1 .. include:: images.rst
8 Tools in Koha all perform some sort of action. Often many of the items
9 listed under Tools in Koha are referred to as 'Reports' in other library
12 - *Get there:* More > Tools
14 .. _tools-patrons-and-circulation-label:
16 Patrons and circulation
17 ------------------------------------------
19 .. _patron-lists-label:
22 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
24 - *Get there:* More > Tools > Patrons and circulation > Patron lists
26 Patron lists are a way to store a group of patrons for easy modification
27 via the :ref:`batch patron modification tool <batch-patron-modification-label>` or
32 To create a new list of patrons click the 'New patron list' button
38 Checking the 'Shared' box will make this list visible to all users with
39 the :ref:`manage_patron_lists permission <granular-tools-permissions-label>`.
45 Each list has an 'Actions' menu with more list options.
49 To add patrons to the list click the 'Add patrons' link in the 'Actions'
54 Enter the patron's name or cardnumber in the search box and click on the
55 right result to add the patron.
57 Alternatively, you can click on the 'Enter multiple card numbers' link and
58 scan (or type in) barcodes in the box.
62 Once you have all of the patrons you would like to add you can click the
63 'Add patrons' button to save them to the list.
67 .. _Patron-clubs-label:
70 ~~~~~~~~~~~~~~~~~~~~~~~~
72 - *Get there:* More > Tools > Patrons and circulation > Patron clubs
74 Patron clubs create clubs in which patrons may be enrolled. It is
75 useful for tracking summer reading programs, book clubs and other such clubs.
79 Staff will need the :ref:`clubs permissions <granular-clubs-permissions-label>`
80 to edit clubs, templates and enroll patrons. To learn how to set patron
81 permissions, go to the :ref:`patron permissions section <setting-patron-permissions-label>`
84 Creating a new club template
85 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
87 Click on the 'New club template' button. Here you can add fields that can be
88 filled out at the time a new club is created based on the template, or a new
89 enrollment is created for a given club based on the template.
93 The name is required. This could be something like 'Adult book club', 'Children’s
94 book club' or 'Summer reading program'. Remember these templates will be starting
95 point for each club you create.
97 The description can be any additional information.
99 Allow public enrollment: if this box is checked it will allow patrons to enroll
100 in a club based on this template from the OPAC.
102 Require valid email address: if this box is checked only patrons
103 with a valid email address can enroll. So they will need a email address
106 The library drop down gives you the flexibility to let staff from specific
107 branches create clubs with this template. If you let it set to blank, staff
108 from any branch will be able to create a new club using this template.
110 Club fields: these fields will be used when creating a club based on this
111 template. For example, this can be the name of the club, the name of the animator, the theme, etc.
115 'Name' is the label of the field
117 'Description' is additional information about this field.
119 You can connect authorized values here.
121 Enrollment fields: you can add any additional fields you want to have filled
122 out by your patrons when they enroll in a club base on this template.
126 'Name' is the label of the field
128 'Description' is additional information about this field.
130 You can connect authorized values here.
132 Creating a new club based on a template
133 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
135 Click on the 'New club' dropdown menu and select the template you want to use.
136 Here you can add information about a new club using a template you created.
140 The name is required, this will be the name of the specific club using the
141 template you created. For example, 'Summer 2018 reading club'.
143 The description can be any additional information.
145 Start and End date will depict when this club runs, the entire duration
146 of the club. Once the club expires, enrollment will not be possible.
148 The library drop down gives you the flexibility to enroll patrons from specific
149 branches. If you let it set to blank, patrons from any branch will be able to enroll.
151 Enrolling a patron in a club from the staff client
152 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
154 To enroll a patron in a club from the staff client, go to the patron's account.
156 On the 'Details' page or the 'Check out' page, click on the 'Clubs' tab. All
157 ongoing clubs will be displayed in this tab.
161 Click on the 'Enroll' button and fill in the fields.
163 You can also cancel enrollment by clicking on the cancel enrollment.
165 Enrolling a patron in a club from the OPAC
166 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
168 If you allow public enrollment, the club will be visible on the OPAC.
170 Patrons have to sign into their account. In the 'Your summary' section, they
171 will be able to click on the 'Clubs' tab and enroll.
176 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
178 You can monitor the enrollments in each club by going to the 'Patron clubs' tool page
179 and choosing 'Enrollment' from the 'Actions' button.
186 ~~~~~~~~~~~~~~~~~~~~~~~~
188 - *Get there:* More > Tools > Patrons and circulation > Comments
190 All comments added by patrons via the OPAC to bibliographic records
191 require moderation by the librarians. If there are comments awaiting
192 moderation they will be listed on the main page of the staff client
193 below the module list:
197 and next to the Comments tool on the Tools page
201 To moderate comments click on the notification on the main dashboard or
202 go directly to the Comments tool and click 'Approve' or 'Delete' to the
203 right of the comments awaiting moderation.
207 If there are no comments to moderate you will see a message saying just
212 You can also review and unapprove comments you have approved in the past
213 by choosing the 'Approved comments' tab
217 .. _patron-import-label:
220 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
222 - *Get there:* More > Tools > Patrons and circulation > Import patrons
224 The patron import tool can be used at any time to add patrons in bulk.
225 It is commonly used in universities and schools when a new batch of
228 .. _creating-patron-file-label:
230 Creating a patron import file
231 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
233 You can download a blank CSV file with a header from the start page
234 of the patron import tool that you can use as a template for your
235 patron import. The header contains all fields that can be used with
236 the patron import tool. You can delete fields and columns you don't need
237 with the exception of a few mandatory ones.
241 cardnumber, surname, and all fields you have
242 defined in the :ref:`BorrowerMandatoryField`
243 preference are required and must match valid entries in your
248 The 'password' should be stored in plaintext, and will be converted
251 If your passwords are already encrypted, talk to your systems
252 administrator about options
256 Date formats should match your :ref:`system preference <dateformat-label>`,
257 and must be zero-padded, e.g. '01/02/2008'. Alternatively you can supply
258 dates in ISO format (e.g. '2008-12-01').
262 If your data contains special characters or diacritics, make sure your file
263 is encoded in UTF-8. Otherwise, the special characters will not be imported
268 If loading :ref:`patron attributes <patron-attribute-types-label>`, the
269 'patron\_attributes' field should contain a comma-separated list of
270 attribute types and values.
272 - The attribute type code and a colon should precede each value.
274 - For example: "INSTID:12345,BASEBALL:Cubs"
276 - This field must be wrapped in quotes if multiple values are
279 - Since values can contain spaces, additional doubled-quotes may
282 - "INSTID:12345,BASEBALL:Cubs,""BASEBALL:White Sox""
286 It's possible to set restrictions using the patron import
287 tool. If the expiration date and comment match an existing restriction,
288 the one in the import file will be skipped. So a patron import can be
289 repeated multiple times without creating duplicate restrictions.
290 But if one of the criteria is different, a new restriction will be added.
292 .. _importing-patrons-label:
295 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
297 Once you have created your file, you can use the patron import tool to
298 bring the data into Koha.
300 - Choose your CSV file
304 - Choose to match on 'cardnumber' or 'username' to prevent adding of
305 duplicate card numbers to the system. Additional matchpoints can be
306 set up using patron attributes marked as unique.
310 - Next you can choose default values to apply to all patrons you are
313 - For example, if you're importing patrons specific to one branch you can use
314 the field on the import form to apply the branch code to all those
317 - Finally, you need to decide on what data you want to replace if there
320 - A matching record is found using the field you chose for matching
321 criteria to prevent duplication
325 - When using patron attributes in your installation, you can choose how
326 they are handled on import. You can either decide to always overlay all
327 patron attributes or you choose to only replace patron attributes
328 included in your import file. This will leave other attributes
333 .. _notices-and-slips-label:
336 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
338 - *Get there:* More > Tools > Patrons and circulation > Notices & slips
340 All notices and circulation receipts (or slips) generated by Koha can be
341 customized using the Notices & slips tool. The system comes with several
342 predefined templates that will appear when you first visit this tool.
346 Each notice can be edited, but only a few can be deleted, this is to
347 prevent system errors should a message try to send without a template.
348 Each notice and slip can be edited on a per library basis, by default
349 you will see the notices for all libraries.
351 If you have a style you'd like applied to all slips you can point the
352 :ref:`SlipCSS` preference to a stylesheet. The same is true for
353 notices, using the :ref:`NoticeCSS` preference to define a
356 You will also want to review the `Customising notices and slips
357 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
358 wiki page for more information on formatting these notices.
360 .. _adding-notices-and-slips-label:
362 Adding notices and slips
363 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
365 To add a new notice or slip
371 - Choose which library this notice or slip is for
375 Not all notices can be branch specific for more information
376 review the `Customising notices and slips <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
379 - Choose the module this notice is related to
381 - The Code is limited to 20 characters
383 - Use the name field to expand on your Code
387 With overdue notices, be sure to put your branch name in the
388 description as well so that it will be visible when setting up
389 your :ref:`triggers <overdue-notice/status-triggers-label>`.
391 - Next you can customize the notice for every possible delivery method
393 - Every notice should have an Email template set for it
397 - If you're using the
398 :ref:`TalkingTechItivaPhoneNotification`
399 service you can set up a Phone notification
403 - If you plan on printing this notice you can set the Print template
408 - If you have enabled SMS notices with the
409 :ref:`SMSSendDriver` preference you can set the text
410 for your SMS notices next
414 - Each notice offers you the same options
416 - If you plan on writing the notice or slip in HTML check the 'HTML
417 message' box, otherwise the content will be generated as plain
420 - Message subject is what will appear in the subject line of the
423 - In the message body feel free to type whatever message you feel is
424 best, use the fields on the left hand side to enter individualized
425 data from the from database.
429 Review the `Customising notices and slips <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
430 wiki page for more information.
434 Overdue notices can use <<items.content>> tags by
435 themselves, or use <item></item> to span all of the tags.
436 Learn more about the :ref:`Overdue notice
437 markup <overdue-notice-markup-label>`
439 - On overdue notices make sure to use <<items.content>>
440 tags to print out the data related to all items that are
443 - The other option, only for overdue notices, is to use
444 the <item></item> tags to span the line so that it will
445 print out multiple lines. One example for the
446 <item></item> tag option is:
448 <item>"<<biblio.title>>" by <<biblio.author>>,
449 <<items.itemcallnumber>>, Barcode: <<items.barcode>> ,
450 Checkout date: <<issues.issuedate>>, Due date:
451 <<issues.date\_due>> Fine: <<items.fine>> Due date:
452 <<issues.date\_due>> </item>
456 Only the overdue notices take advantage of the
457 <item></item> tags, all other notices referencing items
458 need to use <<items.content>>
462 To add today's date you can use the <<today>> syntax
466 If you don't want to print the patron's full name on your
467 slips or notice you can enter data in the Other name or
468 Initials field for each patron and use that value instead.
470 - The system preference :ref:`TranslateNotices` will add tabs for each
471 installed language to the notices editor. The notice defined in the
472 'Default' tab will be used if there is no preferred language set
477 .. _preview-notice-templates-label:
479 Preview notice templates
480 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
482 For some notices it is possible to preview the notice template showing how
483 it would look to a specified patron for a particular item or record.
