south dakota library network aleph v21 staff user upgrade information cataloging and systems south...

South Dakota Library Network

ALEPH v21 Staff User Upgrade Information

Cataloging and Systems

South Dakota Library Network1200 University, Unit 9672Spearfish, SD 57799www.sdln.net

© South Dakota Library Network, 2013©Ex Libris (USA), 2013Modified for SDLNVersion 21

ALEPH v21 New Features - Cataloging

Cataloging•Hot Key Activation for the Catalog Record Edit•RDA•Automatic LKR creation from ITM•Add multiple items in single action•Advance update item records-new service

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Hot Key Activation for the Catalog Record Edit

Previously, the only way to open the Edit Text and Edit Action cataloging editor menus in the Cataloging module was to •Right click for the Edit actions menu or•Press shift+right click for the Edit text menu

It is now possible to reverse the hot keys for these menus.

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To support this, a new catalog.ini entry has been added to the Editor section:

Possible values: •EditActions or •EditText

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EditActions – (default) Right click to activate the Edit Actions menu. Press shift+right click to activate the Edit Text menu.EditText – Right click to activate the Edit Text menu. Press shift+right click to activate the Edit Actions menu.

Example:

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RDARDA stands for Resource Description and Access•The new cataloging standard, Resource Description and Access (RDA), published in late June 2010, is intended to replace the Anglo-American Cataloguing Rules (AACR2)•Changes have been made to official MARC formats to accommodate changing needs of RDA•Most of these changes are additions of fields and sub fields

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RDAIn ALEPH v21, the system-wide configuration tables in the libraries are updated according to the RDA standards.

The new MARC tags will be available for use in cataloging and importing BIB records.

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Automatic LKR creation from ITM•A way to automatically fill the LKR filters according to specific item information. After entering existing item barcode, the LKR field will be filled with that item's information•In Addition, 245 $$a will be filled with item description (chronology, enumeration)•The new menu item "Expand from Item" option will be enabled only when LKR field is selected•An example for use would be to catalog an article within a journal

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Automatic LKR creation from ITMFormerly when a cataloger created an LKR field in the bibliographic library he had to manually fill in each of the many subfields of the LKR field, and constantly verify that he was putting in the correct information in each of the many fields (such as the volume number, issue number, administrative system number, etc)

This is now all done automatically by entering the specific item barcode in the new dialog box.

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The new menu item "Expand from Item" option will be enabled only when LKR field is selected.

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Cataloging an article which is in the journal.Note that the record has no 245 field (has 246). With mouse on LKR field choose “Expand from item barcode”

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The LKR field automatically gets filled in with the item information in the appropriate fields.The 245 fields gets filled in with the item description.

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The 245 may then be edited and additional fields added to the LKR field as necessary.

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Add multiple items in single action•A new button, ‘Add Multiple’ has been added to Item Form•Once Duplicate/New button is clicked, the ‘Add Multiple’ will become enabled•Clicking ‘Add Multiple’ pops-up a window for entering number of items to create (up to 100)•Once action is complete (Add is clicked at the new form), X number of new items will be created

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The new functionality will be implemented in the Item Form:•Cataloging module

• Main Items List

•ACQ/Serials module• Full item list • Item list per subscription• Item list per order


At GUI-Item list; user clicks New or Duplicate button:

At the lower-pane, the Item Form becomes active:

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The user clicks the 'Add Multiple' (new button)... and the new ‘Add Multi-Items' Form pops-up:

The user fills in the number of items to be created and clicks Add.

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The ‘Add Multi-Items' Form is closed and Aleph attempts to create X number of items.

The Items List is refreshed with the newly created items and the total number of items is reported in the left-pane navigation tree.

Optional step (depending on library setup); a pop-up information window appears reporting the number of created items.

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In order to have Aleph display a message after addition of multiple items, indicating the number of created items, set the following in alephcom.ini: [ItemList] ConfirmMultiItem=YPossible values: Y or NY - (Default) Upon completing the ‘Add Multi-Items' action, a pop- up message will report the number of created items N – Upon completing the ‘Add Multi-Items' action, a pop-up message will never be displayed.

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Advance update item records-new service

A new batch service is now introduced: Advance update item records (manage-63). This batch service allows updating a larger amount of item fields than manage-62.

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Description: Update Item Records (manage-62) service supports updating of limited number of item fields.

