1 .. include:: images.rst
8 Serials actions can be accessed by going to the 'More' menu at the top of
9 your screen and choosing 'Serials' or by clicking 'Serials' on the main Koha
10 staff client page. The Serials module in Koha is used for keeping track
11 of journals, newspapers and other items that come on a regular schedule.
12 As with all modules, make sure you go through the related
13 :ref:`implementation checklist <serials-configuration-label>` before using the Serials
16 - *Get there:* More > Serials
18 .. _manage-serial-frequencies-label:
20 Manage serial frequencies
21 -------------------------------------------
23 Koha keeps a record of publication frequencies for easy management and
26 - *Get there:* More > Serials > Manage frequencies
28 From this page you can view all of the existing frequencies in your
37 .. _manage-serial-numbering-patterns-label:
39 Manage serial numbering patterns
40 ------------------------------------------------------
42 Everytime you create a new numbering pattern in serials you can save it
43 for later use. These patterns are accessible via the 'Manage numbering
46 - *Get there:* More > Serials > Manage numbering patterns
48 This page will list for you the numbering patterns you have saved in the
49 past as well as a few canned patterns.
55 If you have upgraded from a previous version of Koha you will see
56 'Backup patterns' listed for patterns used in version before Koha
57 3.14. This is how Koha saved your old numbering patterns. You can
58 edit these to give them more meaningful names from here.
60 It will also allow you to create a new numbering pattern without first
61 adding a subscription. To add new new pattern click 'New numbering
62 pattern' at the top of the list of patterns.
66 .. _add-a-subscription-label:
69 -----------------------------------------
71 Subscriptions can be added by clicking the 'New' button on any
76 Or by visiting the Serials module and clicking 'New subscription'
80 If you are entering a new subscription from the Serials module you will
81 be presented with a blank form (if creating new from a bibliographic
82 record the form will include the bib info).
86 - 'Librarian' field will show the logged in librarian's username
88 - 'Vendor' can be found by either searching vendors entered via the
89 `Acquisitions module <#acqmodule>`__ or entering the vendor ID number
91 - Vendor information is not required
93 - In order to claim missing and late issues you need to enter vendor
98 - 'Biblio' is the MARC record you'd like to link this subscription to
100 - This can be done by searching for an existing record by clicking
101 on the 'Search for record' link below the boxes or by entering the
102 biblionumber for a record in the first box. Only if you search will
103 the field between the parenthesis be filled in.
105 - Next you can choose whether a new item is created when receiving an
106 issue (if you barcode issues you'll want to create an item at this
109 - In order to determine how to handle irregularities in your
110 subscription answer 'When there is an irregular issue', if the
111 numbers are always sequential you'll want to pick 'Keep issue number'
113 - Checking the 'Manual history' box will allow you to enter serials
114 outside the prediction pattern once the subscription is saved by
115 going to the 'Planning' tab on the subscription detail page.
119 - 'Call number' is for your item's call number or call number prefix
121 - 'Library' is the branch that owns this subscription.
123 - If more than one library subscribes to this serial you will need
124 to create a subscription for each library
126 - This can be done easily by using the 'Edit as new (duplicate)'
127 option found on the subscription information page and changing
128 only the 'Library' field
132 - Use the 'Public note' for any notes you would like to appear in the
135 - 'Nonpublic note' should be used for notes that are only visible to
136 the librarians via the staff client
138 - The 'Patron notification' option lets you pick a notice to send to
139 patrons who subscribe to updates on this serial via the OPAC.
141 - For this option to appear you need to make sure that you have a
142 Routing list notice set up in the :ref:`Notices Tool <notices-and-slips-label>`
144 - 'Location' is for the shelving location
146 - The 'Grace period' is the number of days before an issue is
147 automatically moved from 'Expected' status to 'Late'.
148 This mechanism requires that the :ref:`SerialsUpdate.pl cron job <cron-serials-update-label>` is set up to run regularly.
