Load Record from Server
To retrieve a record that is located on the server, follow these steps:
1. Enter the system number of the record in the System Number field of the
Cataloging bar and click the arrow
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
:
Page 67 of 219
2. A copy of the record is made on your local drive and is displayed in the
Catalog Editor (upper pane) for editing (see Editing Records on page 27).
3. The record is given a temporary, local filename that begins with the prefix
"NEW" and a number.
7.3 Push from the Search Tab
You can transfer a record from the Search tab of the Cataloging module to the
Cataloging tab in order to re-edit the record.
To do so, from the Full display of the record, click Cataloging. The full display of the
record is available in the lower pane of the Show subfunction of the Search tab.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 68 of 219
The selected record is transferred to the Cataloging tab and is displayed in the Catalog
Editor (upper pane) for further editing.
7.4 Load ADM Record from Server
To retrieve the administrative record linked to the current bibliographic record,
highlight the administrative library node from the Record Manager pane (lower
section of the left pane) and choose the Load/Create Record option from the Record
Manager menu or select the same option when right-clicking on the desired node. The
associated ADM record is displayed in the Catalog Editor (upper pane):
If no administrative record is linked to the bibliographic record, the message No
record available is displayed in the administrative node (beside the library code). You
can highlight the administrative library node and select the Load/Create Record
option to create a new administrative - ADM - record automatically:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 69 of 219
7.5 Load HOL Record from Server
There are two different ways to retrieve a holdings record attached to the current
bibliographic record:
•
•
Through the Record Manager
Through the HOL Records tab of the lower pane
7.5.1 Load HOL Through the Record Manager
To retrieve a holdings record through the Record Manager, highlight the desired
record (leaf) under the holdings node and choose the Load/Create Record option from
the Record Manager menu or select the same option when right-clicking on the
desired leaf. The associated holdings record is displayed in the Catalog Editor (upper
pane):
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 70 of 219
The record is displayed in the Catalog Editor (upper pane) for further editing.
You can add new holdings records by highlighting the holdings library node and
selecting the Load/Create Record option. The new record is created automatically and
displayed in the Catalog Editor for further editing.
If the Activate flag of the [HolOwnTextDefaults] section of the catalog.ini file is set
to Y, when holdings records are created the Enter Owner Information window is
displayed.
This window enables you to define the owner of the holdings record, that is, the
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 71 of 219
sublibrary to which the record belongs. In addition, you can add a note. When you are
finished filling in the form, click OK. The information is automatically stored in the
OWN field of the holdings record in the following format:
OWN
$$a[sublibrary code]
$$n[note]
The Save Default button can be used to save the information about the owner and
apply it to each new holdings record that is created. To save the owner information,
click the Save Defaults button before clicking OK.
Refer to "OWN" Field on page 88 for more details on the OWN field.
7.5.2 Load HOL Through the HOL Records Tab
To retrieve a holdings record through the HOL Records tab, select the HOL Records
tab from the lower pane or choose the Select HOL Record option from the Edit Menu
that automatically displays the HOL Records tab:
The HOL Records tab lists the holdings records linked to the record displayed in the
Catalog Editor. This tab also enables you to access a selected record for editing and to
create new holdings records.
To load a holdings record, highlight the selected record from the list and click Edit.
The record is loaded and displayed in the Catalog Editor for you to edit.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 72 of 219
To create a new holdings record, click Create. The new record is automatically
created. Note that as stated above, if the Activate flag of the [HolOwnTextDefaults]
section of the catalog.ini file is set to Y, when holdings records are created, the Enter
Owner Information window is displayed. Refer to the above section for more details
on this option.
To edit the new record, click Edit.
8 Locking Records
This chapter includes the following sections:
• Impact on Other Uses
• Unlocking Records
• Automatic Unlocking
The system does 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 can 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 can only lock a record that has a system
number assigned to it.
To lock the current record, choose the Lock Record option from the Cataloging menu.
The record will be locked and the phrase "Locked by current user" is displayed in the
Cataloging bar. You can immediately continue editing the record:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 73 of 219
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
will be 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 in
the Cataloging bar:
8.2 Unlocking Records
To unlock a record that you have previously locked, choose the Unlock Record from
the Cataloging menu. The record will be unlocked and the message in the Cataloging
bar informing you that it was locked disappears.
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 74 of 219
8.3 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.
9 Deleting Records
There are four options for deleting records:
•
•
•
•
Delete New* Records from Local Drive
Delete Record from Local Drive
Delete Record from Server
Total Delete
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 Cataloging menu. A pop-up dialog box will be displayed for you to fill in the new
name for the record.
Enter the new file name and click OK. 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 driver. To do this, follow
these steps:
1. Choose the Delete New* Records option from the Cataloging menu. You will
receive a prompt asking if you are sure you want to delete.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 75 of 219
2. Click Yes. All "New..." records will then be deleted without a further
message.
New records can be deleted automatically by the system by setting the interval (in
days) for records that have not been updated/created to be deleted. The interval can be
set through the DeleteTempDocumentsInterval variable of the catalog.ini file of the
catalog/tab directory.
9.2 Delete Record from Local Drive
To delete a record from your local drive, follow these steps:
1. Select the Open Record on Local Drive option from the Cataloging menu.
This option opens the dialog box that lists all local records.
2. Highlight the desired record and click Delete. You will receive a prompt
asking if you are sure you want to delete the record. If you want to delete the
record, click Yes.
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:
1. Enter the system number of the record to be deleted in the System Number
field of the Cataloging bar and click the arrow
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
.
Page 76 of 219
Skip this step if the record you wish to delete is the one currently being
displayed.
2. From the Edit menu, choose the Delete submenu and select the Delete Record
From Server option. You will receive a prompt asking if you are sure you
want to delete:
3. Click Yes. 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/Search indexes will also be removed.
4. 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 site, 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 OPAC and Search function.
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 77 of 219
In this case, click Cancel. The Record Check/Warnings Errors window is
closed and the list of associated records is displayed in the Messages tab of the
lower pane.
For linked holdings and administrative records, you can use the View Related
button to retrieve the selected 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
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 78 of 219
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.
9.4 Total Delete
You can delete Bibliographic records from the server through the Record
Manager (lower section of the left pane) by selecting the Total Delete option
from the Record Manager menu or by selecting the same option when rightclicking on the bibliographic node:
You receive a prompt asking if you are sure you want to delete the record:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 79 of 219
Note that the Total Delete option deletes not only the bibliographic record but
also deletes all associated records. Similar to the Delete from Server option,
you can set up the system so that, when you try to delete a record using this
method, the system checks 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 receive a message listing
them and - depending on the setup - you will be unable to delete the record.
10 Special Fields
This section covers special fields and ALEPH-specific fields:
• External link - Field 856
•
LKR Field
•
"OWN" Field
•
852 - Location Field
•
853 and 853X - Publication Schedule
•
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.
Following is the list of subfields that are used by ALEPH to create the link:
Subfield
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 subfield $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 Identifier (contains the URI). If subfield $u is present, it
overrides the information stored in subfields $a, $d, $f, $p. Note that if needed, both the field and/or subfield $u can be repeated.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 80 of 219
Special ALEPH subfields in the 856 field are:
Subfield
4
Description
A copyright message is displayed when executing the 856 external link
through the Web OPAC. If subfield $4 is added to the field, the message is
not displayed.
Note that if the show_copyrights flag in the www_server.conf file is set to
Y, then the copyrights message is always displayed, whether or not
subfield $4 is present in the records. If the flag is set to N, then the
copyrights message is not displayed, even if the records do not contain
subfield $4. 9
Code for type of program (for example, "htm" for HTML files; "doc" for
Word files). This subfield is needed for display from the Search module.
Assigns "HTM" by default if the subfield is not present. URLs can be defined in fields other than field 856. Subfield $u (URI) can also be
defined for the following fields:
In bibliographic records:
505
506
514
520
530
540
545
552
555
563
583
(Formatted Contents Note)
(Restrictions on Access Note)
(Data Quality Note)
(Summary, Etc.)
(Additional Physical Form Available Note)
(Terms Governing the Use and Reproduction Note)
(Biographical or Historical Data)
(Entity and Attribute Information Note)
(Cumulative Index/Finding Aids Note)
(Binding Information)
(Action Note)
In authority records:
670 (Source Data Found)
678 (Biographical or historical data)
Define Application
In addition, you must define the application to be invoked for running the program or
displaying the file. For the Search function (tab), this is done in the ALEPHCOM.INI
file, which is located in the ALEPHCOM/TAB directory. The relevant section in the
ALEPHCOM.INI file is called >([[email protected]
10.2 LKR field
The ALEPH system holds information in different types of records and different types
of "libraries" (databases). For example, a standard system has a bibliographic
database for storing bibliographic data, and an administrative database for storing
administrative data.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 81 of 219
The total picture of a record is dependent on the links between the other records in the
system. The LKR field is an ALEPH field used to create these links.
Links in ALEPH can either be system-generated (for example, links of copies to a
bibliographic record), or user-generated (for example, links between two
bibliographic records and/or a bibliographic record and items that belong to another
bibliographic record).
System-generated Links
When creating a holdings or an administrative record for the bibliographic record in
the Catalog Editor, the new record automatically includes the LKR field.
The following is an example of an LKR field for an administrative record. Note that
subfield $a of the LKR field (administrative record) is set to ADM and subfield $b
contains the system number of the bibliographic record.
Subfield $a of the LKR field of holdings records is set to HOL.
User-generated Links
You can use the LKR field to create links from one bibliographic record to another,
for example, for analytical purposes, for changed titles for serial publications, and so
on. The available 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 only cataloged in one of
the records; the system creates the other side of the link.
Subfield
a
Description
Value Use
UP
An up link to another bibliographic record. A record can have only
one link of this type. A DN link is automatically built in the
opposite direction. © Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 82 of 219
DN
A down link to another bibliographic record. Multiple links are
possible. An UP link is automatically built in the opposite direction.
PAR A parallel link from one bibliographic record to another. A PAR
link is automatically built in the opposite direction. 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 subfield $b for this type of link contains the system
number of the bibliographic record to which the record is linked
(unlike the ITM type link). ITM The ITM link creates a link between one bibliographic record and
the items of another bibliographic record. The item filter fields ($y,
$v, $p, and $i must be used for this type of link.
*Note that subfield $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 s
Sort sequence; can be alphanumeric (more information on the way this field
affects the display of the link can be found in tab_fix_z103) v
Volume link y
Year link Up and Down Links
The DN (down) link creates a down link from the record that has the LKR field to the
record to which it is linked. An UP (up) link is created automatically from the linked
record back to the record with the LKR field.
The UP (up) link creates an up link from the record that has the LKR field to the
record to which it is linked. A DN (down) link is created automatically from the
linked record back to the record with the LKR field.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 83 of 219
Note that it is standard to catalog LKRs of type DN to create the UP-DN relationship
and not the opposite (in other words, LKR of type UP).
The following is an example of a DN link:
The LKR field enables access from one record to the other. The following is the Web
OPAC display of the cataloging records shown above:
Parallel Links
The PAR (parallel) link creates a parallel link from one record to another.
The following is an example of a PAR link:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 84 of 219
The records above are displayed in the Search function as follows:
ITM Links
The ITM link creates a link between a bibliographic record and the items of another
bibliographic record.
The following is an example of an ITM link. In this example, Civilizations of the
Americas is the first volume of the series The History of the World. The items for all
volumes are managed under the record for The History of the World.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 85 of 219
In the above example, you can see via the Record Manager that the record does not
have any attached items. In addition, note that subfield $b contains the system number
of the administrative record attached to the bibliographic record for The History of the
World and subfield $v (volume) is used as an item filter. In other words, as shown
below, the record The History of the World has five items attached but only Volume 1
is linked to the record for Civilizations of the Americas.
In the Web OPAC, Civilizations of the Americas is displayed as follows:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 86 of 219
Analytic Links
The ANA (analytic) link creates a link between two bibliographic records and the
items of one of the records. This type of link creates both ITM and UP-DN links.
The following is an example of an ITM link. In this example, Civilizations of the
Americas is the first volume of the series The History of the World. The items for all
volumes are managed under the record for The History of the World.
In the above example, you can see via the Record Manager that the record does not
have items attached. In addition, note that subfield $b contains the system number of
the bibliographic record for The History of the World and subfield $v (volume) is used
as an item filter. Following is the Web OPAC display for The History of the World
and for Civilizations of the Americas.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 87 of 219
Note that values entered in subfield $a must be in uppercase.
It is possible to set up the system to check the validity of the library and document
number in the LKR field. To do this, the System Librarian must include the
"check_doc_lkr" program in the standard check routines setup.
10.3 "OWN" Field
The OWN field is a special ALEPH field that can be used in different ways:
•
It can be used to control update access to all types of MARC records.
•
It can be used in holdings records to define the "owner" of the record.
•
It can be used as a filter for displaying Holdings records in the record manager
and in the HOL records tab in the screen's lower pane.
10.3.1 OWN - Access Control Usage
The OWN field can be 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).
Select the Cat. Own ID from the list, by clicking the arrow to the right of the field.
Access permission is defined through the Privileges function by assigning the
cataloger the following:
1. A default value for the OWN field of new records created by the cataloger
(Cat. OWN ID)
2. A default value that will be checked against the OWN field(s) of the records
accessed by the cataloger for update authorization (Cat. OWN Permission).
The following is an example of the OWN values assigned to the cataloger
Gary:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 88 of 219
Cat. OWN ID
The Cat. OWN ID defines the default value for the OWN field of new records. The
following is an example of a record cataloged by Gary:
The OWN field is automatically added to the record by a fix program
(fix_doc_own_1).
Cat. OWN Permission
The Cat. OWN Permission is the cataloger's value checked against the OWN field(s)
of the record accessed by the user.
Authorization to update a record is given when the Cat. OWN Permission of the
cataloger is equal to any of the OWN fields of the record.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 89 of 219
When a user who is not allowed to update a record retrieves the record from the
server, the following is displayed:
When a user who is not allowed to update a record tries to update the record, the
following is displayed:
If a catalog proxy is assigned to the user, 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).
10.3.2 OWN - Holdings "owner"
The OWN field can be used in holdings records to define the "owner" of the record, in
other words, the library/sublibrary to which the record belongs.
If the Activate flag of the [HolOwnTextDefaults] section of the catalog.ini file is set
to Y, when holdings records are created the Enter Owner Information window is
displayed.
This window enables you to define the owner of the holdings record, that is, the
sublibrary to which the record belongs. You can also add a note. When you have
finished filling in the form, click OK. The information is automatically stored in the
OWN field of the holdings record in the following format:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 90 of 219
OWN
$$a[sublibrary code]
$$n[note]
The Save Default button can be used to save the information about the owner and
apply it to each new holdings record that is created. To save the owner information,
click the Save Defaults button before clicking OK.
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 variable in tab100 of the administrative and holdings libraries (X852-ITEMOVERRIDE) determines whether or not the holdings record is the master record for
location information. If the variable is set to Y, the system will always override the
location information (sublibrary, 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 designated as having a temporary location.
The following information will be overridden:
•
Item sublibrary by subfield $b of the 852 field.
•
Item collection by subfield $c of the 852 field.
•
Item call number type by the first indicator of 852 field.
•
Item call number by subfields $h, $i, $j, $k, $l, and $m of the 852 field.
•
Item copy number by subfield $t if the subfield contains a copy number and
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, subfields $b (sublibrary) 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 subfields $h
(classification part) and $i (item part).
If the variable CREATE-852-HOL in the tab100 table of the holdings library is set to
Y when a holdings record is created, data from the bibliographic record is used as the
default for the contents 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##"
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 91 of 219
"060##"
"070##"
"082##"
"086##"
•
For "099##" OR "098##" OR "086##" subfield $a is copied to subfield $h of
the new 852 field.
•
For all other fields, subfield $a is copied to subfield $h, and subfield $b is
copied to subfield $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.
10.5 853/4/5 and 853x/854x/855x Publication Prediction
The 853/4/5 and 853X/854X/855X fields of the administrative or holdings record are
used to define publication prediction and to create issues for serials. Refer to the
Serials module in the ALEPH User Guide for an explanation of these fields.
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 administrative record:
$1
$2
$3
$4
$5
$6
$7
$8
$9
-
Item sequence number
Sublibrary
Collection
Call number
Item status
Item process status
Second call number
Material type
Temporary location flag
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 92 of 219
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 $$aDELETED field can be used to indicate that the record is "deleted" but
without deleting all the fields in the record. In spite of the fact that the indexable
fields remain in the record, index entries for them are removed to prevent the display
of these records in the Web OPAC and in the Search function of the GUI.
The STA $$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.
11 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 record currently displayed in the
Catalog Editor (upper pane of the Edit Records function). To create them, choose the
Create Template on Local Drive option from the Cataloging menu. A pop-up dialog
box is displayed for you to fill in the name of the new template:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 93 of 219
Click OK. 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 Cataloging menu. Note that the template is only available for the station
from which it was created).
Local templates are stored in the Catalog/Templates directory on your PC. To remove
a local template, search for the template under this directory and delete the file.
11.2 Library-dependent Templates (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.
12 Importing Records
You can convert external records into ALEPH format and import them into your
system. You do this using the Import Records subfunction. This option is accessed by
selecting the Import Records node from the Cataloging tab:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 94 of 219
To convert and import records, follow the steps below:
1. Enter the name of the file you want to convert in the Input File field of the
upper pane, or click the button at the right side of the field to select the drive,
directory and filename of the file from the Open an Input File window:
2. Select the conversion program to be used to convert the file from the Convert
Procedure drop-down menu and click Convert. A new file with the converted
records is created:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 95 of 219
The filename of the new converted file is displayed in the Output files list of the upper
pane.
The list of converted records is also displayed in the upper pane. The contents of the
currently highlighted record are displayed in the lower pane.
If you want to edit a record after the conversion, highlight the desired record and click
Edit. The system automatically switches to the Edit Records subfunction of the
Cataloging tab. A copy of the converted record is displayed in the upper pane, ready
for you to edit:
Note that more than one record can be selected at the same time by pressing the Ctrl
key while pointing at the pertinent records and clicking the left mouse button. When
multiple records are selected for editing, the lower pane is left empty. After you click
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 96 of 219
Edit, the system transfers the records to the Edit Records subfunction for further
editing.
If you do not want to edit the records immediately, you can edit converted records
later by accessing the Import Records function once again. Converted files are kept
unless the Remove button is clicked. In the following example, there are four different
files with converted records:
To view the records in a file, select the file from the Output list. To remove a file,
click Remove.
13 Overview Tree
This chapter includes the following sections:
•
Full Screen
•
Split Mode
The Overview Tree shows the records in the system that are related to the cataloging
record being edited (which is shown in the Catalog Editor - upper pane). For example,
it displays the holdings records, the administrative record, and the items,
subscriptions, orders and loans attached to the selected cataloging record. The
information is displayed in tree structure.
In a multi-ADM environment, the ADM and HOL libraries displayed in the tree are
filtered according to the ADM library assigned to the connected staff user. For
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 97 of 219
example: if the connected staff user is assigned to XXX50 ADM library, the ADM
library displayed in the tree will be XXX50. If the connected staff user is a super staff
user and is therefore assigned ADMIN in the User Library field, (for example,
ALEPH/ALEPH), then all the ADM libraries which are related to the BIB library will
be displayed.
To view the Overview Tree of a record, call up the desired record and select the
Overview Tree option from the Cataloging menu or click the Overview Tree icon
from the Cataloging bar. The Overview Tree is displayed in the upper pane as
follows:
To close the Overview Tree and switch back to the cataloging record, select again the
Overview Tree option from the Cataloging menu or click the Overview Tree icon
from the Cataloging bar.
13.1 Full Screen
The Full Screen option enables you to display as much as possible on the screen of the
Overview Tree.
To view the current tree in Full Screen mode, select the Full Screen option from the
Cataloging menu or click the Full Screen icon
from the Cataloging bar. When this
option is selected, the lower pane is not shown and the Overview Tree takes up the
upper and lower pane:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 98 of 219
If the option is selected once again, the navigation pane is not shown and the
Overview Tree takes up the whole screen:
To turn off the Full Screen mode and switch to the standard view, select again the Full
Screen option from the Cataloging menu or click the Full Screen icon from the
Cataloging bar.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 99 of 219
13.2 Split Mode
The Split Editor Mode option enables you to split the Catalog Editor into two sections
for viewing and/or editing two cataloging records simultaneously. It also enables you
to view the Overview Tree of two records at a time.
To switch to Split Editor Mode, select the Split Editor Mode option from the
Cataloging menu or click the Split Editor Mode icon
from the Cataloging bar:
While the two trees are displayed, you can move item and/or acquisition orders and/or
serial subscription records from one administrative record to the other. You do this by
using the mouse for drag-and-drop operations from one tree to the other. You can also
move an administrative record from one bibliographic record to another
administrative record of a different bibliographic record. The function moves all
items, subscriptions and orders. It also moves all holdings records which are
connected to the items and subscriptions.
To turn off the Split Editor Mode and switch to the previous view, select again the
Split Editor Mode option from the Cataloging menu or click the Split Editor Mode
icon from the Cataloging bar.
14 Record Manager
The Record Manager (lower section of the left pane) displays information regarding
the record currently being edited in the Catalog Editor (upper pane of the Cataloging
tab). The information is displayed in tree structure after opening a record from the
server or after saving a new record. Note that the pane is left empty when editing
records that have not been sent to server.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 100 of 219
The purposes of the Record Manager are the following:
•
The Record Manager shows the records in the system that are related to the
record currently being edited. For example, it displays the administrative
record, the items and the holdings records attached to the selected
bibliographic record. Note that the display in the Record Manager is limited to
800 lines.
•
The Record Manager provides access to the records associated to the record
currently being edited. This is done by selecting the desired node and choosing
the Load/Create Record option from the Record Manager menu or by selecting
the same option when right-clicking on the desired node.
•
o
To edit the administrative cataloging record,
administrative node and click Load/Create Record.
highlight
the
o
To edit a holdings cataloging record, highlight the desired record (leaf)
under the holdings node and click Load/Create Record.
The Record Manager enables the creation of administrative and holdings
records.
If no administrative record is linked to the bibliographic record, the message
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 101 of 219
"No record available" is displayed. As explained above, when the Load/Create
Record option is selected while highlighting the node of the administrative
library, the administrative record linked to the current bibliographic record is
retrieved and displayed for editing. If no administrative record is available,
this option automatically creates the record and displays it for editing.
For holdings records, when the Load/Create Record option is selected while
highlighting the node of the holdings library, a new holdings leaf is displayed
under the node. In other words, a new record is created and displayed in the
Catalog Editor for editing.
•
The Record Manager provides access to the Items function (Items tab) of the
Cataloging module. The Items node is displayed under the administrative
library node (for example, USM50). Double-clicking the Items node enables
you to view and/or add information about copies to the current record. You
will be transferred automatically to the Items function (Items tab) of the
Cataloging module. The Items node also lists the items available for the
current record. Double-clicking an item transfers you to the Items tab and it
enables you to view the specific copy information of the selected item.
Note that if no administrative record is linked to the current record, when
double-clicking the Items node, an administrative record is automatically
created.
In a multi ADM environment the ADM and HOL libraries displayed in the
tree are filtered according to the ADM library assigned to the connected staff
user. For example, if the connected staff user is assigned to XXX50 ADM
library, the ADM library displayed in the tree will be XXX50. If the connected
staff user is a super staff user and is assigned ADMIN in the User Library
field, (for example, ALEPH/ALEPH), then all the ADM libraries which are
related to the BIB library will be displayed.
15 Cataloging Services
Each service is identified in the Batch Log and Batch Queue by its procedure name.
15.1 Retrieve Catalog Records
15.1.1 Retrieve Catalog Records (ret-01)
This service enables you to retrieve particular records. The document numbers can be
saved in a file and afterwards printed out. To see the entire record, use one of the
"Print" services.
15.1.2 Retrieve Records Using CCL (ret-03)
This service retrieves records using CCL - Common Command Language.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 102 of 219
15.1.3 Retrieve Catalog Records by Date (ret-04)
This service enables you to retrieve records that were created or updated on a specific
date. It retrieves records based on the Z13 or short doc record.
The document numbers are saved in two different files, one including only new
records created on the specific date (called yyyymmdd.open) and the other including
only records that were updated on the specific date (called yyyymmdd.update). These
two files are used as input files in the various print batch services. The output files can
be found in the $alephe$scratch directory.
15.1.4 Cross Files (ret-10)
This service crosses two input files using Boolean operators. The input files must be
files that resulted from one of the retrieve services. The service produces a new output
file that includes the results of the Boolean operation.
15.1.5 Print Catalog Records - Custom Format (print-01)
This service enables you to save in a file or print out the entire record for a group of
documents that have been found using the "Retrieve Catalog Records" service (ret-01)
(and perhaps also sorted using the "Sort Catalog Records" service (ret-21)), or saved
in the Search GUI or Web OPAC using the "Save on Server" function.
15.1.6 Print Catalog Records - Columnar Format (print-08)
This service enables you to see columns of information for records that have been
found using the "Retrieve Catalog Records" service (ret-01) (and perhaps also sorted
using the "Sort Catalog Records" service (ret-21)). The information can be saved in a
file or printed out.
15.1.7 Print Catalog (print-04)
This service enables you to print catalog records, one after the other, on regular-sized
sheets of paper that can then be bound together and used for reference.
15.1.8 Print Catalog Records with "Non-preferred" Headings (print-05)
This service retrieves and prints catalog records that are potentially incorrect, based
on the fact that they include a heading field that is a cross-reference to another
heading in the headings list. For example, this service might produce bibliographic
records that have "Clemens" as the author, in spite of the fact that in the author
headings list "Clemens" has a "see" reference to "Twain".
15.1.9 Print Bibliography (print-09)
This service enables you to print catalog records organized in the manner of a
bibliography. Note that the output consists of raw XML only - that is, it requires
formatting by an external program. Examples of uses for this service are:
•
A catalog of new acquisitions, over a time period, sequenced by class mark
•
A catalog of AV materials in the library
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 103 of 219
•
A national bibliography
•
An index to journal articles
The companion service, "Print Index" (p-print-10) prepares indices to the
bibliography. The records in the bibliography and indices are sequenced according to
a headings (ACC/Z01) list. The system actually checks each heading in the list,
choosing the catalog records that are contained in the input file for inclusion in the
bibliography. If no records are chosen for a heading, the heading itself is also not
printed. The system can also print all "see" headings that are related to printed
headings.
The resulting print file is intended for regular-sized sheets of paper that can be bound
together in book format.
This service adds sequential numbering to the records chosen, in order to enable
printing indices, using p_print_10. This sequential number is made up of two parts:
subfield "a" contains the volume number (that is, this particular run and section), and
subfield "n" contains the running number within the volume. The entries in the indices
(such as author, title, subject, and so on) use this running number to refer to the entry
in the bibliographic list. In this manner, the indices can be minimal, printing the
heading followed by the sequence number. The sequential number will be added to
the relevant bibliographic records in the tag set in this service.
15.1.10 Print Index for Bibliography (print-10)
This is a companion service to "Print Bibliography" (p-print-09). It generates indices
for the bibliography. Examples of use for this utility are: indexing by authors;
indexing by titles; indexing by subjects, where the basic bibliography is in some other
sequence (such as classification).
The heading is printed, followed by the sequential number of the related bibliographic
records. This sequential number has been added to both the record and the output file
when the "Print Bibliography" service (print-09) was run.
For example, the Author Index would appear like this:
Amado, Jorge 664
Amaral, Ricardo 318 319 320 343
In this manner, the indices are minimal.
The output in raw XML can be formatted by an external program.
15.1.11 Download Machine-Readable Records (print-03)
This service enables you to save in a file or print out bibliographic information for
records that have been found using, for example:
•
The Find function from the Web OPAC;
•
One of the Retrieve services, such as "Retrieve Catalog Records" (ret-01);
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 104 of 219
(and perhaps also sorted using the "Sort Records" (ret-21) service). You can choose to
display all fields of a record or selected fields only.
15.1.12 URL Check (print-11)
This service checks subfield $u of the following fields in order to determine the
validity of an external URI/URL link.
The fields are:
•
505 (Formatted Contents Note)
•
506 (Restrictions on Access Note)
•
514 (Data Quality Note)
•
520 (Summary, Etc.)
•
530 (Additional Physical Form Available Note)
•
540 (Terms Governing Use and Reproduction Note)
•
545 (Biographical or Historical Note)
•
552 (Entity and Attribute Information Note)
•
555 (Cumulative Index/Finding Aids Note)
•
563 (Binding Information)
•
583 (Action Note)
•
856 (Electronic Location and Access)
15.1.13 Sort Catalog Records (ret-21)
This service takes an input file of document numbers and sorts them. You can define
the text by which the file will be sorted.
15.1.14 Export Holdings Records (export-02)
The Export Holdings Records (export-02) service can be used to export holdings
records. The service retrieves and builds a file of records for export based on librarian
input in field XPR in the holdings record. Note that this service is only available after
connection to a holdings library (for example, USM60).
15.2 Load Catalog Records
15.2.1 Convert MARC Records (file-01) - Step 1
This function is step 1 of a process to convert records from MARC format to the
ALEPH sequential format. Step 1 breaks down the input file into individual records
that will be converted by step 2.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 105 of 219
15.2.2 Convert MARC Records (file-02) - Step 2
This function is step 2 of a process to convert records from MARC format to the
ALEPH sequential format.
15.2.3 Convert ALEPH Sequential to MARC Communication Format (file-12)
This function enables you to convert ALEPH sequential to MARC communication
format.
15.2.4 Modify Cataloging Records File (file-08)
This service allows the user to modify a file of records in ALEPH sequential format
according to a user-specified processing script. The service takes as input a file of
MARC records that have been converted to ALEPH sequential format (for example,
by using the Convert MARC Records - Step 1 and Step 2 services). It produces two
output files. One file consists of "output" records meant for further processing or
loading into the system. The other file will contain records that have been rejected
based on criteria specified in the processing script.
This service can be step 3 of a process to convert records from MARC format to the
ALEPH sequential format. The previous steps would be "Convert MARC Records Step 1" (p_file_01) and "Convert MARC Records - Step 2" (p_file_02). The output
can be loaded into an ALEPH database using p_manage_18.
