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.
183 Placing a hold for a patron club
184 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
186 You can place holds for a patron club - holds are placed for club members in a random order.
188 To place a hold for a patron club:
190 1. Go to the patron clubs tool ('Home > Tools > Patron clubs').
191 2. Click the 'Actions' button for the club and select 'Search to hold'.
192 3. Search for a title and select a record.
193 4. Select 'Place hold for [CLUBNAME]' from either the action links for the record, or from the 'Place hold' action in the menu bar.
194 5. The place holds page is displayed and lists the club members.
195 6. Click the 'Place hold' button.
197 Result: Holds are placed for all club members.
202 ~~~~~~~~~~~~~~~~~~~~~~~~
204 - *Get there:* More > Tools > Patrons and circulation > Comments
206 All comments added by patrons via the OPAC to bibliographic records
207 require moderation by the librarians. If there are comments awaiting
208 moderation they will be listed on the main page of the staff client
209 below the module list:
213 and next to the Comments tool on the Tools page
217 To moderate comments click on the notification on the main dashboard or
218 go directly to the Comments tool and click 'Approve' or 'Delete' to the
219 right of the comments awaiting moderation.
223 If there are no comments to moderate you will see a message saying just
228 You can also review and unapprove comments you have approved in the past
229 by choosing the 'Approved comments' tab
233 .. _patron-import-label:
236 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
238 - *Get there:* More > Tools > Patrons and circulation > Import patrons
240 The patron import tool can be used at any time to add patrons in bulk.
241 It is commonly used in universities and schools when a new batch of
244 .. _creating-patron-file-label:
246 Creating a patron import file
247 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
249 You can download a blank CSV file with a header from the start page
250 of the patron import tool that you can use as a template for your
251 patron import. The header contains all fields that can be used with
252 the patron import tool. You can delete fields and columns you don't need
253 with the exception of a few mandatory ones.
257 cardnumber, surname, and all fields you have
258 defined in the :ref:`BorrowerMandatoryField`
259 preference are required and must match valid entries in your
264 The 'password' should be stored in plaintext, and will be converted
267 If your passwords are already encrypted, talk to your systems
268 administrator about options
272 Date formats should match your :ref:`system preference <dateformat-label>`,
273 and must be zero-padded, e.g. '01/02/2008'. Alternatively you can supply
274 dates in ISO format (e.g. '2008-12-01').
278 If your data contains special characters or diacritics, make sure your file
279 is encoded in UTF-8. Otherwise, the special characters will not be imported
284 If loading :ref:`patron attributes <patron-attribute-types-label>`, the
285 'patron\_attributes' field should contain a comma-separated list of
286 attribute types and values.
288 - The attribute type code and a colon should precede each value.
290 - For example: "INSTID:12345,BASEBALL:Cubs"
292 - This field must be wrapped in quotes if multiple values are
295 - Since values can contain spaces, additional doubled-quotes may
298 - "INSTID:12345,BASEBALL:Cubs,""BASEBALL:White Sox""
302 It's possible to set restrictions using the patron import
303 tool. If the expiration date and comment match an existing restriction,
304 the one in the import file will be skipped. So a patron import can be
305 repeated multiple times without creating duplicate restrictions.
306 But if one of the criteria is different, a new restriction will be added.
308 .. _importing-patrons-label:
311 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
313 Once you have created your file, you can use the patron import tool to
314 bring the data into Koha.
316 - Choose your CSV file
320 - Choose to match on 'cardnumber' or 'username' to prevent adding of
321 duplicate card numbers to the system. Additional matchpoints can be
322 set up using patron attributes marked as unique.
326 - Next you can choose default values to apply to all patrons you are
329 - For example, if you're importing patrons specific to one branch you can use
330 the field on the import form to apply the branch code to all those
333 - Finally, you need to decide on what data you want to replace if there
336 - A matching record is found using the field you chose for matching
337 criteria to prevent duplication
341 - When using patron attributes in your installation, you can choose how
342 they are handled on import. You can either decide to always overlay all
343 patron attributes or you choose to only replace patron attributes
344 included in your import file. This will leave other attributes
349 .. _notices-and-slips-label:
352 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
354 - *Get there:* More > Tools > Patrons and circulation > Notices & slips
356 All notices and circulation receipts (or slips) generated by Koha can be
357 customized using the Notices & slips tool. The system comes with several
358 predefined templates that will appear when you first visit this tool.
362 Each notice can be edited, but only a few can be deleted, this is to
363 prevent system errors should a message try to send without a template.