150 - The Staff and OPAC display options allow you to control how many
151 issues appear by default on bibliographic records in the Staff Client
154 - If no values are entered in these fields, they will use the
155 :ref:`OPACSerialIssueDisplayCount` and
156 :ref:`StaffSerialIssueDisplayCount`
157 system preference values
159 Once that data is filled in you can click 'Next' to enter the prediction
164 - In 'First issue publication date' you want to enter the date of the
165 issue you have in your hand, the date from which the prediction
168 - There are several pre-defined options for the 'Frequency' of
169 publication all of which are visible alongside your own custom
170 frequencies by visiting ':ref:`Manage frequencies <manage-serial-frequencies-label>`'
172 - Without periodicy: some very specific (usually high level science
173 journals) don't have a true periodicity. When you subscribe to the
174 title, you subscribe for 6 issues, which can arrive in 1 year...
175 or 2... There is no regularity or known schedule.
177 - Unknown select this if none of the other choices are relevant
179 - Irregular: The journal is not "regular" but has a periodicity. You
180 know that it comes out on January, then in October and December,
181 it is irregular, but you know when it's going to arrive.
187 - 3/week: Three times a week
191 - 1/ 2 weeks: Twice monthly (fortnightly)
193 - 1/ 3 weeks: Tri-weekly
197 - 1/ 2 months (6/year): Bi-monthly
199 - 1/ 3 months (1/quarter): Quarterly
201 - 1/quarter (seasonal) : Quarterly related to seasons (ie. Summer,
202 Autumn, Winter, Spring)
204 - 2/year: Half yearly
208 - 1/ 2 years: Bi-annual
210 - 'Subscription length' is the number of issues or months in the
211 subscription. This is also used for setting up renewal alerts
213 - 'Subscription start date' is the date at which the subscription
214 begins. This is used for setting up renewal alerts
216 - 'Subscription end date' should only be entered for subscriptions that
217 have ended (if you're entering in a backlog of serials)
219 - 'Numbering pattern' will help you determine how the numbers are
220 printed for each issue. Patterns entered here are saved and editable
221 at any time by visiting ':ref:`Manage numbering
222 patterns <manage-serial-numbering-patterns-label>`'
224 - Start with the numbering on the issue you have in hand, the
225 numbering that matches the date you entered in the 'First issue
228 - You can choose to create your own numbering pattern by choosing
229 'None of the above' and clicking the 'Show/hide advanced pattern'
230 button at the bottom of the form
234 - The 'Locale' option is useful when you want to display days, month or
235 season. For example, if you have a German serial, you can use the
236 German locale option to display days, etc. in German.
238 - Once a 'Numbering pattern' is chosen the number formula will
243 - The 'Begins with' number is the number of the issue you're holding
246 - The 'Inner counter' is used to tell Koha where the "receiving
249 - For example: If the first issue to receive is "vol. 4, no. 1,
250 iss. 796", you need to set up "inner counter = 0" But if it's
251 "vol. 4, no. 2, iss. 797", the inner counter should be "1".
253 - After filling in this data click the 'Test prediction pattern'
254 button to see what issues the system will generate, if there are
255 irregularities you can choose which issues don't exist from the
260 - If you have added a :ref:`custom field <additional-fields-label>`, it
261 will be editable above the buttons at the bottom of the screen
265 Click 'Save subscription' to save the information you have entered.
266 `Find sample serial examples in the serial pattern library on the wiki <https://wiki.koha-community.org/wiki/Serial_Pattern_Library>`__.
268 .. _edit-subscription-label:
271 -----------------------------------
273 To edit a subscription, click on 'Edit' and 'Edit subscription' from the
274 subscription page. This will take you back to the same form as the one
275 used when :ref:`creating a new subscription <add-a-subscription-label>`.
279 You can also batch edit subscriptions. To do so, search for the subscriptions
280 you want to change. In the results, check the boxes next to the subscriptions
281 to edit. The link 'Edit selected serials' will appear.