15.2.5 Convert SWETS Records (file-05)
SWETS records list the table of contents of journals. This function converts records
from the SWETS format to the ALEPH sequential format.
15.2.6 Fix and Check Catalog Records (manage-25)
This function can be used to fix and check catalog records.
15.2.7 Fix Catalog Records (manage-37)
This function can be used to fix catalog records.
15.2.8 Character Conversion (manage-22)
This service converts characters from one mapping to another. The conversion table
must be located in the $alephe/unicode directory. This service is usually used for
converting data files for import/export.
15.2.9 Load Catalog Records (manage-18)
This service loads catalog records into the system. These records may be MARC or
MAB2 records which have been converted into ALEPH Sequential Format, or records
which you have retrieved using the "Retrieve Catalog Records" function or other
available retrieve functions of ALEPH.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 106 of 219
15.2.10 Load Catalog Records - Parallel Load (manage-180)
This service loads catalog records into the system. These records may be MARC or
MAB2 records which have been converted into ALEPH Sequential Format, or records
which you have retrieved using the "Retrieve Catalog Records" function or other
available retrieve functions of ALEPH. This service is similar to the Load Catalog
Records (manage-18) service. The difference is that this service has two additional
parameters: Delete Interim Cycle Files and Processes to Create.
The Delete Interim Cycle Files parameter controls the deletion of the cycle files. This
service has two stages:
•
Reading the input file and splitting it into cycles with pre-assigned document
numbers.
•
Loading the cycle files in parallel mode.
15.2.11 Check Input File Against Database (manage-36)
This service splits an input file of documents into three output files according to user
defined matching criteria.
This function produces the following output files:
•
First file contains new records (no matching records were found in the
database)
•
Second file contains matched records (based on a unique identifier).
•
Third file contains matched records, which cannot be associated with one
single record in the database (multi-match)
Specifications for the match performed by these functions are defined in the library's
tab/tab_match table.
15.2.12 Send OCLC Records to OCLC Server (file-94)
This service loads records received from OCLC into ALEPH via the OCLC server. It
receives the OCLC records in an input file and sends them to a server port specified in
the service.
15.2.13 Load YBP Records (file-96)
The Yankee Book Peddler (YBP) service loads MARC records, creates associated
holdings, item, order, and budget transaction records, and encumbers the appropriate
fund.
15.2.14 Load MARCIVE Records (file-99)
The MARCIVE document loader is a service designed to be run by libraries on a
periodic basis as they receive MARCIVE data files. These files are normally received
on a weekly basis and then updated on a monthly basis. There are two types of
MARCIVE government document record files:
•
Weekly shipping lists - brief cataloging of the documents which the library
receives from the GPO.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 107 of 219
•
Monthly full cataloging - full government document MARC cataloging, which
may or may not correspond to the shipping list records.
15.2.15 Load BNA Records (file-98)
This is a process to convert and load BNA records. BNA records are MARC records
for both U.S./Canadian and U.K./European editions of English language titles
provided by Blackwell's technical services. There are three types of BNA records:
1. Packing List Records: MARC-formatted records, containing a brief
bibliographic description.
2. MARC Records: Cataloging records derived from LC MARC, CAN MARC,
or UK MARC records are provided for both U.S./Canadian and
U.K./European English language titles.
3. MARC-PLUS Records: Cataloging records as described above with the
addition of 9xx fields containing Approval profile data, book invoice data, and
fund data, are provided for both U.S./Canadian and U.K./European English
language titles.
15.2.16 Pre-process Input File of Records Before Load (manage-39)
The purpose of this process is to filter an input file of records before loading them to
the database (using, for example, the Load Catalog Records - manage-18 - service),
when the input file includes records that are identified as "unwanted" in LDR/22, or
includes records that are duplicated within the file.
This service splits the input file of documents into three output files:
1. The first file (Output File) contains records which can be submitted to the
batch load process.
2. The second file (Duplicate Records File) contains the second and higher
iterations of duplicate records. This file should be submitted to the batch load
process after the first file, so that they can find a match, and go through
match/merge procedures.
3. The third file (Discarded Records File) contains records that should not be
loaded.
15.2.17 Create Holdings and Item Records Using Bibliographic Data (manage50)
This service can be used to create ALEPH holdings and item (Z30) records. The
information used to generate the holdings and item records is taken from fields
embedded in bibliographic records that have already been loaded into an ALEPH BIB
library (for example, using p-manage-18).
15.2.18 Merge Records (manage-38)
This service is used to merge catalog records according to merge programs defined in
the tab_merge table. It produces a report of the merged records. This service should
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 108 of 219
be run before loading catalog records into the database. The input file can contain one
of the output files produced by p-manage-36 (Match Records).
15.3 Build Indexes to the Catalog
15.3.1 Update Word Index (manage-01)
This service rebuilds the Word Index of the database. It locks the ALEPH system and
should only be run when the library is closed.
15.3.2 Update Direct Index (manage-05)
This service updates the Direct Index of the database. It locks the ALEPH system and
should only be run when the library is closed.
15.3.3 Update Headings Index (manage-02)
This service updates the Headings Index of the database. This procedure locks the
library and should only be run when the library is closed.
Note that whenever you run this service, you must run the "Alphabetize Long
Headings" (manage-17) service in order to have correct alphabetization.
15.3.4 Update Sort Index (manage-27)
This service updates the Sort Index of the database. This procedure locks the library
and should only be run when the library is closed.
15.3.5 Alphabetize Headings - Setup (manage-16)
This setup service alphabetizes the headings according to the rules for alphabetization
that are kept in the tab00.lng table and the tab_filing table.
These rules create a "filing text" by which the heading is alphabetized. The headings
are then alphabetized according to the first 69 characters of the filing text of each
entry.
The Alphabetize Long Headings (manage-17) service alphabetizes those headings
whose filing texts are longer than 69 characters.
After you run this service, always run the Alphabetize Long Headings (manage-17)
service. This service locks the library and should only be run when the library is
closed.
15.3.6 Alphabetize Long Headings (manage-17)
This service alphabetizes those headings whose filing texts are longer than 69
characters. This service locks the library and should only be run when the library is
closed.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 109 of 219
15.3.7 Update Short Bibliographic Records (manage-07)
This service updates the Short Bibliographic Records of the database. It locks the
library and should only be run when the library is closed.
Note that if the CREATE-Z00R variable of the tab100 table in the library's tab
directory is set to Y, this function also updates/creates Z00R records. The Z00R table
contains separate Z00R records for each of the fields in all documents of the database.
This information can be used for statistical purposes.
15.3.8 Update Indexes for Selected Records (manage-40)
This service writes the requested document numbers in the Z07 Oracle table, after
which the records are re-indexed through the library's usual updating process (ue_01).
15.3.9 Build Counters for Logical Bases (manage-32)
This service builds the counters for logical bases. It should be run after building a
Headings index (manage-02), if your database setup is configured for using this
counter.
15.3.10 Update Brief Records (manage-35)
This service updates and creates brief records. It locks the ALEPH system and should
only be run when the library is closed.
15.3.11 Create Links Between Records (manage-12)
This function creates links between records of the database. It locks the library and
should only be run when the library is closed.
15.4 Catalog Maintenance Reports
15.4.1 Delete Unlinked Headings (manage-15)
If you have connected to a bibliographic library, this service deletes headings that are
not linked to bibliographic records. If you have connected to an authority library, this
service deletes headings that are not linked to authority records.
15.4.2 List Unauthorized Headings (auth-03)
This service generates a report listing the headings in the bibliographic library that are
not linked to headings in the authority library.
15.4.3 Detect Similar Headings (manage-26)
This service detects similar headings whose filing texts are identical. It detects
headings
that
are
probably
the
same
except
for
punctuation.
This service can run on all the indexes (Check All Headings option) or on a specified
code (Check Headings by Code + Choosing a Code).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 110 of 219
15.4.4 List Headings Having Multiple Document Records (auth-04)
This service creates a report that lists the bibliographic and/or authority headings
present in more than one record.
Note that since ALEPH requires that only one authority record be linked to a heading,
this report can be especially useful in the authority database.
15.5 Catalog Maintenance Procedures
15.5.1 Fix and Check Catalog Records (manage-25)
This function can be used to fix and check catalog records.
15.5.2 Delete Unlinked Headings (manage-15)
If you have connected to a bibliographic library, this service deletes headings that are
not linked to bibliographic records. If you have connected to an authority library, this
function deletes headings that are not linked to authority records.
15.5.3 Alphabetize Long Headings (manage-17)
This service alphabetizes those headings whose filing texts are longer than 69
characters. This service locks the library and should only be run when the library is
closed.
15.5.4 Global Changes (manage-21)
This service enables you to make a change in all catalog records that meet your
selection criteria. Alternatively, you may choose NOT to change the records at this
time, but only to produce a report of records that are eligible to be changed according
to the criteria you enter in this form.
15.5.5 Delete "CAT" Fields (manage-13)
This service updates records by deleting the "CAT" fields that are no longer needed.
The "CAT" field contains information about the date and time of the record creation
or update ($$c, $$h) and cataloger username ($$a).
15.5.6 Create/Update Z106 Table for "CAT" Field (manage-19)
This service creates or updates the Z106 Oracle database table that contains
information about the "CAT" field of a record. You can then use SQL commands to
retrieve records that were created or updated by a particular cataloger.
15.5.7 Delete Bibliographic Records Including Related ADM/HOL Records
(manage-33)
This service deletes bibliographic records found using one of the retrieve functions
(for example, using the "Retrieve Catalog Records" batch process). This service also
delete all records (for example, items, orders, loans, holds, and so on) linked to these
bibliographic records.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 111 of 219
15.5.8 Copy Tags to Linked Records (manage-55)
This service can be used to copy tags from one library type to another (the tags are
copied from the selected records to the associated records in the target library). This
service can be used, for example, to transfer holdings information from the
bibliographic record to the linked holdings record.
15.5.9 Load PALAS Shelfmark (manage-45)
This batch service inserts a shelfmark into the $$ 852 j field of a holdings record. The
shelfmarks are generated in a file by the PALAS system. The job accepts as a
parameter a file name located in $data_scratch. Each line in the file contains the
holdings record number, a comma, and the shelfmark.
Example: 000001234,YA.1998.b.4722
15.5.10 Update Cataloging Records (file-95)
This service updates existing Cataloging records in the database with input records in
pseudo-MARC format.
The incoming record must include the record's system number in the 001 field and a
field from the record in the database that is to be matched.
The program supports the following functions:
•
MAT (MATCH) - matches the line in the input file with a line in the record.
The match is on the tag and indicators as well as on the contents. The matched
field is deleted after matching if the database is updated.
•
ADD (ADD) - adds the new field if the line is matched.
15.6 Union Catalog / Union View
15.6.1 Create Equivalencies Table (union-01)
This service builds empty equivalencies records (Z120) for each bibliographic record.
The equivalencies table (Z120) stores record equivalencies - that is, it stores a list of
system numbers of records that the equivalency algorithm determines to be
equivalent. The data in this Oracle table is used to create de-duplicated search results
and merged display.
15.6.2 Populate Equivalencies Table (union-02)
This service populates empty equivalencies records (Z120).
Empty equivalencies records are built for each bibliographic record by the Create
Equivalencies Table (union-01) service after initial conversion and data load.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 112 of 219
15.6.3 Rebuild Record Equivalencies (union-04)
This service rebuilds record equivalencies for records that have equivalencies records
(Z120) flagged N for update.
The equivalencies table is populated by the Populate Equivalencies Table (union-02)
service. This service sets the Update flag to C (checked). When records are changed,
deleted or added, the old equivalencies cannot be kept and the equivalencies table for
these records must be updated. For this reason, new/updated records are flagged N for
update. This service updates the equivalencies table for these records.
15.6.4 Convert Records (union-03)
The Convert Records (union-03) service converts files of incoming records for further
load to the Union Catalog. There are three stages to record conversion:
•
Conversion from the incoming format into ALEPH sequential
•
Field-by-field data conversion or enrichment
•
Record validation
15.6.5 Load Records to Union Catalog (union-13)
The Load Records to Union Catalog (union-13) service takes records that have
already been converted, fixed and validated, and loads them into the ALEPH Union
Catalog database. The records for load are taken from the converted directory of the
contributing library or organization (input stream). The load process itself does the
following; loads new records, overlays or deletes existing records, indexes new and
updated records, and builds empty equivalencies records (Z120) or flags existing
equivalencies tables for update.
15.6.6 Purge Identical Records (union-07)
This service finds duplicate SID fields and selects the most recent using the 005 field.
Earlier versions of the same record are purged (removed completely from the
database). If 005 fields are equal, the record with the newest system number is
selected.
We recommend that you run this service following the first load of records into the
union catalog after your site has gone into production.
15.7 Manage Database Tables
15.7.1 Count Library Tables (manage-06)
This service provides information about the size of tables and the number of records
in each table. An output file called count_report.lst is created automatically and
can be found in the library's scratch directory.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 113 of 219
15.7.2 Organize Database Tables (manage-08)
This service organizes database tables. Run this service after you have batch-loaded a
large number of records, or after every 20,000 records have been added to the system.
15.7.3 Export Database Tables (file-03)
This service enables you to export library tables and save them in a file. Since the
tables are only being copied, the system will continue to function properly. Note that
the library tables are data files in the ALEPH format and not Oracle tables.
Use this service to reorganize the location of files on your computer hardware.
15.7.4 Import Database Tables - Without Checks (file-04)
This service imports data into the library's Oracle tables. The import file must be in
ALEPH sequential format. Use this service to import a data file which is in ALEPH
sequential format.
15.7.5 Import Database Tables - With Character Conversion (file-04-cv)
This service uploads information from sequential files and converts the information
into the Oracle table format.
This routine is similar to the Import Database Tables - Without Checks (file-04)
service. The difference is that this program is used to perform character conversion to
the sequential file before converting the information into the Oracle table format.
15.7.6 Import Database Tables - With Checks (file-06)
This service uploads information from sequential files and converts the information
into the Oracle table format. This service uploads the records one by one and the user
may set the procedure to perform standard checking and correcting routines.
This routine is similar to the Import Database Tables - Without Checks (file-04) that
does not have an option to check and correct the records and loads them in big
chunks. It is usually recommended to use this service for conversion purposes.
15.7.7 Check for Duplicate Keys (file-09)
This service is used to check for duplicate keys in the database tables. The service
produces a scratch log file in which any duplicate keys are listed. The log file is
located in $alephe_scratch.
15.8 General
15.8.1 Print Trigger Report (com-01)
This service produces a printout of triggers.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 114 of 219
15.8.2 Count of New and Updated Catalog Records - by Cataloger (com-02)
This service produces a report that contains the number of new and updated catalog
records by cataloger.
15.8.3 Restart Server (sys-01)
This service stops a server and restarts it. The server that is stopped is selected by the
user and can be the pc_server, www_server or the oclc_server. When run, the service
will stop the existing server running on the default port and start a new one on the
same port.
15.8.4 Rebuild HTML Pack (sys-02)
This service rebuilds the html.pck file after you edit a form or a letter in the
form_eng directory. In order that any changes to these files appear, you must run this
service.
15.8.5 Update Tables Package (sys-03)
This service 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 and the AlwaysImportFiles flag in alephcom.ini
(under [Package]) is set to "N", then the user is prompted to update the tables on the
client. If the dates are different and the AlwaysImportFiles flag is set to "Y", then the
tables are imported automatically. Among other tables/files, the catalog directory
contains cataloging forms (for example, 008_bk.lng for MARC 21), cataloging
templates (for example, 008_bk.lng for MARC 21), help files (in the HTML
subdirectory), codes for the FMT field (formats.lng), field contents for fixed text
fields (tag_text.dat), lists of valid tags and aliases (codes.lng), and so on.
16 System Librarian
16.1 Record Formats
In ALEPH, every record in the system must be assigned a Record Format. This
information is kept in the FMT field which is an ALEPH-specific field. In the
Cataloging module, the content of the FMT field (in other words the record format) of
the record in the Catalog Editor is displayed in the Cataloging bar. The record format
is consulted by various functions in the system, such as the display of online tag
information, checking procedures, input forms, templates, and so on. For example, the
values in the MARC 21 008 field depend on the record's format, and therefore there
are separate input forms according to the format of the record (a form for BK, a form
for SE, and so on). Although formats can be added, this is not recommended because
of the amount of setup and upkeep this entails. Note that for more granularity in
"format type", you can use the expand_doc_type expand program to create a TYP
field with values which can be used for indexing and display in addition to or instead
of the FMT.
The list of the available record formats is defined in the formats.lng table located in
the library's pc_tab/catalog directory.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 115 of 219
Following is a sample of the formats.lng 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. This code is displayed in the Cataloging bar of
the Cataloging module for the record in the Catalog Editor.
•
Column 2 - ALPHA
ALPHA code. Must always be L.
•
Column 3 - Description
Enter a description for the format. This can be up to 20 characters long.
16.2 Templates
There are two types of cataloging templates: local templates and library-dependent
templates. Local templates are only available for the station on which they are
created. Library-dependent templates are available to all librarians cataloging in the
library.
16.2.1 Creating Local Templates
To create a local template, perform the following steps:
1. Open a cataloging record to serve as the basis for your local template.
2. Open the Cataloging menu and choose Create Template on Local Drive.
3. Enter the template file name and click OK. A message appears confirming that
the template has been saved. The template is now available in the list of
templates, and can be chosen from the Cataloging menu using the Open
Template option. This template can now be used as a basis to catalog a new
record.
Note that local templates are saved on the PC in the following folder of the GUI:
../Catalog/Template.
16.2.2 Creating Library-dependent Templates
To create a library-dependent template, perform the following steps:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 116 of 219
1. Add a file containing the template to the $data_root/pc_tab/catalog
directory. Give the file the extension .mrc.
2. Make sure that the file contains the following values in the following columns:
o
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 record format.
o
Column 2 - ALPHA
ALPHA code. Must always be L.
o
Column 3 - Subfield codes and contents
Subfield codes are prefixed by two dollar signs ($$). The system codes
must be defined as follows:
The value of DB is always LOCAL.
The value of SYSID is always 0.
The value of FMT is the code of the record format.
Following is a MARC 21 sample template for books:
DB
SYSID
FMT
LDR
008
020
040
080
1001
2401
2451
24611
250
260
300
440
500
502
5050
650 2
690
7001
7101
7102
7112
740
L
L
L
L
L
L
L
L
L
L
L
L
L
L
L
L
L
L
L
L
L
L
L
L
L
L
LOCAL
0
BK
^^^^^nam^^22^^^^^^u^4500
^^^^^^s2000^^^^^^^^^^^^r^^^^^000^0^eng^d
$$a
$$a
$$a
$$a $$b $$c $$d
$$a
$$a $$b $$c $$h
$$i $$a$$b
$$a $$b
$$a $$b $$c
$$a
$$a $$n $$p $$v
$$a
$$a
$$a
$$a
$$a
$$a $$b $$c $$d
$$a $$b
$$a $$b
$$a $$n $$c $$d
$$a $$h
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 117 of 219
An alternative easy way to create a library-dependent template is to create a template
locally, and then to make it available for the entire library. First create an appropriate
template on the PC (local template) and then FTP the file to the
$data_root/pc_tab/catalog directory. This ensures the proper placement of values
and the functionality of the template.
Library-dependant templates are listed, together with the local templates, in the List of
Templates window. Note that only those templates defined for the home library to
which the cataloger is connected are available. For example, if the librarian is
connected to a bibliographic library - XXX01 - the templates defined for this library
are displayed in the window. If the librarian is connected to an authority library XXX10 - templates defined for this library are listed in the List of Templates window.
16.3 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, located in the library's pc_tab/catalog directory.
The "codes" table enables you to define the following three aspects:
1. Defines whether the tag is displayed in the list of tags available in the
Cataloging module.
2. Defines whether the tag can be edited only through a form or through a form
and directly on the catalog draft.
3. Defines whether or not the tag can have subfields.
Following is an example from the table:
!1
2 3 4 5
6
7
!!!!!-!-!-!-!-!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
LDR
001
003
005
006
007
008
010
013
016
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
8
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 can be used as a
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 118 of 219
placeholder for indicators in positions 4 and 5. For example, entering 245##
includes 2451, 2452 or 24514. Fields in the "codes" table must first be defined
in the "Codes and names of MARC and ALEPH fields" table (this is done by
editing the tab01.lng table of the library's tab directory).
•
Column 2 - Display
This column defines whether 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 whether 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 fixedlength 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 - Subfields
This column defines whether or not the tag can have subfields. Values are Y
and N. If you choose Y, the cataloger will not be able to add subfields to the
field. If you choose N, the cataloger is able to add subfields to the field.
•
Column 5 - ALPHA of name tag
ALPHA code. Must always be L.
•
Column 6 - Catalog name tag
The catalog name tag (also called an alias) can be up to 16 characters long. It
can be the same name tag defined for the field in the tab01.lng table, although
it does not 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
ALPHA code. Must always be L. 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
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 119 of 219
the hotkey F5 or choosing the New field (choose from list) option from the
Edit menu.
16.4 Forms
You can define the forms that catalogers 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 record format, for example, BK for book. Refer to
Record Formats on page 115 for more information on record formats.
•
lng is the code for the language (for example, eng for English).
The exceptions are for forms for the MARC 21 field 007 and the MARC 21 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.
Sample Form #1
Following is a sample form for MARC 21 field 260:
^1^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
^2^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^&2
^3^^^^^^^^^^^^^^^^^^
^4^^^^^^^^^^^^^^^^^^
^5^^^^^^^^^^^ _30______________________________
^6^^^^^^^^^^^ _30______________________________
^7^^^^^^^^^^^ _30______________________________
###
F abc
^1=Imprint (NR)
^2=Indicators
^3=First indicator (blank,2,3)
^4=Second indicator (blank)
^5=Place of publication (a)
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 120 of 219
^6=Name of publisher (b)
^7=Date of publication (c)
Sample Form #2
Following is a sample form for MARC 21 fixed-length field 008:
^1^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
^2^^^^^^^^^^^
^4^^^^^^^^^^^
^6^^^^^^^^^^^
^8^^^^^^^^^^^
^10^^^^^^^^^^
^12^^^^^^^^^^
^14^^^^^^^^^^
^16^^^^^^^^^^
^18^^^^^^^^^^
$6$$$$
_4___
_3__
_1
_1 _1 _1 _1
_1
_1
_1
_3__
^3^^^^^^^^^^^
^5^^^^^^^^^^^
^7^^^^^^^^^^^
^9^^^^^^^^^^^
^11^^^^^^^^^^
^13^^^^^^^^^^
^15^^^^^^^^^^
^17^^^^^^^^^^
^19^^^^^^^^^^
_1
_4___
_1 _1 _1 _1
_1
_1
_1
_1
_1
_1
^20^^^^^^^^^^ _1
###
D ^^^^^^s2003^^^^^^^^^^^^^^^^^^000^^^eng^d
V
^1=008 Fixed length data elements (BOOKS)
^2=Date entered on file (00-05)
^3=Type of date (06)
^4=Date 1 (07-10)
^5=Date 2 (11-14)
^6=Publication Place (15-17)
^7=Illustration codes (18-21)
^8=Target audience (22)
^9=Form of item (23)
^10=Nature of contents (24-27)
^11=Govt.publication (28)
^12=Conference publ. (29)
^13=Festschrift (30)
^14=Index (31)
^15=Unspecified (32)
^16=Literary form (33)
^17=Biography (34)
^18=Language (35-37)
^19=Modified record (38)
^20=Cataloging source (39)
Key to Form
In general terms, the files for the forms are divided into three main sections:
•
The upper section of the file. This section is used to define the display of the
various elements of the form and to define the actual length for the input
fields. The following example is from the form for the 260 field:
^1^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
^2^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^&2
^3^^^^^^^^^^^^^^^^^^
^4^^^^^^^^^^^^^^^^^^
^5^^^^^^^^^^^ _30______________________________
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 121 of 219
^6^^^^^^^^^^^ _30______________________________
^7^^^^^^^^^^^ _30______________________________
###
•
The additional values section. The following example is from the form for the
260 field:
F abc
•
The lower section of the file. This section is used to define the actual text that
is displayed. The following example is from the form for the 260 field:
^1=Imprint (NR)
^2=Indicators
^3=First indicator (blank,2,3)
^4=Second indicator (blank)
^5=Place of publication (a)
^6=Name of publisher (b)
^7=Date of publication (c)
Visual Text Definitions (Upper and Lower Sections)
Each line in the lower section of the file should have a matching line in the upper
section. In both sections, each line must begin with the caret (^) sign followed by a
number. The match between the lines is performed according to this number as shown
in the examples below. Note that in the lower section, an equal sign (=) is added after
the matching number. To summarize, the lower section of the forms determines the
text to be displayed in the position determined by the matching line in the upper
section.
Based on the form for the 260 field, the text Imprint (NR) is displayed at the top of the
form. The following line from the lower section:
^1=Imprint (NR)
matches the following line in the upper section of the file:
^1^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
The text Indicators is displayed below Imprint (NR). The line:
^2=Indicators
matches the following line in the upper section:
^2^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^&2
The upper section not only determines the position of the text (in other words, of the
lines in the lower section); it is also used to determine the length of the display text.
This is done by the caret signs that follow the matching number. For this reason, when
creating a new form, it is important to include enough caret signs in the line of the
upper section, or the text will be cut when displayed in the Cataloging module. Note
that the caret signs are not in a relationship of one-to-one with the characters in the
text line of the lower section. This occurs especially with proportional fonts, where
the character width varies and the characters do not occupy the same amount of
horizontal space. For example, the first line in the upper section of our sample file
contains two caret signs after the matching number:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 122 of 219
^1^^
Since the width of each letter is proportional to its shape and an i is narrower than a w
in the Cataloging module, the two caret signs display up to six w's and up to twentyfour i's for the Tahoma font. For Courier New fixed font, up to five w's and five i's are
displayed.
When creating new forms, it is best to proceed on a trial-and-error basis.
The font for the text displayed in the form is defined in the font.ini file of the
directory under the WindowControls section. Note that this section
also determines the font for many other instances in the client such as buttons, edit
fields, static fields and more.
ALEPHCOM/TAB
Input Fields Definitions (Upper Section)
In addition to visual text definitions, the input fields for the forms are defined through
the upper section of the file. The following line from the form for the 260 field,
includes the text defined in line 5 of the lower section and the input field definitions:
^5^^^^^^^^^^^ _30______________________________
The lower section of the file contains the following line:
^5=Place of publication (a)
This is displayed as follows in the Cataloging module:
The input field is achieved by the following line:
_30______________________________
The line must begin with an underscore (_) character. A number that determines the
actual length assigned to the subfield (in this case, to subfield $a of the 260 field)
must follow the underscore (in this example, up to 30 characters can be entered in the
input field for subfield $$a). After the number - as with the caret sign for text - it is
necessary to define the visual definitions for the input field. This is done by adding
underscore characters that represent the visual display of the field. Note that the visual
length includes the positions defined by the first underscore and by the following
number. For example, if the line is defined as follows:
_30
then the input field is displayed in the Cataloging module as follows:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 123 of 219
The cataloger can still type up to 30 characters but only some of the characters will be
displayed (the number of characters displayed is relative to the font).
The relationship between the characters displayed in the input field and the number of
underscores is not one-to-one (as with the caret sign and the characters for the text).
Again, when creating new forms, it is best to proceed on a trial-and-error basis. For
example, if the line is defined as follows and the font used is Tahoma:
_30
then in the Cataloging module, only up to two w's will be displayed at a time, but up
to four i's can be displayed at a time:
The font for the input fields of the form is defined in the font.ini file of the
ALEPHCOM/TAB directory under the UnicodeEdit section. Note that this section also
determines the font for many other instances in the client such as the Browse and Find
edit fields.
Upper Section - Additional Information
•
Indicators: For fields that have indicators, the line for indicators must appear
before the lines for text input. The ampersand (&) sign and the number 2 are
used to indicate the two positions for the indicators. The following example is
from the form for the 260 field:
^2^^^^^^^^^^^^^^^^^^^^^&2
•
Dollar ($) sign: Indicates that the information is displayed on the screen, but
the user cannot change it. The following example is from the form for the 008
field:
^2^^^^^^^^^^^ $6$$$$
This line is used for positions 00 to 05 of the 008 field and contains the date
entered on file. This information is added automatically by the
fix_doc_tag_008_open_date fix program. Before applying the fix, this input
field is displayed as follows in the form:
Following is the display of this input field in the form after the fix program
inserted the date:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 124 of 219
Similar to the specifications for a standard field, the first character is a dollar
sign (instead of an underscore). Following this first dollar sign, the line
includes the actual length of the positions that are in display-mode only - in
this case 6 (positions 00 to 05). After the number, it is necessary to define the
visual definitions for the input field. This is done by adding additional dollar
signs that represent the visual display of the field.
•
###: Three hash signs are used to specify the end of the upper section of the
field.
Additional Values Section
The additional values section divides the upper and lower sections of the file. The
following example is from the form for the 260 field:
F abc
The following example is from the form for the 008 field:
D ^^^^^^s2003^^^^^^^^^^^^^^^^^^000^^^eng^d
V
Following
are
the
available
options
for
this
section:
F - The F line is used for non-fixed-length fields to indicate which subfields are
defined in the form. For example, the following line:
F abc
specifies that the form includes subfields $a, $b and $c. Make sure that you leave a
space between the F and the beginning of the first subfield. Do not leave a space
between subfields.
D - The D line is used for fixed-length fields to indicate the length of the field and the
default values for the form. For example, in the following line:
D ^^^^^^s2003^^^^^^^^^^^^^^^^^^000^^^eng^d
the form for the 008 field is set to 40 character positions and, as an example, the
default language in the form (positions 35 to 37) is set to "eng" (English).
Note that the whole field length needs to be specified. For this reason, positions that
are set as undefined, must be marked by using the character that is used to denote a
blank in fixed-length fields. In the above example, the caret (^) is used. This is the
standard for MARC 21 libraries. The following example is from the 100 UNIMARC
field:
D --------d--------km-y0enga0103----ba
In the above example, the character used to denote blanks is the hyphen (-). The
character used is defined in the DOC-BLANK-CHAR variable in the tab100 table of
the library's tab directory.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 125 of 219
V - The V indicates that the form should be verified for correctness before letting the
user leave the form. If errors were found, the error messages are shown in the
Messages tab of the lower pane and the system displays a prompt informing the
cataloger that checking the field reported warnings and asking if he still wants to
continue with the closure of the form.