485 If a notice template is previewable the notice template header will contain a
486 field to enter preview data
490 Fill in the necessary information for the template then click the Preview button
491 below the message body. The preview dialog will indicate if there are any problems
492 generating the notice template preview.
494 .. _overdue-notice-markup-label:
496 Overdue notice markup
497 '''''''''''''''''''''''''''''''''''''''''
499 When creating your overdue notices there are two tags in addition to the
500 various database fields that you can use in your notices. You will also
501 want to review the `Customising notices and slips
502 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
503 wiki page for information on formatting item information in these notices.
507 These new tags only work on the overdue notices, not other
508 circulation related notices at this time.
510 These tags are <item> and </item> which should enclose all fields from
511 the biblio, biblioitems, and items tables.
513 An example of using these tags in a notice template might be like:
517 The following item(s) is/are currently overdue:
519 <item>"<<biblio.title>>" by <<biblio.author>>, <<items.itemcallnumber>>, Barcode: <<items.barcode>> Fine: <<items.fine>></item>
521 Which, assuming two items were overdue, would result in a notice like:
525 The following item(s) is/are currently overdue:
527 "A Short History of Western Civilization" by Harrison, John B, 909.09821 H2451, Barcode: 08030003 Fine: 3.50
528 "History of Western Civilization" by Hayes, Carlton Joseph Huntley, 909.09821 H3261 v.1, Barcode: 08030004 Fine: 3.50
530 .. _existing-notices-and-slips-label:
532 Existing notices and slips
533 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
535 Among the default notices are notices for several common actions within
536 Koha. All of these notices can be customized by altering their text via
537 the Notices & slips tool and their style using the
538 :ref:`NoticeCSS` preference to define a stylesheet. You will
539 also want to review the `Customising notices and slips
540 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
541 wiki page for information on formatting item
542 information in these notices. Here are some of what those notices do:
546 - This notice is sent when a patron's suggestion is accepted.
548 - *Note:* If you don't want to send this notice, just delete it.
552 - This notice is sent for each payment transaction in a patron's
553 account if the :ref:`UseEmailReceipts` system preference is set
558 - This notice is sent for each writeoff transaction in a patron's
559 account if the :ref:`UseEmailReceipts` system preference is set
564 - Sent to patrons when their account is set up if the
565 :ref:`AutoEmailOPACUser` preference is set to
568 - *Important:* The notice will only be sent correctly if a username,
569 password and email address is added to the patron record before
570 saving it for the first time.
571 The notice can't be resend or triggered again after the patron account
574 - ACQCLAIM (Acquisition claim)
576 - Used for claiming orders in the aquisitions module
578 - ACQCLAIM is the code of the sample notice, but it's possible to define
579 several notices choosing any code. Only the module 'Claim
580 aquisition' will be taken into account. All notices with this module
581 will appear in the pull down on the late orders page.
583 - *Get there:* More > Acquisitions > Late orders
585 - This notice is sent if several criteria are met:
587 #. The staff patron triggering the email has a valid email address.
589 #. The vendor contact marked as 'Contact about late orders?' has
590 a valid email address.
592 - ACQORDER (Acquisition order)
594 - Used in the acquisitions module to send order information to the vendor
596 - The notice is triggered manually from the basket summary page using
597 the 'Email order' button in the toolbar.
599 - This notice is sent if several criteria are met:
601 #. The staff patron triggering the email has a valid email address.
603 #. The vendor contact marked as 'Primary acquisitions contact' and
604 'Contact when ordering' has a valid email address.
606 - ACQ_NOTIF_ON_RECEIV
608 - Used in the acquisition module to inform patrons on receiving orders
609 they have been added to.
613 - This notice is sent to the patron when an article request is cancelled
618 - This notice is sent to the patron when an article request is marked
619 as completed by staff.
623 - This notice is sent to the patron when an article request has been
624 made in order to confirm the request.
628 - This notice is sent to the patron when an article request is marked
629 as being processed by staff.
633 - This notice is sent to the patron who made a suggestion, when the
634 order created from the suggestion is received.
636 - *Note:* If you don't want to send this notice, just delete it.
640 - This notice is sent as the 'Check in' notice for all items that
643 - This notice is used if two criteria are met:
646 :ref:`EnhancedMessagingPreferences`
649 2. The patron has requested to receive this notice
651 - *Get there:*\ OPAC > Login > your messaging
653 - *Get there:*\ Staff client > Patron record >
658 - This notice is sent as the 'Check out' notice for all items that
661 - This notice is used if two criteria are met:
664 :ref:`EnhancedMessagingPreferences`
667 2. The patron has requested to receive this notice
669 - *Get there:*\ OPAC > Login > your messaging
671 - *Get there:*\ Staff client > Patron record >
676 - This notice is used to generate a PDF to document a successful
679 - The PDF can either be downloaded by the patron from their patron
680 account or from the staff interface when discharging a patron
682 - The discharge feature is controlled by the :ref:`useDischarge`
687 - This notice is sent as the 'Item due' for an item is due
689 - This notice is used if two criteria are met:
692 :ref:`EnhancedMessagingPreferences`
695 2. The patron has requested to receive this notice
697 - *Get there:*\ OPAC > Login > your messaging
699 - *Get there:*\ Staff client > Patron record >
704 - This notice is sent as the 'Item due' for all items that are due
706 - This notice is used if two criteria are met:
709 :ref:`EnhancedMessagingPreferences`
712 2. The patron has requested to receive this notice as a digest
714 - *Get there:*\ OPAC > Login > your messaging
716 - *Get there:*\ Staff client > Patron record >
719 - HOLD (Hold available for pickup)
721 - This notice is used if two criteria are met:
724 :ref:`EnhancedMessagingPreferences`
727 2. The patron has requested to receive this notice
729 - *Get there:*\ OPAC > Login > your messaging
731 - *Get there:*\ Staff client > Patron record >
734 - When this notice references the branches table it is referring to
735 the pickup branch information.
737 - HOLDPLACED (a notice to the library staff that a hold has been
740 - This notice requires the
741 :ref:`emailLibrarianWhenHoldIsPlaced`
742 system preference to be set to 'Enable'
744 - When this notice references the branches table it is referring to
745 the pickup branch information.
749 - This notice can be sent to patrons to warn them that their cards
752 - Requires that you have the
753 :ref:`MembershipExpiryDaysNotice` set
754 and the :ref:`related cron job <cron-notify-patrons-of-expiration-label>` set.
756 - ODUE (Overdue notice)
758 - This notice is used to send overdue notices to patrons
760 - ODUE is the code of the sample notice, but it's possible to use
761 any code and define multiple different messages for different
762 patron categories and notice levels
764 - Requires that you set :ref:`Overdue notice/status
765 triggers <overdue-notice/status-triggers-label>`
769 - This notice is sent to the patron who made a suggestion, when the
770 'from a suggestion' option is used to create an order from it.
772 - Note: If you don't want to send this notice, just delete it.
776 - This notice is sent when a patron requests a new password from the
777 OPAC in order to validate the email address.
779 - The password reset feature is controlled by the :ref:`OpacResetPassword`
784 - This notice is sent as the 'Advanced notice' for an item is due
786 - This notice is used if two criteria are met:
789 :ref:`EnhancedMessagingPreferences`
792 2. The patron has requested to receive this notice
794 - *Get there:*\ OPAC > Login > your messaging
796 - *Get there:*\ Staff client > Patron record >
801 - This notice is sent as the 'Advanced notice' for all items that
804 - This notice is used if two criteria are met:
807 :ref:`EnhancedMessagingPreferences`
810 2. The patron has requested to receive this notice as a digest
812 - *Get there:*\ OPAC > Login > your messaging
814 - *Get there:*\ Staff client > Patron record >
819 - This notice is sent when a patron's suggestion is rejected.
821 - Note: If you don't want to send this notice, just delete it.
825 - This notice is sent as the 'Check out' notice for all items that
828 - This notice is used if three criteria are met:
831 :ref:`EnhancedMessagingPreferences`
834 2. The :ref:`RenewalSendNotice` preference is
837 3. The patron has requested to receive the checkout notice
839 - *Get there:*\ OPAC > Login > your messaging
841 - *Get there:*\ Staff client > Patron record >
844 - SERIAL_ALERT (New serial issue)
846 - Notice used in the serials module to notify patrons/staff
847 of new issues of a serial. SERIAL_ALERT (RLIST in older verisons)
848 is provided as a sample notice, but the notice code can be chosen
849 freely as only the module is taken into account. Multiple notices
852 - *Get there:* More > Serials > :ref:`New
853 subscription <add-a-subscription-label>`
855 - You have the option to select the notice used to inform the patron
856 about a received serial issue for a subscription. Choose from the
857 'Patron notification' drop down.
859 - If a notice has been selected for a subscription, patrons can
860 subscribe to the email notification from the subscription tab
861 in the detail view in the OPAC.
865 Notice also that if you'd like to notify patrons of new serial
866 issues, you can click on 'define a notice' which will take you
867 to the 'Notices' tool
871 - Used to notify a patron when another patron has accepted their
874 - Requires that you set
875 :ref:`OpacAllowSharingPrivateLists`
880 - Used to notify a patron that another patron would like to share a
883 - Requires that you set
884 :ref:`OpacAllowSharingPrivateLists`
889 - Used to notify a staff member if a purchase suggestion has been
890 moved to the fund they manage
893 :ref:`notice\_unprocessed\_suggestions <cron-email-suggestions-to-process-label>` cron job
895 There are also a set of predefined slips (or receipts) listed on this
896 page. All of these slips can be customized by altering their text via
897 the Notices & slips tool and their style using the
898 :ref:`SlipCSS` preference to define a stylesheet. Here is what
899 those slips are used for:
903 - Used to print a slip for an article request
905 - The slip or receipt can be printed manually when managing article
906 requests from the staff interface.
908 - *Get there:* Circulation > Article requests > Actions > Print slip
912 - Used to print the quick slip in circulation
914 - The quick slip only includes items that were checked out today
918 - Used to print a full slip in circulation
920 - The slip or receipt will show items checked out today as well as
921 items that are still checked out
925 - Used to print a holds slip
927 - The holds slip is generated when a hold is confirmed and set to
932 - Used to print an overdues slip
934 - The overdues slip can be generated manually using the 'print' menu
935 in the patron account in staff. It will show all items overdue.
939 - Used to print a transfer slip
941 - The transfer slip is printed when you confirm a transfer from one
942 branch to another in your system
944 .. _overdue-notice/status-triggers-label:
946 Overdue notice/status triggers
947 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
949 - *Get there:* More > Tools > Patrons and circulation > Overdue
950 notice/status triggers
952 In order to send the overdue notices that you defined using the
953 :ref:`Notices & slips <notices-and-slips-label>` tool, you need to first set the triggers to have
958 In order to have overdue notices sent to your patrons, you need to
959 :ref:`set that patron category <adding-a-patron-category-label>` to require overdue
964 Depending on the value of your
965 :ref:`OverdueNoticeCalendar` preference the
966 delay may or may not include days the library is closed based on the
967 :ref:`holiday calendar <calendar-label>`.
969 The Overdue notice/status triggers tool gives the librarian the power to
970 send up to three notices to each patron type notifying them of overdue
975 - Delay is the number of days after an issue is due before an action is
980 If you want Koha to trigger an action (send a letter or
981 restrict member), a delay value is required.