285 From there, you can change:
289 - the shelving location
299 - whether or not to create an item when receiving an issue
301 - the expiration date
307 Leave the field unchanged to keep the original values.
309 .. _receive-issues-label:
312 -----------------------------------
314 Issues can be marked as received from several locations. To find a
315 subscription, use the search box at the top of the Serials page to
316 search for the serial you'd like to receive issues for:
320 From the search results you can click the 'Serial receive' link or you
321 can click on the subscription title and then click the 'Receive' button.
325 The final way to receive serials is from the 'Serial collection' page.
326 To the left of the Subscription summary page there is a menu with a link
327 to 'Serial collection'
331 From the page that opens up you can click 'Edit serial' with the issue
332 you want to receive checked.
336 All three of these options will open up the issue receive form:
340 - Choose 'Arrived' from the status pull down to mark a serial as
343 - If you have decided to have an item record created for each issue an
344 :ref:`item add form <adding-items-label>` will appear after choosing 'Arrived'.
345 You can add multiple copies using the 'Number of copies to be made of this item'
346 option at the bottom of the form.
350 - If your issue has a supplemental issue with it, fill in the
351 Supplemental issue information.
353 - Key the entire numbering in the box after "Supplemental issue" no
354 numbering will be inherited/auto-filled from the main issue, and
355 exactly what you key in the box after "Supplemental issue" will be
356 auto-filled in the item record's Serial enumeration/chronology
357 [MARC21 952$h] (if you create item records).
359 - E.g., key this in its entirety if it's what you would like
360 displayed: "v.69 no.3 (Mar. 2015) suppl."
362 - If you have decided to have an item record created for each issue an
363 :ref:`item add form <adding-items-label>` will appear for your supplement and
366 - Once you have entered your info you can click 'Save'
368 .. _serial-collection-label:
371 -----------------------------------
373 Each subscription has a Serial collection page available from the main Serials
378 From this page you can manage additional tasks related to subscription
379 issues such as multi receiving and editing.
383 Click on the Multi receiving button to bulk receive future issues of
388 - You can choose how many issues to receive and whether to set the
389 received date to the current date.
391 Clicking the Generate next button will generate the next issue for you and
392 mark the previously expected issue as ‘Late’ automatically.
394 Tick the box in the Edit column for one or more previous issues and
395 then click the Edit serials button. You can edit the numbering, dates,
396 status and add notes.
398 .. _create-a-routing-list-label:
400 Create a routing list
401 ----------------------------------------
403 A routing list is a list of people who receive the serial before it goes
404 to the shelf. To enable routing lists you want to set your
405 :ref:`RoutingSerials` preference to 'Add'.
407 When on the subscription page you will see a link to the left that reads
408 'Create routing list' or 'Edit routing list'
412 Clicking that link will bring you to the menu to add a new routing list.
416 From here you want to click 'Add recipients' in order to add people to
417 the routing list. In the menu that appears you can filter patrons by
418 part of their name, their library and/or patron category.
422 Clicking 'Add' to the right of each name will add them to the routing
423 list. When you have chosen all of the people for the list, click the
424 'Close' link to be redirected to the routing list.
428 If the list looks the way you expect it to, then click 'Save'. Next you
429 will be brought to a preview of the routing list. To print the list
430 click 'Save and preview routing slip.' This will open a printable
435 If :ref:`RoutingListAddReserves` is set to on
436 then patrons listed in the routing list will automatically be added to
437 the holds list for the issue.
439 To see a list of all of the routing lists for a specific patron is visit
440 the :ref:`Routing lists tab <routing-lists-label>` on their patron record.
441 Patrons are able to see a list of their own routing lists when logged
442 into the OPAC in the :ref:`your routing lists <your-routing-lists-label>` tab.