S - The S line is used for fixed-length fields that have subfields (for example, the 100
UNIMARC field). This type of line is used to define the subfields for the form and the
length of each subfield. The following is a sample line from the form for the 100
UNIMARC field:
S a(36)
The above line indicates that the form contains subfield $a of size 36. The following
is an additional example:
S a(11)b(7)c(12)d(9)
The above line indicates that the form contains subfields $a, $b, $c, and $d. Subfield
$a is of size 11, subfield $b is of size 7 and so on.
16.5 Default Subfields
You can define the default subfields for fields by editing the marc_exp.dat table
located in the library's pc_tab/catalog directory. The subfields 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 F5
shortcut key 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 subfields, just the most common ones. This is
because the cataloger can manually add to the catalog record subfields that are not
included in the list of defaults.
Following is an example from the table:
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
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 126 of 219
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 wildcard to indicate any
indicator.
•
Column 3 - Record Format
Enter a specific record format, or use XX as a wildcard to indicate that the field
is appropriate for any format. Refer to Record Formats on page 115 for more
information on record formats.
•
Column 4 - Subfields
Enter the subfields 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 subfields, just the most
common ones. This is because the cataloger can manually add subfields to the
catalog record that are not included in the list of defaults.
16.6 Default Fields for New Record
You can define the fields that will appear automatically in a new record when the
cataloger chooses New Record from the Cataloging menu.
Default fields for new records are defined in the tagonnew.dat table located in the
library's pc_tab/catalog directory.
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 subfields
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.
16.7 Tag Information
The Tag Information tab (lower pane of the Cataloging tab) provides a guide to the
use of valid indicators, subfield codes and values for the field selected in the Catalog
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 127 of 219
Editor (upper pane). The help displayed in the Tag Information tab is defined in a
separate HTML file for each field. These help files are located in the library's
/pc_tab/catalog/html directory.
The following are the naming conventions for these files:
•
nnn_xx_lng.html is in use for undefined indicators (for example,
100_xx_eng.html)
•
nnny_xx_lng.html or nnnyy_xx_lng.html are in use for specific indicators
(for example, 853x_xx_eng.html)
y can be used to define a specific first indicator.
yy can be used to define specific indicators.
xx is the code for the record format, for example, BK for book. Refer to Record
Formats on page 115 for more information on record formats. The notation xx is used
to specify that the help is accurate for any record type.
lng
is
the
code
for
the
language
(for
example,
eng
for
English).
The following is the help file for the 260 MARC 21 field (260_xx_eng.html):
<html>
<head>
<include>style
</head>
<body>
<pre>
<div class=ct1>
260
PUBLICATION, DISTRIBUTION, ETC. (IMPRINT) (R)</div>
<div class=ct2>
Indicators
First
Sequence of publishing statements
^
Not applicable/No information provided
/Earliest available publisher
2
Intervening publisher
3
Current/latest publisher
Second Undefined
</div>
<div class=ct3>
Subfield Codes
$a
Place of publication, distribution, etc. (R)
$b
Name of publisher, distributor, etc. (R)
$c
Date of publication, distribution, etc. (R)
<span class=ct4>$d
Plates of publisher's number for
music (Pre-AAC
R 2)[LOCAL] (R)</span>
$e
Place of manufacture (NR)
$f
Manufacturer (NR)
$g
Date of manufacture (NR)
<span class=ct4>$k
Identification/manufacturer number
[OBSOLETE]
$l
Matrix and/or take number [OBSOLETE]</span>
$3
Materials specified (NR)
$6
Linkage (NR)
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 128 of 219
$8
Field link and sequence number
(R)
</div>
</pre>
</body>
</html>
This is displayed as follows in the Cataloging module:
The different display elements - such as background color, text color and fonts - are
defined in a file named style located in the same directory. Following is a sample of a
section from the style file:
.ct1
{
background-color:#FFFFE7;
font-size:12;
font-weight:bold;
font-family:Arial, Helvetica, serif;
color:#000000;
text-decoration:none;
}
The above section controls the display of the title from the 260 example:
<div class=ct1>
260
PUBLICATION, DISTRIBUTION, ETC. (IMPRINT)
(R)</div>
16.8 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.dat table located in the
library's pc_tab/catalog directory. The following is a sample of the table:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 129 of 219
! 1 2
3
4
5
6
!!!!!!-!!!!!--!!!!!--!!!!!--!!!!!--!!!!!->
LOCAL BIB01 AUT01 RES01 AUT02
100##
110##
111##
130##
245##
260##
260##a
260##b
AUT
AUT
AUT
AUT
TIT
IMP
PLA
PUB
PER
COR
MET
TIT
AUT
AUT
AUT
AUT
TIT
NAM
NAM
NAM
NAM
Key to Table:
•
Column 1 - Local
The Local column lists the field tags and indicators for which the cataloger
can search a headings list. The # character can be used as a placeholder for
indicators in positions 4 and 5.
For example:
245## includes 2451, 2452, 24515, and so on.
When using specific indicators make sure that specific lines are listed before
general lines, since the first match found is always taken. For example, 24510
must be listed before 245##. If the table is defined in the following order:
245##
24510
then the 24510 field in the record will match the first line (245##), and not the
second line.
If the lines are not sorted, and therefore 245## is listed first, the search looks
for matches to 245##.
You can define subfields for the cataloger to search by placing the subfield
code next to the field tag and indicator (see MARC 21 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.
The code must be a valid headings index code.
For the Search Field Headings of other library and Search Subfield Headings
of other Library options, it is possible to specify a library more than once in
the scancode.dat table to enable the user to define more than one scan code for
the field or subfield option. For example, if the scancode.dat table is defined
as follows:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 130 of 219
! 1
2
3
4
5
6
7
!!!!!!-!!!----!!!----!!!----!!!----!!!----!!!-LOCAL USM01 USM10 USM12 USM11 USM01 USM01
100##
AUT
PER
AUT
SUB
When selecting the Search Field Headings of Other Library option for the 100
field, the cataloger is prompted to select one of the following options:
•
Scan USM10 with PER
•
Scan USM01 with AUT
•
Scan USM01 with SUB
Note that the first library specified in the table is the local library and it is not
displayed when selecting to scan the headings from other libraries. For this
reason, to enable the user to select this option when using this function, the
column must be repeated.
•
Column 11 - Optional.
You can specify up to 20 subfields 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 subfields) 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 variable USE-ACC-TEXT in the tab100 table of the
Authority library is used to define whether 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/subfield headings of other
library" options are used. If the variable is left blank or is set to N, then when
selecting a "See From" heading from the "Search field/subfield headings of other
library" (Ctrl + F3/F4) options, the preferred form of the heading is inserted
automatically into the catalog draft. If the flag is set to Y, the selected heading (even
if it is the non-preferred form of the heading) is inserted into the cataloging draft.
When the "Search field/subfield 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 into the cataloging draft. If the heading is connected to an authority record,
the system checks the USE-ACC-TEXT variable:
•
If the flag is set to N (or is left blank), the system automatically inserts 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).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 131 of 219
•
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.
When you run one of the Search Headings functions, the text taken from the
cataloging draft undergoes non-filing procedures to strip non-filing text before the
search is performed. The stripping is performed according to the non-filing indicator
specified in the tab01.lng table of the library's tab directory.
16.9 Search Subfield Options
The tag_text.dat table located in the library's pc_tab/catalog directory is used to
define the menu options that are displayed when the cataloger chooses Search
Subfield Options. Following is a sample of the table:
!1 2 3 4
5
!!!-!!-!-!-!!!!!!!!!!!!!!!!!!!->
655 ## L a Biographies
655 ## L a Bird's eye views
655 ## L a Cartoons
655 ## L a Catechisms
655 ## L a Daybooks
655 ## L a Diaries
655 ## L a Directories
655 ## L a Essays
655 ## L a Hymns
655 ## L a Journals
655 ## L a Memoranda
655 ## L a Questionnaires
655 ## L a Reviews
655 ## L a Syllabi
655 ## L a Time sheets
LKR
LKR
LKR
LKR
LKR
##
##
##
##
##
L
L
L
L
L
a
a
a
a
a
UP//Up link
DN//Down link
ANA//Analytical link
PAR//Parallel link
ITM//Item link
Key to Table:
•
Column 1 - Field tag
Enter a 3-character field tag.
•
Column 2 - Indicators
You can enter a specific indicator, or use the # character as a wildcard to
indicate any indicator.
•
Column 3 - ALPHA
ALPHA code. Must always be L.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 132 of 219
•
Column 4 - Subfield
Enter the subfield for which you are providing a menu option. You can use the
# character as a wildcard to indicate any subfield.
•
Column 5 - Text for menu option
Enter the text as you want it to appear in the Choose Subfield Text window
displayed when the Search Subfield Options function is used. You can enter
up to 45 characters. You can 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 LKR field in the above section, where "UP" is the
value that is entered in the catalog record, and "Up link" 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 subfields when the user chooses the Check Record function,
accessible from the Edit menu. To do so, follow these steps:
1. Edit the check_doc_tag_text table located in the library's tab directory. 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 subfields without enabling the
Search Subfield Options.
2. Ensure that the "check_doc_tag_text" program is listed in the check_doc
table of the library's tab directory. The check_doc table lists all available
checking programs.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 133 of 219
16.10 Check Field
You can define the checks that are made when the cataloger chooses the Check Field
function. To define them, edit the check_doc_line table located in the library's tab
directory. There are two sections in this table:
•
AL
•
D
16.10.1 AL Section
This section enables you to define the following checks:
•
Valid indicators and/or subfield codes for the tag.
•
Presence of mandatory subfields.
•
Non-repeatability of non-repeatable subfields.
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 the AL Section
•
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 wildcard to indicate that the field
is appropriate for any format. Refer to Record Formats on page 115 for more
information on record formats.
•
Column 3
Not in use.
•
Column 4 - Field tag
Enter a field tag.
•
Column 5 - Subfield/Indicators
Enter the subfield that you want to be included in the check.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 134 of 219
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
subfield portion, for each field.
•
Column 6 - Mandatory - Non-mandatory subfield / Valid first indicator
If column 5 contains a subfield code, this column is used to define whether the
subfield is a mandatory subfield of the field. Values are 0 and 1. If the subfield
is mandatory, enter 1. If the subfield 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 subfield / Valid second indicator
If column 5 contains a subfield code, this column is used to define the
repeatability of the subfield. Values are 1 - 9 and hyphen (-). If the subfield is
not repeatable, enter 1. If the subfield can be repeated unlimitedly, enter
hyphen (-). You can use values 2 - 9 to determine that the subfield 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
a
c
z
6
0
0
0
0
1
1
1
AL
AL
AL
AL
AL
AL
AL
XX
XX
XX
XX
XX
XX
XX
022
022
022
022
022
022
022
a
y
z
6
0
1
0
0
0
0
1
9
1
In the above example:
For tag 020:
o
Both first indicator and second indicator are undefined (blank)
o
All subfields $a, $c, $z, and $6 are optional
o
Subfield $a, $c and $6 are not repeatable
o
Subfield $z is repeatable an unlimited number of times
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 135 of 219
For tag 022:
o
First indicator can be blank, 0 or 1
o
Second indicator is blank
o
All subfields $a, $y, $z, and $6 are optional
o
Subfields $a and $6 are not repeatable
o
Subfield $y is repeatable an unlimited number of times
o
Subfield $z can be repeated up to 9 times
16.10.2 D section
This section enables you to determine the rules for checking dependencies among
subfields of a single field. Following is a sample of the section:
1 2 3
4
5 6
7 8
9
1011
13
!!-!!-!!!!-!!!---!-!!!!!!!!!!!!!!-!-!-!!!!!!!!!!!!!!-!-!!!!!!!!!!!!!!!-!D
N
D
D
N
XX 9036 260
a
Y b
Y c
XX 9036 300
XX 9036 300
a
a
Y c
Y
N
12
b
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 wildcard to indicate that the field
is appropriate for any format. Refer to Record Formats on page 115 for more
information on record formats.
•
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 check_doc.lng table
located in the library's tab directory.
•
Column 4 - Field tag
Enter a field tag.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 136 of 219
•
Column 5 - Subfield
Enter the subfield that you want to be included in the check. See also column 8
below.
•
Column 6 - Subfield contents
Optional. Enter any contents that you want the system to check for.
•
Column 7 - Type of dependency
Enter Y if the subfield should be present. Enter N if the subfield must not be
present.
•
Columns 8, 9, 10 and 11, 12, 13
The subfield, contents, and dependency columns are repeated. This enables
you to create if, then statements. For example, you can say that if subfield $a
appears (defined in columns 5, 6, 7), then subfield $b must appear (defined in
columns 8, 9, 10), and subfield $c must not appear (defined in columns 11, 12,
13).
16.11 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 they are run. Two tables are involved in the setup of
fix procedures:
•
tab_fix
(located in the library's tab directory)
•
fix_doc
(located in the library's pc_tab/catalog directory)
16.11.1 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
OVERLAY-01
AUT
fix_doc_new_aut_2
© Ex Libris Ltd., 2004
Page 137 of 219
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Key to the 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:
BNA
Fix programs linked to the BNA routine are automatically activated when the
Load BNA Records (file-98) batch service is used.
HOL
Fix programs linked to the HOL routine are automatically activated when
HOL records are created in the Items or Serials functions. Note that this
routine must be used in the holdings library (xxx60).
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).
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 from the administrative modules (Circulation and
Acquisitions). This routine is also performed when bibliographic records are
created using the Special Request option in the Web OPAC and when
bibliographic records are created in the Course Reading module.
LOCAT
Fix programs linked to the LOCAT routine are automatically activated when
the Locate Record function is used.
M-36
Fix programs linked to the M-36 routine are automatically performed on the
records in the input file for the Check Input File Against Database (manage-
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 138 of 219
36) service.
MERGE
Fix programs linked to the MERGE routine are automatically activated when
the Paste Record function is used in the Cataloging module.
MNG50
Fix programs linked to the MNG50 routine are automatically activated when
the Create Holdings and Item Records Using Bibliographic Data (manage-50)
service is used. The programs are performed after the creation of the holdings
and ADM records and can be used to modify them.
P-31
Fix programs linked to the P-31 routine are automatically activated when the
Load Authority Records batch process (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.
REF
Fix programs linked to the REF routine are automatically activated when the
Trigger Z07 Records (manage-103) service and the Load MAB Authority
Records (manage-20) are used.
UE_01
Fix programs linked to the UE-01 routine are automatically activated when the
update doc daemon is activated.
The system librarian can 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
can 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:
o
FIX2 fix_doc_tag_008
o
FIX2 fix_doc_tag_100
o
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
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 139 of 219
documentation for each fix program indicates whether or not parameters are
needed.
Following are the available fix programs:
fix_ced_uid
Creates UID fields from the 020 field or the 022 field for loading purposes (for
example,
previous
versions
of
the
p_manage_18
service).
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
whether or not the program should overwrite existing 001 fields. 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, $$USM01-000003526 - in this example, USM01 has been
defined in column 3 of the tab_fix table as the prefix). If a 001 field already exists,
this program overrides the field and adds the new 001 field with the defined prefix.
Note that this fix program must be attached to INS2 and not INS, as it needs the
system number of the document.
fix_doc_001_sysno
Automatically creates a 001 field with the library name and the system number of the
record (for example, $$aUSM01000000000000000111142). This fix program must be
attached to INS2 and not INS, for it needs the system number of the document.
fix_doc_001_sysno_inv
This routine is used to keep the original system number of records that are uploaded
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 140 of 219
to the system (p_manage_18) after being exported into, for example, MARC format.
When the records are downloaded into MARC format, the original system number of
the records is deleted. The fix_doc_001_sysno_inv takes the system number stored in
the 001 field (previously inserted by the fix_doc_sysno routine) and uses it to correct
the values of the ALEPH sequential file used for uploading the records.
fix_doc_004_lkr
This routine adds the MARC 21 004 field to holdings records. 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 it is recommended to run this program under the INS2 fix routine.
This ensures that the field is created just before updating and not after reading and
overriding the errors/warnings displayed in the Record Check Warnings window.
fix_doc_880
This routine replaces the tag number of the alternate graphic representation field (880)
by the associated tag registered in subfield $6 of the field. In addition, the tag number
of the associated field is removed from subfield $6 but the occurrence number is
retained. For non-880 fields, the tag number of the associated field (for example, 880)
is removed from subfield $6 and the occurrence number is retained.
This program creates parallel fields, both containing the same tag number. For
example:
1001
8801
L $$6880-01$$a[Name in Chinese script].
L $$6100-01/(B$$aShen, Wei-pin.
Is changed to:
1001
1001
L $$601$$a[Name in Chinese script].
L $$601$$aShen, Wei-pin.
Note that for this fix to work, subfield $6 must be the first subfield in both linked
fields.
fix_doc_add_pinyin_check_sub9
The fix_doc_add_pinyin_check_sub9 routine runs on fields defined in tab_pinyin if
their content is CJK. The program takes the content of $$a and creates a parallel $$9
in pinyin, using chi_segmentation (Z113) and pinyin translation (Z114). The program
can only be used in the cataloging module, with cataloger intervention.
In this program, in cases where a character has more than one pinyin option, the
created subfield contains <option1,option2,...>. The cataloger can decide which to
use, deleting the others.
fix_doc_add_pinyin_insert_sub9
The fix_doc_add_pinyin_insert_sub9 routine runs on fields defined in tab_pinyin if
their content is CJK. This routine takes the content of $$a and creates a parallel $$9 in
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 141 of 219
pinyin, using chi_segmentation (Z113) and pinyin translation (Z114). In cases where
a character has more than one pinyin option, the created subfield contains <option1>.
fix_doc_arabic
The fix_doc_arabic program can be used to translate Arabic characters into the correct
form (presentation forms) according to its position in the word. This fix program uses
the arabic_form table in the $alephe_unicode directory for the purpose of deciding
which characters to translate and the various forms. The four possible shapes of an
Arabic character are:
1. Isolated:
The character is not linked to either the preceding or the following character.
2. Initial:
The character is linked to the following character but not to the preceding one.
3. Middle:
The character is linked to both the preceding and the following character.
4. Final:
The character is linked to the preceding character but not to the following one.
Following is a sample of the arabic_form table:
! 1
2
3
4
5
6
!!!!-!!!!-!!!!-!!!!-!!!!---!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
FE80
0621
ARABIC LETTER HAMZA
FE81
FE82 0622
ARABIC LETTER ALEF WITH MADDA ABOVE
FE87
FE88 0625
ARABIC LETTER ALEF WITH HAMZA BELOW
FE89 FE8B FE8C FE8A 0626
ARABIC LETTER YEH WITH HAMZA ABOVE
FEF1 FEF3 FEF4 FEF2 064A
ARABIC LETTER YEH
fix_doc_aut_lc
This program adds subfield $$2 [LC] to fields 1XX, 4XX, 5XX and COR of authority
records from the LC authority database.
fix_doc_aut_mesh
This program adds subfield $$2[MeSH] to fields 1XX, 4XX, 5XX and COR of
authority records from the MeSH authority database.
fix_doc_aut_duplicate
This fix routine, which is applied in the Authority Library, deals with ambiguous
headings that arise from having the same 4XX in more than one record. It does not
take established headings (such as topical heading, personal name, uniform title, and
so on) into account.
fix_doc_aut_duplicate performs the following:
- When a 4XX field is found to be duplicate to the 4XX or 1xx of another record, the
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 142 of 219
1xx field is appended to the 4XX field, using $$7; that is, the 4XX field is changed as
follows:
4XX [original subfields and text] $$7 [text of 1xx (subfields are
stripped].
The fix_doc_aut_duplicate routine is based on checking the 4XX field against the
ACC (Z01 headings) lists named GEN and DUP. Accordingly, these lists must be
present in the authority library.s tab00 and tab01. GEN is required for authority
control, and should already be present in the library.s tables. The 4#### field is sent to
the DUP list, with the 7 subfield stripped. The configuration should be as follows:
./xxx10/tab/tab11_acc
4####
7 *
DUP
./xxx10/tab/tab00.<lng>
H DUP
ACC
11 00
0000
./xxx01/tab/edit_field.<lng>
1 # AUT## H
-69
2
7 A ^[
2
# A ^
-7
Duplicates
]
If the non-preferred heading (4XX) exists in the DUP list, this means that the field
already exists in other records in the Authority library. In this case, the 4XX field will
be modified to include the 1XX content in the $$7 subfield .
If the 4XX does not exist in the DUP list, but does exist in the GEN list (meaning
there is one previously existing record with the same field content), the 4XX fields of
both the record being checked and of the record that is already in the database will be
modified
to
include
the
1XX
content
in
subfield
$$7.
If the 4XX does not exist in DUP or in GEN, it is a new heading, and there is no
special treatment.
fix_doc_bnb
Adds to the cataloging record a 015 $$a field with a unique BNB (British National
Bibliography) number and prefix, and subfield $$2BNB in the same tag (for example,
015 $$aABC1001$$2BNB). The values (last BNB number and prefix) are taken from
the last-bnb-number sequence in UTIL G/2. If the 015 field already exists, its content
is not overridden.
This fix program must be assigned to INS in the tab_fix table.
fix_doc_char_conv_z
This routine carries out character conversion using a user-defined conversion script.
Here is a section from the tab_fix table:
CHAR
fix_doc_char_conv_z
fix_doc_char_conv_z uses a Z line from Col. 1 of tab_character_conversion_line:
Z
##### # line_sb2line_sb
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
conversion_z
Page 143 of 219
fix_doc_create_035
This program moves the MARC 21 001 field (Control number) and the MARC 21
003 field (Control number identifier) to the MARC 21 035 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_035_1
The fix_doc_create_035_1 program is similar to fix_doc_create_035. The difference
is that this program does not create a 001 field (based on the last-001-number Z52
sequence) after creating the new 035 field. In short, this program can be used when
you only want to create the 035 (from 001 and 003) without adding a new 001 field
automatically.
fix_doc_create_066
The fix_doc_create_066 program creates the 066 field that is used to indicate the
character sets present in the record. The field is created with $c for each alternate
character set. The fix_doc_create_066 program can only be used on records in the
MARC-8 character set. This program is used mainly for export purposes.
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_create_hol_local_notes
This program is based on the information stored in local tags cataloged in the
bibliographic record. It creates holdings records and moves the defined local tags
from the bibliographic record to the appropriate holdings record. These tags can then
be indexed and displayed as if they were part of the bibliographic record. The
application for storing local tags in a holdings record is in a consortial environment
where a single bibliographic record is shared by multiple institutions and an
institution would like to include local tags that not everyone sees. Which local tags
are moved to the holding record from the bibliographic record and which are
displayed in the OPAC can be configured by the local institution.
In the event that a single institution has more than one holdings record, a "super
holdings" record can be created which stores local tags but not call numbers or any
location information.
The following are the tables involved:
1. The tab_fix table in the tab directory of the bibliographic library (XXX01):
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 144 of 219
The parameters column, column 3, of the tab_fix table must contain the
section in the tab_fix.conf table that specifies the local tags, the indicators,
and so on. The following is a sample of the setup needed in the tab_fix table to
use the program:
! 1
2
3
!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!->
HOLD fix_doc_create_hol_local_notes LOCAL-NOTES
2. The tab_fix.conf table in the tab directory of the bibliographic library
(XXX01):
This table is used to specify the local tags, the indicators, the subfield that
contains the owner of the record, the merge section used in the
tab_merge_overlay table of the holdings library tab directory and the
relevant section from the tab_mapping table of the tab directory of the
bibliographic library. The following is a sample of the setup needed in the
tab_fix table to use the program:
[LOCAL-NOTES]
local notes = 590##,690##
owners subfield = 9
owners list = AA,BB,LIN
merge section = 98
mapping section = LCN-2-HOL
3. The tab_merge_overlay table in the tab directory of the holdings library
(XXX60):
This table is used to define how the holdings record is updated (merged) if it
already exists. Following is a sample of the setup needed in the
tab_merge_overlay table to use the program:
98 1 Y #####
98 2 Y 590##
98 2 Y 690##
4. The tab_mapping table in the tab directory of the bibliographic library
(XXX01):
This table is used to define how to map the original tags from the
bibliographic record into the new tags in the holdings record. The following is
a sample of the setup needed in the tab_mapping table to use the program:
LCN-2-HOL
LCN-2-HOL
LCN-2-HOL
LCN-2-HOL
LCN-2-HOL
541##
541##
561##
590##
690##
abcde
fho39
ab39
ab9
ab9
541
541
561
590
690
abcde
fho39
ab39
ab9
ab9
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Note that the original bibliographic record has the local tags taken off, but these
changes do not take effect until you save the record to the server.
fix_doc_delete_empty
This program is used to delete fields or/and subfields that do not have any content.
Note that in the Cataloging module, when a record is saved on the server, empty
fields/subfields are deleted automatically. This fix program can be used, for example,
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 145 of 219
when cataloging records are loaded by other services (for example, cataloging
loaders) that do not perform this deletion automatically.
fix_doc_delete_chi_spaces
This program is used to delete spaces between two Chinese letters.
fix_doc_field_200
This program can be used by UNIMARC libraries to create additional fields based on
the 200 field (title and statement of responsibility).
If there is more than one $a subfield in field 200, the system creates 423 fields, one
for each occurrence of subfield $a, except for the first one. In the 423 field, the first
indicator will be blank and its second indicator will be zero. The $a subfield of the
423 field will contain the embedded content of the 200 field's $a subfield. The $c
subfield of the 423 field will contain the embedded content of the 200 field's $c
subfield that follows $a in the 200 field. The 423 field will also include a $1 subfield
containing a 200## tag.
Here is an example:
423_0 $a (The second $a in field 200)
$c (Optional, contains the second $c of field 200)
$1 (200##)
The program also creates a new 510 field $a for each occurrence of $d in the 200
field. The first indicator of field 510 is 1 and the second one is blank.
Here is an example:
5101_ $a ($d in field 200)
This fix program does not delete previously created 423 and 510 fields.
fix_doc_field_410
This program can be used by UNIMARC libraries to create an additional field based
on field 410#1 (Series).
If a UNIMARC 410#1 field contains $a and $1, the program will create a 2252# field.
$a of the 2252# field will contain the embedded content of the 410 $a field.
Here is an example:
2252# $a<$a in field 410#1>
The fix program does not delete previously created 2252# fields.
fix_doc_field_lower / fix_doc_field_upper
The fix_doc_field_upper and fix_doc_field_lower programs change the case of all
occurrences of a field given as a parameter to the routine. The fix_doc_field_upper
program changes the case to uppercase and the fix_doc_field_lower program changes
the case to lowercase.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 146 of 219
The parameter has the following format: <field><tag><subfield>
Here is an example from the tab_fix table of a UNIMARC library:
! 1
2
3
!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
LOWER fix_doc_field_lower
701#0a
As shown in this example, the # sign must be used if no character is defined for the
field or for the indicator.
In order to change every subfield in a field, you do not have to add a subfield
parameter. If a subfield parameter is present, the case of all its occurrences will
change accordingly.
fix_doc_do_file_08
The fix_doc_do_file_08 program is a generic fix program that modifies cataloging
records based on a supplied processing script. Many standard fix programs are
provided by ALEPH, but there are times when a library would like to perform a
customized fix on a record. This can be done by the fix_doc_do_file_08 program.
The processing script must be located in the tab/import directory of the library. The
table name is user-defined. You can create multiple tables to define different fix
procedures. The script is in the format of a normal ALEPH table with 9 columns.
The generic_fix table in the USM01 $data_tab/import directory is an example of a
processing script. Specifications for the conversion script can be found in the
document How to Set Up a Script for the Correction of Records. The following is a
sample of the table:
!
2
3 4 5
6
7
8
9
!-!!!!!-!!-!-!!!-!!!-!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!>
1 001
COPY-SYSTEM-NUMBER
035 ,L,a
1 035##
REPLACE-STRING
ocm,
(OCoLC)
1 LDR
ADD-FIELD
OWN
,L,$$LIN
2 852##
CHANGE-FIELD
949
3 949##
DELETE-SUBFIELD
c
3 949##
REPLACE-STRING
$$i,^
3 949##
CHANGE-SUBFIELD
h c
3 949##
CHANGE-SUBFIELD
b h
fix_doc_fixed_fields
This program replaces the hyphens ("-") in fixed-length fields (such as MARC 21
LDR, 006, 007 and 008 fields) by a caret ("^"). This program can be used to correct
MARC 21 records in which blanks in fixed-length fields are marked by hyphens
(hyphen is a valid value in MARC 21 and should not be used to mark spaces).
fix_doc_hld_stmt
This program performs the same procedures as the expand_doc_hld_stmt program.
The difference between the two programs is that when running the
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 147 of 219
expand_doc_hld_stmt program the 863/4/5 enumeration and chronology data are
created virtually, whereas when running fix_doc_hld_stmt, the 863/4/5 enumeration
and chronology data are added to the HOL record.
For the fix_doc_hld_stmt program, the tab_fix table of the HOL library (XXX60)
should include the following line:
! 1
2
3
!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!>
HSTMT fix_doc_hld_stmt
To enable the generation of summary holdings statements for item records that are not
linked to a subscription record or do not have a value in the Copy ID field in the
subscription record, the parameter:
GET_Z30_BY=HOL
should be defined in col.3 of tab_fix as follows:
! 1
2
3
!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
HSTMT fix_doc_hld_stmt
GET_Z30_BY=HOL
For item records which are linked to a subscription record and which hold a value in
the Copy ID field in the subscription record and the item record, the parameter:
GET_Z30_BY=COPY_ID
can be defined in col.3 of tab_fix as follows:
!
1
2
3
!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
HSTMT
fix_doc
GET_Z30_BY=COPY_ID
Note: If no parameter is defined in col.3 of tab_fix the system will use the default
parameter:
GET_Z30_BY=COPY ID
For full details of this program refer to expand_doc_hld_stmt in the Expand Routines
section of the Indexing chapter.
fix_doc_hol_852_1
This program inserts a space between the main class and the first cutter of the call
number, and was required in former versions for filing consistency. The fix procedure
is no longer required, since the "lc_call_no" filing procedure creates the same filing
key, whether or not the space is present. The space is inserted if the first cutter is held
in subfield $h of the MARC 21 852 field and if there is not already a space.
