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 fields' button
79 The form that appears will ask for either an authorized value or a MARC
80 field to populate the field with
82 - Name: enter the name of the field
84 - Authorized value category: you can use :ref:`authorized values <authorized-values-label>`
85 to fill in this field.
87 - MARC field: enter a MARC field that will be used to fill in this new
92 You can only choose one of the two options.
94 If you choose the authorized value option, you will be able to
95 fill in the new field upon the :ref:`creation <add-a-subscription-label>`
96 or :ref:`modification <edit-subscription-label>` of the subscription.
98 If you choose the MARC option, the field will be automatically
99 populated with the corresponding record's value for this MARC
104 If you choose the MARC field, make sure you enter it in this
105 format: field$subfield
109 - Searchable: check this box if you want to be able to search your
110 subscriptions using this field
114 **Example 1:** Additional field using :ref:`authorized values <authorized-values-label>`
116 You might want to track which department you're ordering this serial for
118 - In the 'Name' field, enter 'Department'
120 - In the 'Authorized value category' field, choose DEPARTMENT
122 - Check the 'Searchable' box
126 When you are adding a subscription, the field will be in the 'Additional
127 fields' section with its authorized values drop-down menu.
131 When you view the subscription, the field will appear under 'Additional
136 Because we made the field searchable, it will also be in the serials
141 **Example 2:** Additional field using MARC field
143 This is particularly useful if you want to view bibliographic
144 information in the subscription detail page. In this example, we will
145 add the 521$a field, which is, in MARC21, the target audience note.
147 - In the 'Name' field, enter 'Target audience'
149 - In the 'MARC field' field, enter '521$a'
155 You will not be able to edit this field from the subscription
156 form. If you need to add or change the value in this field,
157 you must go through the :ref:`cataloging module <cataloging-label>`.
159 When you view the subscription, the field and the information from the
160 bibliographic record will appear under 'Additional fields'.
164 .. _add-a-subscription-label:
167 -----------------------------------------
169 Subscriptions can be added by clicking the 'New' button on any
174 Or by visiting the Serials module and clicking 'New subscription'
178 If you are entering a new subscription from the Serials module you will
179 be presented with a blank form (if creating new from a bibliographic
180 record the form will include the bib info).
184 - 'Librarian' field will show the logged in librarian's username
186 - 'Vendor' can be found by either searching vendors entered via the
187 `Acquisitions module <#acqmodule>`__ or entering the vendor ID number
189 - Vendor information is not required
191 - In order to claim missing and late issues you need to enter vendor
196 - 'Biblio' is the MARC record you'd like to link this subscription to
198 - This can be done by searching for an existing record by clicking
199 on the 'Search for record' link below the boxes or by entering the
200 biblionumber for a record in the first box. Only if you search will
201 the field between the parenthesis be filled in.
203 - Next you can choose whether a new item is created when receiving an
204 issue (if you barcode issues you'll want to create an item at this
207 - In order to determine how to handle irregularities in your
208 subscription answer 'When there is an irregular issue', if the
209 numbers are always sequential you'll want to pick 'Keep issue number'
211 - Checking the 'Manual history' box will allow you to enter serials
212 outside the prediction pattern once the subscription is saved by
213 going to the 'Planning' tab on the subscription detail page.
217 - 'Call number' is for your item's call number or call number prefix
219 - 'Library' is the branch that owns this subscription.
221 - If more than one library subscribes to this serial you will need
222 to create a subscription for each library
224 - This can be done easily by using the 'Edit as new (duplicate)'
225 option found on the subscription information page and changing
226 only the 'Library' field
230 - Use the 'Public note' for any notes you would like to appear in the
233 - 'Nonpublic note' should be used for notes that are only visible to
234 the librarians via the staff client
236 - The 'Patron notification' option lets you pick a notice to send to
237 patrons who subscribe to updates on this serial via the OPAC.
