1 .. include:: images.rst
6 Tools in Koha all perform some sort of action. Often many of the items
7 listed under Tools in Koha are referred to as 'Reports' in other library
10 - *Get there:* More > Tools
12 .. _patrons-and-circulation-label:
14 Patrons and circulation
15 ------------------------------------------
17 .. _patron-lists-label:
20 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
22 - *Get there:* More > Tools > Patrons and circulation > Patron lists
24 Patron lists are a way to store a group of patrons for easy modification
25 via the :ref:`batch patron modification tool <batch-patron-modification-label>` or
30 To create a new list of patrons click the 'New patron list' button
36 Checking the 'Shared' box will make this list visible to all users with
37 the :ref:`manage_patron_lists permission <granular-tools-permissions-label>`.
43 Each list has an 'Actions' menu with more list options.
47 To add patrons to the list click the 'Add patrons' link in the 'Actions'
52 Enter the patron's name or cardnumber in the search box and click on the
53 right result to add the patron.
55 Alternatively, you can click on the 'Enter multiple card numbers' link and
56 scan (or type in) barcodes in the box.
60 Once you have all of the patrons you would like to add you can click the
61 'Add patrons' button to save them to the list.
65 .. _Patron-clubs-label:
68 ~~~~~~~~~~~~~~~~~~~~~~~~
70 - *Get there:* More > Tools > Patrons and circulation > Patron clubs
72 Patron clubs create clubs in which patrons may be enrolled. It is
73 useful for tracking summer reading programs, book clubs and other such clubs.
77 Staff will need the :ref:`clubs permissions<granular-clubs-permissions-label>`
78 to edit clubs, templates and enroll patrons. To learn how to set patron
79 permissions, go to the :ref:`patron permissions section<setting-patron-permissions-label>`
82 Creating a new club template
83 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
85 Click on the 'New club template' button. Here you can add fields that can be
86 filled out at the time a new club is created based on the template, or a new
87 enrollment is created for a given club based on the template.
91 The name is required. This could be something like 'Adult book club', 'Children’s
92 book club' or 'Summer reading program'. Remember these templates will be starting
93 point for each club you create.
95 The description can be any additional information.
97 Allow public enrollment: if this box is checked it will allow patrons to enroll
98 in a club based on this template from the OPAC.
100 Require valid email address: if this box is checked only patrons
101 with a valid email address can enroll. So they will need a email address
104 The library drop down gives you the flexibility to let staff from specific
105 branches create clubs with this template. If you let it set to blank, staff
106 from any branch will be able to create a new club using this template.
108 Club fields: these fields will be used when creating a club based on this
109 template. For example, this can be the name of the club, the name of the animator, the theme, etc.
113 'Name' is the label of the field
115 'Description' is additional information about this field.
117 You can connect authorized values here.
119 Enrollment fields: you can add any additional fields you want to have filled
120 out by your patrons when they enroll in a club base on this template.
124 'Name' is the label of the field
126 'Description' is additional information about this field.
128 You can connect authorized values here.
130 Creating a new club based on a template
131 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
133 Click on the 'New club' dropdown menu and select the template you want to use.
134 Here you can add information about a new club using a template you created.
138 The name is required, this will be the name of the specific club using the
139 template you created. For example, 'Summer 2018 reading club'.
141 The description can be any additional information.
143 Start and End date will depict when this club runs, the entire duration
144 of the club. Once the club expires, enrollment will not be possible.
146 The library drop down gives you the flexibility to enroll patrons from specific
147 branches. If you let it set to blank, patrons from any branch will be able to enroll.
149 Enrolling a patron in a club from the staff client
150 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
152 To enroll a patron in a club from the staff client, go to the patron's account.
154 On the 'Details' page or the 'Check out' page, click on the 'Clubs' tab. All
155 ongoing clubs will be displayed in this tab.
159 Click on the 'Enroll' button and fill in the fields.
161 You can also cancel enrollment by clicking on the cancel enrollment.
163 Enrolling a patron in a club from the OPAC
164 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
166 If you allow public enrollment, the club will be visible on the OPAC.
168 Patrons have to sign into their account. In the 'Your summary' section, they
169 will be able to click on the 'Clubs' tab and enroll.
174 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
176 You can monitor the enrollments in each club by going to the 'Patron clubs' tool page
177 and choosing 'Enrollment' from the 'Actions' button.
184 ~~~~~~~~~~~~~~~~~~~~~~~~
186 - *Get there:* More > Tools > Patrons and circulation > Comments
188 All comments added by patrons via the OPAC to bibliographic records
189 require moderation by the librarians. If there are comments awaiting
190 moderation they will be listed on the main page of the staff client
191 below the module list:
195 and next to the Comments tool on the Tools page
199 To moderate comments click on the notification on the main dashboard or
200 go directly to the Comments tool and click 'Approve' or 'Delete' to the
201 right of the comments awaiting moderation.
205 If there are no comments to moderate you will see a message saying just
210 You can also review and unapprove comments you have approved in the past
211 by choosing the 'Approved comments' tab
215 .. _patron-import-label:
218 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
220 - *Get there:* More > Tools > Patrons and circulation > Import patrons
222 The patron import tool can be used at any time to add patrons in bulk.
223 It is commonly used in universities and schools when a new batch of
226 .. _creating-patron-file-label:
228 Creating a patron import file
229 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
231 You can download a blank CSV file with a header from the start page
232 of the patron import tool that you can use as a template for your
233 patron import. The header contains all fields that can be used with
234 the patron import tool. You can delete fields and columns you don't need
235 with the exception of a few mandatory ones.
239 cardnumber, surname, and all fields you have
240 defined in the :ref:`BorrowerMandatoryField`
241 preference are required and must match valid entries in your
246 The 'password' should be stored in plaintext, and will be converted
249 If your passwords are already encrypted, talk to your systems
250 administrator about options
254 Date formats should match your :ref:`system preference <dateformat-label>`,
255 and must be zero-padded, e.g. '01/02/2008'. Alternatively you can supply
256 dates in ISO format (e.g. '2008-12-01').
260 If loading :ref:`patron attributes <patron-attribute-types-label>`, the
261 'patron\_attributes' field should contain a comma-separated list of
262 attribute types and values.
264 - The attribute type code and a colon should precede each value.
266 - For example: "INSTID:12345,BASEBALL:Cubs"
268 - This field must be wrapped in quotes if multiple values are
271 - Since values can contain spaces, additional doubled-quotes may
274 - "INSTID:12345,BASEBALL:Cubs,""BASEBALL:White Sox""
278 It's possible to set restrictions using the patron import
279 tool. If the expiration date and comment match an existing restriction,
280 the one in the import file will be skipped. So a patron import can be
281 repeated multiple times without creating duplicate restrictions.
282 But if one of the criteria is different, a new restriction will be added.
284 .. _importing-patrons-label:
287 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
289 Once you have created your file, you can use the patron import tool to
290 bring the data into Koha.
292 - Choose your CSV file
296 - Choose to match on 'cardnumber' or 'username' to prevent adding of
297 duplicate card numbers to the system. Additional matchpoints can be
298 set up using patron attributes marked as unique.
302 - Next you can choose default values to apply to all patrons you are
305 - For example, if you're importing patrons specific to one branch you can use
306 the field on the import form to apply the branch code to all those
309 - Finally, you need to decide on what data you want to replace if there
312 - A matching record is found using the field you chose for matching
313 criteria to prevent duplication
317 - When using patron attributes in your installation, you can choose how
318 they are handled on import. You can either decide to always overlay all
319 patron attributes or you choose to only replace patron attributes
320 included in your import file. This will leave other attributes
325 .. _notices-&-slips-label:
328 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
330 - *Get there:* More > Tools > Patrons and circulation > Notices & slips
332 All notices and circulation receipts (or slips) generated by Koha can be
333 customized using the Notices & slips tool. The system comes with several
334 predefined templates that will appear when you first visit this tool.
338 Each notice can be edited, but only a few can be deleted, this is to
339 prevent system errors should a message try to send without a template.
340 Each notice and slip can be edited on a per library basis, by default
341 you will see the notices for all libraries.
343 If you have a style you'd like applied to all slips you can point the
344 :ref:`SlipCSS` preference to a stylesheet. The same is true for
345 notices, using the :ref:`NoticeCSS` preference to define a
348 You will also want to review the `Customising notices and slips
349 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
350 wiki page for more information on formatting these notices.
352 .. _adding-notices-&-slips-label:
354 Adding notices & slips
355 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
357 To add a new notice or slip
363 - Choose which library this notice or slip is for
367 Not all notices can be branch specific for more information
368 review the `Customising notices and slips <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
371 - Choose the module this notice is related to
373 - The Code is limited to 20 characters
375 - Use the name field to expand on your Code
379 With overdue notices, be sure to put your branch name in the
380 description as well so that it will be visible when setting up
381 your :ref:`triggers <overdue-notice/status-triggers-label>`.
383 - Next you can customize the notice for every possible delivery method
385 - Every notice should have an Email template set for it
389 - If you're using the
390 :ref:`TalkingTechItivaPhoneNotification`
391 service you can set up a Phone notification
395 - If you plan on printing this notice you can set the Print template
400 - If you have enabled SMS notices with the
401 :ref:`SMSSendDriver <smssenddriver,-smssendusername,-and-smssendpassword-label>` preference you can set the text
402 for your SMS notices next
406 - Each notice offers you the same options
408 - If you plan on writing the notice or slip in HTML check the 'HTML
409 message' box, otherwise the content will be generated as plain
412 - Message subject is what will appear in the subject line of the
415 - In the message body feel free to type whatever message you feel is
416 best, use the fields on the left hand side to enter individualized
417 data from the from database.
421 Review the `Customising notices and slips <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
422 wiki page for more information.
426 Overdue notices can use <<items.content>> tags by
427 themselves, or use <item></item> to span all of the tags.
428 Learn more about the :ref:`Overdue notice
429 markup <overdue-notice-markup-label>`
431 - On overdue notices make sure to use <<items.content>>
432 tags to print out the data related to all items that are
435 - The other option, only for overdue notices, is to use
436 the <item></item> tags to span the line so that it will
437 print out multiple lines. One example for the
438 <item></item> tag option is:
440 <item>"<<biblio.title>>" by <<biblio.author>>,
441 <<items.itemcallnumber>>, Barcode: <<items.barcode>> ,
442 Checkout date: <<issues.issuedate>>, Due date:
443 <<issues.date\_due>> Fine: <<items.fine>> Due date:
444 <<issues.date\_due>> </item>
448 Only the overdue notices take advantage of the
449 <item></item> tags, all other notices referencing items
450 need to use <<items.content>>
454 To add today's date you can use the <<today>> syntax
458 If you don't want to print the patron's full name on your
459 slips or notice you can enter data in the Other name or
460 Initials field for each patron and use that value instead.
462 - The system preference :ref:`TranslateNotices` will add tabs for each
463 installed language to the notices editor. The notice defined in the
464 'Default' tab will be used if there is no preferred language set
469 .. _preview-notice-templates-label:
471 Preview notice templates
472 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
474 For some notices it is possible to preview the notice template showing how
475 it would look to a specified patron for a particular item or record.
