1 .. include:: images.rst
6 Serials actions can be accessed by going to the More menu at the top of
7 your screen and choosing Serials or by clicking Serials on the main Koha
8 staff client page. The Serials module in Koha is used for keeping track
9 of journals, newspapers and other items that come on a regular schedule.
10 As with all modules, make sure you go through the related
11 :ref:`Implementation Checklist <serials-configuration-label>` before using the Serials
14 - *Get there:* More > Serials
16 .. _manage-serial-frequencies-label:
18 Manage Serial Frequencies
19 -------------------------------------------
21 Koha keeps a record of publication frequencies for easy management and
24 - *Get there:* More > Serials > Manage frequencies
26 From this page you can view all of the existing frequencies in your
35 .. _manage-serial-numbering-patterns-label:
37 Manage Serial Numbering Patterns
38 ------------------------------------------------------
40 Everytime you create a new numbering pattern in serials you can save it
41 for later use. These patters are accessible via the Manage numbering
44 - *Get there:* More > Serials > Manage numbering patterns
46 This page will list for you the numbering patterns you have saved in the
47 past as well as a few canned patterns.
53 If you have upgraded from a previous version of Koha you will see
54 'Backup patterns' listed for patterns used in version before Koha
55 3.14. This is how Koha saved your old numbering patterns. You can
56 edit these to give them more meaningful names from here.
58 It will also allow you to create a new numbering pattern without first
59 adding a subscription. To add new new pattern click 'New numbering
60 pattern' at the top of the list of patterns.
64 .. _custom-subscription-fields-label:
66 Custom Subscription Fields
67 ----------------------------------------------
69 This module will allow you to add custom fields to your serial
70 subscriptions for reporting and searching.
72 - *Get there:* Serials > Add subscription fields
74 To add custom fields simply click the 'Add subscription fields' link on
75 the left of the Serial page and choose the 'New field' buttonAdd
78 The form that appears will ask for either an authorized value or a marc
79 field to populate the field with
83 For example you might want to track which department you're ordering for
84 or the collection code for this serialAdd department
86 This data will then show when you are adding a subscriptionAdd field
89 and when you view the subscriptionShow field
91 and when you search subscriptions (if you chose to make it
92 'searchable')Searchable field
94 .. _add-a-subscription-label:
97 -----------------------------------------
99 Subscriptions can be added by clicking the 'New' button on any
104 Or by visiting the Serials module and clicking 'New Subscription'
108 If you are entering a new subscription from the Serials module you will
109 be presented with a blank form (if creating new from a bibliographic
110 record the form will include the bib info).
114 - 'Librarian' field will show the logged in librarian's username
116 - 'Vendor' can be found by either searching vendors entered via the
117 `Acquisitions module <#acqmodule>`__ or entering the vendor ID number
119 - Vendor information is not required
121 - In order to claim missing and late issues you need to enter vendor
126 - 'Biblio' is the MARC record you'd like to link this subscription to
128 - This can be done by searching for an existing record by clicking
129 on the 'Search for Biblio' link below the boxes or by entering the
130 bib number for a record in the first box. Only if you search with
131 the field between the parenthesis.
133 - Next you can choose whether a new item is created when receiving an
134 issue (if you barcode issues you'll want to create an item at this
137 - In order to determine how to handle irregularities in your
138 subscription answer 'When there is an irregular issue', if the
139 numbers are always sequential you'll want to pick 'Keep issue number'
141 - Checking the 'Manual history' box will allow you to enter serials
142 outside the prediction pattern once the subscription is saved by
143 going to the 'Planning' tab on the subscription detail page.Manual
146 - 'Call Number' is for your item's call number or call number prefix
148 - 'Library' is the branch that owns this subscription.
150 - If more than one library subscribes to this serial you will need
151 to create a subscription for each library
153 - This can be done easily by using the 'Edit as New (Duplicate)'
154 option found on the subscription information page and changing
155 only the 'Library' field
159 - Use the 'Public Note' for any notes you would like to appear in the
162 - 'Nonpublic Note' should be used for notes that are only visible to
163 the librarians via the staff client
165 - The 'Patron notification' option lets you pick a notice to send to
166 patrons who subscribe to updates on this serial via the OPAC.
168 - For this option to appear you need to make sure that you have a
169 Routing List notice set up in the :ref:`Notices Tool <notices-&-slips-label>`
171 - 'Location' is for the shelving location
173 - The 'Grace period' is the number of days before an issue is
174 automatically moved from 'Expected' status to 'Waiting' and how many
175 days before an issue is automatically moved from 'Waiting' status to
178 - The Staff and OPAC Display options allow you to control how many
179 issues appear by default on bibliographic records in the Staff Client
182 - If no values are entered in these fields, they will use the
183 :ref:`OPACSerialIssueDisplayCount` and
184 :ref:`StaffSerialIssueDisplayCount`
185 system preference values
187 Once that data is filled in you can click 'Next' to enter the prediction
192 - In 'First issue publication date' you want to enter the date of the
193 issue you have in your hand, the date from which the prediction
196 - There are several pre-defined options for the 'Frequency' of
197 publication all of which are visible alongside your own custom
198 frequencies by visiting ':ref:`Manage frequencies <manage-serial-frequencies-label>`'
200 - Without periodicy: some very specific (usually high level science
201 journals) don't have a true periodicity. When you subscribe to the
202 title, you subscribe for 6 issues, which can arrive in 1 year...