983 - To send additional notices, click on the tabs for 'Second' and
986 - If you would like to prevent a patron from checking items out because
987 of their overdue items, check the 'Restrict' box, this will put a
988 notice on the patron's record at checkout informing the librarian
989 that the patron cannot check out due to overdue items.
991 - If you choose to restrict a patron in this way you can also have
992 Koha automatically remove that restriction with the
993 :ref:`AutoRemoveOverduesRestrictions`
996 - Next you can choose the delivery method for the overdue notice. You
997 can choose from Email, Phone (if you are using the :ref:`iTiva Talking
998 Tech service <talkingtechitivaphonenotification-label>`), Print and SMS
999 (if you have set your :ref:`SMSSendDriver`).
1001 .. _patron-card-creator-label:
1004 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1006 - *Get there:* More > Tools > Patron card creator
1008 The patron card creator allow you to use layouts and templates which you
1009 design to print your custom patron cards on your printer. Here are some
1010 of the features of the patron card creator module:
1012 - Customize patron card layouts with text retrieved from the Koha
1015 - Design custom card templates for printed patron cards (to match the
1018 - Build and manage batches of patron cards to print
1020 - Export (as PDF) single or multiple batches to print
1022 - Export (as PDF) single or multiple patron cards from within a batch
1024 .. _patron-card-layouts-label:
1027 ^^^^^^^^^^^^^^^^^^^^^^^^^^
1029 - *Get there:* More > Tools > Patron card creator > Manage > Layouts
1031 A layout defines the text and images that will be printed on to the card
1032 and where it will appear.
1036 Up to three lines of text, the patron's number in barcode
1037 representation and up to two images can be printed on to the card.
1039 .. _patron-add-a-layout-label:
1042 '''''''''''''''''''''''''''''''''
1044 If you have no layouts defined, you will add a new layout by clicking
1045 the 'New' button and choosing 'Layout'.
1049 You may also choose to press 'Manage layout' on the left side. Here you
1050 are offered a list of available layouts you can select for editing. But
1051 at the top of the page there is still the 'New layout' button.
1055 - The name you assign to the layout is for your benefit, name it
1056 something that will be easy to identify at a later date
1058 - The Units pull down is used to define what measurement scale you're
1059 going to be using for your layout.
1065 A Postscript Point is 1/72", an Adobe Agate is 1/64", an Inch
1066 is 25.4 SI Millimeters
1068 - Next, note if this layout is for the front or the back of the patron
1073 You will need a layout for both the front and back of your
1074 card if you have 2-sided library cards, this option doesn't
1075 allow you to print two sided cards, just lets you track which
1076 side of the card you're designing.
1078 - You have the option of adding up to 3 lines of text to your card.
1079 Your text can be static text of your choosing and/or fields from the
1080 patron record. If you want to print fields from the patron record you
1081 want to put the field names in brackets like so - <firstname>
1085 A full list of field names can be found in the database schema
1086 at http://schema.koha-community.org
1088 - For each line of text, you can choose your font, font size and the
1089 location of the text on the card using the lower X and Y coordinates
1091 - In order to show the barcode and the patron card number you will need
1092 to check the 'Print card number as barcode' option. This will turn
1093 the patron card number into a barcode. If you want the number to
1094 print in human readable format you will need to check the 'Print card
1095 number as text under barcode' option.
1097 - Finally you can choose up to two images to print on the card.
1099 - One can be the :ref:`patron image <upload-patron-images-label>` which you
1100 can resize to meet your needs.
1102 - The other image can be something like a library logo or symbol
1103 that you uploaded using the ':ref:`manage
1104 images <manage-images-label>`' module of the patron card creator
1109 It is the designers responsibility to define textlines, barcode and
1110 images such that overlap is avoided.
1112 After saving, your layouts will appear on the 'Manage layouts' page.
1116 .. _patron-templates-label:
1119 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1121 - *Get there:* More > Tools > Patron card creator > Manage > Card
1124 A template describes the arrangement of labels on the label sheet/card
1125 stock you are using. This might be Avery 5160 for address labels,
1126 Gaylord 47-284 for spine labels or Avery 28371 for your patron cards,
1127 just to give a couple of examples. All of the information you will need
1128 for setting up a template may be on the packaging, and if not it can
1129 usually be found on the vendor's website or can be measured from a
1132 .. _patron-add-a-template-label:
1135 '''''''''''''''''''''''''''''''''''''
1137 To add a new template click on the 'New template' button at the top of
1138 your page which brings you to the Edit template form immediately. You
1139 may also choose to press 'Manage templates' on the left side. Here you
1140 are offered a list of available templates you can select for editing.
1141 But in the top of the page there is still the 'New template' button.
1145 Using the form that appears after pressing either 'Edit' or 'New
1146 template' you can define the template for your sheet of labels or cards.
1150 - Template ID is simply a system generated unique id
1152 - Template code should be the name of this template to identify it on a
1155 - You can use the template description to add additional information
1158 - The Units pull down is used to define what measurement scale you're
1159 going to be using for the template.
1165 A Postscript Point is 1/72", an Adobe Agate is 1/64", an Inch
1166 is 25.4 SI Millimeters
1168 - The measurements (page height, page width, card width, card height)
1169 may be on the packaging, and if not it can usually be found on the
1170 vendor's website or can be measured from a sample sheet.
1172 - A profile is a set of "adjustments" applied to a given template just
1173 prior to printing which compensates for anomalies unique and peculiar
1174 to a given printer (to which the profile is assigned).
1176 - Before defining a profile try printing some sample cards so that
1177 you can take measurements to define a profile to perform the right
1178 adjustments for your printer/template combination.
1180 - After finding and documenting any anomalies in the printed
1181 document, then you can :ref:`create a profile <patron-add-a-profile-label>` and
1182 assign it to the template.
1186 Do not specify a profile unless needed, i.e. do not click to
1187 define a printer profile. It is not possible to remove a
1188 profile from a template but you can switch to another profile.
1192 If you are using different printers you may be required to
1193 define several templates that are identical only different
1194 profiles are specified.
1196 After saving, your templates will appear on the 'Manage templates' page.
1200 .. _patron-profiles-label:
1203 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1205 - *Get there:* More > Tools > Patron card creator > Manage > Profiles
1207 A profile is a set of "adjustments" applied to a given
1208 :ref:`template <patron-templates-label>` just prior to printing which compensates
1209 for anomalies unique and peculiar to a given printer. This means if you
1210 set a template up and then print a sample set of data and find that the
1211 items are not all aligned the same on each card, you need to set up a
1212 profile for each printer (or even different tray selections on the same
1213 printer) to make up for the differences in printing styles, such as the
1214 shifting of text to the left, right, top or bottom.
1216 If your cards are printing just the way you want, you will not need a
1219 .. _patron-add-a-profile-label:
1222 '''''''''''''''''''''''''''''''''''
1224 To add a new profile, you want to click on the 'Profiles' button at the
1225 top of your page and choose 'New profile'
1229 To add a new profile, you want to click on the 'New profile' button at
1230 the top of your page. Using the form that appears you can define the
1231 values to correct the card misalignments on your label sheet. You may
1232 also choose 'Manage profiles' on the left side and select one of the
1233 currently available profiles for editing.
1237 - The Printer name and Paper bin do not have to match your printer
1238 exactly, they are for your reference so you can remember what printer
1239 you have set the profile for.
1243 For example: if you want to use the Printer model number in
1244 printer name you can, or you can call it 'the printer on my
1247 - Template will be filled in once you have chosen which template to
1248 apply the profile to on the :ref:`template edit form <patron-add-a-template-label>`
1250 - The Units pull down is used to define what measurement scale you're
1251 going to be using for your profile.
1257 A Postscript Point is 1/72", an Adobe Agate is 1/64", an Inch
1258 is 25.4 SI Millimeters
1260 - Offset should be used when the entire image is off center either
1261 vertically or horizontally. Creep describes a condition where the
1262 distance between the labels changes across the page or up and down
1265 - For offset and creep values, negative numbers move the printed
1266 information up and to the left on the printed sheet and positive
1267 numbers move down and to the right
1269 - Example: the text is printed 0 .25" from the left edge of the
1270 first label, 0 .28" from the left edge of the second label and 0
1271 .31" from the left edge of the third label. This means the
1272 horizontal creep should be set to (minus) -0.03 " to make up for
1275 After saving, your profiles will appear on the 'Manage printer profiles'
1280 Once you have saved your new profile, you can return to the list of
1281 templates and choose to edit the template that this profile is for.
1283 .. _patron-batches-label:
1286 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1288 - *Get there:* More > Tools > Patron card creator > Manage > Card
1291 A batch is a collection of patrons for whom you want to generate cards.
1293 .. _patron-add-a-batch-label:
1296 '''''''''''''''''''''''''''''''
1298 To add a new batch, you want to click on the 'New batches' button at the
1299 top of your page. Choosing the menu item 'Manage batches' on the left a
1300 list of already defined batches is displayed. In this display you can
1301 either select a batch for editing or add a new batch.
1305 For a new batch a message pops up and directs you to select patrons to
1306 be processed in this batch.
1310 After choosing the 'Add patron(s)' button the Patron Search window pops
1315 From here you can search for patrons to add to your batch by any part of
1316 their name, their category and/or library. Entering \* in the search box
1317 will display all the patrons.
1321 From the results you can add patrons to the batch by clicking the 'Add'
1322 button. After adding patrons from the results you can start over and
1323 perform another search or click 'Close' at the bottom of the screen to
1324 indicate that you are done. You will then be presented with your
1328 If you are satisfied with your batch you can proceed to export. If you
1329 want to correct or even delete that batch the buttons to do so can be
1330 found at the top of your screen. You can always come back here through
1331 the 'Manage > Card batches' button.
1333 If you would like to export all patron cards you can click 'Export card
1334 batch' otherwise you can choose specific patrons to print cards for by
1335 checking the box to the right of their names and then choose 'Export
1336 selected card(s)' at the top.
1338 The export menu will ask you to choose a template, a layout and starting
1339 position (where on the sheet should printing begin).
1343 For the starting position if the first 6 labels have already been
1344 used on your sheet you can start printing on label in position 7 on
1345 the sheet. The labels are numbered left to right from top to bottom.
1349 Once you click 'Export' you will be presented with a PDF of your labels
1354 When you open the PDF you will see the cards for printing
1358 The above image shows a layout that is made up of two textlines. The
1359 first one is just plain text, the second one is composed of the
1360 <firstname> <surname> fields. A patron image is printed (if available)
1361 and the barcode of patrons number is displayed in code 39. All this is
1362 printed on a template with three columns and 8 rows using position 1-3
1363 here. When printing this PDF please take care that your printer doesn't
1364 rescale the PDF (e.g do not fit to paper size) otherwise the printer
1365 will not be able to print to the right place per your templates.
1367 .. _manage-images-label:
1370 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1372 - *Get there:* More > Tools > Patron card creator > Manage > Images
1374 Images uploaded using this tool will appear on the menu when creating
1375 :ref:`patron card layouts <patron-card-layouts-label>`. You are limited in how many
1376 images you can upload (not counting patron images) by the
1377 :ref:`ImageLimit` system preference.
1381 Images must be under 500k in size.
1385 Pictures uploaded with this tool should be at least 300dpi which is
1386 the minimum quality for a printable image.
1388 In the center of the screen is a simple upload form, simply browse for
1389 the file on your computer and give it a name you'll recognize later.