477 If a notice template is previewable the notice template header will contain a
478 field to enter preview data
482 Fill in the necessary information for the template then click the Preview button
483 below the message body. The preview dialog will indicate if there are any problems
484 generating the notice template preview.
486 .. _overdue-notice-markup-label:
488 Overdue notice markup
489 '''''''''''''''''''''''''''''''''''''''''
491 When creating your overdue notices there are two tags in addition to the
492 various database fields that you can use in your notices. You will also
493 want to review the `Customising notices and slips
494 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
495 wiki page for information on formatting item information in these notices.
499 These new tags only work on the overdue notices, not other
500 circulation related notices at this time.
502 These tags are <item> and </item> which should enclose all fields from
503 the biblio, biblioitems, and items tables.
505 An example of using these tags in a notice template might be like:
509 The following item(s) is/are currently overdue:
511 <item>"<<biblio.title>>" by <<biblio.author>>, <<items.itemcallnumber>>, Barcode: <<items.barcode>> Fine: <<items.fine>></item>
513 Which, assuming two items were overdue, would result in a notice like:
517 The following item(s) is/are currently overdue:
519 "A Short History of Western Civilization" by Harrison, John B, 909.09821 H2451, Barcode: 08030003 Fine: 3.50
520 "History of Western Civilization" by Hayes, Carlton Joseph Huntley, 909.09821 H3261 v.1, Barcode: 08030004 Fine: 3.50
522 .. _existing-notices-&-slips-label:
524 Existing notices & slips
525 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
527 Among the default notices are notices for several common actions within
528 Koha. All of these notices can be customized by altering their text via
529 the Notices & slips tool and their style using the
530 :ref:`NoticeCSS` preference to define a stylesheet. You will
531 also want to review the `Customising notices and slips
532 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
533 wiki page for information on formatting item
534 information in these notices. Here are some of what those notices do:
538 - This notice is sent when a patron's suggestion is accepted.
540 - *Note:* If you don't want to send this notice, just delete it.
544 - This notice is sent for each payment transaction in a patron's
545 account if the :ref:`UseEmailReceipts` system preference is set
550 - This notice is sent for each writeoff transaction in a patron's
551 account if the :ref:`UseEmailReceipts` system preference is set
556 - Sent to patrons when their account is set up if the
557 :ref:`AutoEmailOPACUser <autoemailopacuser-label>` preference is set to
560 - *Important:* The notice will only be sent correctly if a username,
561 password and email address is added to the patron record before
562 saving it for the first time.
563 The notice can't be resend or triggered again after the patron account
566 - ACQCLAIM (Acquisition claim)
568 - Used for claiming orders in the aquisitions module
570 - ACQCLAIM is the code of the sample notice, but it's possible to define
571 several notices choosing any code. Only the module 'Claim
572 aquisition' will be taken into account. All notices with this module
573 will appear in the pull down on the late orders page.
575 - *Get there:* More > Acquisitions > Late orders
577 - This notice is sent if several criteria are met:
579 #. The staff patron triggering the email has a valid email address.
581 #. The vendor contact marked as 'Contact about late orders?' has
582 a valid email address.
584 - ACQORDER (Acquisition order)
586 - Used in the acquisitions module to send order information to the vendor
588 - The notice is triggered manually from the basket summary page using
589 the 'Email order' button in the toolbar.
591 - This notice is sent if several criteria are met:
593 #. The staff patron triggering the email has a valid email address.
595 #. The vendor contact marked as 'Primary acquisitions contact' and
596 'Contact when ordering' has a valid email address.
598 - ACQ_NOTIF_ON_RECEIV
600 - Used in the acquisition module to inform patrons on receiving orders
601 they have been added to.
605 - This notice is sent to the patron when an article request is cancelled
610 - This notice is sent to the patron when an article request is marked
611 as completed by staff.
615 - This notice is sent to the patron when an article request has been
616 made in order to confirm the request.
620 - This notice is sent to the patron when an article request is marked
621 as being processed by staff.
625 - This notice is sent to the patron who made a suggestion, when the
626 order created from the suggestion is received.
628 - *Note:* If you don't want to send this notice, just delete it.
632 - This notice is sent as the 'Check in' notice for all items that
635 - This notice is used if two criteria are met:
638 :ref:`EnhancedMessagingPreferences`
641 2. The patron has requested to receive this notice
643 - *Get there:*\ OPAC > Login > your messaging
645 - *Get there:*\ Staff client > Patron record >
650 - This notice is sent as the 'Check out' notice for all items that
653 - This notice is used if two criteria are met:
656 :ref:`EnhancedMessagingPreferences`
659 2. The patron has requested to receive this notice
661 - *Get there:*\ OPAC > Login > your messaging
663 - *Get there:*\ Staff client > Patron record >
668 - This notice is used to generate a PDF to document a successful
671 - The PDF can either be downloaded by the patron from their patron
672 account or from the staff interface when discharging a patron
674 - The discharge feature is controlled by the :ref:`useDischarge`
679 - This notice is sent as the 'Item due' for an item is due
681 - This notice is used if two criteria are met:
684 :ref:`EnhancedMessagingPreferences`
687 2. The patron has requested to receive this notice
689 - *Get there:*\ OPAC > Login > your messaging
691 - *Get there:*\ Staff client > Patron record >
696 - This notice is sent as the 'Item due' for all items that are due
698 - This notice is used if two criteria are met:
701 :ref:`EnhancedMessagingPreferences`
704 2. The patron has requested to receive this notice as a digest
706 - *Get there:*\ OPAC > Login > your messaging
708 - *Get there:*\ Staff client > Patron record >
711 - HOLD (Hold available for pickup)
713 - This notice is used if two criteria are met:
716 :ref:`EnhancedMessagingPreferences`
719 2. The patron has requested to receive this notice
721 - *Get there:*\ OPAC > Login > your messaging
723 - *Get there:*\ Staff client > Patron record >
726 - When this notice references the branches table it is referring to
727 the pickup branch information.
729 - HOLDPLACED (a notice to the library staff that a hold has been
732 - This notice requires the
733 :ref:`emailLibrarianWhenHoldIsPlaced`
734 system preference to be set to 'Enable'
736 - When this notice references the branches table it is referring to
737 the pickup branch information.
741 - This notice can be sent to patrons to warn them that their cards
744 - Requires that you have the
745 :ref:`MembershipExpiryDaysNotice` set
746 and the :ref:`related cron job <notify-patrons-of-expiration-label>` set.
748 - ODUE (Overdue notice)
750 - This notice is used to send overdue notices to patrons
752 - ODUE is the code of the sample notice, but it's possible to use
753 any code and define multiple different messages for different
754 patron categories and notice levels
756 - Requires that you set :ref:`Overdue notice/status
757 triggers <overdue-notice/status-triggers-label>`
761 - This notice is sent to the patron who made a suggestion, when the
762 'from a suggestion' option is used to create an order from it.
764 - Note: If you don't want to send this notice, just delete it.
768 - This notice is sent when a patron requests a new password from the
769 OPAC in order to validate the email address.
771 - The password reset feature is controlled by the :ref:`OpacResetPassword`
776 - This notice is sent as the 'Advanced notice' for an item is due
778 - This notice is used if two criteria are met:
781 :ref:`EnhancedMessagingPreferences`
784 2. The patron has requested to receive this notice
786 - *Get there:*\ OPAC > Login > your messaging
788 - *Get there:*\ Staff client > Patron record >
793 - This notice is sent as the 'Advanced notice' for all items that
796 - This notice is used if two criteria are met:
799 :ref:`EnhancedMessagingPreferences`
802 2. The patron has requested to receive this notice as a digest
804 - *Get there:*\ OPAC > Login > your messaging
806 - *Get there:*\ Staff client > Patron record >
811 - This notice is sent when a patron's suggestion is rejected.
813 - Note: If you don't want to send this notice, just delete it.
817 - This notice is sent as the 'Check out' notice for all items that
820 - This notice is used if three criteria are met:
823 :ref:`EnhancedMessagingPreferences`
826 2. The :ref:`RenewalSendNotice` preference is
829 3. The patron has requested to receive the checkout notice
831 - *Get there:*\ OPAC > Login > your messaging
833 - *Get there:*\ Staff client > Patron record >
836 - SERIAL_ALERT (New serial issue)
838 - Notice used in the serials module to notify patrons/staff
839 of new issues of a serial. SERIAL_ALERT (RLIST in older verisons)
840 is provided as a sample notice, but the notice code can be chosen
841 freely as only the module is taken into account. Multiple notices
844 - *Get there:* More > Serials > :ref:`New
845 subscription <add-a-subscription-label>`
847 - You have the option to select the notice used to inform the patron
848 about a received serial issue for a subscription. Choose from the
849 'Patron notification' drop down.
851 - If a notice has been selected for a subscription, patrons can
852 subscribe to the email notification from the subscription tab
853 in the detail view in the OPAC.
857 Notice also that if you'd like to notify patrons of new serial
858 issues, you can click on 'define a notice' which will take you
859 to the 'Notices' tool
863 - Used to notify a patron when another patron has accepted their
866 - Requires that you set
867 :ref:`OpacAllowSharingPrivateLists`
872 - Used to notify a patron that another patron would like to share a
875 - Requires that you set
876 :ref:`OpacAllowSharingPrivateLists`
881 - Used to notify a staff member if a purchase suggestion has been
882 moved to the fund they manage
885 :ref:`notice\_unprocessed\_suggestions <email-suggestions-to-process-label>` cron job
887 There are also a set of predefined slips (or receipts) listed on this
888 page. All of these slips can be customized by altering their text via
889 the Notices & slips tool and their style using the
890 :ref:`SlipCSS` preference to define a stylesheet. Here is what
891 those slips are used for:
895 - Used to print a slip for an article request
897 - The slip or receipt can be printed manually when managing article
898 requests from the staff interface.
900 - *Get there:* Circulation > Article requests > Actions > Print slip
904 - Used to print the quick slip in circulation
906 - The quick slip only includes items that were checked out today
910 - Used to print a full slip in circulation
912 - The slip or receipt will show items checked out today as well as
913 items that are still checked out
917 - Used to print a holds slip
919 - The holds slip is generated when a hold is confirmed and set to
924 - Used to print an overdues slip
926 - The overdues slip can be generated manually using the 'print' menu
927 in the patron account in staff. It will show all items overdue.
931 - Used to print a transfer slip
933 - The transfer slip is printed when you confirm a transfer from one
934 branch to another in your system
936 .. _overdue-notice/status-triggers-label:
938 Overdue notice/status triggers
939 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
941 - *Get there:* More > Tools > Patrons and circulation > Overdue
942 notice/status triggers
944 In order to send the overdue notices that you defined using the
945 :ref:`Notices <notices-&-slips-label>` tool, you need to first set the triggers to have
950 In order to have overdue notices sent to your patrons, you need to
951 :ref:`set that patron category <adding-a-patron-category-label>` to require overdue
956 Depending on the value of your
957 :ref:`OverdueNoticeCalendar` preference the
958 delay may or may not include days the library is closed based on the
959 :ref:`holiday calendar <calendar-label>`.
961 The Overdue notice/status triggers tool gives the librarian the power to
962 send up to three notices to each patron type notifying them of overdue
967 - Delay is the number of days after an issue is due before an action is
972 If you want Koha to trigger an action (send a letter or
973 restrict member), a delay value is required.