A new batch service is now introduced: Advance update item records (manage-63). This batch service allows updating a larger amount of item fields.The new fields are:•Item call no. 1 type•Item call no. 2 type•OPAC note•CIRC note•Internal note•Item statistic

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Example:For some items in sub-library WID we want to delete call-number type 4 AND change item status from 92 to 01

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If we try to make the changes with manage_62 it is not possible as the field: “Call no. 1 type“ is not available

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We run manage_63 and change/delete the item call no. 1 type and item status

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ALEPH v21 New Features - Systems

Systems•New check in tab_check_circ for loan of identical item (v20)•New check procedures for holds and photocopy requests – new table tab_service_hour•New check procedure for maximum number of holds – tab_hold_request•Changes to pc/server transaction log•Upload/download files via GUI

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New check in tab_check_circ for loan of identical item (v20)

It is now possible to perform a check on a patron loaning two identical items.

To implement this change add the following line to tab_check_circ:

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ALEPH v21 New Features - SystemsNew check procedures for holds and photocopy requests – new table tab_service_hour•If a library has specific service hours for each type of photocopy service and hold request, creation of a hold request and photocopy request can depend on the service hours of the requested service. •New check will be added to check if hold request or photocopy request can be submitted according to the service hour of the pickup location.•A library can determine at what times of the day photo and hold request can be made according to item sub library, item status, patron status, and request pickup location. This is done in new table “tab_service_hours”•The configuration is done with new check procedures:•For tab_hold_request: check_hold_request_sh•For tab_photo_request: check_photo_request_sh•When the check procedure is in place the table “tab_service_hours” is used

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In order to use the new check functionality in hold request, add the following lines to tab_hold_request table under POST,CIRC,XML-CIRC actions:

In order to use the new check functionality in photocopy request, add the following lines to tab_photo_request table under POST,CIRC actions:

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ALEPH v21 New Features - SystemsThe sh in the new check procedures check_photo_request_sh and check_hold_request_sh stands for “service hour” and relates to the new table in Administrative library $data_tab/tab_service_hour.

The table tab_service_hour is only in use when the previously mentioned checks are in tab_hold_request or tab_photo_request.

The following two lines in tab_service_hour mean that Hold requests in all sub libraries for all item statuses and all patron statuses with pickup sub library MED can be made on Monday (01 in col. 7) from 07:00 to 18:00Photocopy requests in all sub libraries for all item statuses and all patron statuses with pickup sub library MED can be made on Monday (01 in col. 7) from 06:00 to 17:00

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ALEPH v21 New Features - SystemsNew check procedure for maximum number of holds – tab_hold_requestUp until version 21 the system worked only as follows:If a patron had a hold request on an item and then loaned that item then the request was no longer a part of his “maximum amount of hold requests” considered by tab16 column 13.When the loan was made the hold request was “deleted” from the countTherefore, before version 21, if the user had a limit of 5 hold requests and he made 5 hold requests then once he loans one of his requests he can then make another hold request. Every time he makes a loan on an item that he requested, the number of his requests is decreased (because it is no longer a request).There are now new check procedures in tab_hold_request which change the previously described behavior.If you do not use these new check procedures then the system will behave exactly as it behaved previously.

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Description: Now in addition to the start time of the PC/Server transaction ('Time' in the previous versions), the time after the transaction is measured, saved in the log file and displayed in the 'Show PC/Server Transaction Log'. The new time format is hh:mm:ss.

In the GUI 'Show PC/Server Transaction Log' window the new column 'End' has been added and the previous column 'Time' has been renamed to 'Begin'. The .\alephcom\tab\<lng>\tab_col.dat file has been changed accordingly

Changes to pc/server transaction log


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Formerly (before version 21) when the librarian viewed the PC server transactions log he had no way of knowing how long a transaction took.The “Time” appeared, but not the start and end time


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Now (version 21 and up) when the librarian views the PC server transactions log he knows how long each transaction took.Now the date as well as start and end time appears.


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Upload/download files via GUI

Currently Aleph provides only download of print files from the server via the File List of the Task manager.

This functionality has been broadened and now includes also uploading and downloading files from and to limited directories.


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We have a new window ‘Upload/Download Files’ in the Task Manager:


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On the left side we see the server and on the right side our PC:


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The Remote Files section displays a list of files on the server. Staff users can select the file and download it by pressing the right arrow button.


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Files can be displayed from the following directories: print, files and scratch in the defined libraries which the staff user is permitted to access.

The staff user is able to sort the file list by name, date or size:


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The Local Files section will display a list of files from the staff user’s local computer. The staff user can select a file and upload it by pressing the left arrow button and upload it to the server. Press on browse button or type the location:


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Chose directory:

Select a file

Press the button:


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In order to secure this new functionality, only the permitted staff will be able to upload and/or download the files. Therefor two new permissions were developed: for uploading and for downloading files.

south dakota library network aleph v21 staff user upgrade information cataloging and systems south...

Documents

new cataloging standard

new menu item

cataloging module

edit text menu

lkr field

edit actions menu

new marc tags

new dialog box