1393 Once the file is uploaded you will be presented with a confirmation
1398 And the image will be listed with all of your others on the right hand
1403 To delete one or multiple of these images, click the checkbox to the
1404 right of each image you want to delete and click the 'Delete' button.
1406 .. _patrons-anonymize-bulk-delete-label:
1408 Batch patron deletion/anonymization
1409 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1411 - *Get there:* More > Tools > Patrons and circulation > Batch patron
1412 deletion/anonymization
1414 This tool allows you to bulk anonymize circulation histories (this means
1415 that you keep records of how many times items were checked out - but not
1416 the patrons who checked the items out) or bulk delete patrons (remove
1417 them from the system completely).
1421 Patrons with outstanding fines or items checked out are not saved.
1422 They are not completely removed from the system (they are only moved
1423 to the delete\_borrowers table), but this tool does not provide as
1424 many checks as one may desire.
1428 Before using this tool it is recommended that you backup your
1429 database. Changes made here are permanent.
1433 The anonymization will fail quietly if
1434 :ref:`AnonymousPatron` preference does not contain a
1439 To either delete or anonymize patrons
1441 - Check the 'Verify' box on the task you would like to complete (delete
1444 - Enter a date before which you want to alter the data
1446 - If deleting patrons you can also choose to find patrons who
1448 - have not borrowed since a specific date
1450 - have accounts that will expire before a specific date
1452 - are in a specific :ref:`patron category <patron-categories-label>`
1454 - are in a :ref:`patron list <patron-lists-label>`
1458 - A confirmation will appear asking if you're sure this is what you
1463 - Clicking 'Finish' will delete or anonymize your data
1467 .. _batch-patron-modification-label:
1469 Batch patron modification
1470 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1472 - *Get there:* More > Tools > Patrons and circulation > Batch patron
1475 With this tool you can make edits to a batch of patron records. Simply
1476 load in a file of cardnumbers (one per line), choose from a :ref:`list of
1477 patrons <patron-lists-label>` or scan patron card numbers in to the box
1482 Once you have the file loaded or the barcodes scanned click 'Continue.'
1483 You will be presented with a list of the patrons and the changes you can
1488 To the left of each text box there is a checkbox. Clicking that checkbox
1489 will clear our the field values.
1493 If the field is mandatory you will not be able to clear the value in
1496 If you have multiple patron attributes you can change them all by using
1497 the plus (+) sign to the right of the text box. This will allow you to
1498 add another attribute value.
1502 Once you have made the changes you want, you can click 'Save' and Koha
1503 will present you with the changed patron records.
1505 .. _tag-moderation-label:
1508 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1510 - *Get there:* More > Tools > Patrons and circulation > Tags
1512 Depending on your :ref:`tagging system preferences <tagging-label>`,
1513 librarians may need to approve tags before they are published on the
1514 OPAC. This is done via the tag moderation tool. If there are tags
1515 awaiting moderation they will be listed on the main staff dashboard
1516 under the module labels:
1520 To moderate the tags visit the Tags tool. When first visiting the tool,
1521 you will be presented with a list of tags that are pending approval or
1522 rejection by a librarian
1526 - To see all of the titles this tag was added to simply click on the
1531 - From this list of titles you can remove a tag without outright
1532 rejecting it from being used in the future by clicking the 'Remove
1533 tag' button to the right of the title.
1535 - To approve a tag, you can either click the 'Approve' button in line
1536 with the term, or check all terms you want to approve and click
1537 'Approve' below the table.
1539 - To reject a tag, you can either click the 'Reject' button in line
1540 with the term, or check all terms you want to reject and click
1541 'Reject' below the table.
1543 Once a tag has been approved or rejected it will be moved to the
1544 appropriate list of tags. A summary of all tags will appear on the right
1549 Even though a tag is approved or rejected, it can still be moved to
1550 another list. When viewing approved tags each tag has the option to
1555 To check terms against the approved and rejected lists (and possibly
1556 against :ref:`the dictionary <tagsexternaldictionary-label>` you have assigned
1557 for tag moderation) simply enter the term into the search box on the
1558 bottom right of the screen to see the status of the term
1562 Finally you can find tags by using the filters on the left.
1566 .. _upload-patron-images-label:
1568 Upload patron images
1569 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1571 - *Get there:* More > Tools > Patrons and circulation > Upload patron
1574 Patron images can be uploaded in bulk if you are :ref:`allowing patron
1575 images <patronimages-label>` to be attached to patron records. These images
1576 can also be used when creating :ref:`patron cards <patron-card-creator-label>`.
1578 - Create a txt file and title it "DATALINK.TXT" or "IDLINK.TXT"
1580 - On each line in the text file enter the patron's card number followed
1581 by comma (or tab) and then the image file name
1585 - Make sure that your TXT file is a plain text document, not RTF.
1587 - Zip up the text file and the image files
1589 - Go to the Upload patron images tool
1593 - For a single image, simply point to the image file and enter the
1596 - For multiple images, choose to upload a zip file
1598 - After uploading you will be presented with a confirmation
1604 There is a limit of 100K on the size of the picture uploaded and it
1605 is recommended that the image be 200x300 pixels, but smaller images
1611 ---------------------------
1613 .. _batch-item-deletion-label:
1616 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1618 - *Get there:* More > Tools > Catalog > Batch item deletion
1620 This tool will allow you to delete a batch of item records from Koha.
1622 From the tool you can choose to upload a file of barcodes or item ids,
1623 or you can scan items one by one into the box below the upload tool.
1627 Once you have your file uploaded or the barcodes scanned you can click
1630 You will be presented with a confirmation screen. From here you can
1631 uncheck the items you don't want to delete and decide if Koha should
1632 delete the bib record if the last item is being deleted before clicking
1633 'Delete selected items.' If you'd like you can delete the bibliographic
1634 record if you're deleting the last item by clicking the checkbox next to
1635 'Delete records if no items remain'.
1639 If your file (or list of scanned barcodes) has more than 1000 barcodes,
1640 Koha will be unable to present you with a list of the items. You will
1641 still be able to delete them, but not able to choose which items
1642 specifically to delete or delete the biblio records.
1646 If the items are checked out you will be presented with an error after
1647 clicking 'Delete selected items' and the items will not be deleted.
1651 If the items can be deleted they will be and you will be presented with
1652 a confirmation of your deletion.
1656 .. _batch-item-modification-label:
1658 Batch item modification
1659 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1661 - *Get there:* More > Tools > Catalog > Batch item modification
1663 This tool will allow you to modify a batch of item records in Koha.
1667 From the tool you can choose to upload a file of barcodes or item ids,
1668 or you can scan items one by one into the box below the upload tool. You
1669 can also decide the items edited should be populated with the default
1670 values you have defined in your :ref:`default
1671 framework <marc-bibliographic-frameworks-label>`.
1673 Once you have your file uploaded or the barcodes listed you can click
1678 You will be presented with a summary of the items you want to modify.
1679 From here you can uncheck the items you don't want to modify before
1680 making changes in the form below. You can also hide columns you don't
1681 need to see to prevent having to scroll from left to right to see the
1682 entire item form. The holds column displays a count of the current holds
1687 To uncheck all items thar are currently checked out you can click
1688 the 'Clear on loan' link at the top of the form.
1690 Using the edit form you can choose which fields to make edits to. By
1691 checking the checkbox to the right of each field you can clear the
1692 values in that field for the records you are modifying.
1696 Once you have made you changes you will be presented with the resulting
1703 You can also edit items on one bib record in a batch by going to the
1704 bib record and clicking Edit > Edit items in batch
1708 .. _batch-record-deletion-label:
1710 Batch record deletion
1711 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1713 This tool will take a batch of record numbers for either bibliographic
1714 records or authority records and allow you to delete all those records
1715 and any items attached to them in a batch.
1717 First you need to tell the tool if you're deleting bibliographic or
1722 - load a file with biblionumbers or authids;
1726 - use a :ref:`list <lists-label>`;
1730 - or enter the list of numbers in the box provided.
1734 Once you submit the form you will be presented with a summary of the records
1735 you are trying to delete.
1739 If a record you want to delete can't be deleted it will be highlighted.
1741 Check the records you want to delete and click the 'Delete selected
1742 records' button to finish the process.
1744 .. _batch-record-modification-label:
1746 Batch record modification
1747 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1749 - *Get there:* More > Tools > Catalog > Batch record modification
1751 This tool will allow you to edit batches of bibliographic and
1752 authority records using :ref:`MARC modification
1753 templates <marc-modification-templates-label>`. Before visiting this tool you will
1754 want to set up at least one MARC modification template.
1756 When you visit the tool it will ask you:
1758 - Choose whether you're editing bibliographic or authority records
1760 - Enter the biblionumbers or authids
1762 - You can upload a file of these numbers;
1766 - You can use a :ref:`list <lists-label>`;
1770 - Or enter the numbers (one per line) in the box provided.
1774 - Finally choose the MARC modification template you'd like to use to
1777 Once you've entered your criteria click 'Continue'
1781 You will be presented with a list of records that will be edited. Next
1782 to each one is a checkbox so you can uncheck any items you would rather
1783 not edit at this time.
1785 Clicking 'Preview MARC' will allow you to see what edits will be made when
1786 you finalize the edit.
1790 Once you're sure everything is the way you want you can click the
1791 'Modify selected records' button and your records will be modified.
1793 .. _automatic-item-modifications-by-age-label:
1795 Automatic item modifications by age
1796 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1798 - *Get there:* More > Tools > Catalog > Automatic item modifications by
1801 This tool allows librarians to update item specific fields when an item
1802 reaches a certain age.
1806 Staff need the items\_batchmod permission to access this tool
1810 The settings in this tool will be acted upon by the :ref:`corresponding
1811 cron job <cron-automatic-item-update-label>`
1813 If you haven't created any rules you will see the option to 'Add rules'
1814 on the Tool page. Click this button to create rules.
1818 If you have rules already there will be a button that reads 'Edit
1819 rules'. To create a new rule click the 'Edit rules' button at the top of
1824 You will be brought to a page where you can edit exisitng rules or
1829 In the form that appears you can set :
1831 - the age in days at which the item will update (Age)
1833 - what criteria is needed to trigger the update (Conditions)
1835 - what changes are made when the script runs (Substitutions)
1839 Once you're done you can click the 'Add this rule' link and then add
1840 additional rules or you can click the 'Submit these rules' button to
1845 .. _export-data-(marc-and-authorities)-label:
1848 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1850 - *Get there:* More > Tools > Catalog > Export data
1852 Koha comes with a tool that will allow you to export your bibliographic,
1853 holdings and/or authority data in bulk. This can be used to send your
1854 records to fellow libraries, organizations or services; or simply for
1857 .. _export-bibliographic-records-label:
1859 Export bibliographic records
1860 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1862 At the top of the screen you need to pick what data you're exporting. If
1863 you're exporting bibliographic records with or without the holdings
1864 information you want to click the 'Export bibliographic records' tab.
1866 - Fill in the form in order to limit your export to a specific range
1867 (all fields are optional)
1871 - Choose to limit your export by any one or more of the following
1874 - Limit to a bib number range
1876 - Limit to a specific item type
1880 This limit will use the type you have defined in the
1881 :ref:`item-level\_itypes <item-level\_itypes-label>` preference.