For example, this program changes:
LOC0 L $$bMAINX$$cLIB$$hE183.8.B7$$iW45
1993$$oBOOK$$4MAIN$$5LIB$$3Book
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 148 of 219
to:
LOC0 L $$bMAINX$$cLIB$$hE183.8 .B7$$iW45
1993$$oBOOK$$4MAIN$$5LIB$$3Book
fix_doc_ldr_sta_delete
The fix_doc_ldr_sta_delete program changes the record status in position 05 of the
LDR field to 'd' if the STA $$aDELETED field is present in the record.
fix_doc_lkr_up
This program adds subfield $n (up link note) and subfield $m (down link note) to the
LKR field of types UP (up link), ANA (analytic) and PAR (parallel). Subfield $m is
built based on the 245 field of the record with the LKR field. Subfield $n is built
based on the 245 field of the record to which the LKR points. If the records are for a
serial (FMT = SE), then subfield $n and subfield $m are built from the corresponding
222. If the 222 field is not present, then the subfields are built from field 245.
fix_doc_lng_from_bib
The fix_doc_lng_from_bib program can be used to update the language code in the
008 field of the holdings record and/or ADM record according to the language code in
positions 35-37 of the 008 field of the associated bibliographic record. In the ADM
record, positions 35-37 of the 008 field are updated with the language code. In the
holdings record, positions 22-24 are updated with the language code.
fix_doc_marc21_spaces
This program converts contiguous runs of two or more blanks (spaces) into the blank
character specified by the DOC-BLANK-CHAR variable in the library's tab100 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
This program merges or overlays cataloging records according to the merging
program defined in the tab_merge table located in the library's tab directory. Column
3 of the tab_fix table is used to define the merging routine that matches the relevant
section in the tab_merge table. Refer to Merging Records on page 167 for more
information.
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. Other default values are defined according to the
specifications of the tab_tag_text table of the library's tab directory.
•
008: Default values are defined according to the specifications of the
tab_tag_text table of the library's tab directory.
•
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 149 of 219
•
245: The field is opened but remains empty.
•
260: The field is taken from the parent record.
•
300: Subfield c is taken from the parent record.
•
LKR: Points to the parent record.
fix_doc_new_aut_2
This program is used by MARC 21 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 (subfield $a) and 260
(subfield $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.
The record created by the program is by default set to the authority library defined
under the AUT section of the library_relations table. If this section is not present,
you can define the authority library by using the parameters column of the tab_fix
table. If no authority library is defined in the library_relations table and in the tab_fix
table, the system uses the default of XXX10 as the authority library (this is done by
setting the last two digits in the active library as 10).
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 150 of 219
•
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 - subfield $a and
from 210 - subfield $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.
The record created by the program is by default set to the authority library defined
under the AUT section of the library_relations table. If this section is not present,
you can define the authority library by using the parameters column of the tab_fix
table. If no authority library is defined in the library_relations table and in the tab_fix
table, the system uses the default of XXX10 as the authority library (this is done by
setting the last two digits in the active library as 10).
fix_doc_new_aut_4
This program is used by UNIMARC libraries to create an authority record from the
current bibliographic record. This program is cursor-sensitive and according to the
position of the cursor, the new authority record is created either from the relevant
6XX, 5XX, or 7XX fields (see complete list below). The new authority record is
created as follows:
The original field (for example, 700) is taken as is and placed in the corresponding
2XX field in the authority record.
A new 810 field is built based on the 200 / 230 / 250 fields (subfield $a) and from the
210 field (subfields $c and $d) of the bibliographic record. The new 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_4.
For example, if the bibliographic record contains the following fields:
200 l#$Steam locomotives of Germany and Austria
210 ##$a[Cambridge, Mass.]$cHarvard Univ. P.$dl981
Then the new 810 field is added as follows in the derived authority record:
810 ##$aSteam locomotives of Germany and Austria, Harvard Univ., 1981
In addition, the fields 152 (with subfields $a and $b) and 801 (with subfields $a, $b
and $c) are added to the record without contents.
The record created by the program is by default set to the authority library defined
under the AUT section of the library_relations table. If this section is not present,
you can define the authority library by using the parameters column of the tab_fix
table. If no authority library is defined in the library_relations table and in the
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 151 of 219
tab_fix table, the system uses the default of XXX10 as the authority library (this is
done by setting the last two digits in the active library as 10).
Note that if the cursor is not placed on one of the relevant tags (6XX, 5XX, or 7XX
fields), then the authority record derived from the bibliographic record is created with
the default LDR and 008 fields and without the 2XX, 152, 801 and 810 fields.
The following is the list of relevant fields for the creation of the authority record:
500, 600, 601, 606, 700, 701, 702, 710, 711, 712, 720, 721, 722 and 730.
fix_doc_new_aut_5
This program is used by MARC 21 libraries to create an authority record from the
current bibliographic record. This program is cursor-sensitive and according to the
position of the cursor, the new authority record is created either from the relevant
1XX, 4XX, 6XX or 7XX fields (see complete list below). The new authority record is
created as follows:
1. The original field (for example, 600) is taken as is and placed in the
corresponding 1XX field in the authority record.
2. A new 670 field is built based on the 245 (subfield $a) and 260 (subfield $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_5.
The record created by the program is by default set to the authority library defined
under the AUT section of the library_relations table. If this section is not present,
you can define the authority library by using the parameters column of the tab_fix
table. If no authority library is defined in the library_relations table and in the
tab_fix table, the system uses the default of XXX10 as the authority library (this is
done by setting the last two digits in the active library as 10).
Note that if the cursor is not placed on one of the relevant tags (1XX, 4XX, 6XX or
7XX fields), then the authority record derived from the bibliographic record is created
with the default LDR and 008 fields and without the 1XX and 670 fields.
List of relevant field for the creation of the authority record:
100, 110, 111, 130, 440, 490, 600, 610, 611, 630, 650, 651, 700, 710, 711, 730 and
740.
fix_doc_non_filing_ind
Automatically inserts the relevant non-filing indicators according to the stopwords
defined in the tab02 table of the library's tab directory. Non-filing indicators for each
tag are defined in the library's tab01.lng table, column 6.
fix_doc_oclc
The fix_doc_oclc program is used for the OCLC record loader. The program moves
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 152 of 219
the OCLC 001 and 003 fields to the ALEPH (MARC 21) 035 field, in the following
format: (003)001. For authority records the fix_doc_oclc also adds the UPD field (Y
or N).
fix_doc_oclc_2
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_overlay
The fix_doc_overlay program allows the user to merge records when they are
uploaded to the system. It is used to upload those records that find a unique match in
the database when the Check Input File Against Database (manage-36) service is run.
The records in the output file produced by this service are given new system numbers
that match the system numbers of the corresponding records found in the database.
The fix_doc_overlay program can be used to merge the records in the database with
the new incoming records using a merge routine from the tab_merge_overlay table.
Column 3 of the tab_fix table is used to define the merging routine that matches the
relevant section in the tab_merge table. When running the Load Catalog Records (pmanage-18) function, select the fix routine defined for this program.
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 MARC 21 245, 260 and 300 fields. The program only deals with
subfields a, b and c of the fields.
If the last subfield ends in ".", "!" or "?", a full stop "." is not added to it. The program
can specify punctuation marks in column 3. Here is an example:
! 1
2
3
!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
INS
fix_doc_punctuation_usm
.!?-
If the last subfield of one of the these fields - 245, 260 or 300 - ends with one of the
punctuation marks specified in column 3 example, a full stop will not be added to it.
If column 3 is empty, in order to add punctuation marks to the three default ones, the
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 153 of 219
default marks (.!?) must be specified in column 3 together with other marks. For
instance, a hyphen can be added as shown in the above example.
fix_doc_redo_880
This routine reverses the effects of the fix_doc_880 program. This program restores
the tag number of the alternate graphic representation field (880). For example:
1001
1001
L $$601$$a[Name in Chinese script].
L $$601$$aShen, Wei-pin.
Is changed to:
1001
8801
L $$6880-01$$a[Name in Chinese script].
L $$6100-01/(B$$aShen, Wei-pin.
Note that the order of the paired fields is important, because the tag of the first of a
pair is left as is, and the second of a pair is transferred to 880.
In addition, note that the input for this program must be in MARC8 (not in UTF)
encoding. The reason for this is that this fix routine sets the escape sequence and
orientation for the language code, and in order to do so, the record must be in MARC8
encoding. The fix_doc_redo_880 program will work correctly on UTF records, but
will not set the escape sequence and orientation for the language code.
fix_doc_ref_1
This program is used to update a non-preferred term in the bibliographic record to a
preferred term. The correction occurs only if the UPD field in the authority record is
set to "Y". The tab_fix table of the bibliographic library must include the
fix_doc_ref_1 program under all relevant sections:
INS
fix_doc_ref_1
UE_01 fix_doc_ref_1
REF
fix_doc_ref_1
The fix_doc_ref_1 program must be included under INS for the update of records
from the Cataloging module; under UE_01 for the indexing daemon (UE_01 process);
and, if necessary, under REF for the Trigger Z07 Records (manage-103) service.
fix_doc_rlin_1
This program moves the MARC 21 001 field (Control number) and the MARC 21
003 field (Control number identifier) to the MARC 21 035 field (System control
number), deleting the original fields. The new 035 field is added in the following
format:
035## $a(003)001
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 MARC 21 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 used. Fields that do not have any
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 154 of 219
content are deleted. In an authority library, all fields are sorted according to the order
defined in the ALEPH table of codes (tab01.lng).
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_sort_sub6
This program should be used after performing the fix_doc_880 program that creates
parallel fields that are different script representations of each other. The
fix_doc_sort_sub6 program is used to sort the linked-parallel fields. The fields are
sorted by the occurrence number stored in subfield $6.
fix_doc_space_char
This program changes a character that has been used as a placeholder for blanks to a
blank, in the fixed fields LDR, 001-008 in MARC21 and LDR, 00, 005, 100 in
UNIMARC. This can be used, for example, in the Download Machine Readable
Records (print_03) service when exporting records in MARC format.
You define the character that acts as a placeholder for blanks in tab100 using the
DOC-BLANK-CHAR variable. Only the character defined will be replaced by a
blank. For example, in USM01, the caret character is defined as the "BLANKCHAR".
You can include or exclude specific fields, by using column 3 of tab_fix option
(replacing the tab100 variable DOC-BLANK-CHAR with a space).
The parameters in column 3 of tab_fix are comma-separated fields (five characters
each, which can include hashes, for example, 10###) to include or exclude (to
exclude, prefix the list of fields with a SINGLE dash (-), that is -010##,100##,245##).
Note that the total length of the fields list must not exceed the length of column 3 of
tab_fix, specified in the table's header.
The following is an example of fix_doc_space_char in tab_fix with inclusion (in this
example, ONLY the specified fields will be processed):
! 1
2
3
!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
EXPRT fix_doc_space_char
010##,008##,001##
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 155 of 219
The following is an example of fix_doc_space_char in tab_fix with exclusion (in this
example, ALL record fields will be processed EXCEPT from the specified fields):
! 1
2
3
!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
EXPRT fix_doc_space_char
-010##,008##,001##
If column 3 of tab_fix for fix_doc_space_char is left BLANK, the routine will behave
as follows:
•
If the tab100 variable MARC-TYPE = "1" (USMARC), the following fields
are processed: LDR and 001 - 008.
•
If MARC-TYPE = "2" (UNIMARC), the following fields will be processed:
LDR, 001, 005, 100##
Otherwise (when MARC-TYPE is other than "1" or "2"), only LDR will be processed.
fix_doc_sub
This program adds subfield $$2[MeSH] to fields 6XX of bibliographic records. The
subfield is only added when the second indicator of the field is 2 (Medical Subject
Headings).
fix_doc_tab04_(01-99)
Translates the field codes of the record into another set of field codes. The translation
values are defined in the library's tab04 table. The suffix defines which set of codes is
chosen from the table (for example, fix_doc_tab04_01 refers to set 01 in tab04).
fix_doc_tag_008
Automatically adds the date of publication to positions 07-10 (or corrects the existing
values) of MARC 21 008 field according to the date entered in MARC 21 260 field,
subfield $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 MARC 21
008 field.
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, subfields $a, $j and $s.
fix_doc_uni_100
Automatically adds date of publication to positions 09-12 (or corrects the existing
values) of the UNIMARC 100 field according to the date entered in UNIMARC 210
field, subfield $d.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 156 of 219
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, subfield $d. Additionally, the dates of the 210 field (subfield $d) are
standardized. 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-001number" 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. In addition,
note that if the 003 field is also present, then the program deletes the field and adds its
contents to subfield $b of the newly created 035 field.
fix_doc_usm_222
This program adds a new 222 MARC 21 field to SE (serial) format records. The 222
field is created from the 245 field, subfields $a and $b.
fix_doc_usnaf
Adds to the cataloging record 001$$a and 010 $$a fields with a USNAF control
number and prefix, (for example, 001$$aABC1001 / 010 $$aABC1001). The values
(last USNAF number and prefix) are taken from the last-usnaf-number sequence in
UTIL G/2.
fix_doc_zero_ldr_00_04
This program is used to set to zeros the first five character positions of the LDR field
(00-04). These positions contain a numeric string that specifies the length of the entire
record. The number is right-justified and each unused position contains a zero. The
LDR of the records in the system usually contains either spaces - when the record is
created through the Cataloging module - or the original logical record length from the
imported record. In both cases, these values are incorrect and misleading. This fix
should be used during conversion, import and cataloging.
Note that ALEPH's export routines calculate the record's length automatically when
the total record is assembled for exchange.
expand_doc_fix_abbreviation
This program can be used both as an expand program and as a fix program. Refer to
the Expand Record section in the Indexing module for more details
(expand_doc_fix_abbreviation).
expand_doc_type
This program can be used both as an expand program and as a fix program. Refer to
the Expand Record in the Indexing module for more details (expand_doc_type).
16.11.2 fix_doc.lng
The fix_doc.lng table enables you to define the menu options that are displayed
when the cataloger chooses the Fix Record function or the Derive New Record
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 157 of 219
function from the Edit menu of the Cataloging module. The following is a sample of
the fix_doc.lng table:
! 1
2 3
4
!!!!!-!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
INS
N L Perform fixes as executed when document is updated (INS)
PUNC N L Fix document's punctuation
04-01 N L Convert UNIMARC records to MARC 21 records
008
N L Update 008 field from 260 field
AUT
Y L Create authority record from current bibliographic record
ANA
C L Create an analytic record from the current record
Key to the 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 whether a new record is going to be created when
performing a fix routine, or if the current record is going to be fixed. The
possible values are:
o
Y - Open as new record (unconditionally).
o
C - Open as a new record (only if the current record has been
previously saved on the server).
o
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 or C appear under the Derive New
Record option in the Edit menu. Note that if the routine is set to C and the
current record for the Derive routine is a local record that has not yet been
saved on the server, then this routine is not displayed in the Fix Procedure
window.
•
Column 3 - ALPHA
ALPHA code. Must always be L.
•
Column 4 - Text of menu option
Enter a description of the procedure up to 45 characters in length. 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 can be
written in any programming language and can be executed without linkage to ALEPH
500. They are particularly useful for special on-site developments.
The program must reside in $alephe_exe and it should have no extension. When the
program is compiled, it will be placed in $alephe_proc.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 158 of 219
16.12 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 one currently being edited.
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 located in the
library's tab directory.
Note that the criteria defined in this table also affect the Locate function in the Search
function.
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.
Following is a sample of the tab_locate table:
1
2
3
4
5
6
!!!!!!!!!-!!!!!-!!!!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
USM01
100## ab
wau=
locate_str_3
3
USM01
245## -c
wti=
locate_str_0
90
USM01
008##
wyr=
locate_str_2
UNI01
UNI01
100## a
245## a
wau=
wti=
locate_str_1
locate_str_0
Key to the 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 can define specific
indicators. Use the # character to indicate any indicator. Note that this is
always the local tag (for example, see the tag definitions for locating in UNI01
-UNIMARC type library- from USM01 which is a MARC 21 library).
•
Column 3 - Subfield
Enter the subfields that will be used to build the locate string. The "-" sign can
be used to mean "all subfields except for". For example, if this column is
configured with: -ab, then all subfields except for 'a' and 'b' will be used.
•
Column 4 - Find command
Enter the WRD code that is used with the find command to search for similar
records.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 159 of 219
•
Column 5 - Extract function
The extract functions define how the contents of the field are going to be
treated.
Extract functions:
locate_str_0:
Takes subfield content as is.
locate_str_1:
Runs "build_filing_key" on a subfield and takes the 2 longest words. A word
must be at least two characters in order to be considered a "word". If the
subfield has only one word, that word is taken.
locate_str_2:
Takes the year from the 008 field (position 8, length 4).
locate_str_3:
Works similarly to locate_str_1, but takes the number of longest words
specified in the Column 6 parameters (for example, the three longest words).
locate_str_sys_no:
Uses a doc number in a specified field to perform an exact match.
•
Column 6 - Parameters
Enter the parameters that will be used by the extract function defined in
column 5. Such parameters can be the number of words that will be used by
locate_str_3 or the breaking procedure that will be used by locate_str_0 or
locate_str_1.
Bases for the locate function are defined in the ALEPHCOM/TAB/LOCATE.DAT
file. This file affects both the Locate function in the Cataloging module and the
Locate function in the ILL module. Note that you can define a separate file for the
Cataloging module. You do this by adding a locate.dat file to the catalog directory of
the library (./pc_tab/catalog). This file must be in the same format of the locate.dat of
the alephcom directory. Note that if the file is added, even if it is empty, then the
bases in the Locate window of the Cataloging module are taken from the locate.dat
file of the catalog directory. If the file is left empty, then no bases are displayed from
the Cataloging module even if bases have been defined for the locate.dat file in the
alephcom directory.
The "locate" section in the CATALOG/TAB/CATALOG.INI file defines whether or
not the record found using the Locate function should be merged automatically with
the current record.
16.13 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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 160 of 219
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 can find there:
[DuplicateRecord]
Library=HOME
If you want the new record to be assigned automatically to the Home library, type
HOME to the right of the equal (=) sign. If you want a different library, type the code
for the library, for example, 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. For example:
Library=USM01,USM20,ACC01,UBW01
16.14 Importing Updated Tables
You can determine whether or not the system automatically imports updated Catalog
tables when the Cataloger opens the Cataloging module. To determine this, go to the
ALEPHCOM/TAB directory and open the ALEPHCOM.INI file. Go to the section
labelled [Package]. Following is an example of the relevant section:
[Package]
AlwaysImportFiles=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.
Note that this section also determines whether or not the updated printing templates
package is automatically downloaded to the client when connecting to any of the
modules.
16.15 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. Following is an example of a floating
keyboard.
Three files define the Floating Keyboard setup:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 161 of 219
•
Keyboard.ini
•
Keyboard.txt
•
Font.ini
All files are located in the ALEPHCOM/TAB directory.
Keyboard.ini
The keyboard.ini defines the configuration settings.
The sample below matches the example of a Floating Keyboard shown above.
[Main]
Title=Keyboard
[WindowLocation]
KeyboardWindowPosition=189,267
KeyboardWindowRelocate=Y
[Tabs]
NoTabs=7
[Tab1]
Caption=Latin Supplement
NoCols=10
BtnWidth=40
BtnHeight=25
[Tab2]
Caption=Hebrew
NoCols=10
BtnWidth=40
BtnHeight=25
[Tab3]
Caption=Russian
NoCols=10
BtnWidth=40
BtnHeight=25
[Tab4]
Caption=Greek
NoCols=10
BtnWidth=40
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 162 of 219
BtnHeight=25
[Tab5]
Caption=Chinese
NoCols=10
BtnWidth=40
BtnHeight=25
[Tab6]
Caption=Old Cyrillic
NoCols=10
BtnWidth=40
BtnHeight=25
[Tab7]
Caption=Diacritics
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. Note that in the Cataloging module, this option is
not in use. In the Cataloging module, the keyboard is displayed in the lower
pane.
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 (for example, Russian).
•
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 of a keyboard shown above.
! Unicode code
!!!!!!!!!!!!!!
[Latin Supplement]
!!!!!!!!!!!!!!
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 163 of 219
\00C0
\00C1
\00C2
\00C3
etc...
[Hebrew]
!!!!!!!!!!
\05D0
\05D1
\05D2
\05D3
etc...
[Russian]
!!!!!!!!!!
\0410
\0411
\0412
\0413
etc...
[Greek]
!!!!!!!!!!
\0386
\0388
\0389
\038A
etc...
[Chinese]
!!!!!!!!!!
\4E10
\4E11
\4E12
\4E13
etc...
[Old Cyrillic]
!!!!!!!!!!
\0410
\0411
\0412
\0413
etc...
[Diacritics]
!!!!!!!!!!
\02BB
\0307
\0324
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 164 of 219
\0310
etc...
This file contains one column. 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.
Font.ini
The Font.ini file contains the font definitions.
Note that is possible to define different fonts for different Unicode ranges (columns 2
and 3 of the file).
The following is an example of the Font.ini file for the floating keyboard:
!
1
2
3
4
5 6 7 8
9
!!!!!!!!!!!!!!!!!!!!-!!!!-!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!-!-!!!-!!!!!!!!!!!!!!!!!!
AlephKeyboard
0000 00FF Tahoma
Y N N
16 DEFAULT_CHARSET
AlephKeyboard
0401 045F Tahoma
Y N N
16 DEFAULT_CHARSET
AlephKeyboard
0384 03CE Tahoma
Y N N
16 DEFAULT_CHARSET
AlephKeyboard
05D0 05EA Tahoma
Y N N
16 DEFAULT_CHARSET
AlephKeyboard
0000 FFFF Bitstream Cyberbit
Y N N
16 DEFAULT_CHARSET
For more information on the Font.ini file refer to the Font Definitions (Font.ini file)
section of the General chapter.
16.16 Authorizations
16.16.1 Allowed and Denied Tags
The permission.dat table, located in the library's pc_tab/catalog directory,
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
##### Y
OMRI
100## N
TAMI
##### Y
TAMI
245## N
YIFAT
##### N
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 165 of 219
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 (for example, 100##
means tag 100 any indicators; ##### means ALL tags).
•
Column 3 - Type of Permission
Values are Y and N. Y is used for allowed tags and N for denied tags. In the
above sample of the table, the user OMRI is authorized to edit all fields except
for the 100 field.
In the Cataloging module, denied tags will appear in a different color.
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 users that have cataloging proxies do not need to be listed in this
table. When the cataloging tables are repacked, users of this type are granted
the rights assigned to their cataloger proxy.
16.16.2 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_own table in the library's tab directory.
Up to five different OWN values of cataloging records can be allowed for a single
OWN value of a user.
Following is a sample 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:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 166 of 219
!
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_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.
If a catalog proxy is assigned to the user (see the Staff Privileges - User Information Password section, then the OWN values for the user are taken from the proxy's
record.
16.16.3 Holdings Filter
The holdings records displayed in the Cataloging navigation tree and in the HOL
records tab in the Cataloging module lower pane can be filtered based on the holdings
record's OWN field. Only users with an OWN Permission value that is the same as
the value in the OWN field in the holdings record will be able to see it.
This filter is dependent on the tab_own table. In addition, the OWN-FILTER value in
tab100 must be Y.
16.17 Merging Records
The fix_doc_merge program is used to merge or overlay cataloging records according
to the merging routines defined in the tab_merge table located in the library's tab
directory. Column 3 of the tab_fix table is used to define the merging routine that
matches the relevant section in the tab_merge table.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 167 of 219
The following is a sample of an entry for the fix_doc_merge program in the tab_fix
table:
! 1
2
3
!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!->
FIX
fix_doc_merge
OVERLAY-01
The "OVERLAY-01" routine must match a routine in the tab_merge table. The
following is a sample of the tab_merge table:
!
1
2
3
!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!->
OVERLAY-01 merge_doc_overlay
01
OVERLAY-02 merge_doc_overlay
02
OVERLAY-03 merge_doc_replace
Key to the tab_merge table:
•
Column 1 - Routine Name
This column is used to define the merging routine. It matches the routines
defined in column 3 of the tab_fix table.
•
Column 2 - Merging Program
This column contains the merging program. The following are the available
options:
•
o
merge_doc_replace:
This program replaces the contents of the original record with the
contents of the new record, retaining the CAT fields from both records.
o
merge_doc_overlay:
This program merges/overlays the record according to the overlay
specifications defined in the tab_merge_overlay table of the library's
tab directory.
o
merge_doc_adv_overlay:
This program merges/overlays the record according to the overlay
specification defined in the tab_merge_adv_overlay table of the
library's tab directory. This table shares the same purpose as the
tab_merge_overlay table and acts in a similar manner, with an added
level of complexity. The additional functionality is based on
determining which record is "preferred" when the merge is performed.
When merge_doc_adv_overlay is chosen from tab_merge, the system
first consults tab_preferred to set the "preferred" program that will be
used and the accompanying "weights" table that is used to evaluate the
two records. This program is usually used when loading records into
the system.
Column 3 - Merge Set
This column contains the merge set to be applied when the
merge_doc_overlay or the merge_doc_adv_overlay programs are performed.
The merge set must match a merge set defined in the
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 168 of 219
tab_merge_overlay/tab_merge_adv_overlay
tables of the library's tab
directory.
Note that when the overlay programs are used, the system librarian is in charge of
defining which fields are retained or overwritten when merging/overlaying two
cataloging
records.
This
is
done
by
editing
the
library's
tab_merge_overlay/tab_merge_adv_overlay tables located in the library's tab
directory.
The merge_doc_overlay 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_merge_overlay table if the following line is defined in the tab_fix table of the
library's tab directory:
MERGE fix_doc_merge
(routine name for tab_merge)
The merge_doc_overlay function can also be used when the Locate Similar Records
option is selected from the Edit menu of the Cataloging module. The system uses the
definitions of the tab_merge_overlay table if the following line is defined in the
tab_fix table of the library's tab directory:
LOCAT fix_doc_merge
(routine name for tab_merge)
Following is a sample of the tab_merge_overlay table:
!1 2 3
4
!!-!-!-!!!!!
01 1 Y #####
01 1 N 008##
01 1 C 245##
01 1 Y 245##
Key to the tab_merge_overlay table:
•
Column 1 - Merge set
This column is used to define different merging routine sets. Up to 99 different
merging routine sets can be defined; the values are 01 to 99. Note that the
routine must match the definitions in the tab_merge table of the library's tab
directory. For example, if you want to work with the 03 routine, then the
relevant fix_doc_merge section of the tab_fix table must be attached to the
routine that in the tab_merge table is set to work with the merge set 03.
Additionally, 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, that is, 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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 169 of 219
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 (for example, 100## means
tag 100 any indicators; ##### means ALL tags).
This column can also be used for subfield and subfield 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 subfield $5 of the field
does not contain the string "abc" as part of its contents.
In the example above, all fields are taken from the original document (1), except the
008 field. The 245 field is always taken from the copied record. If the copied record
does not have a 245 field, the 245 field of the original record is retained. Otherwise it
is overlaid from the second document to the original record.
Note that the search for the code is sequential. For example:
01 1 N 008##
01 1 Y #####
At first, the system will not take the 008 field because of the N in column 3 for the
field. Then, the system continues "reading" the next line that defines that all fields
should be taken. The result is that the 008 field is taken, too.
16.18 Updating the Tables Package
After making changes to any of the tables of the catalog directory
($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 and the AlwaysImportFiles flag in alephcom.ini
(under [Package]) is set to "N", then the user is prompted to update the tables on the
client. If the dates are different and the AlwaysImportFiles flag is set to "Y", then the
tables are imported automatically.
Among other tables/files, the catalog directory contains cataloging forms (for
example, 008_bk.lng for MARC 21), cataloging templates (for example, 008_bk.lng
for MARC 21), help files (in the HTML subdirectory), 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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 170 of 219
16.19 Subfield Punctuation
The tab_subfield_punctuation table in the library's tab directory is used to define
subfield punctuation for fields. 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 than the authority record. This 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 subfields retained from the
bibliographic record (for example, between subfield $a - personal name - and subfield
$t - title of MARC 21 600 field). The following is a sample of the
tab_subfield_punctuation table:
! 2
3 4 5
6
!-!!!!!-!-!-!!!!!!!!!!-!!!!!!!!!!
A 1#### a
.
.
A 1#### d
.
-.
A 100## a 4 ,
A 100## d 4 ,
A 110## b
.
.
Key to tab_subfield_punctuation:
•
Column 1 - Program code
Use always "A".
•
Column 2 - Tag and indicators
Contains the field tag with indicators for which subfield punctuation is being
defined. Use the hash (#) as a placeholder for undefined indicators.
•
Column 3 - Subfield code
Enter the subfield to which the end punctuation is going to be added.
•
Column 4 - Following subfield code
Enter the subfield that follows after the end punctuation added to the subfield
defined in the previous column.
•
Column 5 - Punctuation to add
Enter the punctuation signs that should be added to the subfield.
•
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 171 of 219
16.20 Validation of Contents of a Field
You can set up ALEPH to check the contents of some fields. This is done through the
check_doc_line_contents table in the library's tab directory.
Following is a sample of the check_doc_line_contents table:
! 2
3
4
5
!!-!!!!!-!-!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!
## 020## a isbn
## 022## a issn
## 7#### x issn
## 260## c range
1850 2002
## 260## c number_length
4
## 022## a length
9
Key to the check_doc_line_contents table:
•
Column 1 - Record's format
Enter a specific record format (for example, BK), or use ## as a wildcard to
indicate that the field is appropriate for any format. Refer to Record Formats
on page 115 for more information on record formats.
•
Column 2 - Field code
Field code to be checked. Use the hash (#) as a placeholder for undefined tags
and/or indicators (for example, 020## or 7####).
•
Column 3 - Subfield code
Enter the subfield code of the subfield 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:
o
isbn - verifies that the ISBN entered in the field is a valid ISBN
(including check digit).
o
issn - verifies that the ISSN entered in the field is a valid ISSN
(including check digit).
o
length - verifies that the length of a numeric string matches the values
defined in column 5.
o
number_length - verifies that the number_length of a numeric string
matches the values defined in column 5.
o
range verifies that the numeric string entered in the field matches the
range defined in column 5.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 172 of 219
•
Column 5 - Values to check
For length enter <length> (for example, for subfield $c of MARC 21 field
260, the length is 4 for the year).