203 or 2... There is no regularity or known schedule.
205 - Unknown select this if none of the other choices are relevant
207 - Irregular: The journal is not "regular" but has a periodicity. You
208 know that it comes out on January, then in October and December,
209 it is irregular, but you know when it's going to arrive.
215 - 3/week: Three times a week
219 - 1/ 2 weeks: Twice monthly (fortnightly)
221 - 1/ 3 weeks: Tri-weekly
225 - 1/ 2 months (6/year): Bi-monthly
227 - 1/ 3 months (1/quarter): Quarterly
229 - 1/quarter (seasonal) : Quarterly related to seasons (ie. Summer,
230 Autumn, Winter, Spring)
232 - 2/year: Half yearly
236 - 1/ 2 years: Bi-annual
238 - 'Subscription length' is the number of issues or months in the
239 subscription. This is also used for setting up renewal alerts
241 - 'Subscription start date' is the date at which the subscription
242 begins. This is used for setting up renewal alerts
244 - 'Subscription end date' should only be entered for subscriptions that
245 have ended (if you're entering in a backlog of serials)
247 - 'Numbering pattern' will help you determine how the numbers are
248 printed for each issue. Patterns entered here are saved and editable
249 at any time by visiting ':ref:`Manage numbering
250 patterns <manage-serial-numbering-patterns-label>`'
252 - Start with the numbering on the issue you have in hand, the
253 numbering that matches the date you entered in the 'First issue
256 - You can choose to create your own numbering pattern by choosing
257 'None of the above' and clicking the 'Show/Hide Advanced Pattern'
258 button at the bottom of the form
262 - The 'Locale' option is useful when you want to display days, month or
263 season. For example, if you have a German serial, you can use the
264 German locale option to display days, etc. in German.
266 - Once a 'Numbering pattern' is chosen the number formula will
267 appear.Numbering Formula
269 - The 'Begins with' number is the number of the issue you're holding
272 - The 'Inner counter' is used to tell Koha where the "receiving
275 - For example: If the first issue to receive is "vol. 4, no. 1,
276 iss. 796", you need to set up "inner counter = 0" But if it's
277 "vol. 4, no. 2, iss. 797", the inner counter should be "1".
279 - After filling in this data click the 'Test prediction pattern'
280 button to see what issues the system will generate, if there are
281 irregularities you can choose which issues don't exist from the
286 - If you have added a :ref:`custom subscription field <custom-subscription-fields-label>`, it
287 will be editable above the buttons at the bottom of the screenShow
290 Click 'Save Subscription' to save the information you have entered.
291 `Find sample serial examples in the appendix <#sampleserialsapp>`__.
293 .. _receive-issues-label:
296 -----------------------------------
298 Issues can be marked as received from several locations. To find a
299 subscription, use the search box at the top of the Serials page to
300 search for the serial you'd like to receive issues for:
304 From the search results you can click the 'Serial Receive' link or you
305 can click on the subscription title and then click the 'Receive' button.
309 The final way to receive serials is from the 'Serial Collection' page.
310 To the left of the Subscription summary page there is a menu with a link
311 to 'Serial Collection'
315 From the page that opens up you can click 'Edit Serial' with the issue
316 you want to receive checked.
320 All three of these options will open up the issue receive form:
324 - Choose 'Arrived' from the status pull down to mark a serial as
327 - If you have decided to have an item record created for each issue an
328 :ref:`item add form <adding-items-label>` will appear after choosing 'Arrived'
332 - If your issue has a supplemental issue with it, fill in the
333 Supplemental Issue information.
335 - Key the entire numbering in the box after "Supplemental issue" no
336 numbering will be inherited/auto-filled from the main issue, and
337 exactly what you key in the box after "Supplemental issue" will be
338 auto-filled in the item record's Serial enumeration/chronology
339 [MARC21 952$h] (if you create item records).
341 - E.g., key this in its entirety if it's what you would like
342 displayed: "v.69 no.3 (Mar. 2015) suppl."
344 - If you have decided to have an item record created for each issue an
345 :ref:`item add form <adding-items-label>` will appear for your supplement and
348 - Once you have entered your info you can click 'Save'
350 If you are receiving multiple issues at once, or have marked an issue as
351 'Late' or 'Missing' there you can click the 'Generate Next' button below
356 Clicking this button will generate the next issue for you and mark the
357 previously expected issue as 'Late' automatically. You can then check
358 the 'Edit' box to the right of each issue and edit the status on
359 multiple issues at once.