1882 If you have the item-level\_itypes preference set to
1883 'specific item' and you have no items attached to a bib
1884 record it will not be exported. To get all bib records
1885 of a specific type you will need your item-level\_itypes
1886 preference set to 'biblio record'.
1888 - Limit to a specific library or group of libraries
1892 This is a filter: if you leave this set to the default
1893 (all libraries selected) or select one or more libraries,
1894 bib records with no items attached will not be exported. To get
1895 bib records with no items you will need to 'clear all'
1896 (i.e. de-select all libraries).
1898 - Limit to a call number range
1900 - Limit to an acquisition date range
1902 - If you'd like you can load a file of biblionumbers for the records
1903 you would like to export. File type needs to be .csv or .txt
1907 - Next choose what to skip when exporting
1911 - By default items will be exported, if you would like to only
1912 export bibliographic data, check the 'Don't export items' box
1914 - To limit your export only to items from the library you're
1915 logged in as (if you leave the 'Library' field set to 'All') or
1916 to the library you selected above check the 'Remove non-local
1919 - You can also choose what fields you don't want to export. This
1920 can be handy if you're sharing your data, you can remove all
1921 local fields before sending your data to another library
1923 - Finally choose the file type and file name
1927 - Choose to export your data in marc or marcxml format
1929 - Choose the name you want your file to save as
1931 - Click 'Export bibliographic records'
1933 .. _export-authority-records-label:
1935 Export authority records
1936 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1938 At the top of the screen you need to pick what data you're exporting. If
1939 you're exporting authority records you want to click the 'Export
1940 authority records' tab.
1942 - Fill in the form in order to limit your export to a specific range or
1943 type of authority record (all fields are optional)
1947 - Or you can choose a file of authids to export
1951 File type needs to be .csv or .txt
1953 - Next choose fields that you would like to exclude from the export
1954 separated by a space (no commas)
1958 - If you'd like to exclude all subfields of the 200 for example just
1961 - If you'd like to exclude a specific subfield enter it beside the
1962 field value 100a will exclude just the subfield 'a' of the 100
1964 - Finally choose the file type and file name
1968 - Choose to export your data in marc or marcxml format
1970 - Choose the name you want your file to save as
1972 - Click 'Export authority records'
1974 .. _inventory-tool-label:
1977 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1979 - *Get there:* More > Tools > Catalog > Inventory
1981 Koha's Inventory tool can be used in one of three ways:
1982 1. By printing out a shelf list that you can then mark items off on;
1984 2. By uploading a text file of barcodes gathered by a portable scanner;
1986 3. By comparing a text file of barcodes gathered by a portable scanner to a
1987 generated shelf list.
1989 If you do not have the ability to use your barcode scanner on the floor
1990 of the library, the option available to you is to generate a shelf
1991 list based on criteria you enter.
1995 First, choose the criteria for the items you want to print out on a list.
1996 All parameters are optional, but if none are selected, the resulting list
1997 might be quite large.
1999 - Library: choose the branch you want to check, as well as if that branch
2000 is the home library or the current holding library of the items.
2002 - Shelving location (items.location) is: you can filter by location.
2004 - Item callnumber between ... and ...: you can also limit the list to a specific
2005 range of callnumbers.
2007 You can filter even more with item statuses (not for loan status, lost status,
2008 withdrawn status or damaged status). Check the boxes next to the statuses you
2009 want to include. For example, if you are using the list to shelf read, check
2010 only the 'for loan' status as the other items probably won't be on the shelves.
2012 - Last inventory date: enter a date here to skip items that have been marked
2015 - Skip items on loan: check this box to filter out loaned items from the list.
2017 - Export to CSV file: check this box to generate a CSV file for altering in an
2018 application on your desktop. If this box is unchecked, the list will be
2019 presented on the screen.
2021 Click on 'Submit' to generate your shelf list. You can then print it to use
2022 while walking around the library checking your collection or use it directly
2023 in Koha on a portable device.
2027 Once you have found the items on your shelves, return to this
2028 list and check the boxes next to the items you found. Next, click on one of
2029 the three buttons to continue:
2031 - Mark seen and quit: updates the 'last seen' date of the checked items to
2032 today and returns to the previous screen.
2034 - Mark seen and continue: updates the 'last seen' date of the checked items to
2035 today and shows the next page of the list.
2037 - Continue without marking: doesn't update any of the items on this page
2038 and shows the next page of the list.
2040 If you have a portable scanner (or a laptop and USB scanner) you can
2041 walk through the library with the scanner in hand and scan barcodes as
2042 you come across them (on a laptop, scan the barcodes into a text file). Once
2043 finished you can then upload the text file generated by the scanner to Koha.
2047 Choose the text file and the date you want to mark all items as seen and
2048 then scroll to the very bottom and click 'Submit'. This will update all the
2049 items' 'last seen' date to the chosen date. By default, this will also check in
2050 the items scanned as it is assumed that they are on the shelf and so not loaned
2051 out. If you do not want to check in scanned items, check the 'Do not check in
2052 items scanned during inventory' before clicking 'Submit'.
2054 Alternatively, you can combine the two methods to automatically compare a list
2055 of scanned barcodes with a generated list. First, upload you barcode file and
2056 choose the date you want to appear in the items' 'last seen' field. The 'Compare
2057 barcodes list to results' checkbox should automatically be checked. If you do
2058 not want the scanned items to be automatically checked-in if they are checked-out,
2059 make sure you check the 'Do not check in items scanned during inventory' checkbox.
2060 Choose the filters (library, shelving location, callnumbers or statuses) to generate a
2061 list with which to compare your barcodes. Click on 'Submit'.
2065 Depending on the number of barcodes you are comparing, this may take a few
2066 minutes. It is not recommended to compare lists of more than 1000 barcodes as
2067 this may cause a session timeout.
2069 Once Koha has finished comparing the barcodes file to the generated list, it
2070 will return the number of items updated and a list of problematic items.
2072 - Missing (not scanned): the item is in the generated list but not in the
2075 - Found in wrong place: the item is in the barcodes list, but not in the
2078 - Still checked out: the item is checked out, but is in the generated list. It
2079 was not automatically checked in.
2081 - Barcode not found: the barcode doesn't exist.
2083 - Item withdrawn: the item has 'withdrawn' status, but it is in the barcodes
2086 .. _label-creator-label:
2089 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2091 - *Get there:* More > Tools > Catalog > Label creator
2093 The label creator tool allow you to use layouts and templates which you
2094 design to print a nearly unlimited variety of labels including barcodes.
2095 Here are some of the features of the label creator tool:
2097 - Customize label layouts
2099 - Design custom label templates for printed labels
2101 - Build and manage batches of labels
2103 - Export single or multiple batches
2105 - Export single or multiple labels from within a batch
2107 - Export label data in one of three formats:
2109 - PDF - Readable by any standard PDF reader, making labels printable
2110 directly on a printer
2112 - CSV - Export label data after your chosen layout is applied
2113 allowing labels to be imported in to a variety of applications
2115 - XML - Included as an alternate export format
2117 .. _label-templates-label:
2120 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2122 - *Get there:* More > Tools > Label creator > Manage > Label templates
2124 A template is based on the label/card stock you are using. This might be
2125 Avery 5160 for address labels, Gaylord 47-284 for spine labels or Avery
2126 28371 for your patron cards, just to give a couple of examples. These
2127 labels will include all of the information you will need for setting up
2128 a Koha, this information may be on the packaging, and if not it can
2129 usually be found on the vendor's website.
2131 .. _label-add-a-template-label:
2134 ''''''''''''''''''''''''''''''''''''''
2136 To add a new template, you want to click on the 'New' button at the top
2137 of the label creator page and choosing 'Label template'.
2141 Using the form that appears you can define the template for your sheet
2146 - Template ID will be automatically generated after saving your
2147 template, this is simply a system generated unique id
2149 - Template Code should be something you can use to identify your
2150 template on a list of templates
2152 - You can use the template Description to add additional information
2155 - The Units pull down is used to define what measurement scale you're
2156 going to be using for the template. This should probably match the
2157 unit of measurement used on the template description provided by the
2162 - The measurements, number of columns and number of rows can be found
2163 on the vendor product packaging or website.
2167 If you do not supply a left text margin in the template, a
2168 3/16" (13.5 point) left text margin will apply by default.
2170 - A profile is a set of "adjustments" applied to a given template just
2171 prior to printing which compensates for anomalies unique and peculiar
2172 to a given printer (to which the profile is assigned).
2174 - Before picking a profile try printing some sample labels so that
2175 you can easily define a profile that is right for your
2176 printer/template combination.
2178 - After finding any anomalies in the printed document, :ref:`create a
2179 profile <label-add-a-profile-label>` and assign it to the template.
2181 After saving, your templates will appear on the 'Manage' area under
2186 .. _label-profiles-label:
2189 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2191 - *Get there:* More > Tools > Label creator > Manage > Printer profiles
2193 A profile is a set of "adjustments" applied to a given
2194 :ref:`template <label-add-a-template-label>` just prior to printing which
2195 compensates for anomalies unique and peculiar to a given printer (to
2196 which the profile is assigned). This means if you set a template up and
2197 then print a sample set of data and find that the items are not all
2198 aligned the same on each label, you need to set up a profile for each
2199 printer to make up for the differences in printing styles, such as the
2200 shifting of text to the left, right, top or bottom.
2202 If your labels are printing just the way you want, you will not need a
2205 .. _label-add-a-profile-label:
2208 ''''''''''''''''''''''''''''''''''''
2210 To add a new profile, you want to click on the 'New' button at the top
2211 of the label creator tool and choose 'Printer profile'.
2215 Using the form that appears you can create a profile to fix any problems
2220 - The Printer Name and Paper Bin do not have to match your printer
2221 exactly, they are for your reference so you can remember what printer
2222 you have set the profile for. So if you want to use the Printer model
2223 number in printer name or you can call it 'the printer on my desk'
2225 - Template will be filled in once you have chosen which template to
2226 apply the profile to on the :ref:`template edit
2227 form <label-add-a-template-label>`
2229 - The Units pull down is used to define what measurement scale you're
2230 going to be using for your profile.
2234 - Offset describes what happens when the entire image is off center
2235 either vertically or horizontally and creep describes a condition
2236 where the distance between the labels changes across the page or up
2239 - For these values, negative numbers move the error up and to the
2240 left and positive numbers move the error down and to the right
2242 - Example: the text is .25" from the left edge of the first label,
2243 .28" from the left edge of the second label and .31" from the left
2244 edge of the third label. This means the horizontal creep should be
2245 set to .03" to make up for this difference.
2247 After saving, your profiles will appear on the 'Manage' area under
2252 Once you have saved your new profile, you can return to the list of
2253 templates and choose to edit the template that this profile is for.
2255 .. _label-layouts-label:
2258 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
2260 - *Get there:* More > Tools > Label creator > Manage > Layouts
2262 A layout is used to define the fields you want to appear on your labels.
2264 .. _label-add-a-layout-label:
2267 ''''''''''''''''''''''''''''''''''
2269 To add a new layout, you want to click on the 'New' button at the top of
2270 the Label creator tool and choose 'Layout'.
2274 Using the form that appears you can create a profile to fix any problems
2279 - The name of your layout can be anything you'd like to help you
2282 - If this is a barcode label you'll want to choose the encoding (Code
2283 39 is the most common)
2285 - The layout type can be any combination of bibliographic information
2286 and/or barcode. For example a spine label would just be Biblio
2287 whereas a label for your circulation staff to use to checkout the
2288 book would probably be Biblio/Barcode.