239 - For this option to appear you need to make sure that you have a
240 Routing list notice set up in the :ref:`Notices Tool <notices-&-slips-label>`
242 - 'Location' is for the shelving location
244 - The 'Grace period' is the number of days before an issue is
245 automatically moved from 'Expected' status to 'Late'.
246 This mechanism requires that the :ref:`SerialsUpdate.pl cron job
247 <serials-update-label>` is set up to run regularly.
249 - The Staff and OPAC display options allow you to control how many
250 issues appear by default on bibliographic records in the Staff Client
253 - If no values are entered in these fields, they will use the
254 :ref:`OPACSerialIssueDisplayCount` and
255 :ref:`StaffSerialIssueDisplayCount`
256 system preference values
258 Once that data is filled in you can click 'Next' to enter the prediction
263 - In 'First issue publication date' you want to enter the date of the
264 issue you have in your hand, the date from which the prediction
267 - There are several pre-defined options for the 'Frequency' of
268 publication all of which are visible alongside your own custom
269 frequencies by visiting ':ref:`Manage frequencies <manage-serial-frequencies-label>`'
271 - Without periodicy: some very specific (usually high level science
272 journals) don't have a true periodicity. When you subscribe to the
273 title, you subscribe for 6 issues, which can arrive in 1 year...
274 or 2... There is no regularity or known schedule.
276 - Unknown select this if none of the other choices are relevant
278 - Irregular: The journal is not "regular" but has a periodicity. You
279 know that it comes out on January, then in October and December,
280 it is irregular, but you know when it's going to arrive.
286 - 3/week: Three times a week
290 - 1/ 2 weeks: Twice monthly (fortnightly)
292 - 1/ 3 weeks: Tri-weekly
296 - 1/ 2 months (6/year): Bi-monthly
298 - 1/ 3 months (1/quarter): Quarterly
300 - 1/quarter (seasonal) : Quarterly related to seasons (ie. Summer,
301 Autumn, Winter, Spring)
303 - 2/year: Half yearly
307 - 1/ 2 years: Bi-annual
309 - 'Subscription length' is the number of issues or months in the
310 subscription. This is also used for setting up renewal alerts
312 - 'Subscription start date' is the date at which the subscription
313 begins. This is used for setting up renewal alerts
315 - 'Subscription end date' should only be entered for subscriptions that
316 have ended (if you're entering in a backlog of serials)
318 - 'Numbering pattern' will help you determine how the numbers are
319 printed for each issue. Patterns entered here are saved and editable
320 at any time by visiting ':ref:`Manage numbering
321 patterns <manage-serial-numbering-patterns-label>`'
323 - Start with the numbering on the issue you have in hand, the
324 numbering that matches the date you entered in the 'First issue
327 - You can choose to create your own numbering pattern by choosing
328 'None of the above' and clicking the 'Show/hide advanced pattern'
329 button at the bottom of the form
333 - The 'Locale' option is useful when you want to display days, month or
334 season. For example, if you have a German serial, you can use the
335 German locale option to display days, etc. in German.
337 - Once a 'Numbering pattern' is chosen the number formula will
342 - The 'Begins with' number is the number of the issue you're holding
345 - The 'Inner counter' is used to tell Koha where the "receiving
348 - For example: If the first issue to receive is "vol. 4, no. 1,
349 iss. 796", you need to set up "inner counter = 0" But if it's
350 "vol. 4, no. 2, iss. 797", the inner counter should be "1".
352 - After filling in this data click the 'Test prediction pattern'
353 button to see what issues the system will generate, if there are
354 irregularities you can choose which issues don't exist from the
359 - If you have added a :ref:`custom subscription field <custom-subscription-fields-label>`, it
360 will be editable above the buttons at the bottom of the screen
364 Click 'Save subscription' to save the information you have entered.
365 `Find sample serial examples in the serial pattern library on the wiki <https://wiki.koha-community.org/wiki/Serial_Pattern_Library>`__.