361 .. _create-a-routing-list-label:
363 Create a Routing List
364 ----------------------------------------
366 A routing list is a list of people who receive the serial before it goes
367 to the shelf. To enable routing lists you want to set your
368 :ref:`RoutingSerials` preference to 'Add'.
370 When on the subscription page you will see a link to the left that reads
371 'Create Routing List' or 'Edit Routing List'
375 Clicking that link will bring you to the menu to add a new routing list.
379 From here you want to click 'Add recipients' in order to add people to
380 the routing list. In the menu that appears you can filter patrons by
381 part of their name, their library and/or patron category.
385 Clicking 'Add' to the right of each name will add them to the routing
386 list. When you have chosen all of the people for the list, click the
387 'Close' link to be redirected to the routing list.
391 If the list looks the way you expect it to, then click 'Save'. Next you
392 will be brought to a preview of the routing list. To print the list
393 click 'Save and preview routing slip.' This will open a printable
398 If :ref:`RoutingListAddReserves` is set to on
399 then patrons listed in the routing list will automatically be added to
400 the holds list for the issue.
402 To see a list of all of the routing lists a specific patron is on visit
403 the :ref:`Routing Lists tab <routing-lists-label>` on their patron record.
405 .. _subscriptions-in-staff-client-label:
407 Subscriptions in Staff Client
408 -----------------------------------------------------
410 Subscription information will appear on bibliographic records under the
415 Clicking the 'Subscription Details' link will take you to the
416 Subscription summary page in the staff client.
420 If you are using the `Acquisitions <#acqmodule>`__ module to keep `track
421 of serial subscriptions <#ordersubscription>`__ you will see that info
422 before your subscription details.
426 .. _subscriptions-in-opac-label:
428 Subscriptions in OPAC
429 --------------------------------------------
431 When viewing the subscription in the OPAC there will be several options.
433 Like in the staff client, there will be a Subscriptions tab on the
434 bibliographic record.
438 Under this tab will appear the number of issues you chose when setting
439 up the subscription or in your
440 :ref:`OPACSerialIssueDisplayCount` system
441 preference. Clicking the 'More details' link will provide you with
442 additional information about the serial history. You can set the default
443 view of a serial in the OPAC with the
444 :ref:`SubscriptionHistory` system preference.
446 There are two views, compact and full. The compact serial subscription
447 will show basic information regarding the subscription
451 From this compact display patrons can subscribe to be notified of new
452 issues as they are released by clicking the 'Subscribe to email
453 notifications of new issues' button. For this link to appear you will
454 want to have chosen to notify patrons :ref:`on the
455 subscription <add-a-subscription-label>` itself.
459 You can see those who subscribe to new issue alerts by going to the
460 subscription page in the staff client and looking on the right of the
461 'Information' tab.Serial notification subscribers
463 Whereas the full view shows extensive details, broken out by year,
464 regarding the subscription
468 .. _claim-late-serials-label:
471 --------------------------------------
473 Koha can send email messages to your serial vendors if you have late
474 issues. To the left of the main serials page there is a link to 'Claims'
478 The links to claims also appears to the left of the subscription detail
483 If you don't have a claim notice defined yet you will see a warning
484 message that you need to first define a notice.
488 Clicking 'Claims' will open a report that will ask you to choose from
489 your various serial vendors to generate claims for late issues.
493 From the list of late issues you can choose which ones you want to send
494 a claim email to by clicking the checkbox to the left of late issue,
495 choosing the notice template to use and clicking the 'Send notification'
498 .. _check-serial-expiration-label:
500 Check Serial Expiration
501 -----------------------------------------------
503 When adding serials you enter a subscription length, using the check
504 expiration tool you can see when your subscriptions are about to expire.
505 To use the tool click the link to 'Check expiration' on the serials
510 In the form that appears you need to enter at least a date to search by.
512 In your results you will see all subscriptions that will expire before
513 the date you entered. From there you can choose to view the subscription
514 further or renew it in one click.
518 .. _renewing-serials-label:
521 -----------------------------------
523 If your serial subscription has expired you won't be able to receive
524 issues. To renew your subscription you can click the 'Renew' button at
525 the top of your subscription detail page.
529 Another option is to click the 'Renew' link to the right of the
530 subscription on the Serial Collection page.
534 Once you click the 'Renew' link or button you will be presenting with
539 - The start date should be the date your subscription period starts.
541 - For the subscription length you'll want to fill in one of the three
542 fields presented: Number of num (issues), Number of months or Number
545 - Finally enter any notes you might have about this renewal.
547 .. _searching-serials-label:
550 -------------------------------------
552 Once in the Serials module there is basic search box at the top that you
553 can use to find subscriptions using any part of the ISSN and/or title.
557 You can also click the 'Advanced Search' link to the right of the
558 'Submit' button to do a more thorough search of your serials.
562 From your results you can filter by using the search boxes at the bottom
563 of each column and adjust the number of results using the toolbar at the
564 top of the results set.