364 Each notice and slip can be edited on a per library basis, by default
365 you will see the notices for all libraries.
367 If you have a style you'd like applied to all slips you can point the
368 :ref:`SlipCSS` preference to a stylesheet. The same is true for
369 notices, using the :ref:`NoticeCSS` preference to define a
372 You will also want to review the `Customising notices and slips
373 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
374 wiki page for more information on formatting these notices.
376 .. _adding-notices-and-slips-label:
378 Adding notices and slips
379 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
381 To add a new notice or slip
387 - Choose which library this notice or slip is for
391 Not all notices can be branch specific for more information
392 review the `Customising notices and slips <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
395 - Choose the module this notice is related to
397 - The Code is limited to 20 characters
399 - Use the name field to expand on your Code
403 With overdue notices, be sure to put your branch name in the
404 description as well so that it will be visible when setting up
405 your :ref:`triggers <overdue-notice/status-triggers-label>`.
407 - Next you can customize the notice for every possible delivery method
409 - Every notice should have an Email template set for it
413 - If you're using the
414 :ref:`TalkingTechItivaPhoneNotification`
415 service you can set up a Phone notification
419 - If you plan on printing this notice you can set the Print template
424 - If you have enabled SMS notices with the
425 :ref:`SMSSendDriver` preference you can set the text
426 for your SMS notices next
430 - Each notice offers you the same options
432 - If you plan on writing the notice or slip in HTML check the 'HTML
433 message' box, otherwise the content will be generated as plain
436 - Message subject is what will appear in the subject line of the
439 - In the message body feel free to type whatever message you feel is
440 best, use the fields on the left hand side to enter individualized
441 data from the from database.
445 Review the `Customising notices and slips <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
446 wiki page for more information.
450 Overdue notices can use <<items.content>> tags by
451 themselves, or use <item></item> to span all of the tags.
452 Learn more about the :ref:`Overdue notice
453 markup <overdue-notice-markup-label>`
455 - On overdue notices make sure to use <<items.content>>
456 tags to print out the data related to all items that are
459 - The other option, only for overdue notices, is to use
460 the <item></item> tags to span the line so that it will
461 print out multiple lines. One example for the
462 <item></item> tag option is:
464 <item>"<<biblio.title>>" by <<biblio.author>>,
465 <<items.itemcallnumber>>, Barcode: <<items.barcode>> ,
466 Checkout date: <<issues.issuedate>>, Due date:
467 <<issues.date\_due>> Fine: <<items.fine>> Due date:
468 <<issues.date\_due>> </item>
472 Only the overdue notices take advantage of the
473 <item></item> tags, all other notices referencing items
474 need to use <<items.content>>
478 To add today's date you can use the <<today>> syntax
482 If you don't want to print the patron's full name on your
483 slips or notice you can enter data in the Other name or
484 Initials field for each patron and use that value instead.
486 - The system preference :ref:`TranslateNotices` will add tabs for each
487 installed language to the notices editor. The notice defined in the
488 'Default' tab will be used if there is no preferred language set
493 .. _preview-notice-templates-label:
495 Preview notice templates
496 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
498 For some notices it is possible to preview the notice template showing how
499 it would look to a specified patron for a particular item or record.
501 If a notice template is previewable the notice template header will contain a
502 field to enter preview data
506 Fill in the necessary information for the template then click the Preview button
507 below the message body. The preview dialog will indicate if there are any problems
508 generating the notice template preview.
510 .. _overdue-notice-markup-label:
512 Overdue notice markup
513 '''''''''''''''''''''''''''''''''''''''''
515 When creating your overdue notices there are two tags in addition to the
516 various database fields that you can use in your notices. You will also
517 want to review the `Customising notices and slips
518 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
519 wiki page for information on formatting item information in these notices.
523 These new tags only work on the overdue notices, not other
524 circulation related notices at this time.
526 These tags are <item> and </item> which should enclose all fields from
527 the biblio, biblioitems, and items tables.
529 An example of using these tags in a notice template might be like:
533 The following item(s) is/are currently overdue:
535 <item>"<<biblio.title>>" by <<biblio.author>>, <<items.itemcallnumber>>, Barcode: <<items.barcode>> Fine: <<items.fine>></item>
537 Which, assuming two items were overdue, would result in a notice like:
541 The following item(s) is/are currently overdue:
543 "A Short History of Western Civilization" by Harrison, John B, 909.09821 H2451, Barcode: 08030003 Fine: 3.50
544 "History of Western Civilization" by Hayes, Carlton Joseph Huntley, 909.09821 H3261 v.1, Barcode: 08030004 Fine: 3.50
546 .. _existing-notices-and-slips-label:
548 Existing notices and slips
549 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
551 Among the default notices are notices for several common actions within
552 Koha. All of these notices can be customized by altering their text via
553 the Notices & slips tool and their style using the
554 :ref:`NoticeCSS` preference to define a stylesheet. You will
555 also want to review the `Customising notices and slips
556 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
557 wiki page for information on formatting item
558 information in these notices. Here are some of what those notices do:
562 - This notice is sent when a patron's suggestion is accepted.