2290 - The Bibliographic data to print includes any of the data fields that
2291 may be mapped to your MARC frameworks. You can choose from the preset
2292 list of fields or you can click on 'List Fields' and enter your own
2293 data. In 'List fields', you can specify MARC subfields as a
2294 4-character tag-subfield string, for example 254a for the title field. You
2295 can also enclose a whitespace-separated list of fields to concatenate
2296 on one line in double quotes, for example "099a 099b" or "itemcallnumber
2297 barcode". The fields available are from the database tables list
2298 below. Finally you could add in static text strings in single-quote,
2299 for example 'Some static text here.'
2301 - You can use the schema viewer (http://schema.koha-community.org)
2302 with the following tables to find field names to use:
2304 - Currently all fields in the following tables are used: items,
2305 biblioitems, biblio, branches
2309 - Choose if the label maker should print out the guidelines around each
2312 - Choose if you'd like Koha to try to split your call numbers (usually
2313 used on spine labels)
2315 - Finally choose your text settings such as alignment, font type and
2318 After saving, your layouts will appear on the 'Manage layouts' page.
2320 .. _label-batches-label:
2323 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
2325 - *Get there:* More > Tools > Label creator > Manage > Label batches
2327 Batches are made up of the barcodes you would like to print. Once in
2328 this tool you can search for the item records you would like to print
2331 .. _label-add-a-batch-label:
2334 ''''''''''''''''''''''''''''''''
2336 Batches can be created in one of two ways. The first is to click the
2337 'Create label batch' link on the ':ref:`Staged MARC
2338 management <staged-marc-record-management-label>`' page:
2342 The other is to choose to create a new batch from the label creator tool
2346 You will be brought to an empty batch with a box to scan barcodes or
2347 itemnumbers in to and an 'Add item(s)' button at the bottom of the page.
2351 You can either scan barcodes in to the box provided and click the 'Add
2352 item(s)' button or you can click the 'Add item(s)' button with the
2353 barcodes box empty. Clicking 'Add item(s)' with nothing in the barcodes
2354 box will open a search window for you to find the items you want to add
2359 From the search results, click the check box next to the items you want
2360 to add to the batch and click the 'Add checked' button. You can also add
2361 items one by one by clicking the 'Add' link to the left of each item.
2365 Once you have added all of the items click the 'Done' button. The
2366 resulting page will list the items you have selected.
2370 To print your labels, click the 'Export full batch' button. To print
2371 only some of the labels, click the 'Export selected item(s)' button.
2372 Either way you will be presented with a confirmation screen where you
2373 can choose your template and layout.
2377 You will then be presented with three download options: PDF, Excel, and
2382 After saving your file, simply print to the blank labels you have in
2385 .. _quick-spine-label-creator-label:
2387 Quick spine label creator
2388 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2390 - *Get there:* More > Tools > Catalog > Quick spine label creator
2394 This tool does not use the label layouts or templates, it simply
2395 prints a spine label in the first spot on the label sheet.
2397 - Define the fields you want to print on the spine label in the
2398 :ref:`SpineLabelFormat` system preference
2400 - Format your label printing by editing spinelabel.css found in
2401 koha-tmpl/intranet-tmpl/prog/en/css/
2403 To use this tool you simply need the barcode for the book you'd like to
2404 print the spine label for.
2408 .. _rotating-collections-label:
2410 Rotating collections
2411 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2413 - *Get there:* More > Tools > Catalog > Rotating collections
2415 Rotating collections is a tool for managing collections of materials
2416 that frequently get shifted from library to library. It adds the ability
2417 to store not only an item's home library and current location but also
2418 information about where it is supposed to be transferred to next to
2419 ensure that all items in the collection are sent to the correct library.
2420 When an item in a rotating collection is checked in, library staff is
2421 notified that the item is part of a rotating collection and which branch
2422 it should be sent to if it is not at the correct one.
2426 The :ref:`AutomaticItemReturn` system preference
2427 must be set to "Don't automatically transfer items to their home
2428 library when they are returned" for rotating collections to function
2431 - To create a new rotating collection, click the "New collection"
2432 button, fill in the title and description, and click "Submit". Once
2433 submitted you'll see "Collection name added successfully"; click
2434 "Return to rotating collections home" to return to the main Rotating
2435 collections management page (or click Rotating collections in the
2438 - To add items to a collection, click "Actions" and choose "Add or
2439 remove items" next to the collection's name in the list of
2440 collections. Under "Add or remove items" scan or type in the barcode
2441 of the item you wish to add to the collection, and hit enter or click
2442 'Submit' if necessary.
2444 - To remove an item from a collection, either click 'Remove' next to the
2445 item's barcode in the list of items within the collection or check
2446 the "Remove item from collection" box next to the Barcode text box
2447 under "Add or remove items", and scan or type in the barcode, clicking
2448 "Submit" or hitting Enter if necessary. Note: The "Remove item from
2449 collection" checkbox will remain checked as long as you are on the
2450 "Add or remove items" page, unless you uncheck it, to facilitate
2451 quickly removing a number of items at a time by scanning their
2454 .. _transfer-a-rotating-collection-label:
2456 Transfer a rotating collection
2457 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2459 Transferring a collection will:
2461 - Change the current location of the items in that collection to the
2462 library it is to be transferred to
2464 - Initiate a transfer from its original current location/holding
2465 library to the current location/holding library it is to be rotated
2466 to. When a library receives a collection they will need to check in
2467 the items to complete the transfer.
2469 You can transfer a collection in one of two ways:
2471 - From the main Rotating collections page, click on "Actions" and choose
2472 "Transfer" next to the title of the collection you wish to transfer;
2473 choose the library you wish to transfer the collection to and click "Transfer
2476 - Or, from the "add or remove items" page for a collection, you can
2477 click the "Transfer" button, choose the library you wish to transfer
2478 the collection to and click "Transfer Collection".
2482 In order to complete the transfer process, the library receiving the
2483 rotating collection should check in all items from the collection as
2484 they receive them. This will clear the transfer so that the items
2485 are no longer shown as being "in transit".
2487 If an item in a rotating collection is checked in at a library other
2488 than the one it is supposed to be transferred to, a notification will
2489 appear notifying library staff that the item is part of a rotating
2490 collection, also letting them know where the item needs to be sent.
2494 .. _stock-rotation-label:
2499 Stock rotation helps to spread resources more fairly amongst library branches
2500 and allows patrons to see a wider range of titles.
2502 Items are popular whilst they are new at a particular branch. However, their
2503 use often tails off over time. This tool empowers librarians to automate the
2504 movement of items on to another branch before usage declines and thereby
2505 extends the items useful life.
2507 Library staff create rotation plans and then assign them to items. A cronjob
2508 is then used to cycle these items round the specified libraries on the
2509 rotation plan, moving them to the next stage after the prescribed period
2510 of time has passed at the current stage.
2512 Email notices may be used to provide the library branches with a list of
2513 items to be put in-transit to the next branch and if an item is found to be
2514 on loan at the time that it should be transfered then an alert will be
2515 displayed when it is next returned.
2517 From the stock rotation tool page you can add new rotation plans and see a
2518 summary of your currently configured rotation plans. You can then edit plan
2519 details, activate and deactivate plans and manage stages and items on a given
2524 This tool utilises a cron job that must be configured to run on a daily basis.
2526 Editing rota details
2527 ^^^^^^^^^^^^^^^^^^^^
2531 Name: A clear name or code to identify the rota
2533 Cyclical: Denotes whether items remain (No) at the last library on the rotation
2534 plan upon reaching the end of the rota or whether they continue (Yes) to rotate,
2535 returning back to the first library on the rotation plan once they have
2536 completed their alloted time at the last library, indefinitely until manually
2537 removed from the rota.
2539 Active: Denotes whether a rota is active and as such whether items on it are
2540 rotating. It also governs whether items may be added to and removed from the
2541 rota. A rota may be switched between active and inactive at any time allowing
2542 for rota maintanence.
2544 Description: One may optionally add an expanded description of the rota for
2545 display in summary views.
2547 Managing rota stages
2548 ^^^^^^^^^^^^^^^^^^^^
2552 Stages may be edited, added, removed and re-ordered at any time from this page.
2554 Library: The library the item will be at during this stage
2556 Duration: The amount of time the item should stage at this stage
2558 Managing rota items - Tool view
2559 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2563 Items can be added to a rota individually (by barcode) or in bulk (via the
2564 upload of a line delimited barcode file) on this page.
2566 You will also be presented with a summary of all items on the rota with their
2567 current location and you have the options to immediately progress items, mark
2568 items as 'in demand' and remove an item from rotation.
2570 In demand: If an item is marked as 'in demand' then the duration the item will
2571 stay at it's current stage will be doubled compared to what is set in the
2572 rota. This is often used for items that are found to be unexpectedly popular at
2573 a particular library.
2575 Managing rota items - Catalog view
2576 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2580 Rotating items may also be managed from the catalog view: When stock rotation is
2581 enabled a new menu tab 'Rota' will appear on a catalog records detail view.
2583 All attached items will appear in the summary view with their current status in
2584 relation to rotas and the option to mark items as 'in demand' or immediately
2585 progress them. You can also remove items from rotation and add items to rotas
2588 Managing rota items - EDI
2589 ^^^^^^^^^^^^^^^^^^^^^^^^^
2591 Items can be automatically added to rotas at aquisition time by using the LRP
2592 (Library Rotation Plan) field in EDI.
2594 Managing rotation notices
2595 ^^^^^^^^^^^^^^^^^^^^^^^^^
2597 Stock rotation can send email notices to branch libraries to aid in selecting
2598 the items due for rotation. Branch 'Reply-to' addresses will be used in
2599 preference to 'Email' addresses for the notice recipients.
2601 The contents of the notices can be customised in the normal manor through the
2602 notices tool and the relevant notice has the code SR_SLIP.
2607 The stock rotation tool uses two distinct permissions:
2610 this governs a users ability to create, update and delete a rota.
2613 this governs a users ability to add, remove and progress
2616 .. _marc-modification-templates-label:
2618 MARC modification templates
2619 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2621 The MARC modification templates system gives Koha users the power to
2622 make alterations to MARC records automatically while :ref:`staging MARC
2623 records for import <stage-marc-records-for-import-label>`
2624 or :ref:`making batch record modifications <batch-record-modification-label>`.
2626 This tool is useful for altering MARC records from various
2627 vendors/sources work with your MARC framework. The system essentially
2628 allows one to create a basic script using actions to Copy, Move, Add,
2629 Update and Delete fields.
2631 Start by adding a new template (a template can be made up of one or more
2632 actions) by entering a name and clicking 'Create template'.
2636 Next you can add actions to the template by filling in the Action box.
2637 For example if you're loading in a batch of files from your EBook vendor
2638 you might want to add the biblio item type of EBOOK to the 942$c.
2644 - Enter the field 942 and subfield c
2646 - Enter the value of 'EBOOK' (or whatever your ebook item type code is)
2648 - Provide a description so you can identify this action later
2650 - Click 'Add action'
2654 If you wish to update the values in an existing field choose the option
2655 ‘Update existing or add new’. This will update existing values
2656 where found and add a new field if one doesn’t exist.