975 - To send additional notices, click on the tabs for 'Second' and
978 - If you would like to prevent a patron from checking items out because
979 of their overdue items, check the 'Restrict' box, this will put a
980 notice on the patron's record at checkout informing the librarian
981 that the patron cannot check out due to overdue items.
983 - If you choose to restrict a patron in this way you can also have
984 Koha automatically remove that restriction with the
985 :ref:`AutoRemoveOverduesRestrictions`
988 - Next you can choose the delivery method for the overdue notice. You
989 can choose from Email, Phone (if you are using the :ref:`iTiva Talking
990 Tech service <talkingtechitivaphonenotification-label>`), Print and SMS
991 (if you have set your :ref:`SMSSendDriver <smssenddriver,-smssendusername,-and-smssendpassword-label>`).
993 .. _patron-card-creator-label:
996 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
998 - *Get there:* More > Tools > Patron card creator
1000 The patron card creator allow you to use layouts and templates which you
1001 design to print your custom patron cards on your printer. Here are some
1002 of the features of the patron card creator module:
1004 - Customize patron card layouts with text retrieved from the Koha
1007 - Design custom card templates for printed patron cards (to match the
1010 - Build and manage batches of patron cards to print
1012 - Export (as PDF) single or multiple batches to print
1014 - Export (as PDF) single or multiple patron cards from within a batch
1016 .. _patron-card-layouts-label:
1019 ^^^^^^^^^^^^^^^^^^^^^^^^^^
1021 - *Get there:* More > Tools > Patron card creator > Manage > Layouts
1023 A layout defines the text and images that will be printed on to the card
1024 and where it will appear.
1028 Up to three lines of text, the patron's number in barcode
1029 representation and up to two images can be printed on to the card.
1031 .. _patron-add-a-layout-label:
1034 '''''''''''''''''''''''''''''''''
1036 If you have no layouts defined, you will add a new layout by clicking
1037 the 'New' button and choosing 'Layout'.
1041 You may also choose to press 'Manage layout' on the left side. Here you
1042 are offered a list of available layouts you can select for editing. But
1043 at the top of the page there is still the 'New layout' button.
1047 - The name you assign to the layout is for your benefit, name it
1048 something that will be easy to identify at a later date
1050 - The Units pull down is used to define what measurement scale you're
1051 going to be using for your layout.
1057 A Postscript Point is 1/72", an Adobe Agate is 1/64", an Inch
1058 is 25.4 SI Millimeters
1060 - Next, note if this layout is for the front or the back of the patron
1065 You will need a layout for both the front and back of your
1066 card if you have 2-sided library cards, this option doesn't
1067 allow you to print two sided cards, just lets you track which
1068 side of the card you're designing.
1070 - You have the option of adding up to 3 lines of text to your card.
1071 Your text can be static text of your choosing and/or fields from the
1072 patron record. If you want to print fields from the patron record you
1073 want to put the field names in brackets like so - <firstname>
1077 A full list of field names can be found in the database schema
1078 at http://schema.koha-community.org
1080 - For each line of text, you can choose your font, font size and the
1081 location of the text on the card using the lower X and Y coordinates
1083 - In order to show the barcode and the patron card number you will need
1084 to check the 'Print card number as barcode' option. This will turn
1085 the patron card number into a barcode. If you want the number to
1086 print in human readable format you will need to check the 'Print card
1087 number as text under barcode' option.
1089 - Finally you can choose up to two images to print on the card.
1091 - One can be the :ref:`patron image <upload-patron-images-label>` which you
1092 can resize to meet your needs.
1094 - The other image can be something like a library logo or symbol
1095 that you uploaded using the ':ref:`manage
1096 images <manage-images-label>`' module of the patron card creator
1101 It is the designers responsibility to define textlines, barcode and
1102 images such that overlap is avoided.
1104 After saving, your layouts will appear on the 'Manage layouts' page.
1108 .. _patron-templates-label:
1111 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1113 - *Get there:* More > Tools > Patron card creator > Manage > Card
1116 A template describes the arrangement of labels on the label sheet/card
1117 stock you are using. This might be Avery 5160 for address labels,
1118 Gaylord 47-284 for spine labels or Avery 28371 for your patron cards,
1119 just to give a couple of examples. All of the information you will need
1120 for setting up a template may be on the packaging, and if not it can
1121 usually be found on the vendor's website or can be measured from a
1124 .. _patron-add-a-template-label:
1127 '''''''''''''''''''''''''''''''''''''
1129 To add a new template click on the 'New template' button at the top of
1130 your page which brings you to the Edit template form immediately. You
1131 may also choose to press 'Manage templates' on the left side. Here you
1132 are offered a list of available templates you can select for editing.
1133 But in the top of the page there is still the 'New template' button.
1137 Using the form that appears after pressing either 'Edit' or 'New
1138 template' you can define the template for your sheet of labels or cards.
1142 - Template ID is simply a system generated unique id
1144 - Template code should be the name of this template to identify it on a
1147 - You can use the template description to add additional information
1150 - The Units pull down is used to define what measurement scale you're
1151 going to be using for the template.
1157 A Postscript Point is 1/72", an Adobe Agate is 1/64", an Inch
1158 is 25.4 SI Millimeters
1160 - The measurements (page height, page width, card width, card height)
1161 may be on the packaging, and if not it can usually be found on the
1162 vendor's website or can be measured from a sample sheet.
1164 - A profile is a set of "adjustments" applied to a given template just
1165 prior to printing which compensates for anomalies unique and peculiar
1166 to a given printer (to which the profile is assigned).
1168 - Before defining a profile try printing some sample cards so that
1169 you can take measurements to define a profile to perform the right
1170 adjustments for your printer/template combination.
1172 - After finding and documenting any anomalies in the printed
1173 document, then you can :ref:`create a profile <patron-add-a-profile-label>` and
1174 assign it to the template.
1178 Do not specify a profile unless needed, i.e. do not click to
1179 define a printer profile. It is not possible to remove a
1180 profile from a template but you can switch to another profile.
1184 If you are using different printers you may be required to
1185 define several templates that are identical only different
1186 profiles are specified.
1188 After saving, your templates will appear on the 'Manage templates' page.
1192 .. _patron-profiles-label:
1195 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1197 - *Get there:* More > Tools > Patron card creator > Manage > Profiles
1199 A profile is a set of "adjustments" applied to a given
1200 :ref:`template <patron-templates-label>` just prior to printing which compensates
1201 for anomalies unique and peculiar to a given printer. This means if you
1202 set a template up and then print a sample set of data and find that the
1203 items are not all aligned the same on each card, you need to set up a
1204 profile for each printer (or even different tray selections on the same
1205 printer) to make up for the differences in printing styles, such as the
1206 shifting of text to the left, right, top or bottom.
1208 If your cards are printing just the way you want, you will not need a
1211 .. _patron-add-a-profile-label:
1214 '''''''''''''''''''''''''''''''''''
1216 To add a new profile, you want to click on the 'Profiles' button at the
1217 top of your page and choose 'New profile'
1221 To add a new profile, you want to click on the 'New profile' button at
1222 the top of your page. Using the form that appears you can define the
1223 values to correct the card misalignments on your label sheet. You may
1224 also choose 'Manage profiles' on the left side and select one of the
1225 currently available profiles for editing.
1229 - The Printer name and Paper bin do not have to match your printer
1230 exactly, they are for your reference so you can remember what printer
1231 you have set the profile for.
1235 For example: if you want to use the Printer model number in
1236 printer name you can, or you can call it 'the printer on my
1239 - Template will be filled in once you have chosen which template to
1240 apply the profile to on the :ref:`template edit form <patron-add-a-template-label>`
1242 - The Units pull down is used to define what measurement scale you're
1243 going to be using for your profile.
1249 A Postscript Point is 1/72", an Adobe Agate is 1/64", an Inch
1250 is 25.4 SI Millimeters
1252 - Offset should be used when the entire image is off center either
1253 vertically or horizontally. Creep describes a condition where the
1254 distance between the labels changes across the page or up and down
1257 - For offset and creep values, negative numbers move the printed
1258 information up and to the left on the printed sheet and positive
1259 numbers move down and to the right
1261 - Example: the text is printed 0 .25" from the left edge of the
1262 first label, 0 .28" from the left edge of the second label and 0
1263 .31" from the left edge of the third label. This means the
1264 horizontal creep should be set to (minus) -0.03 " to make up for
1267 After saving, your profiles will appear on the 'Manage printer profiles'
1272 Once you have saved your new profile, you can return to the list of
1273 templates and choose to edit the template that this profile is for.
1275 .. _patron-batches-label:
1278 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1280 - *Get there:* More > Tools > Patron card creator > Manage > Card
1283 A batch is a collection of patrons for whom you want to generate cards.
1285 .. _patron-add-a-batch-label:
1288 '''''''''''''''''''''''''''''''
1290 To add a new batch, you want to click on the 'New batches' button at the
1291 top of your page. Choosing the menu item 'Manage batches' on the left a
1292 list of already defined batches is displayed. In this display you can
1293 either select a batch for editing or add a new batch.
1297 For a new batch a message pops up and directs you to select patrons to
1298 be processed in this batch.
1302 After choosing the 'Add patron(s)' button the Patron Search window pops
1307 From here you can search for patrons to add to your batch by any part of
1308 their name, their category and/or library. Entering \* in the search box
1309 will display all the patrons.
1313 From the results you can add patrons to the batch by clicking the 'Add'
1314 button. After adding patrons from the results you can start over and
1315 perform another search or click 'Close' at the bottom of the screen to
1316 indicate that you are done. You will then be presented with your
1320 If you are satisfied with your batch you can proceed to export. If you
1321 want to correct or even delete that batch the buttons to do so can be
1322 found at the top of your screen. You can always come back here through
1323 the 'Manage > Card batches' button.
1325 If you would like to export all patron cards you can click 'Export card
1326 batch' otherwise you can choose specific patrons to print cards for by
1327 checking the box to the right of their names and then choose 'Export
1328 selected card(s)' at the top.
1330 The export menu will ask you to choose a template, a layout and starting
1331 position (where on the sheet should printing begin).
1335 For the starting position if the first 6 labels have already been
1336 used on your sheet you can start printing on label in position 7 on
1337 the sheet. The labels are numbered left to right from top to bottom.
1341 Once you click 'Export' you will be presented with a PDF of your labels
1346 When you open the PDF you will see the cards for printing
1350 The above image shows a layout that is made up of two textlines. The
1351 first one is just plain text, the second one is composed of the
1352 <firstname> <surname> fields. A patron image is printed (if available)
1353 and the barcode of patrons number is displayed in code 39. All this is
1354 printed on a template with three columns and 8 rows using position 1-3
1355 here. When printing this PDF please take care that your printer doesn't
1356 rescale the PDF (e.g do not fit to paper size) otherwise the printer
1357 will not be able to print to the right place per your templates.
1359 .. _manage-images-label:
1362 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1364 - *Get there:* More > Tools > Patron card creator > Manage > Images
1366 Images uploaded using this tool will appear on the menu when creating
1367 :ref:`patron card layouts <patron-card-layouts-label>`. You are limited in how many
1368 images you can upload (not counting patron images) by the
1369 :ref:`ImageLimit` system preference.