For range enter <from> <to> (for example, for subfield $c of MARC 21 field
260, enter reasonable values for the range of the year, say, 1850 - 2001).
16.21 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.
The table contains two sections:
• OC
•
D
Following is a sample of the OC section:
OC
OC
OC
OC
BK
XX
BK
SE
5001
5002
5003
5007
00
01
01
01
01
01
01
01
100## 110## 111## 130##
245##
260##
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 (for example, BK), or use XX as a wildcard to
indicate that the check is appropriate for any format. Refer to Record Formats
on page 115 for more information on record formats.
•
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 located in
the library's tab directory.
•
Column 4 - Minimum of occurrences
00 indicates that the field is not mandatory. 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 can use
values 02 to 99 to define that the field can be repeated up to a particular
number of times according to the selected value.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 173 of 219
•
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 can have only
one occurrence of either MARC 21 field 100, or 110, or 111 or 130. These fields are
not mandatory.
Note that repeated fields with the same subfield $6 (this subfield links fields that are
different script representations of each other) are considered a single occurrence of the
field. This avoids incorrect repeatability messages.
Based on the above sample, if the record contains two occurrences of MARC 21 field
100, as follows:
then no error message is displayed when checking the record; the system considers
both 100 fields as a single occurrence.
Following is a sample of the D section:
D
D
BK 7003 2450#
BK 7004 2451#
Y 1####
Y 1####
N
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 (for example, BK), or use XX as a wildcard to
indicate that the check is appropriate for any format. Refer to Record Formats
on page 115 for more information on record formats.
•
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 located in
the library's tab directory.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 174 of 219
•
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 (for example, 100## or 1#0##)
•
Column 5 - Type of dependency
This column defines whether 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 (for example, 100## or
1#0##).
•
Column 7 - Type of dependency
This column defines whether or not the check relates to the field being present.
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.
16.22 Forbidden Errors and Triggers
The check_doc_mandatory table can be used to define whether error messages
produced by cataloging check routines should activate a trigger or be defined as
forbidden.
A cataloging error defined as forbidden does not allow the user to save/update the
record, while errors that activate triggers allow database update. Note that the record's
triggers can be later retrieved through the Record's Trigger option from the edit menu
of the Cataloging module.
For example, if the check_doc_doc table is used to define that a MARC 21 record
must have a 245 field (for example, OC XX 5002 01 01 245##), then you can set error
message 5002 to activate a trigger or to be defined as forbidden.
In addition, through the check type (column - col.1), you can define that the error
message activates a trigger or is forbidden only in particular instances of the system,
such as, for example, when records are updated or created from the Cataloging
module.
Following is a sample of the check_doc_mandatory table:
1
2
3
4
!!!!!!!!!!!!!!!!!!!!-!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!->
CATALOG-DELETE
0011 M ADM record points to current document.
0012 M HOL record points to current document.
0013 M BIB record points to current document.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 175 of 219
CATALOG-INSERT
file.
CATALOG-INSERT
CATALOG-INSERT
CATALOG-INSERT
0101 T Field is a duplicate entry in the INDEX
0110
0161
0162
5001
T
T
T
M
Field is a new heading in the index list.
ISBN is incorrect.
ISSN is incorrect.
A record cannot have more than 1 main
entry (1XX).
5002 M Required 245 field is either missing or
duplicated.
5008 M Required 008 field is either missing or
duplicated.
9999 T Too many errors (must be less than 40).
Key to the check_doc_mandatory table:
•
Column 1 - Check type
The check type defines when the check program is performed. Check
programs are assigned to check types in the check_doc table of the library's
tab directory. The following are the reserved check types:
o
CATALOG-INSERT: performed when the cataloging record is saved,
updated or when the Check Record option is selected from the
Cataloging module.
o
CATALOG-DELETE: performed when the Delete Record from Server
option is selected from the Cataloging module.
o
BATCH-DELETE: performed when the Delete Bibliographic Records
(p-manage-33) batch process is run.
o
NAV-MAP-DELETE: Check programs attached to the NAV-MAPDELETE check type are run when the Total Delete option is selected
from the Record Manager in the Cataloging module.
o
Z39-INSERT: performed when a record is inserted via Z39.50 ES
Update.
o
Z39-REPLACE: performed when a record is replaced via Z39.50 ES
Update.
o
Z39-DELETE: performed when a record is deleted via Z39.50 ES
Update.
Note that if this column is left blank, then the error code defined in column 3,
applies for all check types.
•
Column 2 - 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 table in the library's tab directory. System
defined error codes are defined in the check_doc table in the
$alephe_root/error_lng directory.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 176 of 219
•
Column 3 - 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 do 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.
•
Column 4 - Error message
Optional free-text column. It is non-functional, for information only.
Note that if error code 9999 (Too many errors) is not defined in the table, it is
considered by the system as a forbidden error (type 'M').
16.23 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 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.
16.24 Checking Routines for New Headings in the Bibliographic and
Authority Headings List
The check_doc_new_acc_aut table 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:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 177 of 219
! 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 Headings 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.
16.25 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 (Z11) Index. This is done by
including the field to be ignored in the check_doc_unique_index 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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 178 of 219
16.26 Locking Records
16.26.1 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
16.26.2 Lock Status Message
When a cataloger locks a record, the phrase "Locked by current user" is displayed in
the Cataloging bar, informing the user that the record has been locked. In addition,
when a cataloger loads a record locked by another cataloger, the phrase "Locked by
another user" is displayed in the Cataloging bar informing the cataloger that the
record is locked. This text can be modified by editing the following entries from the
pc_cat_c2003 file of the alephe/error_eng directory:
2002 0000 L [Locked by another user] System No. $3 - Format $4 - $1
($2)
2003 0000 L [Locked by current user] System No. $3 - Format $4 - $1
($2)
16.27 Check Routines for Check Record
The check_doc table is used to define the check programs that are used in the system
and in the environment in which these programs are used.
The following is a sample of the table:
!
1
2
!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
CATALOG-INSERT
check_doc_new_acc
CATALOG-INSERT
check_doc_new_acc_aut
CATALOG-INSERT
check_doc_unique_index
Z39-INSERT
Z39-INSERT
check_doc_line
check_doc_line_contents
Z39-REPLACE
Z39-REPLACE
check_doc_new_acc
check_doc_new_acc_aut
CATALOG-DELETE
CATALOG-DELETE
check_doc_delete_lkr
check_doc_delete_item
3
Note that up to 100 programs can be defined in the check_doc table.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 179 of 219
Key to the check_doc table:
•
Column 1 - Check Type
Enter the check type that defines when the check program is performed.
•
Column 2 - Check Program
Enter the check program(s) that should be performed for the specific check
type defined in column 1.
•
Column 3 - Program Arguments
Contains additional information about the programs, such as table names. This
column is used to define additional parameters for the check programs.
16.27.1 Check Types Available for Column 1 of the check_doc Table:
The following are the available check types:
•
CATALOG-INSERT: Check programs attached to the CATALOG-INSERT
check type are performed when the cataloging record is saved, updated or
when the Check Record option is selected from the Cataloging module.
•
CATALOG-DELETE: Check programs attached to the CATALOGDELETE check type are performed when the Delete Record from Server
option is selected from the Cataloging module.
•
BATCH-DELETE: Check programs attached to the BATCH-DELETE check
type are performed when the Delete Bibliographic Records (p-manage-33)
batch process is run.
•
NAV-MAP-DELETE: Check programs attached to the NAV-MAP-DELETE
check type are performed when the Delete Bibliographic record option is
selected from the Navigation Window of the Search module.
•
Z39-INSERT: Check programs attached to the Z39-INSERT check type are
performed when a record is inserted via Z39.50 ES Update.
•
Z39-REPLACE: Check programs attached to the Z39-REPLACE check type
are performed when a record is inserted via Z39.50 ES Update.
•
Z39-DELETE: Check programs attached to the Z39-DELETE check type are
performed when a record is inserted via Z39.50 ES Update.
16.27.2 Check Programs Available for Column 2 of the check_doc Table
The following are the available check programs:
•
check_doc_852
This program checks whether the sublibrary and collection codes - cataloged
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 180 of 219
in subfields $b and $c of the MARC 21 location field (852) of the holdings
record - match the definitions of the tab_sub_library and tab40 tables. Note
that this program should be included in the check_doc table of the holdings
library (xxx60).
•
check_doc_853
This routine checks if patterns (853/4/5 tags) share the same subfield $$8
value.
•
check_doc_853x
This program checks the presence and the validity of mandatory subfields in
the MARC 21 853/4/5 and 853X/4X/5X fields. The check_doc_853x program
also checks dependencies between subfields. For example, if the 853 field has
a subfield $a, then subfield $a must also be present in the 853X field.
•
check_doc_adm_lkr
This program checks whether the bibliographic record to which the LKR field
in the administrative record is pointing (subfield $b) is already linked to
another administrative record. This program should be used only in
administrative libraries (XXX50).
•
check_doc_aut_5xx
This program checks whether or not the 5XX field (See also from tracing
field) cataloged in the authority record has a corresponding entry in the "GEN"
index. If there is no matching heading in the "GEN" index, an error message is
displayed. If the 5XX field has a corresponding entry, the program also checks
whether this entry derives from a 1XX Heading field or from a See from
tracing field (4XX). If the matching heading derives from a See from (4XX),
then an error message is displayed.
Note that for the implementation of this program the 5XX fields should be
sent to a "GXX" headings index in the authority library. The
check_doc_aut_5xx compares the entries in these indexes with the entries in
the "GEN" index.
•
check_doc_aut_duplicate
This program checks whether 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 occurrences and dependencies between fields,
according to the definitions of the check_doc_doc table.
•
check_doc_line
This program checks the validity of indicators and subfields; the presence of
mandatory subfields according to the definitions of the check_doc_line table.
This program also checks dependencies between subfields.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 181 of 219
•
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 (subfields $l and $b).
•
check_doc_locate
This program checks if there are records in the database that are similar to the
record currently being updated. The mechanism used by this program is
determined by the definitions in the tab_locate table of the library's tab
directory.
•
check_doc_match
This program checks if there are records in the database that are duplicates of
the one currently being edited. The mechanism used by this program is
determined by the definitions in the tab_match table of the library's tab
directory. Note that in the tab_match table, the match code 'CAT' (column 1
of the table) is used to specify the matching routines performed by the
check_doc_match program.
•
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_paired_fields This program checks the following two aspects
related to fields that are linked by subfield $6 (subfield $6 contains data that
links fields that are different script representations of each other):
•
o
If the record contains a field with subfield $$6 <value numeric - other
than '00'>, there must be an additional field with the same tag and
indicators and the same $$6 value.
o
If the record contains a field with subfield $$6 <value numeric - other
than '00'>, there must be no more than two fields that have the same
$$6 value.
check_doc_tag_text
This program checks the validity of text entered into a subfield defined in the
check_doc_tag_text table.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 182 of 219
•
check_doc_unique_index
This program checks whether or not a duplicate record is opened in the Direct
(Z11) index.
•
check_doc_url
This program checks the validity of an external URI/URL link from subfield
$u of fields such as 856, 505, 530, etc.
Following are the available check programs for document deletion:
•
check_doc_delete_lkr
This program checks if there are any links from the record to be deleted to
another record.
•
check_doc_delete_item
This program checks if the record to be deleted has any associated items.
•
check_doc_delete_order
This program checks if the record to be deleted has any associated order.
•
check_doc_delete_copies
This program checks if the record to be deleted has any associated
subscriptions.
•
check_doc_delete_loan
This program checks if the record to be deleted has any associated items on
loan.
•
check_doc_delete_hold
This program checks if the record to be deleted has any photocopy requests
or/and hold requests associated to the items linked to it.
•
check_doc_delete_aut_bib
This program checks if the authority record to be deleted has any bibliographic
records associated with the heading of the record.
Note that in the Messages tab (lower pane) window of the Cataloging module, the
View Related button is enabled 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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 183 of 219
16.28 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 MARC 21 006,
007, 008 and LDR (leader), and for UNIMARC 100 and LDR (leader).
The fixed-length tables for MARC 21 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 located in the library's tab directory.
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 000 a 001
1 ^abcdefghijklmop|
XX 000 a 002
1 ^abcdefghijklmop|
XX 000 a 003
1 ^abcdefghijklmop|
XX 000 a 004
1 ^abcdefghijklmop|
XX 000 a 001-004 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,||
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 184 of 219
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 wildcard to indicate that the
values for the position(s) of the field are appropriate for any format. Refer to
for more information on record formats.
•
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 MARC 21 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 MARC 21 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 MARC 21
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 MARC 21 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:
o
1 = Check for valid values.
o
2 = Check for obsolete values.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 185 of 219
o
•
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 can be omitted. For example, in the section above:
XX
000
1 acdefgijkmoprst
acdefgijkmoprst are the valid values for position 00 of the 006 MARC 21
field.
If the check type is 2, then this column contains a list of values that can 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 can 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 MARC 21 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
DOC-BLANK-CHARACTER variable in the tab100 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 MARC 21 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:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 186 of 219
•
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 (that
is, 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 MARC 21 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 MARC 21 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,
||||, and so on. The program does not permit the first position to be "u", nor
does it allow "uuuu". This routine is only relevant for the bibliographic (for
example, USM01) library - the 008 fixed-length field, "Date 1" and "Date 2"
subfields, positions 07-10 and 11-14.
•
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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 187 of 219
•
check_val_numeric
Verifies that the position range consists only of digits. This routine is only
relevant for the holdings (for example, USM60) library - the 008 fixed-length
field, "Number of copies reported" subfield, positions 17-19 and "Date of
report" subfield, positions 26-31
•
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
alephe/tab directory. This routine is relevant for a bibliographic library (for
example, USM01) - the 008 fixed length field, "Publication" field, positions
15-17
•
check_val_language
Verifies that the position range forms a valid MARC language code. Valid
language codes are defined in the marc_language_codes table in the
alephe/tab directory. This routine relates to the following:
•
o
Bibliographic library (for example, USM01) - the 008 fixed length
field, "Language" field, positions 35-37
o
Holdings library (for example, USM60) - the 008 fixed length field,
"Language" field, positions 22-24.
check_val_bitdepth
Verifies positions 06-08 of the 007 MARC 21 field for ELECTRONIC
RESOURCE (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 MARC 21
008 field (positions 14-16). This routine checks if the heading has been
marked valid for any use. This routine should only be used for Authority (for
example, USM10) libraries.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 188 of 219
16.29 Validation Messages (Table-dependent)
The check_doc.lng table of the library's tab directory contains user-defined
validation messages that are table-dependent. For example, this table is used to define
the error messages that are displayed when performing the check_doc_doc checks.
The following is a sample line from the check_doc_doc table:
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 sample of the table that contains the message 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. Must be between the range of 5000-7000.
•
Column 2 - ALPHA
ALPHA code. Must always be L.
•
Column 3 - Error Message Text
Enter the message text that is displayed in the Cataloging module when
performing the check routine.
16.30 Validation Messages (System-driven)
The check_doc table in the alephe/error_lng 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
$2
0003
0004
$2
0005
L Document number $1 in library $2 points to current document.
L Document has $3 item(s) attached to ADM record $1 in library
L ADM record has $1 item(s) attached.
L Document has $3 order(s) attached to ADM record $1 in library
L ADM record has $1 order(s) attached.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 189 of 219
Key to the check_doc table:
•
Column 1 - Error Message Number
Error message assigned by ALEPH.
•
Column 2 - ALPHA
ALPHA code. Must always be L.
•
Column 3 - Error Message Text
Message text that is displayed in the Cataloging module when performing the
check routine.
16.31 Cataloging Productivity Report
A cataloging productivity report can be produced by running the Count of New and
Updated Catalog Records - by Cataloger (com-02) batch service from the Services
menu.
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.
16.32 Column Headings (pc_tab_col.lng and tab_col.dat)
The pc_tab_col.lng table of the library's tab directory and the tab_col.dat table
of the ALEPHCOM/LNG/TAB directory define the columns of information that are
displayed in list windows in the GUI clients.
In order to define column headings, edit the bibliographic library (for example,
USM01) table pc_tab_col.lng using the ALEPHADM module. Note that some list
window columns are not controlled by this table. They are controlled by the
tab_col.dat table on the GUI client.
For more information about pc_tab_col.lng, see the ALEPH User Guide - General
chapter - Desktop Customization - GUI and Toolbars section.
The following is a list of the Cataloging windows which use the pc_tab_col.lng table
for formatting data and their identifiers (Column 1 in pc_tab_col.lng):
Identifier Cataloging GUI Windows 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 Columns 8 and 9 of pc_tab_col.lng.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 190 of 219
The following is a list of the Cataloging windows that use the tab_col.dat table for
formatting data and their identifiers:
Identifier Cataloging GUI Windows CAT_SCAN_LIB_LIST Choose Library (Search headings options) 16.33 Default Values for Fixed Fields in New Records
The default values for the 008 and the LDR MARC 21 fixed-fields and for the 100
and the LDR UNIMARC fixed-fields are hard-coded. You can manipulate these
values by using the tab_tag_text table of the library's tab directory. This table is used
to define for each field, according to the record format, the default value for these
fields
when
records
are
created
in
the
system.
Following is a sample of the tab_tag_text table:
!1
2
3
!!!-!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!->
LDR BK ^^^^^nam^a22^^^^^^a^4500
LDR SE ^^^^^nam^a22^^^^^^a^4500
008 BK ^^^^^^s2000^^^^^^^^^^^^^^^^^^000^^^eng^d
008 SE ^^^^^^c19009999^^^^r1^^^^^^^^0^^^^0eng^d
Key to the tab_tag_text table:
•
Column 1 - Field Code
Enter the field code of the field for which the default values are being defined
(for example, LDR, 008 or 100).
•
Column 2 - Record Format
Enter a specific record format to indicate the format for which the default
values for the field are appropriate.
•
Column 3 - Default Values
Enter the default values for the field. Use the blank character specified in the
DOC-BLANK-CHAR variable of the tab100 table to represent spaces.
16.34 Load HOL Record from Server
The Load HOL Record from Server function retrieves the holdings record(s) attached
to the current bibliographic record. The sort order of the records is determined
according to the sort routine defined by setting the gui_hol_z103_sort_routine
variable in the pc_server_defaults table. Following are the available sort routines:
•
00 - sorts by the holdings records system number.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 191 of 219
•
01 - sorts by the bibliographic records system number (for installation where
multiple bibliographic records are attached to one adm record).
•
02 - sorts by the OWN field of the holdings record.
•
03 - sorts by the sublibrary code of the holdings record (first 852 field of the
record, subfield $b).
•
04 - sorts by sublibrary name (first 852 field of the record, subfield $b), the
first record in the list will always be the sublibrary of type 7 in the
tab_attr_sub_library in the alephe/tab directory, disregarding the name of the
sublibrary.
The gui_hol_z103_sort_order variable in the pc_server_defaults table defines
whether the order is ascending or descending.
•
A - Ascending
•
D - Descending
Note that these variables also apply for the sort order of the holdings records list that
is displayed when clicking the Retrieve HOL button from the Items List window in
the Items module.
16.35 Importing Records
The conversion mechanism of the Import records option of the Cataloging module is
based on two different types of conversions:
Conversions performed at the level of the client and remote conversions (that is,
conversions performed by server routines).
For both types of conversions, you must define the conversion program under the
[ConvertFile] section of the catalog.ini file in the following format:
ConvertN=TextALPHA,Text,ConversionType,[Parameter1,Parameter2,...,Par
ameterN]
For remote conversions, the following are the conversion programs that are currently
available:
•
pc_cat_conv_mab_d: conversion from MAB2 Diskettenformat (ekz).
•
pc_cat_conv_cdmarc: conversion from CDMARC.
•
pc_cat_conv_aleph_seq: conversion from ALEPH Sequential format.
•
pc_cat_conv_aleph300_seq: conversion from ALEPH 300 Sequential format.
Note that only single records can be loaded/converted by this program.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 192 of 219
•
pc_cat_conv_marc: conversion of MARC records separated either by a new
line character, or by a MARC record separator (ASCII - 29 or Hexadecimal 1D). It can also be used for the conversion of a single MARC record. We
recommend that you use this program instead of the '2709 OCLC conversion'
local conversion program as that can be problematic in the case of long fields
(longer than 2000 characters).
The conversion specifications are defined in the pc_tab_cat_conv table, located in the
library's tab directory. The following is a sample of the table:
1
2
3
!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!>
MAB
pc_cat_conv_mab_d
850_TO_UTF
MARC
pc_cat_conv_marc
CDMARC
pc_cat_conv_cdmarc
SEQ
pc_cat_conv_aleph_seq
SEQ_8859_1 pc_cat_conv_aleph_seq
8859_1_TO_UTF
SEQ300
pc_cat_conv_aleph300_seq
ALEPH300_TO_UTF
Key to the pc_tab_cat_conv Table:
•
Column 1 - Conversion Routine
This is the identifier of the conversion that is being performed (free-text).
•
Column 2 - Conversion Program
Enter the conversion program that should be performed for the specific
conversion routine defined in column 1.
•
Column 3 - Parameters Certain conversion routines require additional
information, such as character conversion routines. This column is used to
define additional parameters for conversion programs.
16.36 Combining Diacritics
In order that combining diacritical marks be displayed as clearly as possible in the
cataloging draft, they can be displayed in conjunction with a "spacing" character
(similar to the way that they are displayed in the Combining Diacritical Marks table in
"The Unicode Standard"). The underline (U+005F) has been chosen for diacritics that
are positioned above the character, and the dotted circle (U+25CC) has been chosen
for combining diacritics that are positioned below the character.
The spacing characters and the diacritics with which they are used are defined in the
Spacer.ini table located in the Alephcom/tab directory. Following is an extract of this
file:
! 1
2
3
!!!!-!!!!-!!!!
005F 0300 0315
005F 0334 0338
25CC 0316 0333
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 193 of 219
25CC 0339 033C
In the extract above, the underline (U+005F) has been selected as the spacer for the
following ranges of Unicode characters:
1. 0300 to 0315
2. 0334 to 0338
In addition, the dotted circle (U+25CC) has been selected as the spacer for the
following ranges of Unicode characters:
1. 0316 to 0333
2. 0339 to 033C
16.37 Record Length Limits
Records in ALEPH are limited to:
1. 5000 subfields.
2. 45000 bytes.
3. Each field is limited to 2000 bytes.
16.38 Hidden Fields
Hidden fields are fields that are present in the cataloging record but that are not
displayed in the Catalog Editor. In other words, these are fields that cannot be updated
directly by the cataloger through the Cataloging module. To define a field as hidden,
add the field to the tab_cat_hidden table located in the library's tab directory.
Following is a sample of the tab_cat_hidden table:
! 1
!!!!!
650##
16.39 Record Manager
The Record Manager displays information regarding the record currently being edited
in the Catalog Editor (upper pane of the Cataloging tab). The information is displayed
in tree structure after opening a record from the server or after saving a new record.
Note that the display in the Record Manager is limited to 800 lines.
The system librarian is in charge of defining the following:
1. The display of the relation between the holdings and the items records. This is
determined by the item_hol_tree_style variable of the pc_server_defaults file.
The following options are available:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 194 of 219
1 - Do not display the connection between the items and the linked holdings
records
2 - Display the items under the related administrative (ADM) record and also
under the linked holdings record
3 - Display the items only under the linked holdings record (in this case the
holdings libraries nodes are displayed before administrative - ADM - libraries
nodes)
2. The number of leaves in each node. This is determined by the
pc_tree_view_max_branch variable of the pc_server_defaults file. In the
following sample, nodes are limited to 10 leaves:
setenv pc_tree_view_max_branch 10
3. The way in which the tree is displayed when first opened. This is determined
by the expand_tree_style variable of the pc_server_defaults file. The following
options are available:
1
Expand
only
the
selected
record
node.
2 - Expand only record nodes (administrative, bibliographic and holdings)
3 - Expand all existing nodes (administrative, bibliographic, holdings, item,
order, and so on.)
Note
The display of the holdings record is also based on the OWN field, and the display of
the items on the ITEM-SHOW permission in the user_function.lng table.
16.40 Overview Tree
The Overview Tree shows the records in the system that are related to a cataloging
record. For example, it displays the holdings records, the administrative record, and
the items, subscriptions, orders and loans attached to the selected cataloging record.
The information is displayed in tree structure.
Note that the display in the Overview Tree is limited to 800 lines.
The system librarian is in charge of defining the following:
1. The display of the relation between the holdings and the items records. This is
determined by the item_hol_tree_style variable of the pc_server_defaults file.
The following options are available:
1 - Do not display the connection between the items and the linked holdings
records
2 - Display the items under the related administrative (ADM) record and also
under the linked holdings record
3 - Display the items only under the linked holdings record (in this case the
holdings libraries nodes are displayed before administrative - ADM - libraries
nodes)
Note that the display of the holdings record is also based on the
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 195 of 219
OWN field, and the display of the items on the ITEM-SHOW permission in the
user_function.lng table.
2. The number of leaves in each node. This is determined by the
pc_tree_view_max_branch and pc_filter_tree_view_max_branch variables of
the pc_server_defaults file. In the following sample, nodes of Bibliographic
records are limited to 10 leaves and nodes stemming from
Administration/Holdings records are limited to three leaves:
setenv pc_tree_view_max_branch
setenv pc_filter_tree_view_max_branch
10
3
3. The way in which the tree is displayed when first opened. This is determined
by the expand_tree_style variable of the pc_server_defaults file. The following
options are available:
1 - Expand only the selected record node.
2 - Expand only record nodes (administrative, bibliographic and holdings)
3 - Expand all existing nodes (administrative, bibliographic, holdings, item,
order, and so on.)
4. The moving routines that are performed when records are moved through the
Overview Tree. These routines are defined in the tab_move_record table of the
library's tab directory.
5. The sort of the items in the tree is dependent on the TREE function in the
tab_z30_sort table of the administrative library.
The following is an excerpt of the tab_move_record table:
! 1
2
3
!!!!!!!!!!-!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
ADM
ADM
move_adm_to_adm
Z30
ADM
move_z30_to_adm
Z16
ADM
move_z16_to_adm
Z68
ADM
move_z68_to_adm
ITEMS
ADM
move_items_to_adm
COPIES
ADM
move_copies_to_adm
ORDERS
ADM
move_orders_to_adm
Key to the tab_move_record Table:
•
Column 1 - Moving From Record Type of record to be moved. The available
options are: ADM (administrative) , Z30 (a single item), Z16 (a single
subscription), Z68 (a single order), ITEMS (all items under the Items node),
COPIES (all subscriptions under the Subscriptions node), ORDERS (all orders
under the Orders node).
•
Column 2 - Moving To Record Record to which the selected record is being
moved. Available options are: ADM (administrative).
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 196 of 219
•
Column 3 - Moving Procedure Moving routines. The following are the
available moving programs:
- move_adm_to_adm: moves all instances under an administrative record to
another administrative record. This move includes:
Items and item history (Z30 and Z30H)
Holding requests and holdings request history (Z37)
Loans and loan history (Z36)
Photocopy requests (Z38)
Advance booking - time slots (Z320)
Short loans - status (Z321)
Serials claim (Z20)
Linked HOL records
Subscription information (Z16)
Routing lists (Z18)
Members of routing lists (Z14)
Routing trace (Z22)
Orders (Z68)
Order and subscription log (Z71)
Arrival information (Z78)
Acquisition claims (Z501)
Budget transactions (Z601)
Invoice - Line item (Z75)
The move is not performed if one of the items is linked to an incoming or to
an outgoing ILL request.
- move_adm_to_bib, moves an ADM record from one BIB record to another
BIB record. This move includes linked HOL records. It is not performed if an
ADM record linked to the target BIB already exists (for example, a new BIB
without an ADM).
- move_hol_to_bib: moves a HOL record from one BIB record to another
BIB record. It is not performed if an item is linked to the HOL. In this case,
the Z30/ADM must be moved first.
This program works only in a multi-HOL, multi-ADM environment and
requires the following setup:
ADM XXX60 XXX50
- move_z30_to_adm: moves a selected item to another administrative record.
This move includes:
Items and item history (Z30 and Z30H)
Holding requests and holding requests history (Z37)
Loans and loan history (Z36)
Photocopy requests (Z38)
Advance booking - time slots (Z320)
Short loans - status (Z321)
Serials claim (Z20)
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 197 of 219
The move is not performed if:
- The item is linked to an incoming or to an outgoing ILL request.
- The item is linked to a holdings record.
- The item is linked to a subscription record.
- The item is linked to an order record.
- move_z16_to_adm: moves a selected subscription to another administrative
record. This move includes:
Subscription information (Z16)
Items and item history (Z30 and Z30H)
Routing lists (Z18)
Members of routing lists (Z14)
Routing trace (Z22)
The move is not performed if:
- The item is linked to an incoming or to an outgoing ILL request.
- The item is linked to a holdings record
- The item is linked to an order record
- move_z68_to_adm: moves a selected order to another ADM record. This
move includes:
Orders (Z68)
Items and item history (Z30 and Z30H)
Order and subscription log (Z71)
Arrival information (Z78)
Acquisition claims (Z501)
Budget transactions (Z601)
Invoice - Line item (Z75)
The move is not performed if:
- The item is linked to an incoming or to an outgoing ILL request.
- The item is linked to holdings record
- The item is linked to a subscription record
- move_items_to_adm: moves all items under the selected items node to
another administrative record. The move includes all instances specified under
move_z30_to_adm.
- move_copies_to_adm: moves all subscriptions under the selected
subscriptions node to another administrative record. The move includes all
instances specified under move_z16_to_adm.
- move_orders_to_adm: moves all orders under the selected orders node to
another administrative record. The move includes all instances specified under
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 198 of 219
move_z68_to_adm.
Note that if the relevant program for a particular move is not listed in the
table, an error message is displayed in the GUI when trying to perform the
selected move and the move will not be performed.
The following privileges are related to the functionality of the Overview Tree:
- Global permission to move records: CATALOG (MOVE-TREE-ITEM)
- Permission to move subscription records: CATALOG (MOVE-Z16)
- Permission to move order records: CATALOG (MOVE-Z68)
- Permission to move item records: CATALOG (MOVE-Z30)
No special permission is needed in order to view the Overview Tree.