2658 Each action can also have an optional condition to check the value or
2659 existence of another field. For example you might want to add the call
2660 number to the item record if it's not already there.
2666 - Decide if you want to copy the first occurrence or all occurrence of
2669 - Enter the field 090 (or other biblio call number field) and subfield
2672 - Enter the 952 field and o subfield to copy to
2676 - Enter the 952 field and o subfield
2678 - Choose "doesn't exist"
2680 - Provide a description so you can identify this action later
2682 - Click 'Add action'
2684 The Copy & Move actions also support regular expressions, which can be
2685 used to automatically modify field values during the copy/move. An
2686 example would be to strip out the '$' character in field 020$c.
2690 - Choose 'Copy and replace'
2692 - Decide if you want to copy the first occurrence or all occurrences of
2695 - Enter the field 020 and subfield c to copy
2697 - Enter the 020 field and c subfield to copy to
2699 - Check the 'RegEx' box and enter your regular expression (in this case
2704 - Enter the 020 field and c subfield
2708 - Check the 'RegEx' box and enter your regular expression (in this case
2711 - Provide a description so you can identify this action later
2713 - Click 'Add action'
2717 The value for an update can include variables that change each time
2718 the template is used. Currently, the system supports two variables,
2719 \_\_BRANCHCODE\_\_ which is replaced with the branchcode of the
2720 library currently using the template, and \_\_CURRENTDATE\_\_ which
2721 is replaced with the current date in ISO format ( YYYY-MM-DD ).
2723 You could also use regular expressions to add your library's proxy URL
2724 in front of links in your MARC record.
2728 - Choose 'Copy and replace'
2730 - Decide if you want to copy the first occurrence or all occurrences of
2733 - Enter the field 856 and subfield u to copy
2735 - Enter the 856 field and u subfield to copy to
2737 - Check the 'RegEx' box and enter your regular expression (in this case
2740 - Provide a description so you can identify this action later
2742 - Click 'Add action'
2744 When choosing between 'Copy' and 'Copy and replace' keep the following
2749 245 _aThe art of computer programming _cDonald E. Knuth.
2750 300 _aA_exists _bB_exists
2752 If we apply action (a) Copy the whole field 245 to 300, we get:
2756 245 _aThe art of computer programming _cDonald E. Knuth.
2757 300 _aA_exists _bB_exists
2758 300 _aThe art of computer programming _cDonald E. Knuth.
2760 If we apply action (b) Copy the subfield 245$a to 300$a, we get:
2764 245 _aThe art of computer programming _cDonald E. Knuth.
2765 300 _aThe art of computer programming _bB_exists
2767 Once your actions are saved you can view them at the top of the screen.
2768 Actions can be moved around using the arrows to the left of them.
2772 Depending on your actions the order may be very important. For example
2773 you don't want to delete a field before you copy it to another field.
2775 To add another template you can either start fresh or click the
2776 'Duplicate current template' checkbox to create a copy of an existing
2777 template to start with.
2781 Once your template is saved you will be able to pick it when using the
2782 :ref:`Stage MARC records for import` tool.
2786 .. _stage-marc-records-for-import-label:
2788 Stage MARC records for import
2789 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2791 - *Get there:* More > Tools > Catalog > Stage MARC records for import
2793 This tool can be used to import both bibliographic and authority records
2794 that are saved in MARC format. Importing records into Koha includes two
2795 steps. The first is to stage records for import.
2797 - First find the MARC file on your computer
2801 - Next you will be presented with options for record matching and item
2806 - Enter 'Comments about this file' to identify your upload when
2807 going to the ':ref:`Manage staged MARC records <staged-marc-record-management-label>`' tool
2809 - Tell Koha which type of file this is, bibliographic or authority
2813 - Choose the character encoding
2817 - Choose if you would like to use a :ref:`MARC modification
2818 template <marc-modification-templates-label>` to alter the data you're about to
2823 - Choose whether or not you want to look for matching records
2827 - You can set up :ref:`record matching rules <record-matching-rules-label>`
2828 through the administration area
2832 - When using the ISBN matching rule Koha will find only exact
2833 matches. If you find that the ISBN match is not working to
2834 your satisfaction you can change the
2835 :ref:`AggressiveMatchOnISBN`
2836 preference to 'Do' and then run your import again.
2838 - Next choose what to do with matching records if they are found
2840 - Finally choose what to do with records that are unique
2842 - Next you can choose whether or not to import the item data found
2843 in the MARC records (if the file you're loading is a bibliographic
2848 - From here you can choose to always add items regardless of
2849 matching status, add them only if a matching bib was found, add
2850 items only if there was no matching bib record, replace items
2851 if a matching bib was found (The match will look at the
2852 itemnumbers and barcodes to match on for items. Itemnumbers
2853 take precendence over barcodes), or Ignore items and not add
2856 - Click 'Stage for import'
2858 - You will be presented with a confirmation of your MARC import
2862 - To complete the process continue to the :ref:`Manage staged MARC records
2863 Tool <staged-marc-record-management-label>`
2865 .. _staged-marc-record-management-label:
2867 Staged MARC record management
2868 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2870 - *Get there:* More > Tools > Catalog > Staged MARC record management
2872 Once you have :ref:`staged <stage-marc-records-for-import-label>` your records for import you can
2873 complete the import using this tool.
2877 - From the list of staged records, click on the file name that you want
2880 - You will note that records that have already been imported will
2881 say so under 'Status'
2883 - A summary of your import will appear along with the option to change
2888 - Below the summary is the option to import the batch of bib records
2889 using a specific framework
2893 - Choosing a framework other than 'Default' isn't necessary, but
2894 it's helpful for running reports and having the right bib level
2895 item type selected on import.
2897 - Below the framework selection there will be a list of the records
2898 that will be imported
2902 - Review your summary before completing your import to make sure
2903 that your matching rule worked and that the records appear as you
2906 - Matches will appear with info under the 'Match details column'
2910 and when clicking the 'View' link under 'Diff' you can see the
2911 difference between versions.
2915 - Click 'Import into catalog' to complete the import
2919 - Once your import is complete a link to the new bib records will
2920 appear to the right of each title that was imported
2922 - You can also undo your import by clicking the 'Undo import into
2925 Records imported using this tool remain in the 'reservoir' until they
2926 are cleaned. These items will appear when searching the catalog from the
2927 `Cataloging <#cataloging>`__ tool:
2931 To clean items out of the 'reservoir':
2933 - Visit the main screen of the manage staged MARC records tool
2937 - To clean a batch, click the 'Clean' button to the right
2939 - You will be presented with a confirmation message
2943 - Accept the deletion and the records will be removed from the
2944 reservoir and the status will be changed to 'cleaned'
2946 .. _upload-local-cover-image-label:
2948 Upload local cover image
2949 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2951 - *Get there:* More > Tools > Catalog > Upload local cover image
2953 This tool allows you to upload cover images for the materials in
2956 To access this tool staff need the
2957 :ref:`upload\_local\_cover\_images permission <granular-tools-permissions-label>`.
2959 For images to show in the staff client and OPAC you need to set
2960 :ref:`LocalCoverImages` and :ref:`OPACLocalCoverImages` preferences to
2963 Images can be uploaded in batches or individually.
2967 Koha does not have a maximum file size limit for this tool, but
2968 the webserver (such as Apache) may limit the maximum size of uploads
2969 (talk to your system administrator).
2971 Where there are multiple images for a record they will
2972 display left to right (then top to bottom, depending on screen
2973 size) in the order they were uploaded. The image on the left (the first
2974 one uploaded) is used as a thumbnail cover in search
2975 results and on the details page. There is no way to reorder cover
2976 images uploaded in this way, so be sure to upload them in the order
2977 you'd like them to appear.
2981 To upload a single image:
2983 - Go to the tool, click the 'Browse' button, and find the image
2984 on your local machine.
2988 - Click 'Upload file'.
2990 - Choose 'Image file' under the 'File type' section.
2992 - Enter the biblionumber for the record you're attaching this image to.
2993 This is not the same as the barcode, this is the system generated
2994 number assigned by Koha.
2996 - Find the biblionumber by looking at the end of the URL in the
2997 address bar when on the details page
3001 - or by clicking on the MARC tab on the details page in the staff
3006 - If you would like to replace any other cover images you may have
3007 uploaded in the past, check the 'Replace existing covers' box under
3008 the 'Options' section.
3010 - Click 'Process images'.
3012 - You are presented with a summary of the upload and a link to the
3013 record you have just added the image to.
3015 To upload a batch of images:
3017 - Create a folder with the images to upload in it.
3019 - Create a text file (\*.txt) named either datalink.txt or
3020 idlink.txt listing the biblionumber followed by the image name for
3021 each image, one per line.
3023 - For example: 4091,image4091.jpg
3027 - Create a ZIP file that includes all the images to upload and the text file.
3029 - Go to the tool, click the 'Browse' button, and browse to the ZIP
3030 file on your computer.
3032 - Click 'Upload file'.
3034 - Choose 'Zip file' under the 'File type' section
3036 - If you would like to replace any other cover images you may have
3037 uploaded in the past, check the 'Replace existing covers' box under
3038 the 'Options' section.
3040 - Click 'Process images'
3042 - You are presented with a summary of the upload.
3048 The source image is used to generate a 140 x 200 px thumbnail image
3049 and a 600 x 800 px full-size image. The original sized image
3050 uploaded is not kept by Koha.
3052 In the staff client the cover images appear on the
3053 details page under the 'Images' tab in the holdings table at the bottom.
3057 In the OPAC the cover images appear in the 'Images' tab, as well
3058 as next to the title and on the search results.
3060 To remove a cover image click 'Delete image'
3061 below the image in the staff client if you have the
3062 :ref:`upload\_local\_cover\_images
3063 permission <granular-tools-permissions-label>`.
3065 .. _additional-tools-label:
3068 ---------------------------------------
3073 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
3075 - *Get there:* More > Tools > Additional Tools > Calendar
3077 Libraries can define library closings and holidays to be used when
3078 calculating due dates. You can make use of the Calendar by turning on
3079 the proper system preferences:
3081 - *Get there:*\ More > Administration > Global System Preferences >
3082 Circulation > :ref:`useDaysMode`
3084 - Choose the method for calculating due date - either include days
3085 the library is closed in the calculation or don't include them.
3087 - *Get there:* More > Administration > Global System Preferences >
3088 Circulation > :ref:`finescalendar <finescalendar-label>`
3090 - This will check the holiday calendar before charging fines
3094 .. _adding-events-label:
3097 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3099 Before adding events, choose the library you would like to apply the
3100 closings to. When adding events you will be asked if you would like to
3101 apply the event to one branch or all branches. To add events, simply
3103 - Click on the date on the calendar that you would like to apply the
3108 - In the form that appears above the calendar, enter the closing
3109 information (for more info on each option click the question mark [?]