1373 Images must be under 500k in size.
1377 Pictures uploaded with this tool should be at least 300dpi which is
1378 the minimum quality for a printable image.
1380 In the center of the screen is a simple upload form, simply browse for
1381 the file on your computer and give it a name you'll recognize later.
1385 Once the file is uploaded you will be presented with a confirmation
1390 And the image will be listed with all of your others on the right hand
1395 To delete one or multiple of these images, click the checkbox to the
1396 right of each image you want to delete and click the 'Delete' button.
1398 .. _patrons-anonymize-bulk-delete-label:
1400 Batch patron deletion/anonymization
1401 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1403 - *Get there:* More > Tools > Patrons and circulation > Batch patron
1404 deletion/anonymization
1406 This tool allows you to bulk anonymize circulation histories (this means
1407 that you keep records of how many times items were checked out - but not
1408 the patrons who checked the items out) or bulk delete patrons (remove
1409 them from the system completely).
1413 Patrons with outstanding fines or items checked out are not saved.
1414 They are not completely removed from the system (they are only moved
1415 to the delete\_borrowers table), but this tool does not provide as
1416 many checks as one may desire.
1420 Before using this tool it is recommended that you backup your
1421 database. Changes made here are permanent.
1425 The anonymization will fail quietly if
1426 :ref:`AnonymousPatron` preference does not contain a
1431 To either delete or anonymize patrons
1433 - Check the 'Verify' box on the task you would like to complete (delete
1436 - Enter a date before which you want to alter the data
1438 - If deleting patrons you can also choose to find patrons who
1440 - have not borrowed since a specific date
1442 - have accounts that will expire before a specific date
1444 - are in a specific :ref:`patron category <patron-categories-label>`
1446 - are in a :ref:`patron list <patron-lists-label>`
1450 - A confirmation will appear asking if you're sure this is what you
1455 - Clicking 'Finish' will delete or anonymize your data
1459 .. _batch-patron-modification-label:
1461 Batch patron modification
1462 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1464 - *Get there:* More > Tools > Patrons and circulation > Batch patron
1467 With this tool you can make edits to a batch of patron records. Simply
1468 load in a file of cardnumbers (one per line), choose from a :ref:`list of
1469 patrons <patron-lists-label>` or scan patron card numbers in to the box
1474 Once you have the file loaded or the barcodes scanned click 'Continue.'
1475 You will be presented with a list of the patrons and the changes you can
1480 To the left of each text box there is a checkbox. Clicking that checkbox
1481 will clear our the field values.
1485 If the field is mandatory you will not be able to clear the value in
1488 If you have multiple patron attributes you can change them all by using
1489 the plus (+) sign to the right of the text box. This will allow you to
1490 add another attribute value.
1494 Once you have made the changes you want, you can click 'Save' and Koha
1495 will present you with the changed patron records.
1497 .. _tag-moderation-label:
1500 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1502 - *Get there:* More > Tools > Patrons and circulation > Tags
1504 Depending on your :ref:`tagging system preferences <tagging-label>`,
1505 librarians may need to approve tags before they are published on the
1506 OPAC. This is done via the tag moderation tool. If there are tags
1507 awaiting moderation they will be listed on the main staff dashboard
1508 under the module labels:
1512 To moderate the tags visit the Tags tool. When first visiting the tool,
1513 you will be presented with a list of tags that are pending approval or
1514 rejection by a librarian
1518 - To see all of the titles this tag was added to simply click on the
1523 - From this list of titles you can remove a tag without outright
1524 rejecting it from being used in the future by clicking the 'Remove
1525 tag' button to the right of the title.
1527 - To approve a tag, you can either click the 'Approve' button in line
1528 with the term, or check all terms you want to approve and click
1529 'Approve' below the table.
1531 - To reject a tag, you can either click the 'Reject' button in line
1532 with the term, or check all terms you want to reject and click
1533 'Reject' below the table.
1535 Once a tag has been approved or rejected it will be moved to the
1536 appropriate list of tags. A summary of all tags will appear on the right
1541 Even though a tag is approved or rejected, it can still be moved to
1542 another list. When viewing approved tags each tag has the option to
1547 To check terms against the approved and rejected lists (and possibly
1548 against :ref:`the dictionary <tagsexternaldictionary-label>` you have assigned
1549 for tag moderation) simply enter the term into the search box on the
1550 bottom right of the screen to see the status of the term
1554 Finally you can find tags by using the filters on the left.
1558 .. _upload-patron-images-label:
1560 Upload patron images
1561 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1563 - *Get there:* More > Tools > Patrons and circulation > Upload patron
1566 Patron images can be uploaded in bulk if you are :ref:`allowing patron
1567 images <patronimages-label>` to be attached to patron records. These images
1568 can also be used when creating :ref:`patron cards <patron-card-creator-label>`.
1570 - Create a txt file and title it "DATALINK.TXT" or "IDLINK.TXT"
1572 - On each line in the text file enter the patron's card number followed
1573 by comma (or tab) and then the image file name
1577 - Make sure that your TXT file is a plain text document, not RTF.
1579 - Zip up the text file and the image files
1581 - Go to the Upload patron images tool
1585 - For a single image, simply point to the image file and enter the
1588 - For multiple images, choose to upload a zip file
1590 - After uploading you will be presented with a confirmation
1596 There is a limit of 100K on the size of the picture uploaded and it
1597 is recommended that the image be 200x300 pixels, but smaller images
1604 ---------------------------
1606 .. _batch-item-deletion-label:
1609 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1611 - *Get there:* More > Tools > Catalog > Batch item deletion
1613 This tool will allow you to delete a batch of item records from Koha.
1615 From the tool you can choose to upload a file of barcodes or item ids,
1616 or you can scan items one by one into the box below the upload tool.
1620 Once you have your file uploaded or the barcodes scanned you can click
1623 You will be presented with a confirmation screen. From here you can
1624 uncheck the items you don't want to delete and decide if Koha should
1625 delete the bib record if the last item is being deleted before clicking
1626 'Delete selected items.' If you'd like you can delete the bibliographic
1627 record if you're deleting the last item by clicking the checkbox next to
1628 'Delete records if no items remain'.
1632 If your file (or list of scanned barcodes) has more than 1000 barcodes,
1633 Koha will be unable to present you with a list of the items. You will
1634 still be able to delete them, but not able to choose which items
1635 specifically to delete or delete the biblio records.
1639 If the items are checked out you will be presented with an error after
1640 clicking 'Delete selected items' and the items will not be deleted.
1644 If the items can be deleted they will be and you will be presented with
1645 a confirmation of your deletion.
1649 .. _batch-item-modification-label:
1651 Batch item modification
1652 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1654 - *Get there:* More > Tools > Catalog > Batch item modification
1656 This tool will allow you to modify a batch of item records in Koha.
1660 From the tool you can choose to upload a file of barcodes or item ids,
1661 or you can scan items one by one into the box below the upload tool. You
1662 can also decide the items edited should be populated with the default
1663 values you have defined in your :ref:`default
1664 framework <marc-bibliographic-frameworks-label>`.
1666 Once you have your file uploaded or the barcodes listed you can click
1671 You will be presented with a summary of the items you want to modify.
1672 From here you can uncheck the items you don't want to modify before
1673 making changes in the form below. You can also hide columns you don't
1674 need to see to prevent having to scroll from left to right to see the
1679 To uncheck all items thar are currently checked out you can click
1680 the 'Clear on loan' link at the top of the form.
1682 Using the edit form you can choose which fields to make edits to. By
1683 checking the checkbox to the right of each field you can clear the
1684 values in that field for the records you are modifying.
1688 Once you have made you changes you will be presented with the resulting
1695 You can also edit items on one bib record in a batch by going to the
1696 bib record and clicking Edit > Edit items in batch
1700 .. _batch-record-deletion-label:
1702 Batch record deletion
1703 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1705 This tool will take a batch of record numbers for either bibliographic
1706 records or authority records and allow you to delete all those records
1707 and any items attached to them in a batch.
1711 First you need to tell the tool if you're deleting bibliographic or
1712 authority records. Next you can load a file with biblionumbers or
1713 authids or enter a list of those numbers in the box provided. Once you
1714 submit the form you will be presented with a summary of the records you
1715 are trying to delete.
1719 If a record you want to delete can't be deleted it will be highlighted.
1721 Check the records you want to delete and click the 'Delete selected
1722 records' button to finish the process.
1724 .. _batch-record-modification-label:
1726 Batch record modification
1727 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1729 - *Get there:* More > Tools > Catalog > Batch record modification
1731 This tool will allow you to edit batches of bibliographic and/or
1732 authority records using :ref:`MARC modification
1733 templates <marc-modification-templates-label>`. Before visiting this tool you will
1734 want to set up at least one MARC modification template.
1738 When you visit the tool it will ask you:
1740 - Choose whether you're editing bibliographic or authority records
1742 - Enter the biblionumbers or authids
1744 - You can upload a file of these numbers or
1746 - Enter the numbers (one per line) in the box provided
1748 - Finally choose the MARC modification template you'd like to use to
1751 Once you've entered your criteria click 'Continue'
1755 You will be presented with a list of records that will be edited. Next
1756 to each one is a checkbox so you can uncheck any items you would rather
1757 not edit at this time.
1759 Clicking 'Preview MARC' will allow you to see what edits will be made when
1760 you finalize the edit.
1764 Once you're sure everything is the way you want you can click the
1765 'Modify selected records' button and your records will be modified.
1767 .. _automatic-item-modifications-by-age-label:
1769 Automatic item modifications by age
1770 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1772 - *Get there:* More > Tools > Catalog > Automatic item modifications by
1775 This tool allows librarians to update item specific fields when an item
1776 reaches a certain age.
1780 Staff need the items\_batchmod permission to access this tool
1784 The settings in this tool will be acted upon by the :ref:`corresponding
1785 cron job <automatic-item-update-label>`
1787 If you haven't created any rules you will see the option to 'Add rules'
1788 on the Tool page. Click this button to create rules.
1792 If you have rules already there will be a button that reads 'Edit
1793 rules'. To create a new rule click the 'Edit rules' button at the top of
1798 You will be brought to a page where you can edit exisitng rules or
1803 In the form that appears you can set :
1805 - the age in days at which the item will update (Age)
1807 - what criteria is needed to trigger the update (Conditions)
1809 - what changes are made when the script runs (Substitutions)
1813 Once you're done you can click the 'Add this rule' link and then add
1814 additional rules or you can click the 'Submit these rules' button to
1819 .. _export-data-(marc-&-authorities)-label:
1822 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1824 - *Get there:* More > Tools > Catalog > Export data
1826 Koha comes with a tool that will allow you to export your bibliographic,
1827 holdings and/or authority data in bulk. This can be used to send your
1828 records to fellow libraries, organizations or services; or simply for
1831 .. _export-bibliographic-records-label:
1833 Export bibliographic records
1834 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1836 At the top of the screen you need to pick what data you're exporting. If
1837 you're exporting bibliographic records with or without the holdings
1838 information you want to click the 'Export bibliographic records' tab.
1840 - Fill in the form in order to limit your export to a specific range
1841 (all fields are optional)
1845 - Choose to limit your export by any one or more of the following
1848 - Limit to a bib number range
1850 - Limit to a specific item type
1854 This limit will use the type you have defined in the
1855 :ref:`item-level\_itypes <item-level\_itypes-label>` preference.
