Evergreen Indiana Admin/Reports Training

Professional Development OfficeIndiana State Library

Updated for Evergreen 2.2

Logins

• All libraries are assigned three generic logins on go live day: circ1, cat2 and localadmin

• Principle of least privilege.• Participants in this class will need a localadmin

login.• Generic vs. individual staff logins

Managing Staff Logins

• Creating an individual staff login– Barcode and Username

[lowercase]:• [library shortname]-

[abbreviated staff member name]

• Example: isli-jdoe– Write down barcode

and password. Staff will use these to sign into the staff client.

Resetting a staff member’s password if they forget it is the same as resetting a patron’s password. Hit Reset Password and write down the new password.

Staff Client• Downloading staff client– Weekly Update blog > About page

• Registering a workstation– Naming a workstation

Entering a Helpdesk Ticket

• Through staff client or Weekly Update blog

• Email: lib.in.us vs. hotmail.com

• Screenshots and supporting documents

• Captcha

Offline Transaction Management

• Used during upgrades or locally when needed• In offline mode:– DO checkout– DON’T checkin

• No database connection therefore:– No live patron data about checkouts, fines and

fees, blocked or not

Offline Mode• Click on Standalone Mode

Offline Mode• Click on Check Out• Make sure the date on the left end of the menu bar

is correct.• Scan patron library card.• Check that due date is correct for the item.• Scan in item barcode and hit ENTER after each item

barcode is entered.

Offline Mode• Select Print receipt? so a receipt will print.• Click Save These Transactions? VERY

IMPORTANT!• Click the Exit button when finished for the day.• Tips– Group like items together so you need to change the

due date only a few times.– You may choose to print a receipt for both the patron

and the library. Click Last Receipt to print the last patron receipt for the library’s records.

– Before using offline mode, check the offline mode receipt in the Receipt Template Editor to make sure desired information appears.

Creating a Backup File• At the end of each day,

you must Export the Transactions to create a backup file.

• Evergreen will tell you it’s a good idea to let the system delete any other copies of the data. DO NOT let the computer do this. Select No!

Uploading Offline Transactions (for managers)

• When database connection is re-established, local admin creates a session.– Admin > Offline Transaction Management– Click Create and enter a name.– Offline Sessions section, highlight session just

created.

Uploading Offline Transactions (for managers)

• Inform library staff who will upload saved offline transactions to your new session.

• Wait until all offline transactions have been uploaded to your session.

• Once all workstations have uploaded to your session, continue with Process the Transactions.

Uploading Offline Transactions (for circulation staff)

• Manager will give you a session name.• Admin > Offline Transaction Management• Highlight correct session and click Upload.• Let manager know that transactions have

been uploaded.

Processing Offline Transactions

• Wait until all offline transactions have been uploaded.

• Might need to hit Refresh button.

• Highlight correct session and click Process.

• Hit Refresh button.• Deal with Exceptions.

Pull Holds List

• Pulling holds every 24 hours required.• Most libraries assign those who open the library in

the morning.• Everyone is cross-trained to pull holds!• Circulation > Pull List for Holds Request• Printing/Exporting Hold Pull List

Transits List• Local Admin > Transit List• Choose Transit to/from• Choose library and Transit Date fall between• Click Retrieve Transits

Cash Reports• Local Admin > Cash Reports• Choose Start and End Date• Choose library and click Submit

Library Settings Editor

• Consortium-wide settings are EG-IN and are controlled by EC.– Lost materials processing fee, Damaged

processing fee

• Libraries can set the following options locally:– OPAC timeout, Default item price, Email

notification, Staff Client timeout

Non-cataloged Types Editor

• Admin > Non-cataloged Types Editor• Circulating ephemeral items• Enter name, length of time the item should

circulate, Circulate In-House? Y/N, library

In-house Use

• Barcode and catalog an item– Examples: Equipment, cameras, computers

• In-house use counts are separate than circ stats.– Must be retrieved and manually added to circ

stats.

Closed Dates Editor

• Add dates when library will be closed.• Circulation module takes Closed Dates into

account when assigning due dates.

Copy Locations Editor• Create, edit and delete Shelving Locations– OPAC visible– Hold verify– Checkin Alert– Holdable– Circulate

Stat Cat Editor• Create or Edit stat cats• Patron or Item• Put in a helpdesk ticket for a report which will

give you the data collected in the stat cat.

Printer Settings Editor

• Workstation Admin > Printer Settings Editor• Use this screen if your printer does not

connect with Evergreen.• Page Settings allows you to change margins.

Receipt Template Editor• Workstation Admin > Receipt Template Editor• Controls all receipt templates printed from

Evergreen.

Resources• Slide 2: Circulation Manual Chapter 2 (Staff logins and

Registering a patron)• Slide 3: Circulation Manual Chapter 2 (Registering a

patron)• Slide 4: Circulation Manual Chapter 1 (Downloading

Evergreen ILS)• Slide 5: Circulation Manual Chapter 8 (Entering

helpdesk ticket)• Slide 6 – 14: Circulation Manual Chapter 9 (Standalone

mode)

Resources• Slides 15 & 16: Circulation Manual Chapter 7

(Holds) and Cataloging Manual Chapter 21 (Holds)

• Slide 23: http://www.in.gov/library/files/Statisical_Categories.pdf

• Reports training: http://www.in.gov/library/files/evergreen_indiana-reportingguide-basic.pdf

Self-paced trainings

• Local admin and reports training: http://www.in.gov/library/files/Accessing_the_Reporting_and_Admin_Overview_Self-Paced_Tutorial.pdf