367 .. _edit-subscription-label:
370 -----------------------------------
372 To edit a subscription, click on 'Edit' and 'Edit subscription' from the
373 subscription page. This will take you back to the same form as the one
374 used when :ref:`creating a new subscription <add-a-subscription-label>`.
378 You can also batch edit subscriptions. To do so, search for the subscriptions
379 you want to change. In the results, check the boxes next to the subscriptions
380 to edit. The link 'Edit selected serials' will appear.
384 From there, you can change:
388 - the shelving location
398 - whether or not to create an item when receiving an issue
400 - the expiration date
406 Leave the field unchanged to keep the original values.
409 .. _receive-issues-label:
412 -----------------------------------
414 Issues can be marked as received from several locations. To find a
415 subscription, use the search box at the top of the Serials page to
416 search for the serial you'd like to receive issues for:
420 From the search results you can click the 'Serial receive' link or you
421 can click on the subscription title and then click the 'Receive' button.
425 The final way to receive serials is from the 'Serial collection' page.
426 To the left of the Subscription summary page there is a menu with a link
427 to 'Serial collection'
431 From the page that opens up you can click 'Edit serial' with the issue
432 you want to receive checked.
436 All three of these options will open up the issue receive form:
440 - Choose 'Arrived' from the status pull down to mark a serial as
443 - If you have decided to have an item record created for each issue an
444 :ref:`item add form <adding-items-label>` will appear after choosing 'Arrived'
448 - If your issue has a supplemental issue with it, fill in the
449 Supplemental issue information.
451 - Key the entire numbering in the box after "Supplemental issue" no
452 numbering will be inherited/auto-filled from the main issue, and
453 exactly what you key in the box after "Supplemental issue" will be
454 auto-filled in the item record's Serial enumeration/chronology
455 [MARC21 952$h] (if you create item records).
457 - E.g., key this in its entirety if it's what you would like
458 displayed: "v.69 no.3 (Mar. 2015) suppl."
460 - If you have decided to have an item record created for each issue an
461 :ref:`item add form <adding-items-label>` will appear for your supplement and
464 - Once you have entered your info you can click 'Save'
466 If you are receiving multiple issues at once, or have marked an issue as
467 'Late' or 'Missing' there you can click the 'Generate next' button below
472 Clicking this button will generate the next issue for you and mark the
473 previously expected issue as 'Late' automatically. You can then check
474 the 'Edit' box to the right of each issue and edit the status on
475 multiple issues at once.
477 .. _create-a-routing-list-label:
479 Create a routing list
480 ----------------------------------------
482 A routing list is a list of people who receive the serial before it goes
483 to the shelf. To enable routing lists you want to set your
484 :ref:`RoutingSerials` preference to 'Add'.
486 When on the subscription page you will see a link to the left that reads
487 'Create routing list' or 'Edit routing list'
491 Clicking that link will bring you to the menu to add a new routing list.
495 From here you want to click 'Add recipients' in order to add people to
496 the routing list. In the menu that appears you can filter patrons by
497 part of their name, their library and/or patron category.
501 Clicking 'Add' to the right of each name will add them to the routing
502 list. When you have chosen all of the people for the list, click the
503 'Close' link to be redirected to the routing list.
507 If the list looks the way you expect it to, then click 'Save'. Next you
508 will be brought to a preview of the routing list. To print the list
509 click 'Save and preview routing slip.' This will open a printable
514 If :ref:`RoutingListAddReserves` is set to on
515 then patrons listed in the routing list will automatically be added to
516 the holds list for the issue.
518 To see a list of all of the routing lists a specific patron is on visit
519 the :ref:`Routing lists tab <routing-lists-label>` on their patron record.