1856 If you have the item-level\_itypes preference set to
1857 'specific item' and you have no items attached to a bib
1858 record it will not be exported. To get all bib records
1859 of a specific type you will need your item-level\_itypes
1860 preference set to 'biblio record'.
1862 - Limit to a specific library or group of libraries
1866 This is a filter: if you leave this set to the default
1867 (all libraries selected) or select one or more libraries,
1868 bib records with no items attached will not be exported. To get
1869 bib records with no items you will need to 'clear all'
1870 (i.e. de-select all libraries).
1872 - Limit to a call number range
1874 - Limit to an acquisition date range
1876 - If you'd like you can load a file of biblionumbers for the records
1877 you would like to export. File type needs to be .csv or .txt
1881 - Next choose what to skip when exporting
1885 - By default items will be exported, if you would like to only
1886 export bibliographic data, check the 'Don't export items' box
1888 - To limit your export only to items from the library you're
1889 logged in as (if you leave the 'Library' field set to 'All') or
1890 to the library you selected above check the 'Remove non-local
1893 - You can also choose what fields you don't want to export. This
1894 can be handy if you're sharing your data, you can remove all
1895 local fields before sending your data to another library
1897 - Finally choose the file type and file name
1901 - Choose to export your data in marc or marcxml format
1903 - Choose the name you want your file to save as
1905 - Click 'Export bibliographic records'
1907 .. _export-authority-records-label:
1909 Export authority records
1910 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1912 At the top of the screen you need to pick what data you're exporting. If
1913 you're exporting authority records you want to click the 'Export
1914 authority records' tab.
1916 - Fill in the form in order to limit your export to a specific range or
1917 type of authority record (all fields are optional)
1921 - Or you can choose a file of authids to export
1925 File type needs to be .csv or .txt
1927 - Next choose fields that you would like to exclude from the export
1928 separated by a space (no commas)
1932 - If you'd like to exclude all subfields of the 200 for example just
1935 - If you'd like to exclude a specific subfield enter it beside the
1936 field value 100a will exclude just the subfield 'a' of the 100
1938 - Finally choose the file type and file name
1942 - Choose to export your data in marc or marcxml format
1944 - Choose the name you want your file to save as
1946 - Click 'Export authority records'
1948 .. _inventory-tool-label:
1951 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1953 - *Get there:* More > Tools > Catalog > Inventory
1955 Koha's Inventory tool can be used in one of three ways:
1956 1. By printing out a shelf list that you can then mark items off on;
1958 2. By uploading a text file of barcodes gathered by a portable scanner;
1960 3. By comparing a text file of barcodes gathered by a portable scanner to a
1961 generated shelf list.
1963 If you do not have the ability to use your barcode scanner on the floor
1964 of the library, the option available to you is to generate a shelf
1965 list based on criteria you enter.
1969 First, choose the criteria for the items you want to print out on a list.
1970 All parameters are optional, but if none are selected, the resulting list
1971 might be quite large.
1973 - Library: choose the branch you want to check, as well as if that branch
1974 is the home library or the current holding library of the items.
1976 - Shelving location (items.location) is: you can filter by location.
1978 - Item callnumber between ... and ...: you can also limit the list to a specific
1979 range of callnumbers.
1981 You can filter even more with item statuses (not for loan status, lost status,
1982 withdrawn status or damaged status). Check the boxes next to the statuses you
1983 want to include. For example, if you are using the list to shelf read, check
1984 only the 'for loan' status as the other items probably won't be on the shelves.
1986 - Last inventory date: enter a date here to skip items that have been marked
1989 - Skip items on loan: check this box to filter out loaned items from the list.
1991 - Export to CSV file: check this box to generate a CSV file for altering in an
1992 application on your desktop. If this box is unchecked, the list will be
1993 presented on the screen.
1995 Click on 'Submit' to generate your shelf list. You can then print it to use
1996 while walking around the library checking your collection or use it directly
1997 in Koha on a portable device.
2001 Once you have found the items on your shelves, return to this
2002 list and check the boxes next to the items you found. Next, click on one of
2003 the three buttons to continue:
2005 - Mark seen and quit: updates the 'last seen' date of the checked items to
2006 today and returns to the previous screen.
2008 - Mark seen and continue: updates the 'last seen' date of the checked items to
2009 today and shows the next page of the list.
2011 - Continue without marking: doesn't update any of the items on this page
2012 and shows the next page of the list.
2014 If you have a portable scanner (or a laptop and USB scanner) you can
2015 walk through the library with the scanner in hand and scan barcodes as
2016 you come across them (on a laptop, scan the barcodes into a text file). Once
2017 finished you can then upload the text file generated by the scanner to Koha.
2021 Choose the text file and the date you want to mark all items as seen and
2022 then scroll to the very bottom and click 'Submit'. This will update all the
2023 items' 'last seen' date to the chosen date. By default, this will also check in
2024 the items scanned as it is assumed that they are on the shelf and so not loaned
2025 out. If you do not want to check in scanned items, check the 'Do not check in
2026 items scanned during inventory' before clicking 'Submit'.
2028 Alternatively, you can combine the two methods to automatically compare a list
2029 of scanned barcodes with a generated list. First, upload you barcode file and
2030 choose the date you want to appear in the items' 'last seen' field. The 'Compare
2031 barcodes list to results' checkbox should automatically be checked. If you do
2032 not want the scanned items to be automatically checked-in if they are checked-out,
2033 make sure you check the 'Do not check in items scanned during inventory' checkbox.
2034 Choose the filters (library, shelving location, callnumbers or statuses) to generate a
2035 list with which to compare your barcodes. Click on 'Submit'.
2039 Depending on the number of barcodes you are comparing, this may take a few
2040 minutes. It is not recommended to compare lists of more than 1000 barcodes as
2041 this may cause a session timeout.
2043 Once Koha has finished comparing the barcodes file to the generated list, it
2044 will return the number of items updated and a list of problematic items.
2046 - Missing (not scanned): the item is in the generated list but not in the
2049 - Found in wrong place: the item is in the barcodes list, but not in the
2052 - Still checked out: the item is checked out, but is in the generated list. It
2053 was not automatically checked in.
2055 - Barcode not found: the barcode doesn't exist.
2057 - Item withdrawn: the item has 'withdrawn' status, but it is in the barcodes
2060 .. _label-creator-label:
2063 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2065 - *Get there:* More > Tools > Catalog > Label creator
2067 The label creator tool allow you to use layouts and templates which you
2068 design to print a nearly unlimited variety of labels including barcodes.
2069 Here are some of the features of the label creator tool:
2071 - Customize label layouts
2073 - Design custom label templates for printed labels
2075 - Build and manage batches of labels
2077 - Export single or multiple batches
2079 - Export single or multiple labels from within a batch
2081 - Export label data in one of three formats:
2083 - PDF - Readable by any standard PDF reader, making labels printable
2084 directly on a printer
2086 - CSV - Export label data after your chosen layout is applied
2087 allowing labels to be imported in to a variety of applications
2089 - XML - Included as an alternate export format
2091 .. _label-templates-label:
2094 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2096 - *Get there:* More > Tools > Label creator > Manage > Label templates
2098 A template is based on the label/card stock you are using. This might be
2099 Avery 5160 for address labels, Gaylord 47-284 for spine labels or Avery
2100 28371 for your patron cards, just to give a couple of examples. These
2101 labels will include all of the information you will need for setting up
2102 a Koha, this information may be on the packaging, and if not it can
2103 usually be found on the vendor's website.
2105 .. _label-add-a-template-label:
2108 ''''''''''''''''''''''''''''''''''''''
2110 To add a new template, you want to click on the 'New' button at the top
2111 of the label creator page and choosing 'Label template'.
2115 Using the form that appears you can define the template for your sheet
2120 - Template ID will be automatically generated after saving your
2121 template, this is simply a system generated unique id
2123 - Template Code should be something you can use to identify your
2124 template on a list of templates
2126 - You can use the template Description to add additional information
2129 - The Units pull down is used to define what measurement scale you're
2130 going to be using for the template. This should probably match the
2131 unit of measurement used on the template description provided by the
2136 - The measurements, number of columns and number of rows can be found
2137 on the vendor product packaging or website.
2141 If you do not supply a left text margin in the template, a
2142 3/16" (13.5 point) left text margin will apply by default.
2144 - A profile is a set of "adjustments" applied to a given template just
2145 prior to printing which compensates for anomalies unique and peculiar
2146 to a given printer (to which the profile is assigned).
2148 - Before picking a profile try printing some sample labels so that
2149 you can easily define a profile that is right for your
2150 printer/template combination.
2152 - After finding any anomalies in the printed document, :ref:`create a
2153 profile <label-add-a-profile-label>` and assign it to the template.
2155 After saving, your templates will appear on the 'Manage' area under
2160 .. _label-profiles-label:
2163 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2165 - *Get there:* More > Tools > Label creator > Manage > Printer profiles
2167 A profile is a set of "adjustments" applied to a given
2168 :ref:`template <label-add-a-template-label>` just prior to printing which
2169 compensates for anomalies unique and peculiar to a given printer (to
2170 which the profile is assigned). This means if you set a template up and
2171 then print a sample set of data and find that the items are not all
2172 aligned the same on each label, you need to set up a profile for each
2173 printer to make up for the differences in printing styles, such as the
2174 shifting of text to the left, right, top or bottom.
2176 If your labels are printing just the way you want, you will not need a
2179 .. _label-add-a-profile-label:
2182 ''''''''''''''''''''''''''''''''''''
2184 To add a new profile, you want to click on the 'New' button at the top
2185 of the label creator tool and choose 'Printer profile'.
2189 Using the form that appears you can create a profile to fix any problems
2194 - The Printer Name and Paper Bin do not have to match your printer
2195 exactly, they are for your reference so you can remember what printer
2196 you have set the profile for. So if you want to use the Printer model
2197 number in printer name or you can call it 'the printer on my desk'
2199 - Template will be filled in once you have chosen which template to
2200 apply the profile to on the :ref:`template edit
2201 form <label-add-a-template-label>`
2203 - The Units pull down is used to define what measurement scale you're
2204 going to be using for your profile.
2208 - Offset describes what happens when the entire image is off center
2209 either vertically or horizontally and creep describes a condition
2210 where the distance between the labels changes across the page or up
2213 - For these values, negative numbers move the error up and to the
2214 left and positive numbers move the error down and to the right
2216 - Example: the text is .25" from the left edge of the first label,
2217 .28" from the left edge of the second label and .31" from the left
2218 edge of the third label. This means the horizontal creep should be
2219 set to .03" to make up for this difference.
2221 After saving, your profiles will appear on the 'Manage' area under
2226 Once you have saved your new profile, you can return to the list of
2227 templates and choose to edit the template that this profile is for.
2229 .. _label-layouts-label:
2232 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
2234 - *Get there:* More > Tools > Label creator > Manage > Layouts
2236 A layout is used to define the fields you want to appear on your labels.
2238 .. _label-add-a-layout-label:
2241 ''''''''''''''''''''''''''''''''''
2243 To add a new layout, you want to click on the 'New' button at the top of
2244 the Label creator tool and choose 'Layout'.