564 - *Note:* If you don't want to send this notice, just delete it.
568 - This notice is sent for each payment transaction in a patron's
569 account if the :ref:`UseEmailReceipts` system preference is set
574 - This notice is sent for each writeoff transaction in a patron's
575 account if the :ref:`UseEmailReceipts` system preference is set
580 - Sent to patrons when their account is set up if the
581 :ref:`AutoEmailOPACUser` preference is set to
584 - *Important:* The notice will only be sent correctly if a username,
585 password and email address is added to the patron record before
586 saving it for the first time.
587 The notice can't be resend or triggered again after the patron account
590 - ACQCLAIM (Acquisition claim)
592 - Used for claiming orders in the aquisitions module
594 - ACQCLAIM is the code of the sample notice, but it's possible to define
595 several notices choosing any code. Only the module 'Claim
596 aquisition' will be taken into account. All notices with this module
597 will appear in the pull down on the late orders page.
599 - *Get there:* More > Acquisitions > Late orders
601 - This notice is sent if several criteria are met:
603 #. The staff patron triggering the email has a valid email address.
605 #. The vendor contact marked as 'Contact about late orders?' has
606 a valid email address.
608 - ACQORDER (Acquisition order)
610 - Used in the acquisitions module to send order information to the vendor
612 - The notice is triggered manually from the basket summary page using
613 the 'Email order' button in the toolbar.
615 - This notice is sent if several criteria are met:
617 #. The staff patron triggering the email has a valid email address.
619 #. The vendor contact marked as 'Primary acquisitions contact' and
620 'Contact when ordering' has a valid email address.
622 - ACQ_NOTIF_ON_RECEIV
624 - Used in the acquisition module to inform patrons on receiving orders
625 they have been added to.
629 - This notice is sent to the patron when an article request is cancelled
634 - This notice is sent to the patron when an article request is marked
635 as completed by staff.
639 - This notice is sent to the patron when an article request has been
640 made in order to confirm the request.
644 - This notice is sent to the patron when an article request is marked
645 as being processed by staff.
649 - This notice is sent to the patron who made a suggestion, when the
650 order created from the suggestion is received.
652 - *Note:* If you don't want to send this notice, just delete it.
656 - This notice is sent as the 'Check in' notice for all items that
659 - This notice is used if two criteria are met:
662 :ref:`EnhancedMessagingPreferences`
665 2. The patron has requested to receive this notice
667 - *Get there:*\ OPAC > Login > your messaging
669 - *Get there:*\ Staff client > Patron record >
674 - This notice is sent as the 'Check out' notice for all items that
677 - This notice is used if two criteria are met:
680 :ref:`EnhancedMessagingPreferences`
683 2. The patron has requested to receive this notice
685 - *Get there:*\ OPAC > Login > your messaging
687 - *Get there:*\ Staff client > Patron record >
692 - This notice is used to generate a PDF to document a successful
695 - The PDF can either be downloaded by the patron from their patron
696 account or from the staff interface when discharging a patron
698 - The discharge feature is controlled by the :ref:`useDischarge`
703 - This notice is sent as the 'Item due' for an item is due
705 - This notice is used if two criteria are met:
708 :ref:`EnhancedMessagingPreferences`
711 2. The patron has requested to receive this notice
713 - *Get there:*\ OPAC > Login > your messaging
715 - *Get there:*\ Staff client > Patron record >
720 - This notice is sent as the 'Item due' for all items that are due
722 - This notice is used if two criteria are met:
725 :ref:`EnhancedMessagingPreferences`
728 2. The patron has requested to receive this notice as a digest
730 - *Get there:*\ OPAC > Login > your messaging
732 - *Get there:*\ Staff client > Patron record >
735 - HOLD (Hold available for pickup)
737 - This notice is used if two criteria are met:
740 :ref:`EnhancedMessagingPreferences`
743 2. The patron has requested to receive this notice
745 - *Get there:*\ OPAC > Login > your messaging
747 - *Get there:*\ Staff client > Patron record >
750 - When this notice references the branches table it is referring to
751 the pickup branch information.