3110 to the right of the option)
3112 - Library will be filled in automatically based on the library you
3113 chose from the pull down at the top of the page
3115 - The day information will also be filled in automatically based on
3116 the date you clicked on the calendar
3118 - In the description enter the reason the library is closed
3120 - Next you can choose if this event is a one time event or if it is
3123 - If this is a one day holiday choose 'Holiday only on this day'
3125 - If this is a weekly closing (like a weekend day) then you can
3126 choose 'Holiday repeated every same day of the week'
3128 - If this is an annual holiday closing choose 'Holiday repeated
3129 yearly on the same date'
3131 - If the library is going to be closed for the week or a range of
3132 time choose 'Holiday on a range' and enter a 'To Date' at the
3135 - If the library is going to be closed for a range of time each
3136 year (such as summer holidays for schools) choose 'Holiday
3137 repeated yearly on a range' and enter a 'To Date' at the top
3139 - Finally decide if this event should be applied to all libraries or
3140 just the one you have originally selected
3142 - If you'd rather enter all the holidays and then copy them all
3143 to another branch all at once you can use the copy menu below
3148 - After saving you will see the event listed in the summary to the
3153 .. _editing-events-label:
3156 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3160 - Click on the event on the calendar that you want to change (do this
3161 by clicking on the date on the calendar, not the event listed in the
3166 - From this form you can make edits to the holiday or delete the
3169 - All actions require that you click 'Save' before the change will
3172 - Clicking on repeatable events will offer slightly different options
3176 - In the form above you will note that there is now an option to
3177 'Generate an exception for this repeated holiday,' choosing this
3178 option will allow you to make it so that this date is not closed
3179 even though the library is usually closed on this date.
3181 - All actions require that you click 'Save' before the change
3184 .. _additional-help-label:
3187 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3189 When adding or editing events you can get additional help by clicking on
3190 the question mark next to various different options on the form
3194 .. _csv-profiles-label:
3197 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3199 - *Get there:* More > Tools > Additional tools > CSV profiles
3201 CSV profiles are created to define how you would like your cart or list
3204 .. _add-csv-profiles-label:
3207 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3209 To add a CSV profile
3211 - Click 'CSV profiles' from the Tools menu
3213 - The 'Profile type' determines what type of fields you plan to use
3214 (MARC or SQL) to define your profile
3216 - If you choose MARC then you will need to enter MARC fields
3220 - If you choose SQL then you will need to enter SQL database fields
3224 - The 'Profile name' will appear on the export pull down list when
3225 choosing 'Download' from your cart or list
3229 - The 'Profile description' is for your own benefit, but will also
3230 appear in the OPAC when patrons download content, so make sure
3231 it's clear to your patrons as well
3233 - The 'CSV separator' is the character used to separate values and
3238 The most common option here is comma because most spreadsheet
3239 applications know how to open files split by commas.
3241 - The 'Field separator' is the character used to separate duplicate
3244 - Example: You may have multiple 650 fields and this is the
3245 character that will appear in between each one in the column
3249 - The 'Subfield separator' is the character used to separate
3252 - Example: You may have multiple $a subfields in a field
3254 - The 'Encoding' field lets you define the encoding used when saving
3257 - Finally format your CSV file using the 'Profile MARC' or 'Profile
3260 - Define which fields or subfields you want to export, separated
3261 by pipes. Example : 200\|210$a\|301 for MARC and
3262 biblio.title\|biblio.author for SQL
3266 You can also use your own headers (instead of the ones from
3267 Koha) by prefixing the field number with an header,
3268 followed by the equal sign. Example : Personal
3269 name=100\|title=245$a\|300
3271 When you have entered in all of the information for you profile,
3272 simply click 'Submit' and you will be presented with a confirmation
3273 that your profile has been saved.
3277 .. _modify-csv-profiles-label:
3280 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3282 Once you have created at least one CSV profile an 'Edit profile' tab
3283 will appear next to the 'New profile' button.
3287 - Choose the profile you would like to edit and alter the necessary
3290 - After submitting your changes you will be presented with a
3291 confirmation message at the top of the screen
3295 - To delete a profile, check the 'Delete selected profile' option
3296 before clicking 'Submit Query'
3300 .. _using-csv-profiles-label:
3303 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3305 Your CSV profiles will appear on the export list or cart menu under the
3306 'Download' button in both the staff client and the OPAC
3310 .. _log-viewer-label:
3313 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
3315 - *Get there:* More > Tools > Additional tools > Log viewer
3317 Actions within the Koha system are tracked in log files. Your :ref:`system
3318 preferences <logs-label>` can be changed to prevent the logging of
3319 different actions. These logs can be viewed using the log viewer.
3323 Choosing different combinations of menu options will produce the log
3324 file for that query.
3326 A query for all logs related to the Circulation module produces a result
3332 ~~~~~~~~~~~~~~~~~~~~
3334 - *Get there:* More > Tools > Additional tools > News
3336 Koha's news module allows librarians to post news to the OPAC, staff
3337 interface and circulation receipts.
3341 To add news to either the OPAC, the Staff Client or a circulation
3348 - Under 'Display location' choose whether to put the news on the
3349 OPAC (OPAC news), Slip (circulation receipt) or the Librarian interface.
3353 - Choose the library this news item will show for
3355 - Choose a title for your entry
3357 - Using the publication and expiration date fields you can control
3358 from which date and for how long your news item appears
3360 - Examples: (these assume today's date as 7 May 2019)
3362 - Publish on current date: set publication date as 7 May 2019
3364 - Schedule for publishing in future: set date later than
3367 - Backdate the news item: set date earlier than 7 May 2019
3369 - 'Appear in position' lets you decide what order your news items
3372 - The 'News' box allows for the use of HTML for formatting of your
3375 - After filling in all of the fields, click 'Submit'
3377 - News in the OPAC will appear above the
3378 :ref:`OpacMainUserBlock`
3382 - Below the news in the OPAC there will be an RSS icon allowing you
3383 to subscribe to library news
3387 - News in the Staff Client will appear on the far left of the screen
3391 - News on the circulation receipts will appear below the items that are
3396 - Depending on your choice for the
3397 :ref:`NewsAuthorDisplay` preference you will also
3398 see the person who created the news item (this uses the logged in
3401 .. _task-scheduler-label:
3404 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3406 - *Get there:* More > Tools > Additional Tools > Task Scheduler
3408 The task scheduler is a way to schedule reports to run whenever you
3411 To schedule a task, visit the Task Scheduler and fill in the form
3415 - Current Server Time shows the time on your server (schedule all of
3416 your reports to run based on that time - not on your local time)
3418 - Time should be entered as hh:mm (2 digit hour, 2 digit minute)
3420 - Date should be entered using the calendar pop up
3422 - From Report choose the report you want to schedule
3424 - Choose whether to receive the text of or a link to the results
3426 - In the Email filed enter the email of the person you want to receive
3429 Below the task scheduler form, there is a list of scheduled reports
3433 You can also schedule reports directly from the list of saved reports by
3434 clicking the 'Schedule' link
3438 .. _troubleshooting-label:
3441 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3443 Task scheduler will not work if the user the web server runs as doesn't
3444 have the permission to use it. To find out if the right user has the
3445 permissions necessary, check /etc/at.allow to see what users are in it.
3446 If you don't have that file, check etc/at.deny. If at.deny exists but is
3447 blank, then every user can use it. Talk to your system admin about
3448 adding the user to the right place to make the task scheduler work.
3450 .. _quote-of-the-day-(qotd)-editor-label:
3452 Quote of the Day (QOTD) Editor
3453 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3455 - *Get there:* More > Tools > Additional Tools > Edit quotes for QOTD
3458 This tool will allow you to add and edit quotes to show on the OPAC if
3459 you're using the Quote of the Day (QOTD) feature.
3461 To turn this feature on set the :ref:`QuoteOfTheDay`
3462 preference to 'Enable and add at least one quote via the Quote of the
3463 Day Editor. Once these steps are complete you will see your quotes above
3464 the :ref:`OpacMainUserBlock` in the OPAC:
3468 .. _add-a-quote-label:
3471 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
3475 - Click the 'Add quote' button in the toolbar and an empty quote entry
3476 will be added to the end of the current quote list.
3482 Both the 'Source' and the 'Text' fields must be filled in in
3483 order to save the new quote.
3487 - When finished filling in both fields, press the <Enter> key on your
3488 keyboard to save the new quote.
3490 - The list will update and the new quote should now be visible in the
3495 You may cancel the addition of a new quote any time prior to saving
3496 it simply by pressing the <Esc> key on your keyboard.
3498 .. _edit/delete-a-quote-label:
3501 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3503 Once the current quote pool has been loaded into the editing table, you
3504 may edit the quote source and text.
3506 - Edit either the 'Source' or 'Text' fields by clicking on the desired
3511 - When you are finished editing a field, press the <Enter> key on your
3512 keyboard to save the changes.
3514 The list will be updated, the edits saved, and visible.
3516 If you'd like you can also delete quote(s).
3518 - Select the quote(s) you desire to delete by clicking on the
3519 corresponding quote id.
3521 - Once quote selection is finished, simply click the 'Delete quote(s)'
3524 - You will be prompted to confirm the deletion.
3526 - After confirming the deletion, the list will update and the quote(s)
3527 will no longer appear.
3529 .. _import-quotes-label:
3532 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3534 If you'd like you can import a batch of quotes as a CSV file. Your file
3535 must contain two columns in the form: "source","text" with no header
3540 You will be prompted to confirm upload of files larger than 512KB.
3542 - To start the import process click the 'Import quotes' button at the
3547 - Once on the import quotes screen you can browse your computer for the
3548 file you would like to import
3552 - After selecting the CSV file, click the 'Open' button and the file
3553 will be uploaded into a temporary editing table.
3557 - From the listing you can edit either the 'Source' or 'Text' fields by
3558 clicking on the desired field. When you are finished editing a field,
3559 press the <Enter> key on your keyboard to save the changes.
3563 - You can also delete quotes from this listing before completing the
3566 - Select the quote(s) you desire to delete by clicking on the
3567 corresponding quote id.
3571 - Once quote selection is finished, simply click the 'Delete
3576 - You will be prompted to confirm the deletion.
3580 - After confirming the deletion, the list will update and the
3581 quote(s) will no longer appear.
3583 - Once you are satisfied with the quotes, click the 'Save quotes'
3584 button in the toolbar at the top and the quotes will be saved.
3591 ~~~~~~~~~~~~~~~~~~~~~~~~
3593 - *Get there:* More > Tools > Additional Tools > Upload
3595 This tool will allow you to upload files to your Koha system for
3596 selection from the :ref:`Cataloging form <attaching-files-to-records-label>`.
3598 .. _upload-files-label:
3601 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3603 When you first visit the Upload tool you might see a warning about
3608 Categories are defined in the :ref:`authorized value <authorized-values-label>`
3609 in the UPLOAD category. If you do not have upload categories then your
3610 files will be temporary and will be deleted the next time the server is
3611 rebooted. Once you have a value in the UPLOAD authorized value category
3612 you will see a Category pull down below the 'Browse' button.
3616 Browse your computer a file, choose a category and decide if the public
3617 will be able to download this file via the OPAC. Once your file is
3618 uploaded you will be presented with a confirmation.
3622 .. _search-files-label:
3625 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3627 All uploaded files are searchable from below the upload form. Using the
3628 form you can search any part of the filename and/or the Hashvalue.Search
3631 You will be presented with the results of your search.
3636 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3638 - *Get there:* More > Tools > Additional Tools > Access files
3640 This option allows access to files stored on the server from the staff interface.
3641 The directories where the files are stored need to be defined in the koha-conf.xml
3642 file. In order to be able to access the tool, a staff patron requires the superlibrarian
3643 or access_files patron permission