2248 Using the form that appears you can create a profile to fix any problems
2253 - The name of your layout can be anything you'd like to help you
2256 - If this is a barcode label you'll want to choose the encoding (Code
2257 39 is the most common)
2259 - The layout type can be any combination of bibliographic information
2260 and/or barcode. For example a spine label would just be Biblio
2261 whereas a label for your circulation staff to use to checkout the
2262 book would probably be Biblio/Barcode.
2264 - The Bibliographic data to print includes any of the data fields that
2265 may be mapped to your MARC frameworks. You can choose from the preset
2266 list of fields or you can click on 'List Fields' and enter your own
2267 data. In 'List fields', you can specify MARC subfields as a
2268 4-character tag-subfield string, for example 254a for the title field. You
2269 can also enclose a whitespace-separated list of fields to concatenate
2270 on one line in double quotes, for example "099a 099b" or "itemcallnumber
2271 barcode". The fields available are from the database tables list
2272 below. Finally you could add in static text strings in single-quote,
2273 for example 'Some static text here.'
2275 - You can use the schema viewer (http://schema.koha-community.org)
2276 with the following tables to find field names to use:
2278 - Currently all fields in the following tables are used: items,
2279 biblioitems, biblio, branches
2283 - Choose if the label maker should print out the guidelines around each
2286 - Choose if you'd like Koha to try to split your call numbers (usually
2287 used on spine labels)
2289 - Finally choose your text settings such as alignment, font type and
2292 After saving, your layouts will appear on the 'Manage layouts' page.
2294 .. _label-batches-label:
2297 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
2299 - *Get there:* More > Tools > Label creator > Manage > Label batches
2301 Batches are made up of the barcodes you would like to print. Once in
2302 this tool you can search for the item records you would like to print
2305 .. _label-add-a-batch-label:
2308 ''''''''''''''''''''''''''''''''
2310 Batches can be created in one of two ways. The first is to click the
2311 'Create label batch' link on the ':ref:`Staged MARC
2312 management <staged-marc-record-management-label>`' page:
2316 The other is to choose to create a new batch from the label creator tool
2320 You will be brought to an empty batch with a box to scan barcodes or
2321 itemnumbers in to and an 'Add item(s)' button at the bottom of the page.
2325 You can either scan barcodes in to the box provided and click the 'Add
2326 item(s)' button or you can click the 'Add item(s)' button with the
2327 barcodes box empty. Clicking 'Add item(s)' with nothing in the barcodes
2328 box will open a search window for you to find the items you want to add
2333 From the search results, click the check box next to the items you want
2334 to add to the batch and click the 'Add checked' button. You can also add
2335 items one by one by clicking the 'Add' link to the left of each item.
2339 Once you have added all of the items click the 'Done' button. The
2340 resulting page will list the items you have selected.
2344 To print your labels, click the 'Export full batch' button. To print
2345 only some of the labels, click the 'Export selected item(s)' button.
2346 Either way you will be presented with a confirmation screen where you
2347 can choose your template and layout.
2351 You will then be presented with three download options: PDF, Excel, and
2356 After saving your file, simply print to the blank labels you have in
2359 .. _quick-spine-label-creator-label:
2361 Quick spine label creator
2362 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2364 - *Get there:* More > Tools > Catalog > Quick spine label creator
2368 This tool does not use the label layouts or templates, it simply
2369 prints a spine label in the first spot on the label sheet.
2371 - Define the fields you want to print on the spine label in the
2372 :ref:`SpineLabelFormat` system preference
2374 - Format your label printing by editing spinelabel.css found in
2375 koha-tmpl/intranet-tmpl/prog/en/css/
2377 To use this tool you simply need the barcode for the book you'd like to
2378 print the spine label for.
2382 .. _rotating-collections-label:
2384 Rotating collections
2385 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2387 - *Get there:* More > Tools > Catalog > Rotating collections
2389 Rotating collections is a tool for managing collections of materials
2390 that frequently get shifted from library to library. It adds the ability
2391 to store not only an item's home library and current location but also
2392 information about where it is supposed to be transferred to next to
2393 ensure that all items in the collection are sent to the correct library.
2394 When an item in a rotating collection is checked in, library staff is
2395 notified that the item is part of a rotating collection and which branch
2396 it should be sent to if it is not at the correct one.
2400 The :ref:`AutomaticItemReturn` system preference
2401 must be set to "Don't automatically transfer items to their home
2402 library when they are returned" for rotating collections to function
2405 - To create a new rotating collection, click the "New collection"
2406 button, fill in the title and description, and click "Submit". Once
2407 submitted you'll see "Collection name added successfully"; click
2408 "Return to rotating collections home" to return to the main Rotating
2409 collections management page (or click Rotating collections in the
2412 - To add items to a collection, click "Actions" and choose "Add or
2413 remove items" next to the collection's name in the list of
2414 collections. Under "Add or remove items" scan or type in the barcode
2415 of the item you wish to add to the collection, and hit enter or click
2416 'Submit' if necessary.
2418 - To remove an item from a collection, either click 'Remove' next to the
2419 item's barcode in the list of items within the collection or check
2420 the "Remove item from collection" box next to the Barcode text box
2421 under "Add or remove items", and scan or type in the barcode, clicking
2422 "Submit" or hitting Enter if necessary. Note: The "Remove item from
2423 collection" checkbox will remain checked as long as you are on the
2424 "Add or remove items" page, unless you uncheck it, to facilitate
2425 quickly removing a number of items at a time by scanning their
2428 .. _transfer-a-rotating-collection-label:
2430 Transfer a rotating collection
2431 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2433 Transferring a collection will:
2435 - Change the current location of the items in that collection to the
2436 library it is to be transferred to
2438 - Initiate a transfer from its original current location/holding
2439 library to the current location/holding library it is to be rotated
2440 to. When a library receives a collection they will need to check in
2441 the items to complete the transfer.
2443 You can transfer a collection in one of two ways:
2445 - From the main Rotating collections page, click on "Actions" and choose
2446 "Transfer" next to the title of the collection you wish to transfer;
2447 choose the library you wish to transfer the collection to and click "Transfer
2450 - Or, from the "add or remove items" page for a collection, you can
2451 click the "Transfer" button, choose the library you wish to transfer
2452 the collection to and click "Transfer Collection".
2456 In order to complete the transfer process, the library receiving the
2457 rotating collection should check in all items from the collection as
2458 they receive them. This will clear the transfer so that the items
2459 are no longer shown as being "in transit".
2461 If an item in a rotating collection is checked in at a library other
2462 than the one it is supposed to be transferred to, a notification will
2463 appear notifying library staff that the item is part of a rotating
2464 collection, also letting them know where the item needs to be sent.
2468 .. _stock-rotation-label:
2473 Stock rotation helps to spread resources more fairly amongst library branches
2474 and allows patrons to see a wider range of titles.
2476 Items are popular whilst they are new at a particular branch. However, their
2477 use often tails off over time. This tool empowers librarians to automate the
2478 movement of items on to another branch before usage declines and thereby
2479 extends the items useful life.
2481 Library staff create rotation plans and then assign them to items. A cronjob
2482 is then used to cycle these items round the specified libraries on the
2483 rotation plan, moving them to the next stage after the prescribed period
2484 of time has passed at the current stage.
2486 Email notices may be used to provide the library branches with a list of
2487 items to be put in-transit to the next branch and if an item is found to be
2488 on loan at the time that it should be transfered then an alert will be
2489 displayed when it is next returned.
2491 From the stock rotation tool page you can add new rotation plans and see a
2492 summary of your currently configured rotation plans. You can then edit plan
2493 details, activate and deactivate plans and manage stages and items on a given
2498 This tool utilises a cron job that must be configured to run on a daily basis.
2500 Editing rota details
2501 ^^^^^^^^^^^^^^^^^^^^
2505 Name: A clear name or code to identify the rota
2507 Cyclical: Denotes whether items remain (No) at the last library on the rotation
2508 plan upon reaching the end of the rota or whether they continue (Yes) to rotate,
2509 returning back to the first library on the rotation plan once they have
2510 completed their alloted time at the last library, indefinitely until manually
2511 removed from the rota.
2513 Active: Denotes whether a rota is active and as such whether items on it are
2514 rotating. It also governs whether items may be added to and removed from the
2515 rota. A rota may be switched between active and inactive at any time allowing
2516 for rota maintanence.
2518 Description: One may optionally add an expanded description of the rota for
2519 display in summary views.
2522 Managing rota stages
2523 ^^^^^^^^^^^^^^^^^^^^
2527 Stages may be edited, added, removed and re-ordered at any time from this page.
2529 Library: The library the item will be at during this stage
2531 Duration: The amount of time the item should stage at this stage
2534 Managing rota items - Tool view
2535 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2539 Items can be added to a rota individually (by barcode) or in bulk (via the
2540 upload of a line delimited barcode file) on this page.
2542 You will also be presented with a summary of all items on the rota with their
2543 current location and you have the options to immediately progress items, mark
2544 items as 'in demand' and remove an item from rotation.
2546 In demand: If an item is marked as 'in demand' then the duration the item will
2547 stay at it's current stage will be doubled compared to what is set in the
2548 rota. This is often used for items that are found to be unexpectedly popular at
2549 a particular library.
2551 Managing rota items - Catalog view
2552 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2556 Rotating items may also be managed from the catalog view: When stock rotation is
2557 enabled a new menu tab 'Rota' will appear on a catalog records detail view.
2559 All attached items will appear in the summary view with their current status in
2560 relation to rotas and the option to mark items as 'in demand' or immediately
2561 progress them. You can also remove items from rotation and add items to rotas
2564 Managing rotation notices
2565 ^^^^^^^^^^^^^^^^^^^^^^^^^
2567 Stock rotation can send email notices to branch libraries to aid in selecting
2568 the items due for rotation. Branch 'Reply-to' addresses will be used in
2569 preference to 'Email' addresses for the notice recipients.
2571 The contents of the notices can be customised in the normal manor through the
2572 notices tool and the relevant notice has the code SR_SLIP.
2577 The stock rotation tool uses two distinct permissions:
2580 this governs a users ability to create, update and delete a rota.
2583 this governs a users ability to add, remove and progress
2586 .. _marc-modification-templates-label:
2588 MARC modification templates
2589 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2591 The MARC modification templates system gives Koha users the power to
2592 make alterations to MARC records automatically while staging MARC
2595 This tool is useful for altering MARC records from various
2596 vendors/sources work with your MARC framework. The system essentially
2597 allows one to create a basic script using actions to Copy, Move, Add,
2598 Update and Delete fields.
2600 Start by adding a new template (a template can be made up of one or more
2601 actions) by entering a name and clicking 'Create template'.
2605 Next you can add actions to the template by filling in the Action box.
2606 For example if you're loading in a batch of files from your EBook vendor
2607 you might want to add the biblio item type of EBOOK to the 942$c.
2611 - Choose 'Add/Update'
2613 - Enter the field 942 and subfield c
2615 - Enter the value of 'EBOOK' (or whatever your ebook item type code is)
2617 - Provide a description so you can identify this action later
2619 - Click 'Add action'
2621 Each action can also have an optional condition to check the value or
2622 existence of another field. For example you might want to add the call
2623 number to the item record if it's not already there.