16.41 Client Setup (catalog.ini)
The catalog.ini file defines settings for the Cataloging client. This chapter presents
and explains the following sections of the catalog.ini file:
ConvertFile on page 199
DuplicateRecord on page 203
Editor on page 201
ExpandTemplate on page 203
Form on page 201
General on page 205
HolOwnTextDefaults on page 204
Locate on page 204
OffLine on page 203
RecordBar on page 205
RecordTree on page 205
Scan on page 204
16.41.1 Catalog.ini Settings
Explanations on settings related to the Items functionality are documented in the
Items chapter.
[ConvertFile]
[ConvertFile]
The ConvertFile section is used for the Import Records subfunction of the Cataloging
module.
Convert1=L,Books in print conversion,LOCAL,BIP,0
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 199 of 219
The "convert" lines list the available conversion programs. In the example above, the
"Books in print" string is the conversion name displayed in the Convert Procedure
drop-down menu.
The definitions of the "convert" line include the type of conversion and, if needed,
specific parameters (for example, character conversion).
The following is the basic structure for the "convert" lines:
ConvertN=TextALPHA,Text,ConversionType,ProgramPath,[Parameter1,Parame
ter2,...,ParameterN]
Text: Text that is displayed in the Convert Procedure drop-down menu.
TextALPHA: Alpha of the text.
ConversionType: Type of conversion. The conversion mechanism of the Import
Records subfunction is based on two different types of conversion: conversions
performed at the level of the client and remote conversions (that is, conversions
performed by server routines). For conversions performed at the level of the client,
this should be set to LOCAL. For remote conversions, this must be set to REMOTE.
ProgramPath: The path of the program to be executed. For remote conversions, this
should always be set to REMOTE.
Parameters: Parameters for the conversion program (optional and programdependent).For remote conversions, Parameter1 must match a conversion routine
from the pc_tab_cat_conv table (column 1).
When converting external records into ALEPH format and importing them into your
system, you can convert different codepages into UTF-8. To support this, you can add
a parameter 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,LOCAL,CDMARC,CP1251
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=
You can use the DefaultInputDir variable to set the default directory that is opened
when the user clicks the button at the right side of the Input File field from the Import
Records subfunction. If you leave it blank, the default directory is set to the ConvertIn
directory under the Catalog directory.
DefaultOutputDir=
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 200 of 219
You can use the DefaultOutputDir variable to define the default directory in which the
converted files are stored. If you leave it blank, the default directory is set to the
ConvertOut directory under the Catalog directory.
For more information on the Importing Records setup, refer to Importing Records on
page 192.
[Form]
[Form]
FontSizeX=12
FontSizeY=20
The FontSizeX and FontSizeY lines are used to define the grid for the fonts of the
cataloging forms.
[Editor]
TabCompletion=Y
If the TabCompletion flag is set to Y, then for subfields 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.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 201 of 219
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 subfields 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 (for example, tags, indicators, contents).
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 (for example, the color of highlighted tags, the color of the
indicators).
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
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 202 of 219
from the local drive. If the variable is set to 0 (zero), records will not be deleted
automatically.
ShowUnicodeValue=Y
If the ShowUnicodeValue flag is set to Y, when placing the mouse pointer over a
character in the catalog record - after about two seconds - a ToolTip appears above
the character displaying the character's Unicode value identified by the hexadecimal
representation of its Unicode number prefixed with a U, for example, U+0041 for
"A". If the flag is set to N, this ToolTip is not displayed.
[ExpandTemplate]
[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 pop-up dialog box is
displayed for the user to select the appropriate template.
[DuplicateRecord]
[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
(for example, USM01, USM10, USM30).
[OffLine]
[OffLine]
OffLine=N
The OffLine flag determines whether or not the Cataloging module will work with a
server connection. If the flag is set to N, the client connects automatically to the server
when opening the module. If the flag is set to Y, no connection is launched and the
cataloger can 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,
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 203 of 219
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]
[Locate]
MergeRecord=Q
The MergeRecord variable specifies whether the located similar record should be
merged automatically with the current record. If the variable is set to Y, then the
selected similar record is merged automatically with 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.
[Scan]
[Scan]
IncludeAUTData=Y
The IncludeAUTData flag is used to determine whether or not additional authority
information from the authority record should be displayed in the headings list of the
bibliographic library together with the linked authority record. If the flag is set to 'Y',
then the 260 (Complex See Reference - Subject), 664 (Complex See Reference Name), 666 (General Explanatory Reference - Name), and 680 (Public General Note)
fields from the authority record are displayed together with the linked bibliographic
heading.
[HolOwnTextDefaults]
[HolOwnTextDefaults]
The OWN field is a special ALEPH field that can be used in two different ways:
•
It can be 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).
•
It can be used in holdings records to define the "owner" of the record, in other
words, the sublibrary to which the record belongs.
This section of the catalog.ini file is used to define in which way the OWN field is
used.
Activate=Y
If the Activate flag is set to Y, when holdings records are created the Enter Owner
Information window is displayed. This window enables you to define the owner of the
holdings record. If the flag is set to N, then this window is not displayed and users can
continue using the OWN field to control update access.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 204 of 219
SubLibrary=
Note=
The SubLibrary and Note parameters can be used to save default owner values. These
parameters are automatically filled in by the system after clicking the Save Defaults
button from the Enter Owner Information window.
[General]
[General]
HOLItemSupport=N
The HOLItemSupport flag determines whether or not the installation supports HOL
Items. In standard applications, this flag should be set to N.
LOWSupport=N
The LOWSupport flag determines whether or not the installation supports Local
Owner functionality (Central-Local Cataloging). In standard applications, this flag
should be set to N.
[RecordBar]
[RecordBar]
FgColorDescript=000,000,255
The FgColorDescript instance determines the color of the text displayed in the
Catalog bar.
[RecordTree]
[RecordTree]
BkColor=255,255,255
2=370
The BkColor instance determines the color of the Cataloging tab. Note that all other
lines under RecordTree should not be modified.
16.42 Cataloging Tables
16.42.1 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_doc
The check_doc_doc table defines field occurrences and dependencies
between fields.
3. check_doc_field_xxx
The check_doc_field_xxx tables are used to define valid values for fixed© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 205 of 219
length fields. For example, the check_doc_field_008 table is used to define
valid MARC 21 values for the MARC 21 008 field.
4. check_doc_line
The check_doc_line table is used when performing tag specific validity
checks on a field. The program checks:
•
Validity of indicators and subfields.
•
Repeatablity and non-repeatability of subfields.
•
The presence of mandatory subfields.
•
Dependencies between subfields.
5. check_doc_line_contents
The check_doc_line_contents table is used to validate the contents of a
field (for example, the ISSN).
6. check_doc.lng
The check_doc.lng table provides validation messages for the check doc
programs.
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. # can 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 authority library.
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 (Z11) index.
12. codes.lng
The codes.lng table defines the valid tags and aliases for the database.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 206 of 219
13. fix_doc.lng
The fix_doc.lng table contains the text that appears next to fix routines when
they are run manually from the Edit menu of the module. The table also
determines whether the fix routine appears under the Fix Record option or
under the Derive New Record option.
14. formats.lng
The formats.lng table defines the record formats codes (2 characters).
15. marc_country_codes
The marc_country_codes table in the alephe/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 (for example positions 15-17 of the 008
MARC 21 field).
16. marc_exp.dat
The marc_exp.dat table is used to define default subfields. The subfields
defined are displayed in the following circumstances:
o
When a field is selected from the list of valid fields.
o
When the Open form option from the Edit menu is chosen for a field
for which no form is available.
17. marc_language_codes
The marc_language_codes table in the alephe/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 fixedlength field forms a valid language code (for example, positions 35-37 of the
008 MARC 21 field).
18. permission.dat
The permission.dat table defines allowed and denied tags for different
catalogers.
19. scancode.dat
The scancode.dat table defines the heading lists that are used when the
cataloger chooses one of the Search Headings functions.
20. tab00.lng
The tab00.lng table defines the system index files. There should be one such
table for each language defined.
21. tab01.lng
The tab01.lng table contains the tag codes and names of MARC and ALEPH
fields.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 207 of 219
22. 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.
23. 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.
24. tab05.lng
The tab05.lng 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 subfield 'r'. tab05.lng defines the caption to display in the OPAC
before subfields $$n and $$m.
25. tab11_acc
The tab11_acc table is used to assign fields to headings indexes.
26. tab11_aut
The tab11_aut table is used to define the headings files that the system uses
to create hypertext links to FIND and BROWSE from the authority record.
This allows the user to navigate the bibliographic database using the authority
record fields.
27. tab11_ind
The tab11_ind table is used to assign fields to direct indexes.
28. tab11_word
The tab11_word table is used to assign fields to word indexes.
29. 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.
30. tab_cat_hidden_fields
Defines which fields are not displayed in the Catalog Editor. Since the fields
included in this table are not displayed, they cannot be updated through the
Cataloging module.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 208 of 219
31. tab_own
The tab_own table assigns the group of OWN values of a cataloging record
(BIB, AUT, ADM or HOL) that are allowed for a particular OWN
authorization.
32. tab_fix
Fix routines are standard library-defined procedures that automatically "fix" or
make changes to cataloging records. The tab_fix table defines three aspects:
•
The fix program that defines the type of "change" performed on the
cataloging record.
•
The fix routine in which the fix program runs.
•
If required, additional parameters for the fix program.
33. 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.
34. tab_match
This table is used to specify the match routines performed by the Check Input
File Against Database (manage-36) service and by the check_doc_match
checking routine.
35. tab_match_acc
The tab_match_acc table is a sample table used to define the fields in the
records to be checked against the headings index when the match_doc_acc
program is used in the tab_match table.
36. tab_merge
The tab_merge table lists the merge routines which can be used by the
fix_doc_merge program to merge or overlay cataloging records. Column 3 of
the tab_fix table is used to define the merging routine that matches the
relevant section in the tab_merge table.
37. tab_merge_overlay
The tab_merge_overlay table defines the fields to be retained, when
overlaying cataloging records.
38. tab_move_record
This table is used to define the moving routines that are performed when
records are moved through the Overview Tree in the Cataloging module.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 209 of 219
39. tab_pinyin
This table is consulted to determine the fields on which
fix_doc_add_pinyin_check_sub9
and
fix_doc_add_pinyin_insert_sub9
routines will run. The fix_doc_add_pinyin programs run on the fields defined,
if the content is CJK.
40. tab_subfield_punctuation
The tab_subfield_punctuation table is used to define subfield punctuation
for fields. Punctuation for fields is necessary when the system automatically
updates the bibliographic record from a linked authority record.
41. tab_z103
The tab_z103 table defines which program runs for the building of links
between records.
42. 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.
43. tag_text.dat
The tag_text.dat table defines fixed values for specific subfields.
44. tagonnew.dat
The tagonnew.dat table defines the default fields when a new record is
created.
16.43 Setting Up the LKR Field
You can control the display of the LKR field by making use of the tab_fix_z103
table located in the bibliographic library's tab directory.
16.43.1 tab_fix_z103
The following are the available routines:
GUI-FULL - enables a sorted display in the Full+link tab of the Show node in the
Search tab.
GUI-TREE - enables a sorted display of holdings in the navigation tree
HOL-LIST - enables a sorted display in the list of Holding Records in the Cataloging
module.
WEB-FULL - enables a sorted display in the Full View of Record window in the Web
OPAC.
WEB-SHORT - enables a sorted display in the Brief View of Record window in the
Web OPAC.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 210 of 219
Following is a sample of the tab_fix_z103 table:
! 1
2
!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
GUI-FULL
WEB-FULL
WEB-SHORT
3
fix_z103_sort_existing_key
fix_z103_sort_existing_key
fix_z103_sort_doc_no
Key to the tab_fix_z103 table:
•
Column 1 - routine name
See the routines above
•
Column 2 - Program name
This is the name of the program that will perform a particular display. The
available programs are:
fix_z103_filter_base
The program uses tab_fix_z103_local_notes.conf to filter by base.
fix_z103_filter_suppress
The program filters linked documents that are suppressed.
fix_z103_sort_852_b
The program enables the sort by 852 in the printed document.
fix_z103_sort_852_b_item_attr
The program acts like fix_z103_sort_852_b but also looks at
tab_attr_sub_library type "7" (defines which sublibrary will be the first
when sorting items list by sorting routine 06 - preferred sublibrary by IP).
fix_z103_sort_base
The program acts like fix_z103_filter_base, but uses the
tab_fix_z103_local_notes.conf file to control the z103 sort order.
fix_z103_sort_doc_no
The program enables the sort by z103 doc number.
fix_z103_sort_existing_key
The program enables the sort of Z103 according to z103_sort. The
z103_sort is depended on the $s subfield of the LKR field.
fix_z103_sort_lkr_doc_no
The program enables the sort by z103 LKR doc number
•
Column 3 - Program arguments Contain programs additional information,
such as table names. This column is used to define additional parameters for
the programs.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 211 of 219
16.44 Tab100 Related Entries in Cataloging
is the central configuration table for system-level, server-level and librarylevel variables. A few lines of the table are shown below:
tab100
!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
!!!!!!!!!!!
HOLD-REQUEST-ITM-STATUS=Y
HOLD-REQUEST-COLLECTION=Y
CREATE-852-HOL=Y
CREATE-Z36H=Y
CREATE-Z37H=Y
CREATE-Z30H=Y
CHECK-INVOICE-CURRENCY=N
X852-ITEM-OVERRIDE=Y
HOLD-REQ-PROCESS-STATUS=N
RETURN-DURING-LOAN=0
CHECK-ORDER-BUDGET=Y
CHECK-UNIQUE-NAME-BIRTH=Y
ZERO-FINE-HANDLING=N
CHECK-ORDER-ISBN-ISSN=N
CREATE-ITM-FORM-ORDER-M=Y
BARCODE-DELETE-SPACES=Y
BOR-EXPIRY-DUE-DATE=Y
OVERDUE-LETTER-STYLE=Y
Z30-PRICE-FROM-ORDER=N
OVERDUE-LETTER-NO=1
CHECK-BARCODE=Y
MARC-TYPE=1
•
CREATE-852-HOL
Defines whether or not 852 subfields from the call number field in the BIB
record will be automatically generated. This variable is applicable only to the
HOL library (USM60).
Possible values are: Y or N.
Y = automatic generation of 852 subfields from call number fields in the BIB
record (099, 098, 090, 092, 096, 050, 055, 060, 070, 082, 086)
The default value is N.
•
CREATE-Z00H
Defines whether a deleted BIB record is to be transferred to a history file for
statistical purposes.
Possible values are: Y or N.
Y = transfer a deleted BIB record to a history file This is for statistical
purposes only, and does not imply that there is capability to restore.
The default value is N.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 212 of 219
•
CREATE-Z00R
Determines whether or not to create a Z00R record for each Z00 record.
Possible values are: Y or N.
Y = create a Z00R record for each Z00 record. Suitable for BIB, HOL and
AUT libraries, but not for an ADM library.
The default value is N.
•
CREATE-Z106
Determines whether a Z106 record will be created automatically each time a
cataloging record is created or updated.
Possible values are: Y or N.
N = record updates will not automatically generate Z106 records. In this case,
the Z106 records can be created by running the Create/Update Z106 Table for
"CAT" Field (p_manage_19) service available from the Catalog Maintenance
Procedures option of the Services menu in the Cataloging module.
Y = each time a record is created or updated a Z106 record will be created.
The default value is N.
•
DOC-BLANK-CHAR
Defines what sign will be used to denote a blank in MARC 21 fixed fields.
This should not be confused with the fill character |
Possible values are: ^ or -.
The default value is ^.
•
FORCE-USE-Z07
Determines how the system behaves when a Z07 record in an ADM or HOL
library which is linked to a record in a BIB library is updated.
Possible values are: Y or N.
Y = A Z07 record will be created in the library (for example, ADM or HOL)
although the document being updated does NOT belong to it. For example, a
Z07 will be created in an ADM library when a record in a BIB library to
which it is linked is updated).
The default value is N.
•
MARC-TYPE
Defines the type of the MARC record.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 213 of 219
Possible values are: 1, 2, 3 or 4.
1=USMARC, 2=UNIMARC, 3=DANMARC, 4=MAB
The default value is 1.
•
OWN-FILTER
Determines whether or not the display filter is activated.
Possible values are: Y or N.
Y = The display filter based on tab_own is activated (only for HOL or BIB).
N = The filter is not active.
The default value is N.
•
RLIN-INPUT-DIR
This variable determines rlin_input_dir.
Possible value is rlin_input_dir.
This is the default.
•
RLIN-OUTPUT-DIR
This variable determines rlin_output_dir.
Possible value is rlin_output_dir.
This is the default.
•
USE-ACC-TEXT
Determines how the system deals with GEN headings and AUT records when
copying into a BIB record.
Possible values are: Y or N.
Y = using CTRL+F3/F4 in cataloging the system copies the contents of the
chosen GEN heading into the BIB record.
N = using CTRL+F3/F4 in cataloging the system takes the preferred term
(MARC = 1XX;MAB = TMP01) from the AUT record and copies it to the
BIB record.
The default value is N.
•
Z01-TAG-SENSITIVE
Determines whether or not the Z01 record is tag-sensitive.
Possible values are: Y or N.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 214 of 219
The default value is N.
16.45 Setup of ADM Libraries
Note that no ADM libraries should be defined for the Connect to.. command in the
ALEPH menu. In other words, this type of library should not be listed in the
catalog/per_lib.ini file. These libraries are accessed from the related BIB library.
There is no reason to access them directly.
In addition, note that the Select ADM Library.. command in the ALEPH menu is
used to specify the active ADM environment. This means that all ADM services
should be listed in the menu-catalog.xml file and there is no need for the menucatalog-adm.xml. All jobs that run under an ADM environment must include the
<admin_library>Y</admin_library> tag, for example, p-item-03.xml.
16.46 Matching Records
ALEPH contains a number of matching programs which allow cataloging librarians to
match cataloging records according to the matching routines defined in the
tab_match table located in the library's tab directory.
Key to the tab_match table:
•
Column 1 - Match Code
This is the unique match routine code. Each routine performs a particular type
of matching operation.
•
Column 2 - Matching Program
The following are the available match programs:
o
match_doc_uid: The matching is based on a direct index (Z11). The
parameters column (Column 3) must contain either the index name
(Column 5 in tab11_ind) or the tag code (Column 1 in tab11_ind). For
example, if tab11_ind is defined as follows for the ISBN direct index:
1
2
3
4
5
6
7 8
!!!!!-!!!!!-!-!!!!!!!!!!-!!!!!-!!!!!!!!!!!!!!!!!!!!-!-!
020
ISBN az
The parameters for a match based on the ISBN can be
defined as follows:
XXX
match_doc_uid
XXX
match_doc_uid
I-ISBN
or
T-020
Use either I-<index code> or T-<tag code> When using T-<tag code>,
there must be an exact match. If tab11_ind col.1 has 020##, this table
must have T-020## as well.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 215 of 219
o
match_doc_uid_2: Matching is based on a direct index (Z11). The
parameters column (column 3) must contain the index name and the
tag code as a unique value. This only works if they are the same
(example tag 035 and index 035) in tab11_ind. For example, if
tab11_ind is defined as follows for the 035 direct index:
1
2
3
4
5
6
7 8
!!!!!-!!!!!-!-!!!!!!!!!!-!!!!!-!!!!!!!!!!!!!!!!!!!!-!-!
035
035
then, the parameters for a match based on the 035 can be defined as
follows:
XXX
match_doc_uid_2
035
o
match_doc_acc: Matching is based on a headings (ACC) index. The
argument defined in Column 3 is a table name. This table lists the tags
in the record to be checked against the headings index.
o
match_doc_script: Uses a table containing a special script for
matching records. The table name is defined in Column 3.
o
match_doc_gen: Contains three sections to the program arguments:
TYPE, TAG + SUBFIELD, and CODE. The ACC type can have an
additional TRUNCATION argument.
TYPE defines the search method for finding a match:
TYPE = SYS: searches against DB system number,
which is expressed as CODE=001
TYPE = IND: searches against IND Z11 index
TYPE = ACC: searches against the filing text field of
the ACC Z01 headings index
TAG + SUBFIELD relates to incoming record only. The tag
content is normalized using the same filing routine that is used
for IND or ACC code.
CODE index name defines the code of the index that is
searched in order to find a database record. TRUNCATION=Y
can be added to the ACC match type. If this argument is
present, the match is performed using a truncated search, that
is, the incoming record's field is considered a match if it is
contained within the heading.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 216 of 219
•
Column 3 - Program Arguments
For match_doc_uid, this column contains the index code or the tag code used
for the direct match.
For match_doc_acc this column contains the table name of the table that
contains the tags to be checked against the headings index. Here is a section
from the table
1
2
3
YBP
match_doc_uid
I-ISBN
RLIN match_doc_uid
T-020
OCLC match_doc_script
tab_match_script_oclc
OCLC2 match_doc_uid_2
035
MRCV match_doc_uid
T-909##
CAT
match_doc_uid
I-ISBN
CAT
match_doc_acc
tab_match_acc
MATCH match_doc_script
tab_match_script.tst
F99
match_doc_gen
TYPE=IND,TAG=909,SUBFIELD=a,CODE=909
When match_doc_script is used, a corresponding table must be defined. In the
case of the OCLC match code in our example, the system uses values in the
tab_match_script_oclc table:
!1
2
3
4
5
!!-!!!!!!!!!!!!!!!!!!!!-!!!!-!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!>
01 match_doc_gen
1
goto 03
TYPE=IND,TAG=035##, CODE=035
01
0+
goto 02
02 match_doc_gen
SUBFIELD=abdefgknp,CO
DE=TIT,TRUNCATION=Y
02
20-
goto 03
20+
stop
TYPE=ACC,TAG=245##,
Key to the tab_match_script_oclc table:
This table contains five columns:
o
Column 1 - The match set identifier
o
Column 2 - The name of the match program.
In this example there are three match programs. More programs are
available:
match_doc_gen: contains three sections for the program
arguments: TYPE, TAG + SUBFIELD, and CODE. The ACC
type can have an additional TRUNCATION argument.
TYPE defines the search method for finding a match:
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
TYPE = SYS: searches against DB system
number, which is expressed as CODE=001
Page 217 of 219
TYPE = IND: searches against IND Z11 index
TYPE = ACC: searches against the filing text
field of the ACC Z01 headings index
TAG + SUBFIELD relates to incoming record only.
The tag content is normalized using the same filing
routine that is used for IND or ACC code.
CODE index name defines the code of the index that is
searched in order to find the database record.
TRUNCATION=Y can be added to the ACC match
type. If this argument is present, the match is performed
using a truncated search, that is, the incoming record's
field is considered a match if it is contained within the
heading.
match_doc_filter_hvd uses the program arguments SETABLE-NAME= and MO-TABLE-NAME=. The matching
procedure uses the additional table(s) registered here for more
specific matching arguments. The program automatically
rejects all matches if the incoming record format is not SE or
BK, and automatically rejects matches if there is a mismatch on
the FMT field.
match_doc_filter_by_weights checks additional parameters
existing in tab_weights, It can accept two types of Program
arguments:
TABLE-NAME=<table name>
Here is an example taken from the tab_match_script table:
!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
06 match_doc_filter_by_weights
1
merge
TABLE-NAME=tab_weights
<table name>
Here is an example taken from the tab_match_script table:
!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!>
06 match_doc_filter_by_weights
1
merge
tab_weights
o
Column 3 - Number of Matched Records. Refers to the number of
records in the database that match the incoming record. You can
specify an exact number, an upper number limit (nn-) or a lower
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 218 of 219
number limit (nn+). 0+ indicates at least one match; 0 indicates no
match.
o
Column 4 - Action. Indicates the action to be taken where the
condition of number of matched records is true. Supported actions are:
skip (to skip to the next match set); stop (to stop script execution); goto
<xx> (to jump forwards/backwards to a different match set <xxx>;
<any text> acts in the same manner as skip. The table above uses the
goto and the stop actions.
o
Column 5 - Arguments. Lists the match program arguments. For the
01 match set, the program arguments are: TYPE, TAG and CODE. For
the 02 match set, the program uses the TYPE, TAG + SUBFIELD,
CODE and TRUNCATION arguments.