753 - HOLDPLACED (a notice to the library staff that a hold has been
756 - This notice requires the
757 :ref:`emailLibrarianWhenHoldIsPlaced`
758 system preference to be set to 'Enable'
760 - When this notice references the branches table it is referring to
761 the pickup branch information.
765 - This notice can be sent to patrons to warn them that their cards
768 - Requires that you have the
769 :ref:`MembershipExpiryDaysNotice` set
770 and the :ref:`related cron job <cron-notify-patrons-of-expiration-label>` set.
772 - ODUE (Overdue notice)
774 - This notice is used to send overdue notices to patrons
776 - ODUE is the code of the sample notice, but it's possible to use
777 any code and define multiple different messages for different
778 patron categories and notice levels
780 - Requires that you set :ref:`Overdue notice/status
781 triggers <overdue-notice/status-triggers-label>`
785 - This notice is sent to the patron who made a suggestion, when the
786 'from a suggestion' option is used to create an order from it.
788 - Note: If you don't want to send this notice, just delete it.
792 - This notice is sent when a patron requests a new password from the
793 OPAC in order to validate the email address.
795 - The password reset feature is controlled by the :ref:`OpacResetPassword`
800 - This notice is sent as the 'Advanced notice' for an item is due
802 - This notice is used if two criteria are met:
805 :ref:`EnhancedMessagingPreferences`
808 2. The patron has requested to receive this notice
810 - *Get there:*\ OPAC > Login > your messaging
812 - *Get there:*\ Staff client > Patron record >
817 - This notice is sent as the 'Advanced notice' for all items that
820 - This notice is used if two criteria are met:
823 :ref:`EnhancedMessagingPreferences`
826 2. The patron has requested to receive this notice as a digest
828 - *Get there:*\ OPAC > Login > your messaging
830 - *Get there:*\ Staff client > Patron record >
835 - This notice is sent when a patron's suggestion is rejected.
837 - Note: If you don't want to send this notice, just delete it.
841 - This notice is sent as the 'Check out' notice for all items that
844 - This notice is used if three criteria are met:
847 :ref:`EnhancedMessagingPreferences`
850 2. The :ref:`RenewalSendNotice` preference is
853 3. The patron has requested to receive the checkout notice
855 - *Get there:*\ OPAC > Login > your messaging
857 - *Get there:*\ Staff client > Patron record >
860 - SERIAL_ALERT (New serial issue)
862 - Notice used in the serials module to notify patrons/staff
863 of new issues of a serial. SERIAL_ALERT (RLIST in older verisons)
864 is provided as a sample notice, but the notice code can be chosen
865 freely as only the module is taken into account. Multiple notices
868 - *Get there:* More > Serials > :ref:`New
869 subscription <add-a-subscription-label>`
871 - You have the option to select the notice used to inform the patron
872 about a received serial issue for a subscription. Choose from the
873 'Patron notification' drop down.
875 - If a notice has been selected for a subscription, patrons can
876 subscribe to the email notification from the subscription tab
877 in the detail view in the OPAC.
881 Notice also that if you'd like to notify patrons of new serial
882 issues, you can click on 'define a notice' which will take you
883 to the 'Notices' tool
887 - Used to notify a patron when another patron has accepted their
890 - Requires that you set
891 :ref:`OpacAllowSharingPrivateLists`
896 - Used to notify a patron that another patron would like to share a
899 - Requires that you set
900 :ref:`OpacAllowSharingPrivateLists`
905 - Used to notify a staff member if a purchase suggestion has been
906 moved to the fund they manage
909 :ref:`notice\_unprocessed\_suggestions <cron-email-suggestions-to-process-label>` cron job
911 There are also a set of predefined slips (or receipts) listed on this
912 page. All of these slips can be customized by altering their text via
913 the Notices & slips tool and their style using the
914 :ref:`SlipCSS` preference to define a stylesheet. Here is what
915 those slips are used for:
919 - Used to print a slip for an article request
921 - The slip or receipt can be printed manually when managing article
922 requests from the staff interface.
924 - *Get there:* Circulation > Article requests > Actions > Print slip
928 - Used to print the quick slip in circulation
930 - The quick slip only includes items that were checked out today
934 - Used to print a full slip in circulation
936 - The slip or receipt will show items checked out today as well as
937 items that are still checked out
941 - Used to print a holds slip
943 - The holds slip is generated when a hold is confirmed and set to
948 - Used to print an overdues slip
950 - The overdues slip can be generated manually using the 'print' menu
951 in the patron account in staff. It will show all items overdue.