2629 - Decide if you want to copy the first occurrence or all occurrence of
2632 - Enter the field 090 (or other biblio call number field) and subfield
2635 - Enter the 952 field and o subfield to copy to
2639 - Enter the 952 field and o subfield
2641 - Choose "doesn't exist"
2643 - Provide a description so you can identify this action later
2645 - Click 'Add action'
2647 The Copy & Move actions also support regular expressions, which can be
2648 used to automatically modify field values during the copy/move. An
2649 example would be to strip out the '$' character in field 020$c.
2653 - Choose 'Copy and replace'
2655 - Decide if you want to copy the first occurrence or all occurrences of
2658 - Enter the field 020 and subfield c to copy
2660 - Enter the 020 field and c subfield to copy to
2662 - Check the 'RegEx' box and enter your regular expression (in this case
2667 - Enter the 020 field and c subfield
2671 - Check the 'RegEx' box and enter your regular expression (in this case
2674 - Provide a description so you can identify this action later
2676 - Click 'Add action'
2680 The value for an update can include variables that change each time
2681 the template is used. Currently, the system supports two variables,
2682 \_\_BRANCHCODE\_\_ which is replaced with the branchcode of the
2683 library currently using the template, and \_\_CURRENTDATE\_\_ which
2684 is replaced with the current date in ISO format ( YYYY-MM-DD ).
2686 You could also use regular expressions to add your library's proxy URL
2687 in front of links in your MARC record.
2691 - Choose 'Copy and replace'
2693 - Decide if you want to copy the first occurrence or all occurrences of
2696 - Enter the field 856 and subfield u to copy
2698 - Enter the 856 field and u subfield to copy to
2700 - Check the 'RegEx' box and enter your regular expression (in this case
2703 - Provide a description so you can identify this action later
2705 - Click 'Add action'
2707 When choosing between 'Copy' and 'Copy and replace' keep the following
2712 245 _aThe art of computer programming _cDonald E. Knuth.
2713 300 _aA_exists _bB_exists
2715 If we apply action (a) Copy the whole field 245 to 300, we get:
2719 245 _aThe art of computer programming _cDonald E. Knuth.
2720 300 _aA_exists _bB_exists
2721 300 _aThe art of computer programming _cDonald E. Knuth.
2723 If we apply action (b) Copy the subfield 245$a to 300$a, we get:
2727 245 _aThe art of computer programming _cDonald E. Knuth.
2728 300 _aThe art of computer programming _bB_exists
2730 Once your actions are saved you can view them at the top of the screen.
2731 Actions can be moved around using the arrows to the left of them.
2735 Depending on your actions the order may be very important. For example
2736 you don't want to delete a field before you copy it to another field.
2738 To add another template you can either start fresh or click the
2739 'Duplicate current template' checkbox to create a copy of an existing
2740 template to start with.
2744 Once your template is saved you will be able to pick it when using the
2745 :ref:`Stage MARC records for import` tool.
2749 .. _stage-marc-records-for-import-label:
2751 Stage MARC records for import
2752 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2754 - *Get there:* More > Tools > Catalog > Stage MARC records for import
2756 This tool can be used to import both bibliographic and authority records
2757 that are saved in MARC format. Importing records into Koha includes two
2758 steps. The first is to stage records for import.
2760 - First find the MARC file on your computer
2764 - Next you will be presented with options for record matching and item
2769 - Enter 'Comments about this file' to identify your upload when
2770 going to the ':ref:`Manage staged MARC records <staged-marc-record-management-label>`' tool
2772 - Tell Koha which type of file this is, bibliographic or authority
2776 - Choose the character encoding
2780 - Choose if you would like to use a :ref:`MARC modification
2781 template <marc-modification-templates-label>` to alter the data you're about to
2786 - Choose whether or not you want to look for matching records
2790 - You can set up :ref:`record matching rules <record-matching-rules-label>`
2791 through the administration area
2795 - When using the ISBN matching rule Koha will find only exact
2796 matches. If you find that the ISBN match is not working to
2797 your satisfaction you can change the
2798 :ref:`AggressiveMatchOnISBN`
2799 preference to 'Do' and then run your import again.
2801 - Next choose what to do with matching records if they are found
2803 - Finally choose what to do with records that are unique
2805 - Next you can choose whether or not to import the item data found
2806 in the MARC records (if the file you're loading is a bibliographic
2811 - From here you can choose to always add items regardless of
2812 matching status, add them only if a matching bib was found, add
2813 items only if there was no matching bib record, replace items
2814 if a matching bib was found (The match will look at the
2815 itemnumbers and barcodes to match on for items. Itemnumbers
2816 take precendence over barcodes), or Ignore items and not add
2819 - Click 'Stage for import'
2821 - You will be presented with a confirmation of your MARC import
2825 - To complete the process continue to the :ref:`Manage staged MARC records
2826 Tool <staged-marc-record-management-label>`
2828 .. _staged-marc-record-management-label:
2830 Staged MARC record management
2831 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2833 - *Get there:* More > Tools > Catalog > Staged MARC record management
2835 Once you have :ref:`staged <stage-marc-records-for-import-label>` your records for import you can
2836 complete the import using this tool.
2840 - From the list of staged records, click on the file name that you want
2843 - You will note that records that have already been imported will
2844 say so under 'Status'
2846 - A summary of your import will appear along with the option to change
2851 - Below the summary is the option to import the batch of bib records
2852 using a specific framework
2856 - Choosing a framework other than 'Default' isn't necessary, but
2857 it's helpful for running reports and having the right bib level
2858 item type selected on import.
2860 - Below the framework selection there will be a list of the records
2861 that will be imported
2865 - Review your summary before completing your import to make sure
2866 that your matching rule worked and that the records appear as you
2869 - Matches will appear with info under the 'Match details column'
2873 and when clicking the 'View' link under 'Diff' you can see the
2874 difference between versions.
2878 - Click 'Import into catalog' to complete the import
2882 - Once your import is complete a link to the new bib records will
2883 appear to the right of each title that was imported
2885 - You can also undo your import by clicking the 'Undo import into
2888 Records imported using this tool remain in the 'reservoir' until they
2889 are cleaned. These items will appear when searching the catalog from the
2890 `Cataloging <#cataloging>`__ tool:
2894 To clean items out of the 'reservoir':
2896 - Visit the main screen of the manage staged MARC records tool
2900 - To clean a batch, click the 'Clean' button to the right
2902 - You will be presented with a confirmation message
2906 - Accept the deletion and the records will be removed from the
2907 reservoir and the status will be changed to 'cleaned'
2909 .. _upload-local-cover-image-label:
2911 Upload Local Cover Image
2912 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2914 - *Get there:* More > Tools > Catalog > Upload Local Cover Image
2916 This tool will allow you to upload cover images for the materials in
2917 your catalog. To access this tool, staff will need the
2918 :ref:`upload\_local\_cover\_images permission <granular-tools-permissions-label>`. In
2919 order for images to show in the staff client and/or OPAC you will need
2920 to set your :ref:`LocalCoverImages` and/or
2921 :ref:`OPACLocalCoverImages` preferences to
2922 'Display.' Images can be uploaded in batches or one by one.
2926 Koha does not have a maximum file size limit for this tool, but
2927 Apache may limit the maximum size of uploads (talk to your sys
2932 When you want to upload multiple images onto a bib record, they will
2933 display left to right (then top to bottom, depending on screen real
2934 estate) in order of uploading, and the one on the left (the first
2935 one uploaded) will be the one used as a thumbnail cover in search
2936 results and on the detail page. There is no way to reorder cover
2937 images uploaded in this way, so be sure to upload them in the order
2938 you'd like them to appear.
2942 If uploading a single image:
2944 - Visit the tool and click the 'Browse' button to browse to the image
2945 on your local machine.
2949 - Click 'Upload file'
2951 - Choose 'Image file' under the 'File type' section
2953 - Enter the biblionumber for the record you're attaching this image to.
2954 This is not the same as the barcode, this is the system generated
2955 number assigned by Koha.
2957 - Find the biblionumber by looking at the end of the URL in the
2958 address bar when on the detail page
2962 - or by clicking on the MARC tab on the detail page in the staff
2967 - If you would like to replace any other cover images you may have
2968 uploaded in the past, check the 'Replace existing covers' box under
2969 the 'Options' section
2971 - Click 'Process images'
2973 - You will be presented with a summary of the upload and a link to the
2974 record you have just added the image to
2976 If uploading a batch of images at once you will need to prepare a ZIP
2979 - Enter in to the ZIP file all the images you are uploading
2981 - Also include a text file (\*.TXT) named either datalink.txt or
2982 idlink.txt listing the biblionumber followed by the image name for
2983 each image one per line
2985 - ex. 4091,image4091.jpg
2989 - Browse your local computer to the ZIP file
2991 - Click 'Upload file'
2993 - Choose 'Zip file' under the 'File type' section
2995 - If you would like to replace any other cover images you may have
2996 uploaded in the past, check the 'Replace existing covers' box under
2997 the 'Options' section
2999 - Click 'Process images'
3001 - You will be presented with a summary of the upload
3007 The source image is used to generate a 140 x 200 px thumbnail image
3008 and a 600 x 800 px full-size image. The original sized image
3009 uploaded will not be stored by Koha
3011 You will be able to see your cover images in the staff client on the
3012 detail page under the 'Image' tab in the holdings table at the bottom
3016 In the OPAC the cover images will also appear in the images tab, as well
3017 as next to the title and on the search results.
3019 If you would like to remove a cover image you can click 'Delete image'
3020 below the image if you have the :ref:`upload\_local\_cover\_images
3021 permission <granular-tools-permissions-label>`.
3023 .. _additional-tools-label:
3026 ---------------------------------------
3031 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
3033 - *Get there:* More > Tools > Additional Tools > Calendar
3035 Libraries can define library closings and holidays to be used when
3036 calculating due dates. You can make use of the Calendar by turning on
3037 the proper system preferences:
3039 - *Get there:*\ More > Administration > Global System Preferences >
3040 Circulation > :ref:`useDaysMode`
3042 - Choose the method for calculating due date - either include days
3043 the library is closed in the calculation or don't include them.
3045 - *Get there:* More > Administration > Global System Preferences >
3046 Circulation > :ref:`finescalendar <finescalendar-label>`
3048 - This will check the holiday calendar before charging fines
3052 .. _adding-events-label:
3055 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3057 Before adding events, choose the library you would like to apply the
3058 closings to. When adding events you will be asked if you would like to
3059 apply the event to one branch or all branches. To add events, simply
3061 - Click on the date on the calendar that you would like to apply the
3066 - In the form that appears above the calendar, enter the closing
3067 information (for more info on each option click the question mark [?]