© Ex Libris Ltd., 2004
ALEPH 500 User Guide – Authorities
Release 16.02
Updated: September 5, 2004
Page 219 of 219
USER DOCUMENTATION
ALEPH 500 User Guide - Circulation
 Ex Libris Ltd., 2004
Release 16.02
Last Update: September 5, 2004
Table of Contents
1
CIRCULATION OVERVIEW ......................................................................... 11
1.1
The Circulation GUI................................................................................ 11
1.1.1
1.1.2
2
Toolbars................................................................................................................ 12
Panes..................................................................................................................... 13
1.2
Working Without a Mouse...................................................................... 14
1.3
Relationship with Web OPAC ................................................................ 15
1.4
Sublibraries.............................................................................................. 15
PATRON OVERVIEW ..................................................................................... 16
2.1
What is a Patron?..................................................................................... 17
2.1.1
2.1.2
2.1.3
2.1.4
2.2
Creating a New Patron.......................................................................................... 18
Regular Patron Registration.................................................................................. 19
Fast Patron Registration ....................................................................................... 20
Remote Patron Registration.................................................................................. 24
Opening a Patron Record ........................................................................ 25
2.2.1
The Patron List ..................................................................................................... 25
2.3
Buttons on the Patron List....................................................................... 26
2.4
Updating a Patron Record ....................................................................... 28
2.5
Duplicating a Patron Record ................................................................... 28
2.6
Deleting a Patron Record ........................................................................ 28
2.7
Closing a Session with a Patron .............................................................. 29
2.8
Global Patron Information ...................................................................... 29
2.8.1
2.8.2
2.9
Local Patron Information ........................................................................ 36
2.9.1
2.10
Local Patron Details Tab ...................................................................................... 38
Local Blocks and Notes........................................................................................ 39
Local Privileges Tab............................................................................................. 40
Address Information................................................................................ 41
2.11.1
2.11.2
2.12
Local Patron Information...................................................................................... 36
Lower Pane.............................................................................................. 37
2.10.1
2.10.2
2.10.3
2.11
Global Patron Details Tab .................................................................................... 30
Global Blocks and Notes Tab............................................................................... 35
Address Information - Upper Pane ....................................................................... 41
Address Information - Lower Pane....................................................................... 42
Additional IDs ......................................................................................... 44
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 2 of 292
2.12.1
2.12.2
2.13
Patron Profiles ......................................................................................... 45
2.13.1
2.13.2
3
What is an Item?...................................................................................... 51
3.1.1
3.1.2
The Item Tab ........................................................................................................ 52
The Item Bar......................................................................................................... 53
3.2
Open an Item Record............................................................................... 53
3.3
Catalog Record and Create Item ............................................................. 56
3.4
Change Item Information ........................................................................ 59
3.5
Restore Item Information ........................................................................ 61
3.6
Change Item Process Status .................................................................... 62
LOANS................................................................................................................ 63
4.1
4.2
Set up Loan Options................................................................................ 63
Loaning an Item ...................................................................................... 65
4.2.1
4.2.2
4.2.3
4.2.4
5
Profile List ............................................................................................................ 46
Profile Information ............................................................................................... 48
ITEMS................................................................................................................. 51
3.1
4
Additional IDs - Upper Pane ................................................................................ 44
Additional IDs - Lower Pane................................................................................ 44
Standard Loan....................................................................................................... 65
Loan History......................................................................................................... 70
Fast Loan .............................................................................................................. 71
Offline Loan ......................................................................................................... 72
4.3
Recalling a Loaned Item ......................................................................... 73
4.4
Reloaning an Item to the Same Patron .................................................... 73
DUE DATES....................................................................................................... 73
5.1
5.2
Due Dates for Future Loans .................................................................... 74
Due Dates for Current Loans .................................................................. 76
5.2.1
5.2.2
5.3
5.4
Group of Items...................................................................................................... 76
Individual Item Loaned to Patron ......................................................................... 77
Change Due Date while Loaning Item.................................................... 78
Renewals ................................................................................................. 79
5.4.1
5.4.2
5.4.3
5.4.4
Single Loan Renewal............................................................................................ 80
Single Loan Renewal By Barcode........................................................................ 80
Renew All............................................................................................................. 82
Renew Through Service ....................................................................................... 87
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 3 of 292
6
RETURNS........................................................................................................... 87
6.1
6.2
Setting Up Return Options ...................................................................... 87
Returning an Item.................................................................................... 88
6.2.1
6.2.2
6.2.3
7
6.3
In-house Use............................................................................................ 95
6.4
Change Return Date during Return......................................................... 95
OFFLINE CIRCULATION .............................................................................. 96
7.1
Regular Circulation Client ...................................................................... 97
7.1.1
7.2
7.3
When the Server Connection is Re-established .................................................... 99
Stand-alone Offline Circulation Client ................................................. 100
7.2.1
8
Standard Return .................................................................................................... 89
Fast Return ........................................................................................................... 91
Offline Return....................................................................................................... 94
When the Server Connection is Re-established .................................................. 102
Registration of Cash Transactions......................................................... 104
HOLD REQUESTS.......................................................................................... 104
8.1
Hold Request Management ................................................................... 104
8.1.1
8.1.2
8.2
Creating a Hold Request ....................................................................... 106
8.2.1
8.2.2
8.3
8.4
Updating a Hold Request ...................................................................... 115
8.8
Delete a Hold Request by Barcode..................................................................... 116
Delete a Hold Request from the Item Tab .......................................................... 117
Delete a Hold Request from the Patron Tab ....................................................... 118
Delete Multiple Hold Requests........................................................................... 118
Returning Items with Holds .................................................................. 119
8.6.1
8.6.2
8.7
Updating a Hold Request from the Item Tab...................................................... 115
Updating a Hold Request from the Patron Tab................................................... 115
Deleting a Hold Request ....................................................................... 116
8.5.1
8.5.2
8.5.3
8.5.4
8.6
Creating a Hold Request from the Requests Menu............................................. 106
Creating a Hold Request from the Item Tab....................................................... 111
Viewing a Hold Request ....................................................................... 112
8.4.1
8.4.2
8.5
System Librarian Responsibilities ...................................................................... 104
Circulation Librarian Responsibilities ................................................................ 106
Returning to Home Library ................................................................................ 121
Returning to a Library Other than the Home Library ......................................... 121
Unclaimed Items on Hold Shelf ............................................................ 122
Printing Letters to Patrons..................................................................... 122
8.8.1
8.8.2
Hold Request Filled ............................................................................................ 122
Hold Request Not Filled ..................................................................................... 124
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 4 of 292
8.9
9
Display Information about Holds on Shelf during Return .................... 124
RECALL FUNCTIONALITY ........................................................................ 125
9.1
Setup for Recalls ................................................................................... 125
9.1.1
9.1.2
9.1.3
tab16 ................................................................................................................... 125
tab18.lng ............................................................................................................. 126
tab100 ................................................................................................................. 126
9.2
Recall Placed through a Hold Request.................................................. 127
9.3
Recalling an Item .................................................................................. 129
9.4
Returning a Recalled Item..................................................................... 130
9.5
Deleting a Recalled Item's Hold Request.............................................. 130
9.5.1
9.5.2
9.6
10
Canceling a Recall .............................................................................................. 130
Due Date for Recalled Item ................................................................................ 131
Online Recall......................................................................................... 131
PHOTOCOPY REQUESTS .................................................................... 132
10.1
Photocopy Management........................................................................ 132
10.1.1
10.2
Creating a Photocopy Request .............................................................. 134
10.2.1
10.2.2
10.3
10.4
Updating a Photocopy Request ............................................................. 140
10.6.4
Automatically Print a Photocopy Request Slip................................................... 144
Manually Print a Photocopy Request Slip .......................................................... 144
Print Photocopy Request Slips Using the Photocopy Request Slips (cir-22) Service
145
Printing Through the Request Daemon ue6........................................................ 145
Printing Photocopy Request Letters to Patrons..................................... 145
10.7.1
10.7.2
10.8
Deleting a Photocopy Request from the Item Tab.............................................. 143
Deleting a Photocopy Request from the Patron Tab........................................... 144
Printing Photocopy Request Slips ......................................................... 144
10.6.1
10.6.2
10.6.3
10.7
Updating a Photocopy Request from the Requests Menu .................................. 140
Updating a Photocopy Request from the Item Tab............................................. 142
Updating a Photocopy Request from the Patron Tab.......................................... 143
Deleting a Photocopy Request .............................................................. 143
10.5.1
10.5.2
10.6
Creating a Photocopy Request from the Requests Menu.................................... 134
Creating a Photocopy Request from the Item Tab.............................................. 137
Viewing a Photocopy Request .............................................................. 138
10.4.1
10.4.2
10.4.3
10.5
Photocopy Request Life Cycle ........................................................................... 132
Photocopy Request Filled ................................................................................... 145
Photocopy Request Not Filled - Wait Letter ...................................................... 146
Request Daemon ue6............................................................................. 146
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 5 of 292
11
ADVANCE BOOKING............................................................................ 147
11.1
Define "Reserve" Item Status................................................................ 149
11.2
Assign Item to "Reserve" Status ........................................................... 149
11.3
Define Time Slots for Reserve Schedule .............................................. 149
11.4
Open (Activate) Schedule ..................................................................... 150
11.4.1
11.4.2
11.4.3
11.4.4
11.5
Opening Schedules ............................................................................................. 150
Displaying the Schedule ..................................................................................... 150
Display Advance Booking by Item..................................................................... 152
Display Advance Booking by Patron ................................................................. 152
Request Item.......................................................................................... 152
11.5.1
11.5.2
Requesting Through the Web OPAC ................................................................. 153
Requesting Through the GUI ............................................................................. 154
11.6
Print Report ........................................................................................... 155
11.7
Loan Item .............................................................................................. 155
11.8
Delete Old Schedules ............................................................................ 157
11.9
New and Deleted Items ......................................................................... 157
12
READING ROOM MANAGEMENT .................................................... 157
12.1
Set Up Reading Room........................................................................... 160
12.2
Patron Requests Item............................................................................. 160
12.3
Print Call Slips ...................................................................................... 161
12.4
Register Request Filled ......................................................................... 161
12.5
In the Reading Room............................................................................. 162
12.6
Remove Item from Reading Room ....................................................... 163
12.7
Reading Room Report........................................................................... 163
12.8
Reading Room Shelf Report ................................................................. 163
12.9
Hold Shelf Report with Reading Room Sublibraries ............................ 164
12.10
Items in Reading Room..................................................................... 164
13
SELF-CHECK .......................................................................................... 164
14
CASH MANAGEMENT .......................................................................... 164
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 6 of 292
14.1
Cash Transactions from Patron Tab ...................................................... 164
14.2
Cash Transactions From Loan and Return Tabs ................................... 168
14.3
New Cash Transaction Form................................................................. 169
14.4
Cash Receipts ........................................................................................ 171
14.4.1
14.4.2
Number of Cash Receipts ................................................................................... 171
Cash Receipt Numbering.................................................................................... 171
14.5
Payment Report ..................................................................................... 171
14.6
Cash Exporting...................................................................................... 173
14.7
Cash Related Services ........................................................................... 173
15
CIRCULATION SERVICES................................................................... 174
15.1
Items ...................................................................................................... 174
15.2
Notices to Patrons.................................................................................. 174
15.3
Renew Loans/Recall Items on Loan...................................................... 175
15.4
Requests ................................................................................................ 175
15.5
Reports .................................................................................................. 176
15.6
Advance Booking.................................................................................. 177
15.7
Remote Storage ..................................................................................... 178
15.8
Patron Records ...................................................................................... 178
15.9
Cash Transactions ................................................................................. 181
15.10
Statistics ............................................................................................ 183
15.11
General .............................................................................................. 183
15.12
Manage Database Tables................................................................... 184
16
CLOSED STACK MANAGEMENT ...................................................... 186
16.1
Define "Closed Stack" Item Status........................................................ 187
16.2
Assign Item to Closed Stack ................................................................. 188
16.3
Request Item.......................................................................................... 189
16.4
Print Call Slip........................................................................................ 189
16.4.1
16.4.2
Print-As-You-Go ................................................................................................ 190
Wait-Then-Print.................................................................................................. 190
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 7 of 292
16.5
Item Found ............................................................................................ 191
16.5.1
16.5.2
16.6
Item Found (Deliver) .......................................................................................... 191
Item Found (Pickup)........................................................................................... 192
Item not Available................................................................................. 192
16.6.1
16.6.2
16.7
All Copies Checked Out ..................................................................................... 192
Item Not Found................................................................................................... 193
Remove Item From Hold Shelf ............................................................. 193
16.7.1
16.7.2
17
Hold Shelf Report (cir-06).................................................................................. 193
Hold Request Reports (cir-07)............................................................................ 194
SYSTEM LIBRARIAN ............................................................................ 195
17.1
Patrons in a Multi-ADM Environment.................................................. 195
17.2
Item Material Types .............................................................................. 195
17.3
Sublibraries............................................................................................ 196
17.4
Item Statuses ......................................................................................... 197
17.5
Patron Statuses ...................................................................................... 200
17.6
Due Dates, Fines and Limits ................................................................. 201
17.7
Overdue Notice Schedule...................................................................... 210
17.7.1
17.8
Overdue Notice Letters and Summary ............................................................... 211
Patron Blocks ........................................................................................ 212
17.9
Cash Transactions ................................................................................. 213
17.9.1
17.9.2
Setup of Cash Transactions (tab18.lng).............................................................. 213
Registration of Cash Transactions in Offline Circulation................................... 216
17.10
Circulation Transaction Checks (tab_check_circ) ............................ 216
17.11
Hold and Photocopy Requests........................................................... 220
17.11.1
17.11.2
17.11.3
17.11.4
17.11.5
17.11.6
17.11.7
17.11.8
17.12
Hold Request Checks ......................................................................................... 220
Priority ............................................................................................................... 222
Pickup/Delivery Locations................................................................................. 223
Hold Shelf .......................................................................................................... 223
Printing Call Slips .............................................................................................. 223
Item Holds List .................................................................................................. 223
Loans List........................................................................................................... 223
photo_request_style ........................................................................................... 224
Print Templates ................................................................................. 224
17.12.1
Available Templates .......................................................................................... 224
17.13
Drop-down Lists................................................................................ 229
17.14
Catalog Item ...................................................................................... 230
17.15
Item Reshelving Time ....................................................................... 231
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 8 of 292
17.16
Item List ............................................................................................ 232
17.17
Reserve Item Schedule ...................................................................... 232
17.18
Valid Dates of Patron Addresses....................................................... 235
17.19
Item History and Summary Window ................................................ 236
17.20
Loan and Return Windows................................................................ 236
17.21
Cash................................................................................................... 236
17.21.1
17.21.2
17.21.3
Cash Transaction Information Window ............................................................. 236
Cash Receipt Numbering ................................................................................... 237
E-mails Free of Charge ...................................................................................... 237
17.22
SQL Queries...................................................................................... 238
17.23
Audio Warnings ................................................................................ 239
17.24
Item Process Status............................................................................ 239
17.25
Overriding a Block for Loans and Renewals .................................... 239
17.26
Client Setup (circ.ini) ........................................................................ 240
17.27
Circulation Values of pc_server_defaults ......................................... 251
17.28
Circulation Values of aleph_start...................................................... 255
17.29
Change Item Information Display..................................................... 255
17.30
Tables ................................................................................................ 256
17.31
tab100 Related Entries in Circulation ............................................... 264
17.32
Circulation Values of www_server.conf........................................... 280
17.33
Return Receipt................................................................................... 281
17.34
Column Headings (pc_tab_col.lng)................................................... 281
17.35
Short Loan Overnight Setup.............................................................. 283
17.36
Printing in Circulation....................................................................... 284
17.37
Patron Picture .................................................................................... 284
17.38
Expand Display ................................................................................. 285
17.38.1
Display of Workstation Identity......................................................................... 285
17.39
Circulation Values of prof_library.conf ............................................ 286
17.40
Duplicate Patron IDs ......................................................................... 286
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 9 of 292
17.41
Remote Registration.......................................................................... 287
17.41.1
17.42
Remote Registration Settings............................................................................. 287
Different Hold Request Forms (tab_hold_request_form) ................. 289
17.42.1
17.42.2
tab_hold_request_form ...................................................................................... 289
Creating a Different Set of Hold Request Forms ............................................... 290
17.43
Patron Retrieval by Concatenation of ID and Verification ............... 291
17.44
Defining the Zip Code Format for a Patron's Address in Printouts .. 291
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 10 of 292
1 Circulation Overview
This chapter includes the following topics:
•
The Circulation GUI
•
Working Without a Mouse
•
Relationship to Web OPAC
•
Sublibraries
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 patron and due date formulas. These three elements can be defined by the
library to suit its circulation policies and can be changed as the need arises.
When an item is loaned, the system checks both the item and the patron. 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 The Circulation GUI
The Circulation GUI has been designed with an emphasis on usability and ease of
access to circulation functions. Item, patron and loan information are interlinked and
can be accessed with a minimum of cursor movement. Multiple panes containing
relevant information for each function can be displayed simultaneously.
Here is an example of a Circulation GUI screen displaying Patron information:
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 11 of 292
The various screen elements in the Circulation GUI (as shown above) are explained in
the following sections.
1.1.1 Toolbars
Title bar
The title bar shows the name of the program. It also displays status messages relating
to the program and to user commands:
Menu Bar
The menu bar is laid out conventionally:
Place the pointer over the menu name (for example, Items) to reveal the related menu
commands.
Patron Bar
The Patron bar contains brief information about the selected patron, such as patron
name and patron ID:
To display a patron record, enter the patron ID or barcode in the box, and click
or press Enter.
,
Patron List
icon from the Patron bar to invoke the Patron List window which allows
Click the
you to find a patron's administrative record.
On the far right of the Patron bar, two icons are located, the New Patron icon, and the
Patron Profile icon.
New Patron icon
Click the New Patron icon to invoke the Global Patron Information window, or the
Patron Registration form (depending on setup), which enable you to enter a new
patron record.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 12 of 292
Patron Profile
Click the Patron Profile icon to invoke the Patron Profile list, which enables you to
create or modify a group profile.
Item Bar
The Item bar contains brief information about a selected item, such as title, author,
and
barcode
number:
To display an Item record, enter the item barcode or call number in the box, and click
, or press Enter.
The Item bar contains two icons, the Catalog Record and Create Item icon and the
Full Screen icon.
Call Number List
Click the
icon from the Item bar to invoke the Item List by Call Number window,
which allows you to find an administrative record using its Call Number.
Catalog Record and Create Item
Click the Catalog Record and Create Item icon from the Item bar to invoke the
Catalog Record and Create Item window, which allows you to catalog a new item
with minimum information.
Full Screen
Click the Full Screen icon from the Item bar to activate the Full Screen mode. Note
that this functionality is only relevant for Show screens in the Search tab. In all other
instances, this icon is inactive.
Clicking an icon invokes the corresponding screen.
1.1.2 Panes
Navigation Pane
The navigation pane contains the following:
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 13 of 292
•
main tab
•
navigation tree
Main Tab
The main tab consists of a row of icons that correspond to the major activities in
Circulation:
Clicking an icon invokes the interface associated with that icon. For example, clicking
the Loan icon invokes an interface for conducting loan-related activities.
Name Icon
Loan
Return
Patron
Item
Search
1.2 Working Without a Mouse
You can advance from one pane to another by using the following shortcut keys:
Shortcut Keys
TAB
Shift+TAB
Ctrl+TAB
Ctrl+Alt+TAB
Ctrl+1
Ctrl+2
Ctrl+3
Ctrl+4
Ctrl+5
Ctrl+6
Ctrl+7
Lets you do this
move to the next control in the dialog box.
move to the previous control in the dialog box.
move from the first control in the top toolbar to the lower pane.
move from the lower pane to the first control in the top toolbar.
move to the left pane, containing a tree.
move to the right upper pane.
move to the right lower pane.
move to the navigation tree (left lower pane) in Cataloging.
move to the first control in the top toolbar.
move to the second control in the top toolbar.
move to the third control in the top toolbar.
Note that a frame appears around the active pane.
Shortcut Keys Available in the Circulation GUI
The following table shows the default shortcut keys. These shortcut keys can be
customized.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 14 of 292
Function
Shortcut key
Catalog Record and Create Item
CTRL+F8
Create Hold Request
CTRL+R
Create Photocopy Request
CTRL+P
Delete Hold Request by Barcode
CTRL+D
Delete Patron
CTRL+F11
Duplicate Patron
CTRL+F10
End Patron Session / End Item Session / End Loan Session / End Return
F4
Session
New Patron
CTRL+F7
Print Letter - Hold Request Filled CTRL+L
Print Letter - Hold Request Not Filled CTRL+W
Reserve Items
F3
Switch to Item
F8
Switch to Loan
F5
Switch to Patron
F7
Switch to Return
F6
Switch to Search F9
The following shortcut keys are hard coded and cannot be customized:
Action
All Lists - Print List
Date Edit and Time Edit - Reset Dates
Help
Shortcut key
F11
F12
F1
1.3 Relationship with Web OPAC
The Circulation and Web OPAC modules are interconnected. Circulation information
relevant to each item (if on loan, expected return date, number of hold requests) can
be viewed in the Web OPAC. Each patron can use the Web OPAC to see a list of all
his loans and hold requests; to renew loans; to check his cash transactions and to place
hold requests or photocopy requests. A new patron can register through the Web
OPAC.
The patron and the library staff can communicate through message fields. The patron
reads and writes messages in the Web OPAC, and the library staff reads and writes
messages in the GUI.
1.4 Sublibraries
Circulation activities are linked to the Administrative library. Within one
administrative library, several sublibraries or branches can be defined and circulation
activities can be handled separately for each sublibrary. In this case, the password of
the circulation librarian must be defined at the sublibrary level.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 15 of 292
Circulation is handled at the level of items. Every item belongs to a sublibrary. The
relationships between the Administrative library, sublibraries and items is shown
below.
2 Patron Overview
This chapter includes the following sections:
•
What is a Patron?
•
The Patron Tab
•
The Patron Bar
•
Creating a New Patron
•
Opening a Patron Record
•
Updating a Patron Record
•
Duplicating a Patron Record
•
Deleting a Patron Record
•
Closing a Session with a Patron
•
Global Patron Information
•
Local Patron Information
•
Address Information
•
Additional IDs
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 16 of 292
•
Patron Profiles
2.1 What is a Patron?
In the ALEPH 500 system, a patron consists of several records that contain all the
information pertaining to him.
•
A global record contains personal information such as name and date of birth, as
well as all patron ID information.
•
One or more local records - A local record is always attached to a global record.
The local record represents the patron in his capacity as a patron of a specific
sublibrary.
•
One or more address records - An address record is always attached to a global
record. Each address record stores one of the patron's addresses. Different types of
address records can be the student's dormitory address or his parents' address.
In order to work with any patron's record, to open a session with a patron, select the
Patron
tab:
The Patron Tab
The Patron tab is comprised of the Patron Activity root with nine nodes and the
Patron Registration root with four nodes.
Patron Activity
•
Loans
•
Cash - lists all transactions for which the patron is charged a fee, as well as
free transactions, credits due to the patron and the history of paid transactions.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 17 of 292
•
Hold Requests
•
Photocopy Requests
•
ILL Requests
•
Advance Booking - a list of time slots that the patron has booked for using
reserve items
•
Proxies/Sponsor
•
Reading Room
•
Routing Lists
Patron Registration
•
Global Patron Information
•
Local Patron Information
•
Address Information
•
Additional IDs
The Patron Bar
The Patron bar includes the following six elements:
1. The Patron icon
.
2. The Patron field where you enter the patron ID or patron barcode.
3. The list
button.
4. The arrow
button sends the value entered in the Patron field to the server.
5. The display area shows the patron's name and ID/barcode.
6. The New Patron
and Patron Profile
icons on the far right.
The Patron Bar is only active when either the Patron Tab or the Loan Tab are open.
2.1.1 Creating a New Patron
Click the New Patron icon
on the Patron Bar to create a new patron.
An empty Global Patron Information form will be displayed. This form is also
available by using the Ctrl+F7 hotkey or by selecting the menu entry Patrons / New
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 18 of 292
Patron.
2.1.2 Regular Patron Registration
If the FastPatronRegistration flag in the Circ.ini file is set to N, the Global Patron
Registration form will be displayed. This form has two tabs: Patron Information (1)
and Patron Information (2).
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 19 of 292
Fill in the details and click Update. For a complete explanation of the Global Patron
Information form, see Opening a Patron Record on page 25.
2.1.3 Fast Patron Registration
If the FastPatronRegistration flag in the Circ.ini file is set to Y, the following Patron
Registration Form will be displayed.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 20 of 292
This form registers a new patron in the system. The form contains fields pertaining to
local patron information and address information, in addition to global patron
information fields such as ID, barcode, name and date of birth.
The form contains full information on one address (including e-mail, zip code and
telephone numbers), and local patron information such as patron sublibrary and status
(for the Z305 record). The form does not contain fields relating to proxies and blocks
(delinquencies).
The form's buttons are :
Update
If you have update privileges, you may change the information on this form. To do so,
make your changes and click the Update button. (If you do not have update privileges,
any changes you make will not be saved when you click the Update button.)
Save Defaults
Clicking this button will save the following values as defaults:
1. Patron Sublibrary
2. Language
3. Home Library
4. ILL Library
The next time the form is opened, the values that were in these fields when Save
Defaults
was
clicked
will
be
automatically
loaded.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 21 of 292
The form's editable fields are:
Patron ID
This field is mandatory. The Patron ID may be up to 12 alphanumeric characters and
must be a unique value.
Depending on the way your System Librarian set up the system, you might be able to
leave the Patron ID field blank, and the system will fill in a value according to a
predefined counter.
Pincode
This field is mandatory. The Pincode is used for verification, providing an additional
security check beyond that provided by the Patron ID or Barcode. It is one of the
parameters used by the system to identify the patron when signing in to the Web
OPAC.
Depending on the way your System Librarian set up the system, you might be able to
leave the Pincode field blank, and the system will fill in a value according to a
predefined counter.
Barcode
This field is mandatory. The Barcode may be up to 20 alphanumeric characters.
Depending on the way your system administrator set up the system, you might be able
to leave the Barcode field blank, and the system will fill in a value according to a
predefined counter.
Barcode Verification
This field is mandatory. It is the security code attached to the barcode.
Depending on the way your System Librarian set up the system, you might be able to
leave the Barcode Verification field blank, and the system will fill in a value
according to a predefined counter.
Name
This field is mandatory. The Name field will be built from a last name and a first
name in the following manner:
The Z303_NAME field (global patron name) will be formed as follows:
Last Name, First Name (Last Name - comma - blank - First Name).
The first line in the Z304_ADDRESS field will be formed as follows:
First Name Last Name (First Name - blank - last Name).
For institution names, only the Last Name field can be filled.
Each name may be up to 100 characters long.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 22 of 292
Address
Fill in the patron's address information.
E-mail
Fill in the patron's e-mail information.
to send an e-mail message to the patron. The patron's e-mail address will
Click on
automatically be inserted in the To field.
Zip Code
Fill in the patron's zip code.
Date of Birth
Fill in the patron's date of birth.
Telephone 1 and Telephone 2
Fill in the patron's phone numbers.
Patron Sublibrary
This field is mandatory. The sublibrary entered in this field will be the sublibrary for
which a local patron record (Z305) will be created for the new patron.
Patron Status
This field is mandatory. The status entered in this field will be the patron's status in
the local patron record (Z305) that will be created for the new patron.
Language
This is the language to be used for correspondence with the patron.
Home Library
This is the patron's preferred sublibrary. The Home Library is taken as a default
pickup sublibrary for hold and photocopy requests. If no Home Library is chosen, the
default pickup sublibrary will be the item's sublibrary.
Profile
The Profile includes the definition for the set of logical bases to which the user is
denied access and various privileges in the Web OPAC. If this field is left blank, the
system will use the "ALEPH" profile.
ILL Library
Choose the sublibrary that should fill the patron's interlibrary loan requests. If this
field is left blank, the patron will not have the right to place an ILL request.
Global Notes
You may enter any additional information, such as special status (foreign exchange
student), special interests, and so on. You may enter up to 100 characters in each
field.
After the Update button is clicked, all of the patron's records (Z303/Z304/Z305/Z308)
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 23 of 292
will be created. The records are created based on the values supplied in the form and
the default values described below.
For the System Librarian: The values created for the following fields are set in the
table tab_fast_patron_register in the data_tab directory of USR00. The fields are
:
1. Z303-ILL-TOTAL-LIMIT
2. Z303-ILL-ACTIVE-LIMIT
3. Z303-EXPORT-CONSENT
4. Z303-SEND-ALL-LETTERS
5. Z304-DATE-TO (for address type "01")
6. Z305-BOR-TYPE
7. Z303-PLIF-MODIFICATION
The values set for the local patron details and privileges are set by the tab31 defaults.
When a new patron has been registered, the record is automatically displayed in the
Patron panes (for verification and for adding local records).
For the System Librarian: Note that in addition to the regular permissions required
for creating a new patron record, the permissions also depend on the tab100 USERPERMISSION variable.
2.1.4 Remote Patron Registration
The Remote Registration option enables creation of a new patron by copying patron
data from another library. Copying patron information which already exists in another
library saves the time required for data entry.
This option is relevant in two cases: in a single ALEPH application that has multiple
administrative libraries, some of which are set up as having "non-shared" patrons; or
multiple ALEPH applications running under the same version, who wish to facilitate
sharing of patron data.
In both cases, the system copies data to create a new global record and ID records.
The patron's barcode will be used in common in all libraries. If the barcode is changed
at a future time, it must be separately changed in each library.
Automatic creation (by copying) of the patron's address records and generation of a
local "ALEPH" record depend on setup.
Other optional features (that is features that depend on the setup) are the ability to
perform checks on the patron's global record at the remote library (and override the
checks that are displayed), and the ability to automatically register the patron's remote
"home library" in a note field.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 24 of 292
2.2 Opening a Patron Record
Enter a patron's ID, barcode or additional ID (corresponding to the ID types 00,01 and
02
or
other)
in
the
Patron
bar's
Patron
field.
and click
.
There are several ways to do this:
•
Type the ID or barcode in the Patron field.
•
Scan in the barcode.
•
Select a patron from the Patron List. The Patron List is invoked by clicking the
Patron List icon
2.2.1
on the Patron bar.
The Patron List
The Patron List offers a number of options to search for patrons:
Sort by
It is possible to sort the list by patron name, patron ID or patron barcode number.
Display Local Patrons Only
To display only those patrons that have local records, that is for specific sublibraries,
select this option. To display all patrons leave this option blank.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 25 of 292
Note: Whether or not patrons whose only local record is ALEPH are considered to be
local patrons depends on your system's setup.
Enter Starting Point
Jump to a particular point in the list by typing in text in the space provided and
pressing Enter. Text for Patron ID and Barcode can only be entered in capital letters.
2.3 Buttons on the Patron List
The following buttons are available on this screen:
Select
To select a patron, highlight the entry and click the Select button.
Keywords
Click Keywords and enter a text string to retrieve patrons whose names or addresses
include the keyword(s) entered. Once a patron has been called up the screen will be
populated with the patron's information. This information remains on the screen until
the end of the patron's session.
The patron's name, patron ID and barcode will appear on the Patron bar.
The patron's current cash balance; number of current loans, hold requests, photocopy
requests, ILL requests, advance bookings and reading room items; and the number of
the patron's proxies and sponsors will appear on the Patron tab.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 26 of 292
The upper pane displays an overview of the patron's data. In the example below, the
Local Patron Information node was selected from the Patron tab. The Local Patron
Information tab is displayed in the upper pane:
The lower pane displays detailed information of the line that is highlighted in the
upper pane. This information can be edited and updated. In the example below, the
Local Patron Details tab is shown:
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 27 of 292
2.4 Updating a Patron Record
Open a patron record as described in Opening a Patron Record on page 25. Enter your
changes in any of the tabs. After making the changes, click Update to save them. Note
that generally changes are only made in the lower pane.
For the System Librarian: Note that in addition to the regular permissions required
for updating a patron record, the permissions also depend on the tab100 USERPERMISSION variable.
2.5 Duplicating a Patron Record
To duplicate a patron record, highlight the Duplicate Patron entry under the Patrons
main menu or use the Ctrl+F10 hotkey.
The Global Patron Information form will be displayed for you to edit.
2.6 Deleting a Patron Record
To delete a patron record, highlight the Delete Patron entry under the Patrons main
menu or use the Ctrl+F11 hotkey.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 28 of 292
You will receive a prompt asking if you are sure you want to delete.
The system will not delete a patron who owes money, has outstanding loans or
outstanding ILL requests (requests that are not closed or cancelled). In the case of
outstanding loans, you must first delete the loan transactions and then delete the
patron record. In the case of outstanding ILL requests, you must first close or cancel
the request and then delete the patron record.
If a patron has Hold/Photocopy Requests, the system will warn you, but you may still
delete the patron record.
When the patron record is deleted, all of the information about the patron (address,
hold and photocopy requests, privileges, and so on) is deleted from all of the related
libraries and sublibraries.
Note: in a Multi-ADM environment, the patron record (Z303 record) of a patron
registered to an ADM library participating in a shared environment will be deleted
unless this patron has Z305 records in another ADM library. In the case that the
patron has Z305 records in another ADM library, only the local information (Z305
records) of the active library will be deleted. The Global Patron Information (Z303
record) will be deleted only after the patron's Z305 records in all other ADM libraries
have been deleted.
2.7 Closing a Session with a Patron
When you have finished working with the current patron, press F4 to end the session.
This will clear all information about the patron from the screen.
Entering and sending a new patron ID/barcode to the server also closes the previous
patron's session.
2.8 Global Patron Information
The Global Patron Information pane has two tabs: Global Patron Details and Global
Blocks and Notes.
Update
View and modify administrative and personal information about the patron. Click
Update to save changes.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 29 of 292
Refresh
In order to display values that come from counters, click Refresh. The possible
available values are: Patron ID, Pincode, Barcode, Barcode Verification. Note that
Patron ID cannot be updated once the patron has been created.
Letter
Click Letter to print a letter to a patron. You will be able to select from a number of
letter formats defined by your System Librarian. This function is also used to print the
patron's circulation list and library card.
Check
Click Check to verify whether or not the patron is blocked from loaning items. If he is
blocked the reason/s will be displayed.
Update Picture
Click Update Patron to add a new picture or update the current one. See the
explanation on the Patron Picture field for more details.
2.8.1
Global Patron Details Tab
Open Date
Mandatory. This is the date that the global patron record was created. The date is
filled in automatically by the system.
Update Date
Mandatory. This date is the last date the global patron information was changed.
When creating a new patron, the Open Date and Update Date are identical.
Patron ID
Mandatory. The patron ID may be up to 12 alphanumeric characters and it is a unique
value. It is also unique in relation to other keys, such as Barcode and Additional IDs,
allowing cross key uniqueness. This field cannot be changed.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 30 of 292
Pincode
The pincode may be used for verification, providing an additional security check
beyond that provided by the patron ID, patron barcode or additional IDs. The System
Librarian determines whether this field is optional or mandatory.
Barcode
The patron barcode may be up to 20 alphanumeric characters and is a unique value. If
you want the patron barcode code to be used for verification as well, be sure to enter it
in the pincode field. It is also unique in relation to other keys, such as patron ID and
additional IDs, allowing cross key uniqueness. Whether this field is optional or
mandatory, is determined by the System Librarian.
Barcode Verification
This verification is used together with the patron barcode when signing in to the Web
OPAC. The System Librarian determines whether this field is optional or mandatory.
Name
Mandatory. The name may be up to 100 characters. Enter the name as it should
appear in the alphabetical list of patrons. Many libraries use the format "Last name
First name". For example, Smith John.
Title
Optional. This is the form of address, such as Ms. or Professor. The Title may be up
to 10 characters. The list of available titles is defined in pc_tab_exp_field.lng under
the USER-TITLE section.
Date of Birth
Optional. This field is set to 00/00/0000 by default.
Language
Mandatory. This is the language to be used for correspondence with the patron. If the
Language field is left empty when creating the patron record, the first entry from the
drop-down list is filled in automatically.
Budget
Optional. This is the budget from which cash transactions should be debited.
Automatic budget debit is not yet functional.
Profile
Optional. The profile includes the definition for the set of logical bases to which the
librarian is denied access and various privileges in the Web OPAC. If this field is left
blank, the system will use the "ALEPH" profile.