521 .. _subscriptions-in-staff-client-label:
523 Subscriptions in staff client
524 -----------------------------------------------------
526 Subscription information will appear on bibliographic records under the
531 Clicking the 'Subscription details' link will take you to the
532 Subscription summary page in the staff client.
536 If you are using the `Acquisitions <#acqmodule>`__ module to keep `track
537 of serial subscriptions <#ordersubscription>`__ you will see that info
538 before your subscription details.
542 .. _subscriptions-in-opac-label:
544 Subscriptions in OPAC
545 --------------------------------------------
547 When viewing the subscription in the OPAC there will be several options.
549 Like in the staff client, there will be a Subscriptions tab on the
550 bibliographic record.
554 Under this tab will appear the number of issues you chose when setting
555 up the subscription or in your
556 :ref:`OPACSerialIssueDisplayCount` system
557 preference. Clicking the 'More details' link will provide you with
558 additional information about the serial history. You can set the default
559 view of a serial in the OPAC with the
560 :ref:`SubscriptionHistory` system preference.
562 There are two views, compact and full. The compact serial subscription
563 will show basic information regarding the subscription
567 From this compact display patrons can subscribe to be notified of new
568 issues as they are released by clicking the 'Subscribe to email
569 notifications of new issues' button. For this link to appear you will
570 want to have chosen to notify patrons :ref:`on the
571 subscription <add-a-subscription-label>` itself.
575 You can see those who subscribe to new issue alerts by going to the
576 subscription page in the staff client and looking on the right of the
581 Whereas the full view shows extensive details, broken out by year,
582 regarding the subscription
586 .. _claim-late-serials-label:
589 --------------------------------------
591 Koha can send email messages to your serial vendors if you have late
592 issues. To the left of the main serials page there is a link to 'Claims'
596 The links to claims also appears to the left of the subscription detail
601 If you don't have a claim notice defined yet you will see a warning
602 message that you need to first define a notice.
606 Clicking 'Claims' will open a report that will ask you to choose from
607 your various serial vendors to generate claims for late issues.
611 From the list of late issues you can choose which ones you want to send
612 a claim email to by clicking the checkbox to the left of late issue,
613 choosing the notice template to use and clicking the 'Send notification'
616 .. _check-serial-expiration-label:
618 Check serial expiration
619 -----------------------------------------------
621 When adding serials you enter a subscription length, using the check
622 expiration tool you can see when your subscriptions are about to expire.
623 To use the tool click the link to 'Check expiration' on the serials
628 In the form that appears you need to enter at least a date to search by.
630 In your results you will see all subscriptions that will expire before
631 the date you entered. From there you can choose to view the subscription
632 further or renew it in one click.
636 If there is more than one subscription, you can check the boxes and
637 click on 'Renew selected subscriptions' to renew all the serials.
638 The serials will be renewed for the same amount of time as their previous
639 subscription (i.e. if the last subscription for that serial lasted one
640 year, the serial will be renewed for one year; if the last subscription
641 was for 16 issues, it will be renewed for another 16 issues).
645 .. _renewing-serials-label:
648 -----------------------------------
650 If your serial subscription has expired you won't be able to receive
651 issues. To renew your subscription you can click the 'Renew' button at
652 the top of your subscription detail page.
656 Another option is to click the 'Renew' link to the right of the
657 subscription on the Serial collection page.
661 Once you click the 'Renew' link or button you will be presented with
666 - The start date should be the date your subscription period starts.
668 - For the subscription length you'll want to fill in one of the three
669 fields presented: Number of issues, Number of months or Number
672 - Finally enter any notes you might have about this renewal.
674 .. _searching-serials-label:
677 -------------------------------------
679 Once in the Serials module there is basic search box at the top that you
680 can use to find subscriptions using any part of the ISSN and/or title.
684 You can also click the 'Advanced search' link to the right of the
685 'Submit' button to do a more thorough search of your serials.
689 From your results you can filter by using the search boxes at the bottom
690 of each column and adjust the number of results using the toolbar at the
691 top of the results set.