3068 to the right of the option)
3070 - Library will be filled in automatically based on the library you
3071 chose from the pull down at the top of the page
3073 - The day information will also be filled in automatically based on
3074 the date you clicked on the calendar
3076 - In the description enter the reason the library is closed
3078 - Next you can choose if this event is a one time event or if it is
3081 - If this is a one day holiday choose 'Holiday only on this day'
3083 - If this is a weekly closing (like a weekend day) then you can
3084 choose 'Holiday repeated every same day of the week'
3086 - If this is an annual holiday closing choose 'Holiday repeated
3087 yearly on the same date'
3089 - If the library is going to be closed for the week or a range of
3090 time choose 'Holiday on a range' and enter a 'To Date' at the
3093 - If the library is going to be closed for a range of time each
3094 year (such as summer holidays for schools) choose 'Holiday
3095 repeated yearly on a range' and enter a 'To Date' at the top
3097 - Finally decide if this event should be applied to all libraries or
3098 just the one you have originally selected
3100 - If you'd rather enter all the holidays and then copy them all
3101 to another branch all at once you can use the copy menu below
3106 - After saving you will see the event listed in the summary to the
3111 .. _editing-events-label:
3114 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3118 - Click on the event on the calendar that you want to change (do this
3119 by clicking on the date on the calendar, not the event listed in the
3124 - From this form you can make edits to the holiday or delete the
3127 - All actions require that you click 'Save' before the change will
3130 - Clicking on repeatable events will offer slightly different options
3134 - In the form above you will note that there is now an option to
3135 'Generate an exception for this repeated holiday,' choosing this
3136 option will allow you to make it so that this date is not closed
3137 even though the library is usually closed on this date.
3139 - All actions require that you click 'Save' before the change
3142 .. _additional-help-label:
3145 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3147 When adding or editing events you can get additional help by clicking on
3148 the question mark next to various different options on the form
3152 .. _csv-profiles-label:
3155 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3157 - *Get there:* More > Tools > Additional tools > CSV profiles
3159 CSV profiles are created to define how you would like your cart or list
3162 .. _add-csv-profiles-label:
3165 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3167 To add a CSV profile
3169 - Click 'CSV profiles' from the Tools menu
3171 - The 'Profile type' determines what type of fields you plan to use
3172 (MARC or SQL) to define your profile
3174 - If you choose MARC then you will need to enter MARC fields
3178 - If you choose SQL then you will need to enter SQL database fields
3182 - The 'Profile name' will appear on the export pull down list when
3183 choosing 'Download' from your cart or list
3187 - The 'Profile description' is for your own benefit, but will also
3188 appear in the OPAC when patrons download content, so make sure
3189 it's clear to your patrons as well
3191 - The 'CSV separator' is the character used to separate values and
3196 The most common option here is comma because most spreadsheet
3197 applications know how to open files split by commas.
3199 - The 'Field separator' is the character used to separate duplicate
3202 - Example: You may have multiple 650 fields and this is the
3203 character that will appear in between each one in the column
3207 - The 'Subfield separator' is the character used to separate
3210 - Example: You may have multiple $a subfields in a field
3212 - The 'Encoding' field lets you define the encoding used when saving
3215 - Finally format your CSV file using the 'Profile MARC' or 'Profile
3218 - Define which fields or subfields you want to export, separated
3219 by pipes. Example : 200\|210$a\|301 for MARC and
3220 biblio.title\|biblio.author for SQL
3224 You can also use your own headers (instead of the ones from
3225 Koha) by prefixing the field number with an header,
3226 followed by the equal sign. Example : Personal
3227 name=100\|title=245$a\|300
3229 When you have entered in all of the information for you profile,
3230 simply click 'Submit' and you will be presented with a confirmation
3231 that your profile has been saved.
3235 .. _modify-csv-profiles-label:
3238 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3240 Once you have created at least one CSV profile an 'Edit profile' tab
3241 will appear next to the 'New profile' button.
3245 - Choose the profile you would like to edit and alter the necessary
3248 - After submitting your changes you will be presented with a
3249 confirmation message at the top of the screen
3253 - To delete a profile, check the 'Delete selected profile' option
3254 before clicking 'Submit Query'
3258 .. _using-csv-profiles-label:
3261 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3263 Your CSV Profiles will appear on the export list or cart menu under the
3264 'Download' button in both the staff client and the OPAC
3268 .. _log-viewer-label:
3271 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
3273 - *Get there:* More > Tools > Additional Tools > Log Viewer
3275 Actions within the Koha system are tracked in log files. Your :ref:`system
3276 preferences <logs-label>` can be changed to prevent the logging of
3277 different actions. These logs can be viewed using the Log Viewer Tool.
3281 Choosing different combinations of menu options will produce the log
3282 file for that query.
3284 A query for all logs related to the Circulation module produces a result
3290 ~~~~~~~~~~~~~~~~~~~~
3292 - *Get there:* More > Tools > Additional Tools > News
3294 Koha's news module allows librarians to post news to the OPAC, staff
3295 interface and circulation receipts.
3299 To add news to either the OPAC, the Staff Client or a Circulation
3306 - Under 'Display Location' choose whether to put the news on the
3307 OPAC, Slip (circulation receipt) or the Librarian (Staff)
3312 - Choose the library this news item will show for
3314 - Choose a title for your entry
3316 - Using the publication and expiration date fields you can control
3317 from which date and for how long your news item appears
3319 - Examples: (these assume today's date as 07-May-2015)
3321 - Publish on current date: set publication date as 07-May-2015
3323 - Schedule for publishing in future: set date later than
3326 - Backdate the news item: set date earlier than 07-May-2015
3328 - 'Appear in position' lets you decide what order your news items
3331 - The 'News' box allows for the use of HTML for formatting of your
3334 - After filling in all of the fields, click 'Submit'
3336 - News in the OPAC will appear above the
3337 :ref:`OpacMainUserBlock`
3341 - Below the news in the OPAC there will be an RSS icon allowing you
3342 to subscribe to library news
3346 - News in the Staff Client will appear on the far left of the screen
3350 - News on the circulation receipts will appear below the items that are
3355 - Depending on your choice for the
3356 :ref:`NewsAuthorDisplay` preference you will also
3357 see the person who created the news item (this uses the logged in
3360 .. _task-scheduler-label:
3363 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3365 - *Get there:* More > Tools > Additional Tools > Task Scheduler
3367 The task scheduler is a way to schedule reports to run whenever you
3370 To schedule a task, visit the Task Scheduler and fill in the form
3374 - Current Server Time shows the time on your server (schedule all of
3375 your reports to run based on that time - not on your local time)
3377 - Time should be entered as hh:mm (2 digit hour, 2 digit minute)
3379 - Date should be entered using the calendar pop up
3381 - From Report choose the report you want to schedule
3383 - Choose whether to receive the text of or a link to the results
3385 - In the Email filed enter the email of the person you want to receive
3388 Below the task scheduler form, there is a list of scheduled reports
3392 You can also schedule reports directly from the list of saved reports by
3393 clicking the 'Schedule' link
3397 .. _troubleshooting-label:
3400 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3402 Task scheduler will not work if the user the web server runs as doesn't
3403 have the permission to use it. To find out if the right user has the
3404 permissions necessary, check /etc/at.allow to see what users are in it.
3405 If you don't have that file, check etc/at.deny. If at.deny exists but is
3406 blank, then every user can use it. Talk to your system admin about
3407 adding the user to the right place to make the task scheduler work.
3409 .. _quote-of-the-day-(qotd)-editor-label:
3411 Quote of the Day (QOTD) Editor
3412 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3414 - *Get there:* More > Tools > Additional Tools > Edit quotes for QOTD
3417 This tool will allow you to add and edit quotes to show on the OPAC if
3418 you're using the Quote of the Day (QOTD) feature.
3420 To turn this feature on set the :ref:`QuoteOfTheDay`
3421 preference to 'Enable and add at least one quote via the Quote of the
3422 Day Editor. Once these steps are complete you will see your quotes above
3423 the :ref:`OpacMainUserBlock` in the OPAC:
3427 .. _add-a-quote-label:
3430 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
3434 - Click the 'Add quote' button in the toolbar and an empty quote entry
3435 will be added to the end of the current quote list.
3441 Both the 'Source' and the 'Text' fields must be filled in in
3442 order to save the new quote.
3446 - When finished filling in both fields, press the <Enter> key on your
3447 keyboard to save the new quote.
3449 - The list will update and the new quote should now be visible in the
3454 You may cancel the addition of a new quote any time prior to saving
3455 it simply by pressing the <Esc> key on your keyboard.
3457 .. _edit/delete-a-quote-label:
3460 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3462 Once the current quote pool has been loaded into the editing table, you
3463 may edit the quote source and text.
3465 - Edit either the 'Source' or 'Text' fields by clicking on the desired
3470 - When you are finished editing a field, press the <Enter> key on your
3471 keyboard to save the changes.
3473 The list will be updated, the edits saved, and visible.
3475 If you'd like you can also delete quote(s).
3477 - Select the quote(s) you desire to delete by clicking on the
3478 corresponding quote id.
3480 - Once quote selection is finished, simply click the 'Delete quote(s)'
3483 - You will be prompted to confirm the deletion.
3485 - After confirming the deletion, the list will update and the quote(s)
3486 will no longer appear.
3488 .. _import-quotes-label:
3491 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3493 If you'd like you can import a batch of quotes as a CSV file. Your file
3494 must contain two columns in the form: "source","text" with no header
3499 You will be prompted to confirm upload of files larger than 512KB.
3501 - To start the import process click the 'Import quotes' button at the
3506 - Once on the import quotes screen you can browse your computer for the
3507 file you would like to import
3511 - After selecting the CSV file, click the 'Open' button and the file
3512 will be uploaded into a temporary editing table.
3516 - From the listing you can edit either the 'Source' or 'Text' fields by
3517 clicking on the desired field. When you are finished editing a field,
3518 press the <Enter> key on your keyboard to save the changes.
3522 - You can also delete quotes from this listing before completing the
3525 - Select the quote(s) you desire to delete by clicking on the
3526 corresponding quote id.
3530 - Once quote selection is finished, simply click the 'Delete
3535 - You will be prompted to confirm the deletion.
3539 - After confirming the deletion, the list will update and the
3540 quote(s) will no longer appear.
3542 - Once you are satisfied with the quotes, click the 'Save quotes'
3543 button in the toolbar at the top and the quotes will be saved.
3550 ~~~~~~~~~~~~~~~~~~~~~~~~
3552 - *Get there:* More > Tools > Additional Tools > Upload
3554 This tool will allow you to upload files to your Koha system for
3555 selection from the :ref:`Cataloging form <attaching-files-to-records-label>`.
3557 .. _upload-files-label:
3560 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3562 When you first visit the Upload tool you might see a warning about
3567 Categories are defined in the :ref:`authorized value <authorized-values-label>`
3568 in the UPLOAD category. If you do not have upload categories then your
3569 files will be temporary and will be deleted the next time the server is
3570 rebooted. Once you have a value in the UPLOAD authorized value category
3571 you will see a Category pull down below the 'Browse' button.
3575 Browse your computer a file, choose a category and decide if the public
3576 will be able to download this file via the OPAC. Once your file is
3577 uploaded you will be presented with a confirmation.
3581 .. _search-files-label:
3584 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3586 All uploaded files are searchable from below the upload form. Using the
3587 form you can search any part of the filename and/or the Hashvalue.Search
3590 You will be presented with the results of your search.
3595 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3597 - *Get there:* More > Tools > Additional Tools > Access files
3599 This option allows access to files stored on the server from the staff interface.
3600 The directories where the files are stored need to be defined in the koha-conf.xml
3601 file. In order to be able to access the tool, a staff patron requires the superlibrarian
3602 or access_files patron permission