The profile is defined in the Profile List available through the Patron Profile icon
on the Patron Bar or through the Patron Profile entry under the Patrons main menu.
See Patron Profiles on page 45.
Home Library
Optional. This is the patron's preferred sublibrary.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 31 of 292
The Home Library is taken as a default pickup sublibrary for hold and photocopy
requests. If no Home Library is chosen, the default pickup sublibrary will be the
item's sublibrary.
If a patron places an ILL request without specifying a pickup sublibrary, the item is
loaned to his Home Library. This requires that the sublibrary code of the Home
Library be registered as a patron with a global and a local record.
When creating a Hold or Photocopy Request, whether through the Circulation GUI or
via the Web OPAC, the patron's Home Library is offered as the default pickup
sublibrary. If the Home Library is not set up as a valid pickup library for the item in
tab37 (for hold requests) or tab38 (for photocopy requests), the item's sublibrary is
used as the default pickup location instead.
Dispatch Library
Not yet implemented.
Data Export Consent
(For external applications: Non-ALEPH)
Optional. Check this box if the patron agrees to have his information shared with
external institutions.
Send All Letters to Patron
This box is checked by default. When it remains checked, all letters to the patron are
printed. Clear the check box if the letters that refer to the Send All Letters to Patron
parameter should not be printed. These letters are:
•
Hold Request Letter (hold_request_letter_nn)
•
Photocopy Request Letter (photo_request_letter_nn)
•
ILL Arrival (ill_arrival_nn)
Click on
to send an e-mail message to the patron. The patron's e-mail address will
automatically be inserted in the To field.
ILL Library
Optional. Choose the sublibrary that will attend to this patron's interlibrary loan
requests. If this field is left blank, the patron will not have the right to place an ILL
request.
ILL Total Limit
Optional. The ILL Total Limit specifies the maximum number of interlibrary loans
that a patron may request within a specific period. If, for example, the total limit is set
to 15 requests for a certain period, the patron will be prevented from requesting
further items after the 15th ILL request is made. If your library policy does not limit
the number of total ILL requests, set the value to 9999. This will facilitate an
unlimited number of ILL requests.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 32 of 292
For the System Librarian:
The period limit is defined in the aleph_start variable: ill_total_limit_period.
A field in the Web OPAC user information screen shows the total number of ILLs
that a patron has requested. Clicking the hyperlink gives information relating to each
ILL.
ILL Active Limit
Optional. The ILL active limit specifies the number of ILL requests that may be
active at any one time. If your library policy does not limit the number of active ILL
requests, set the value to 9999. This will facilitate an unlimited number of ILL
requests.
If you want to create several supplier requests for a single ILL 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 patron will be inaccurate.
A field in the Web OPAC User Information window shows the active number of ILLs
that a patron has requested. Clicking 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
Optional. In the standard library system, each patron is able to borrow items for
himself but not for anyone else. However, in more complex systems, the library may
allow a patron to borrow items on behalf of someone else who acts as his sponsor. For
example, a teaching assistant may be able to borrow items on behalf of sponsoring
professors.
In order to support this situation, you should first create a primary global patron
record for the teaching assistant and fill in the Patron ID, leaving the Proxy ID field
blank. Create additional global patron records for the teaching assistant acting as
proxy for his sponsors (one for each professor). Each of the teaching assistant's global
patron records will have a unique patron ID. In the Sponsor's ID field of each global
patron record fill in the Patron ID of the sponsoring professor.
Primary ID
Optional. The Primary ID is the regular Patron ID of a patron who is also a proxy.
Proxy Type
Optional. 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 under the PROXYTYPE section.
Patron Picture
A picture of the patron can be displayed in the patron record in the GUI. A file
containing the picture must be present on the relevant location on the server.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 33 of 292
Please note that the picture window is square. If the original picture is not, the picture
is compressed to fit into the GUI picture window.
A picture can be added or updated by clicking the Update Picture button. This opens
the dialog box show below.
Clicking on the Browse button opens a dialog box which enables you to load a picture
file from the local PC or from the network for preview.
After confirming by clicking OK, the new picture file is saved on the server in the
bor_pics directory of the user library (for example, ./usr00/bor_pics).
The picture file is automatically renamed. The new name is <patron ID>.<original file
extension>. For example, if a file such as "mypicture.jpg" is loaded for patron
1234567, the new file will be "1234567.jpg" (under bor_pics). Note that at this point,
all other picture files of that patron are deleted (for example, "1234567.gif").
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 34 of 292
2.8.2
Global Blocks and Notes Tab
All the fields in this tab are optional.
Global Block 1, 2 & 3
These are reasons why the patron may be denied privileges (loan, hold, etc.). One
reason may be, for example, vandalizing property. When the patron tries to borrow an
item, the system will check for blocks 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.
Global Note 1, 2 and 3
You may enter any additional information, such as birthdate, special status (for
example, foreign exchange student), special interests, and so on. You may enter up to
100 characters in each field. Alternately, you may choose from a list by clicking the
button to the right of the field.
"Patron Loader" Protected Fields:
•
Complete Record
•
Patron Addresses
•
E-mail Address
•
Patron Status
•
Expiration Date
To protect fields/records from being overwritten when updating patron records with
the Patron Loader (file-20) service, check the corresponding boxes. When the Patron
Loader (file-20) service is run, the checked fields are not updated if they already
contain data. If a field is empty, it is updated with the new data. This refers to all
fields of the Z303/Z304/Z305/Z308 records that make up a patron record during an
upload of patron records through the Patron Loader (file-20) service.
The following fields can be protected:
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 35 of 292
Complete Record
Patron Addresses
E-mail Address
Patron Status
Expiration Date
all fields listed below
z304_address[0]
z304_address[1]
z304_address[2]
z304_address[3]
z304_address[4]
z304_email_address
z305_bor_status
z305_expiry_date
The values for field protection are stored in the z303_plif_modification field. Possible
values are "1","A", "B", "D" and "E".
1 - do not modify patron records at all (Z303/Z304/Z305/Z308)
A - do not modify address records at all.
z304_address[0]
z304_address[1]
z304_address[2]
z304_address[3]
z304_address[4]
B - do not modify the patron status.
z305_bor_status
D - do not modify the patron expiration date.
z305_expiry_date
E - do not modify the e-mail address.
z304_email_address
When running the Patron Loader (file-20) service, the z303_plif_modification field is
consulted and the fields listed above are updated accordingly.
2.9 Local Patron Information
Local Patron Information determines the patron's circulation privileges.
2.9.1
Local Patron Information
The Local Information tab displays an overview of the patron's local registration
records per sublibrary. Each line includes the sublibrary's code and name; the patron's
status code and status name for the sublibrary; the date on which the patron's
registration for the sublibrary will expire; and the last date that a circulation activity
was registered.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 36 of 292
The following buttons are available:
Delete
To delete the patron's registration record from a sublibrary, highlight the desired line
and click Delete. You will be asked to confirm that you want to delete the local patron
record. The system will check to see whether or not there are any outstanding loans or
hold requests and if there are, the patron will not be deleted.
Renew
Click Renew to renew the local patron's registration for the highlighted sublibrary.
The Renew Local Patron Registration window will appear.
Click OK to accept the offered option for a new expiration date, or modify the date
and click OK. The displayed expiration date is calculated according to settings in the
tab30 table.
2.10 Lower Pane
The lower pane has three tabs: Local Patron Information, Local Blocks and Notes and
Local Privileges. The tabs have the following buttons:
Update
View and modify local administrative information about the patron. Click Update to
save changes.
Get Defaults
Default patron privileges have been defined by your System Librarian for each
category of patron. After selecting a status for the patron, you may have the system
automatically assign privileges and an expiration date by clicking Get Defaults. The
default settings are determined in the tab31 table.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 37 of 292
2.10.1 Local Patron Details Tab
The following fields are available:
The Patron ID, Barcode, Title, Name and Sublibrary fields are for display only. The
information may only be changed on the Global Patron Information tab.
Sublibrary
The Sublibrary is the sublibrary you highlighted in the upper pane and for which you
want to set the patron privileges. It is for display only.
Patron Status
Patron status is a category of patrons for which a default set of patron privileges have
been defined by your System Librarian. After selecting a status for the patron, you
may have the system automatically assign an expiration date and privileges by
clicking Get Defaults.
Note that the drop down menu for Patron Status might vary in different sublibraries.
This depends on the system setup.
Expiration Date
This is the date until which the patron privileges in the selected sublibrary are in
effect. You may assign an expiration date manually, or, as soon as you select a status
for the patron, you may have the system automatically assign an expiration date by
clicking 'Get Defaults'.
Patron Type
This field specifies the type of patron and is for information purposes only. It does not
affect the patron's ability to perform transactions.
Note that the drop down menu for Patron Type might vary in different sublibraries.
This depends on the system setup.
Photocopy Charge
This field indicates whether or not the patron should be charged for photocopies. The
options are Free (F) and Charge (C).
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 38 of 292
Cash Limit
This is the maximum amount of money the patron may owe before he is prevented
from borrowing additional items. If the patron attempts to borrow an item once this
limit is reached, the system will block him and send an alert to the librarian saying
that the patron owes money.
Web OPAC Message
The Web OPAC Message field allows communication with the patron through the
Web OPAC. You can enter a message of up to 80 characters. There can be a separate
message for each of the patron's local records.
The field can be edited both from the Web OPAC Message field in the GUI and the
Message screen in the Web OPAC.
2.10.2 Local Blocks and Notes
Local Block 1, 2 and 3
Any block code you assign prevents the patron from performing certain transactions.
The system blocks him and sends an alert to the librarian. The block code is displayed
for the librarian's reference. The patron is prevented from performing transactions
only at that specific sublibrary. This does not affect the other local records of this
patron. If both the local patron and the librarian have override privileges, the librarian
may override the restriction.
Local Block Note 1, 2 and 3
This field is optional. If you enter a note, it will be displayed along with the block
code above whenever a patron is blocked. (See Local Block 1, 2 and 3 above). If you
leave this field empty, the system will enter the block note as set in the table that
defines block codes.
Local Block Date
This is the date until which the patron is prevented from various circulation activities
as defined by your System Librarian. You can manually enter a block date. Moreover,
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 39 of 292
if a patron is fined with a fine that uses a blocking method, the system will set a local
block date according to the setup of the table that controls due dates, fines and limits.
Local Note 1, 2 and 3
This information is optional. Any note you enter will only be displayed here on the
Local Blocks and Notes tab.
2.10.3 Local Privileges Tab
The patron's local privileges define the scope of activities that the patron can perform
in the selected sublibrary. The privileges defined here will apply to the patron if he
does not have blocks. If he does have blocks, 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 patron may renew a loan (if he has no blocks
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
from the selected sublibrary, provided the item is requestable.
Multiple Hold Requests
This field determines whether or not the patron may place more than one hold request
for the same item. This also determines whether the patron can place more than one
advance booking request on the same item per day.
Photocopy Requests
This field determines whether or not the patron may request a photocopy of material
in the selected library.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 40 of 292
Check Transactions
If you select Yes, when a patron tries to perform any circulation activity, the system
checks for any problems such as overdue items or limitations (such as having already
borrowed his allotted quota of items). If such blocks are found, the librarian is notified
and the patron is prevented from performing the circulation activity. (See Override
Privileges below.) The checks are defined by your System Librarian.
If you select No, the system does not check for any blocks. You may want to select
Yes for regular patrons and No for institutional patrons such as other libraries. If you
select No for the ALEPH patron, no checks are performed.
Override Privilege
The system automatically stops a patron from borrowing materials if there are blocks
such as overdue items, or limitations such as having already taken on loan his quota of
items. If you check Yes to Override Privileges, the librarian will still be able to loan
material to the patron in spite of these blocks.
Late Return Ignored
If you check Yes, the patron will not receive a fine for returning material late and no
late return message will be displayed.
Allow Hold on Available Item
This field determines whether or not the patron may place a hold request on an item
that is available on an open shelf (that is, the item is not on loan).
Reading Room Permission
This field determines whether or not the patron has permission to request items for
pickup at a Reading Room sublibrary and/or for loan at a Reading Room loan station.
2.11 Address Information
2.11.1 Address Information - Upper Pane
The Address Information tab displays the addresses available for the selected patron.
When a new patron is created and no address is entered, his name is taken as a default
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 41 of 292
address. The address is type "01" (permanent address) and it is valid for one month
from the day the patron was created.
The following buttons are available:
New
To add a new address for this patron, click New. The cursor will be positioned in the
address field in the bottom pane. Enter the new address and click the Update button.
Duplicate
To make a copy of the highlighted address, click Duplicate. The details of the address
will be displayed in the bottom pane. Modify the address and click Update.
Delete
To delete an address, highlight the address and click Delete. You will receive a
prompt asking if you are sure you want to delete.
2.11.2 Address Information - Lower Pane
The Address Details tab on the Address Information lower pane shows address
information for the selected patron.
The following buttons are available:
Update
When you are finished filling in the form, click Update.
This button is located to the right of the E-mail field. Click this button to send an email message to the patron.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 42 of 292
The following fields are available:
Name
The system will automatically fill in the name as entered in the patron's global
information details, but you can change it. The way the name appears in this field is
the way it will appear in letters to the patron. Therefore, if the system displays the
name with the last name first (Smith John), you may want to reverse the order and put
the first name first (John Smith). When the name or the title of a patron are updated in
the Global Patron Information pane, the name field in each of the address records
associated with him are updated accordingly.
Address
Each line of the address may be up to 50 characters.
Zip Code
The zip code may be up to 9 characters. The format of the zip code can vary
according to the definitions set by your System Librarian.
E-mail
The e-mail address may be up to 60 characters. Click the
message to the patron.
button to send an e-mail
Telephone
There are four available fields for phone numbers (for example, home, work, fax and
mobile) Each telephone number can be up to 30 characters.
Valid From/To
Enter the dates between which this address is valid. If the address is not expected to
change, enter a very distant date such as 31/12/2099.
Address Type
Various types of addresses may be available, such as a permanent address (for
example, 01 - the address of a student's parents) and a mailing address (for example,
02 - the student's local address). The System Librarian sets the system to choose the
relevant address for letters according to one of two available schemes, in accordance
with this type of field:
1. The relevant record depends on "02" in type and current from/to dates. If no
02 with a current date is found, the system uses 01 with the current date. If no
valid address exists, the first address is taken.
2. The relevant record depends on a table that sets which record type is valid for
a specific time period. This scheme does not take into account the valid
from/to dates in the address record.
The two schemes cannot be combined.
For the System Librarian: Note that in addition to the regular permissions required
for updating a patron address, the permissions also depend on the tab100 USERADDR-PERMISSION variable.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 43 of 292
2.12 Additional IDs
2.12.1 Additional IDs - Upper Pane
The Additional IDs tab is used to update patron IDs and add additional IDs. The
system allows for several types of additional IDs that can be used simultaneously as a
key to retrieve a patron record in the GUI or in the Web OPAC.
Type 00 (System Number) and 01 (Barcode) are unique. The system ID cannot be
changed once entered. The patron barcode can only be updated in the Global Patron
Information form. Additional ID types (such as type 02 and up) are not restricted to
one entry. The system allows multiple recurrences of additional ID types.
The pincode and barcode verification can also be updated via the Global Patron
Information tab.
The following buttons are available:
Add ID
Click Add ID to add an additional ID. The Additional IDs Details tab in the lower
pane will become focused. Enter the additional ID's values in this pane.
Delete ID
To delete an Additional ID, highlight the desired line and click the Delete ID button.
Note that the button is only active when an additional ID is activated.
2.12.2 Additional IDs - Lower Pane
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 44 of 292
The Additional IDs Details tab on the Additional IDs lower pane shows ID
information for the selected patron. This tab displays the full information of the ID
that is selected in the upper pane, and facilitates updating of an existing ID and
creation of a new ID.
The following information is updateable:
•
Key Type: The key type is the type of the ID field. On the list, the ID and
Barcode are also listed but cannot be updated. 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: Not in use.
The following buttons are available:
Add
When you finish updating the patron ID, or filling the new patron ID's information,
click Add.
Cancel
If you wish not to accept the changes you made, click Cancel.
For the System Librarian: Note that in addition to the regular permissions required
for updating patron IDs, the permissions also depend on the tab100 USER-IDSPERMISSION variable.
2.13 Patron 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 patron accesses the Web OPAC, a particular profile is activated, according to
the following setup:
•
Personal Profile:
When a patron signs in to the Web OPAC, if his global patron record has a
profile listed, then this profile is called up.
o
If the profile ID is the same as the Patron ID, the user can save changes
he makes to the profile preferences. This is called a personal profile.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 45 of 292
o
If the profile ID is different from the Patron ID (that is, a group profile
has been assigned to the patron), preferences can be changed for the
session, but they cannot be saved.
o
If no profile ID is registered in the global patron record, the IP or
ALEPH profile is used; 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 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 a patron signs into the Web OPAC he can modify the profile fields that relate to
display preferences if he has a personal profile. 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 My Library Card window:
These modifications can be saved for personal profiles; that is, for profiles that have
the same ID as the user.
Identified patrons who do not have a profile listed in their global patron record will
have a personal profile created for them when they change the preferences in the Web
OPAC. If the profile field of the patron's record is blank, a profile record is created (in
which the patron's preferences are saved and permissions are defaulted to the
permissions of the default profile), and the profile field is updated.
See Profile Information on page 48 for the "privilege" aspects of the profile record.
2.13.1 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 Patron Information pane.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 46 of 292
Select Patrons / Patron Profile from the main menu to activate the Profiles function or
press the Patron Profile icon
displayed:
on the Patron Bar. The following window is
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 will be displayed for you to fill in.
The form lists the bases to which the OPAC user is denied access, and sets privileges
and display preferences.
Modify
To change information about a particular profile, highlight the profile ID and click
Modify. A form will be displayed for editing the changes to the profile.
Duplicate
You may add a new profile by copying an existing profile's details and then editing
the Patron Profile Information form that pops up. To do so, highlight the profile
whose information you want to copy, then click Duplicate. A form is displayed for
the new profile. It is already filled in with information copied from the highlighted
profile. You can then edit the form.
Delete
To delete a profile from the list, highlight the profile ID and click Delete.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 47 of 292
2.13.2 Profile Information
When you click the Add, Modify or Duplicate buttons on the Profile List, the Patron
Profile Information form is displayed:
There are two tabs on the Profile Information window: General Information and
Denied Records.
General Information
This section includes the following parameters for the profile:
Profile ID
This can consist of up to 12 alphanumeric characters.
You can use a computer's IP address as a patron profile ID. Every section of the IP
address must contain three digits. If there are fewer than three digits in a section, add
leading zeroes. For example, if a computer has the following IP address,
10.1.235.199, type 010001235199 in the Profile ID field.
If several computers in the same facility, such as the Law library, share the same IP
prefixes, you can define a profile ID to be shared by all of the workstations.
For example, if the computers in the Law library have the following IP addresses:
10.1.235.199
10.1.235.200
10.1.235.015
10.1.235.079
You can set up the following profile ID for all of them: 010001235.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 48 of 292
Base Name
Enter the default base to be accessed when the patron signs in to the Web OPAC. The
default base is relevant only to the IP address and ALEPH profiles.
Interface Lang.
Enter the default interface language for the Web OPAC.
Sublibrary
This is the default sublibrary 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."
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 are displayed in Brief format.
Records per Page
Enter the value for the number of records you want to be displayed in Brief Format in
the Web OPAC.
Brief Format
Select an option 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
displayed on a separate line.
Max Save/Mail Files
Enter the maximum number of records a patron is allowed to save or mail at one time
from the Web OPAC.
Include AUT Data in Browse List
Check this box if you want to display AUT data in the Browse List in Web OPAC.
Authority information is displayed immediately following the heading. The following
fields from the Authority record are displayed: 260 (Complex See Reference Subject), 664 (Complex See Reference - Name), 666 (General Explanatory Reference
- Name), and 680 (Public General Note).
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.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 49 of 292
•
Special Request Permission
Special Request Permission allows the patron to place a request for material
that is not in the Web OPAC. This goes together with an individual ILL
permission that can be set in the Global Patron Details tab in the Global Patron
Information node in the Circulation GUI.
•
Update Address Permission
Permission to update a User Address from the Web OPAC.
Denied Records
If a library wants to deny access to certain records, it needs to define queries that set
these restrictions 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.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 50 of 292
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 patron who is
assigned this profile will be denied access to these records. Use "wrd=(internal or
restricted or confidential)" in order to define a base which will exclude all records that
have "internal" or "restricted" or "confidential" in the wrd word group.
3
http://ram19:8997/G/25GSHKCDK46VCRRXLKQ4JB6CUUNVII7PG69MFM
BN8XTQUGJ1GN-01252/file/g-circ2-itemsItems
This chapter includes the following sections:
•
What is an Item?
•
The Item Tab
•
The Item Bar
•
Open an Item Record
•
Catalog Record and Create Item
•
Change Item Information
•
Restore Item Information
•
Change Item Process Status
3.1 What is an Item?
In the ALEPH 500 system, an item consists of a single record where the information
about it is stored.
Item records are linked to administrative records, and cannot exist without an
administrative record. Each item is identified by the administrative record number and
an item sequence number. Several items can share the same administrative record in
which case they will have the same System number although with a separate item
sequence number. Each item must also have a unique barcode. To work with any
item's record, open the Item tab:
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 51 of 292
In the Circulation module, you have access to the following Item functions:
•
Catalog Record and Create Item
•
Change Item Information
•
Restore Item Information
•
Change Item Process Status
See the Items - Items working Modes chapter for details about the Items Overview
and Items Functional Working modes.
3.1.1 The Item Tab
The Item tab is comprised of four roots and seven nodes, which bring up
corresponding panes when clicked.
•
Items List
o
•
All Items History
Item
o
Hold Requests
o
Photocopy Requests
o
Loan
o
Advance Booking
o
History
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 52 of 292
Circulation Summary
o
•
Bibliographic Information
•
Triggers
3.1.2 The Item Bar
The Item bar includes the following elements:
•
The Item icon
•
The Item field where you enter the call number or item barcode.
•
The list
•
The arrow
•
The display area shows the author and the title of the bibliographic record that
the item is attached to.
•
The Catalog Record and Create Item
far right.
on the far left.
button.
button sends the value entered in the Item field to the server.
and the Full screen
icons on the
The Item Bar is only active when either the Item Tab or the Loan Tab is open.
3.2 Open an Item Record
Enter the item's barcode or call number in the Item Bar's Item field. (Note that the
ability to search by call number is according to the setup of the entry ITEMBARCODE-OR-CALL-NO in tab 100.)
and click
.
There are several ways to do this:
•
Type the item barcode or call number in the Item field.
•
Scan in the item barcode.
•
Select an item from the Item List by Call Number. The Item List by Call
Number is invoked by clicking the
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
icon on the Item bar:
Page 53 of 292
.
To search for an item by call number, enter the call number in the Enter
Starting Point field. In the field to the right of the Enter Starting Point field,
enter one digit that defines the call number type or choose one from the dropdown list.
To jump to a particular point in the list enter a string in the Enter Starting
Point field and press Enter. To jump to the start of a call number type in the
list, enter a call number type in the right-hand field, place the cursor in the
left-hand field and press Enter. The first line with the chosen call number type
is displayed.
Highlight a call number and click Select. A list of items for the administrative
record that was found will be displayed in the Items List in the upper pane:
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 54 of 292
Sort Options
This field indicates how a list of items that is attached to a bibliographic record, will
be sorted. There are six available options. Your system librarian will set the default
method that is used each time you retrieve an item list. You can also change the sort
option manually by clicking on the arrow and selecting an option from the pull-down
menu.
The following buttons are available on this screen:
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 patron has hold privileges.
Claim Return
Sometimes, a patron 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.
Recall
Click Recall to recall a loaned item.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 55 of 292
Print Slip
To print an item slip, highlight the item and click Print.
Push to Items
Click Push to Items to go to the Item tab in the Cataloging module to continue
working with the item record of the highlighted entry.
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.
3.3 Catalog Record and Create Item
This option enables you to catalog a record and create a corresponding item with
minimum information. Once such a record exists, the item may be loaned. The item
may be cataloged in full later using the Cataloging module.
Note
When a record is cataloged and a corresponding item is created using Catalog Record
and Create 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.
The same Catalog Record functionality, in the Acquisitions/Serials module (under
Orders/Catalog Order), does not automatically generate a hold request.
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".
Choose this option by selecting Items/Catalog Record and Create Item from the
Circulation module's main menu, or by clicking the Catalog Record and Create Item
on the far right of the Item bar. The Choose Bibliographic Library window
icon
will be displayed. Select the bibliographic library where the bibliographic record will
be stored.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 56 of 292
The list is comprised of the bibliographic libraries that are listed as relating to the
administrative library you are connected to.
Highlight the desired library and click OK. The Catalog Record and Create Item
window will be displayed. It has two tabs: Document Information and Item
Information.
Fill in the fields with the essential information for cataloging the record. Note that the
record does not undergo cataloging checks.
For the System Librarian: The Document Information window displays up to ten
fields that are determined by the pc_tab_cir_fast_cat.lng table.
This table has to be edited in the bibliographic library (for the creation of the
bibliographic record) and in the administrative library (for the creation of the
administrative record).
Fast cataloging defaults to FMT BK, using relevant LDR and 008 templates.
However, a different FMT can be set, in which case the default values set in
tab_tag_text are used to set the appropriate LDR and 008 fields.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 57 of 292
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.
Sequence Number
The sequence number uniquely identifies the item in the administrative record. The
system will automatically assign a number.
Item Barcode
This information is mandatory. You can use your barcode reader to scan in the
barcode that you stick on the item. Alternately, you may leave the field blank and the
system will automatically assign a number as soon as you click the Update button.
Material Type
This information is mandatory. Choose the material type from the drop-down menu.
The choices available on the menu are determined by the System Librarian.
Sublibrary
This information is mandatory. Choose the sublibrary from the drop-down menu. The
choices available on the menu are determined by the System Librarian. Note that no
matter what access rights you have, you can add an item to any library. However, you
can only update the item if you have access rights to the sublibrary the item belongs
to.
Collection
This information is optional. Your library may designate collections such as Maps,
Oversize or 4th floor. You can choose from a list of collections that are valid for the
selected sublibrary by clicking the button to the right side of the field.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 58 of 292
Item Status
This field is mandatory. Item status defines the circulation policy for the material.
Choose the sublibrary from the drop-down menu. The choices available on the menu
are determined by the System Librarian.
Item Process Status
Choose one of the options that describe the item's current process status or leave the
field blank.
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 function, you may type in text,
choose from a drop-down menu, or use a form to enter a call number. If your library
assigns only one location to an item, be sure to fill in this Call Number field and leave
the Second Call Number field blank.
Second Call Number Type
It is possible to use two call number schemes. In this case use this field to enter the
second call number scheme. 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 function, you may type in text,
choose from a drop-down menu, or use a form to enter a call number. If your library
assigns only one location to an item, be sure to fill in the first Call Number field and
leave the Second Call Number field blank.
Description
The description field can be used for volume information (such as v.16, 1995). It is
used for defining sort options.
OPAC Note
This note will appear in the Web OPAC.
Internal Note
This note will appear on the Item form.
Circulation Note
This note will appear in Circulation transactions.
3.4 Change Item Information
This function lets you change information about an item such as its item status, the
sublibrary 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 want to
change.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 59 of 292
Choose this option from the Circulation module's main menu by selecting
Items/Change Item Information. The following screen is displayed:
This screen asks you to determine the new item status, sublibrary, 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 select the Permanent Change box. 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): sublibrary, collection and location. You can always make a temporary
change.
If you want the system to check if an item has a hold request or a photocopy request
placed on it, select the Check Requests box. If a hold and/or photocopy request is
found, an appropriate message is displayed.
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 enabling you to scan in the barcode number(s) of the
item(s).
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 60 of 292
This screen shows 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 want, click
Close.
3.5 Restore Item Information
This function restores information about an item that was changed using the Change
Item Information function. You can only restore information if the change 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:
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 61 of 292
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 you will receive an error message and no
information will be restored after you click OK.
3.6 Change Item Process Status
This option is accessible from the Items / Change Item Process Status option from the
Circulation module's main menu.
Use this window to update the Item Process Status or Remote Storage of a single
item.
Type in the new item process status or use the pull-down menu to select from a
predefined list.
Type in the new remote storage code or use the pull-down menu to select from a
predefined list.
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 62 of 292
If you want to be warned when an item has an outstanding Hold Request or
Photocopy request, select the Check Hold Requests box. The warning will not stop
you from performing the change.
Enter or scan in the item barcode and click OK to make the change.
4
http://ram19:8997/G/25GSHKCDK46VCRRXLKQ4JB6CUUNVII7PG69MFM
BN8XTQUGJ1GN-01254/file/g-circ2-loansLoans
This section explains:
•
Setting Up Loan Options
•
Loaning an Item
•
Fast Loan
•
Offline Loan
•
Recalling a Loaned Item
•
Reloaning an Item to the Same Patron
•
Loaning an Item that is on Loan to Another Patron
If applicable, see also the section on In-house Use on page 95. The In-house use
functionality lets you record the number of times an item is used by patrons on library
premises during a given period of time (usually a month or a year) as opposed to the
number of times it is loaned.
Before loaning any items to a patron, you should first check the system's loan options,
and adjust them according to your needs.
4.1 Set up Loan Options
The Set Up Loan Options window determines certain aspects of the system's
functionality when performing a loan transaction.
To activate this function, select ALEPH/Options/Set Up Loan Options from the main
menu. The following window will be displayed:
© Ex Libris Ltd., 2004
ALEPH User Guide – Circulation
Release 16.02
Updated: September 5, 2004
Page 63 of 292
Display Circulation Note
Select this option to display the item's Circulation Note when the item is loaned. The
Circulation Note field is in the Cataloging module (Items tab / Items List / lower pane
/ General Information (2) tab).
Display "Item(s) on Hold for this Patron" Message
Select this option to display a message if there is an item on hold waiting for the
patron.
Display "Item is Requested" Message
Select this option to display a message if this item is requested by another patron.
Patron Verification Required
Select this option to require patron verification in order to perform the loan.
Display Item Process Status
Select this option to display the item process status when performing the loan. If the
item is not in process this option has no effect.
Override Button as Default
This option determines