444 .. _subscriptions-in-staff-client-label:
446 Subscriptions in staff client
447 -----------------------------------------------------
449 Subscription information will appear on bibliographic records under the
454 Clicking the 'Subscription details' link will take you to the
455 Subscription summary page in the staff client.
459 If you are using the :ref:`Acquisitions <Acquisitions>` module to keep track
460 of :ref:`serial subscriptions <order-from-a-serial-subscription-label>` you
461 will see an extra 'Acquisition details' tab in your subscription details.
465 .. _subscriptions-in-opac-label:
467 Subscriptions in OPAC
468 --------------------------------------------
470 When viewing the subscription in the OPAC there will be several options.
472 Like in the staff client, there will be a Subscriptions tab on the
473 bibliographic record.
477 Under this tab will appear the number of issues you chose when setting
478 up the subscription or in your
479 :ref:`OPACSerialIssueDisplayCount` system
480 preference. Clicking the 'More details' link will provide you with
481 additional information about the serial history. You can set the default
482 view of a serial in the OPAC with the
483 :ref:`SubscriptionHistory` system preference.
485 There are two views, compact and full. The compact serial subscription
486 will show basic information regarding the subscription
490 From this compact display patrons can subscribe to be notified of new
491 issues as they are released by clicking the 'Subscribe to email
492 notifications of new issues' button. For this link to appear you will
493 want to have chosen to notify patrons :ref:`on the
494 subscription <add-a-subscription-label>` itself.
498 You can see those who subscribe to new issue alerts by going to the
499 subscription page in the staff client and looking on the right of the
504 Whereas the full view shows extensive details, broken out by year,
505 regarding the subscription
509 .. _claim-late-serials-label:
512 --------------------------------------
514 Koha can send email messages to your serial vendors if you have late
515 issues. To the left of the main serials page there is a link to 'Claims'
519 The links to claims also appears to the left of the subscription detail
524 If you don't have a claim notice defined yet you will see a warning
525 message that you need to first define a notice.
529 Clicking 'Claims' will open a report that will ask you to choose from
530 your various serial vendors to generate claims for late issues.
534 From the list of late issues you can choose which ones you want to send
535 a claim email to by clicking the checkbox to the left of late issue,
536 choosing the notice template to use and clicking the 'Send notification'
539 .. _check-serial-expiration-label:
541 Check serial expiration
542 -----------------------------------------------
544 When adding serials you enter a subscription length, using the check
545 expiration tool you can see when your subscriptions are about to expire.
546 To use the tool click the link to 'Check expiration' on the serials
551 In the form that appears you need to enter at least a date to search by.
553 In your results you will see all subscriptions that will expire before
554 the date you entered. From there you can choose to view the subscription
555 further or renew it in one click.
559 If there is more than one subscription, you can check the boxes and
560 click on 'Renew selected subscriptions' to renew all the serials.
561 The serials will be renewed for the same amount of time as their previous
562 subscription (i.e. if the last subscription for that serial lasted one
563 year, the serial will be renewed for one year; if the last subscription
564 was for 16 issues, it will be renewed for another 16 issues).
568 .. _renewing-serials-label:
571 -----------------------------------
573 If your serial subscription has expired you won't be able to receive
574 issues. To renew your subscription you can click the 'Renew' button at
575 the top of your subscription detail page.
579 Another option is to click the 'Renew' link to the right of the
580 subscription on the Serial collection page.
584 Once you click the 'Renew' link or button you will be presented with
589 - The start date should be the date your subscription period starts.
591 - For the subscription length you'll want to fill in one of the three
592 fields presented: Number of issues, Number of months or Number
595 - Finally enter any notes you might have about this renewal.
597 .. _searching-serials-label:
600 -------------------------------------
602 Once in the Serials module there is basic search box at the top that you
603 can use to find subscriptions using any part of the ISSN and/or title.
607 You can also click the 'Advanced search' link to the right of the
608 'Submit' button to do a more thorough search of your serials.
612 From your results you can filter by using the search boxes at the bottom
613 of each column and adjust the number of results using the toolbar at the
614 top of the results set.