955 - Used to print a transfer slip
957 - The transfer slip is printed when you confirm a transfer from one
958 branch to another in your system
960 .. _overdue-notice/status-triggers-label:
962 Overdue notice/status triggers
963 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
965 - *Get there:* More > Tools > Patrons and circulation > Overdue
966 notice/status triggers
968 In order to send the overdue notices that you defined using the
969 :ref:`Notices & slips <notices-and-slips-label>` tool, you need to first set the triggers to have
974 In order to have overdue notices sent to your patrons, you need to
975 :ref:`set that patron category <adding-a-patron-category-label>` to require overdue
980 Depending on the value of your
981 :ref:`OverdueNoticeCalendar` preference the
982 delay may or may not include days the library is closed based on the
983 :ref:`holiday calendar <calendar-label>`.
985 The Overdue notice/status triggers tool gives the librarian the power to
986 send up to three notices to each patron type notifying them of overdue
991 - Delay is the number of days after an issue is due before an action is
996 If you want Koha to trigger an action (send a letter or
997 restrict member), a delay value is required.
999 - To send additional notices, click on the tabs for 'Second' and
1002 - If you would like to prevent a patron from checking items out because
1003 of their overdue items, check the 'Restrict' box, this will put a
1004 notice on the patron's record at checkout informing the librarian
1005 that the patron cannot check out due to overdue items.
1007 - If you choose to restrict a patron in this way you can also have
1008 Koha automatically remove that restriction with the
1009 :ref:`AutoRemoveOverduesRestrictions`
1012 - Next you can choose the delivery method for the overdue notice. You
1013 can choose from Email, Phone (if you are using the :ref:`iTiva Talking
1014 Tech service <talkingtechitivaphonenotification-label>`), Print and SMS
1015 (if you have set your :ref:`SMSSendDriver`).
1017 .. _patron-card-creator-label:
1020 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1022 - *Get there:* More > Tools > Patron card creator
1024 The patron card creator allow you to use layouts and templates which you
1025 design to print your custom patron cards on your printer. Here are some
1026 of the features of the patron card creator module:
1028 - Customize patron card layouts with text retrieved from the Koha
1031 - Design custom card templates for printed patron cards (to match the
1034 - Build and manage batches of patron cards to print
1036 - Export (as PDF) single or multiple batches to print
1038 - Export (as PDF) single or multiple patron cards from within a batch
1040 .. _patron-card-layouts-label:
1043 ^^^^^^^^^^^^^^^^^^^^^^^^^^
1045 - *Get there:* More > Tools > Patron card creator > Manage > Layouts
1047 A layout defines the text and images that will be printed on to the card
1048 and where it will appear.
1052 Up to three lines of text, the patron's number in barcode
1053 representation and up to two images can be printed on to the card.
1055 .. _patron-add-a-layout-label:
1058 '''''''''''''''''''''''''''''''''
1060 If you have no layouts defined, you will add a new layout by clicking
1061 the 'New' button and choosing 'Layout'.
1065 You may also choose to press 'Manage layout' on the left side. Here you
1066 are offered a list of available layouts you can select for editing. But
1067 at the top of the page there is still the 'New layout' button.
1071 - The name you assign to the layout is for your benefit, name it
1072 something that will be easy to identify at a later date
1074 - The Units pull down is used to define what measurement scale you're
1075 going to be using for your layout.
1081 A Postscript Point is 1/72", an Adobe Agate is 1/64", an Inch
1082 is 25.4 SI Millimeters
1084 - Next, note if this layout is for the front or the back of the patron
1089 You will need a layout for both the front and back of your
1090 card if you have 2-sided library cards, this option doesn't
1091 allow you to print two sided cards, just lets you track which
1092 side of the card you're designing.
1094 - You have the option of adding up to 3 lines of text to your card.
1095 Your text can be static text of your choosing and/or fields from the
1096 patron record. If you want to print fields from the patron record you
1097 want to put the field names in brackets like so - <firstname>
1101 A full list of field names can be found in the database schema
1102 at http://schema.koha-community.org
1104 - For each line of text, you can choose your font, font size and the
1105 location of the text on the card using the lower X and Y coordinates
1107 - In order to show the barcode and the patron card number you will need
1108 to check the 'Print card number as barcode' option. This will turn
1109 the patron card number into a barcode. If you want the number to
1110 print in human readable format you will need to check the 'Print card
1111 number as text under barcode' option.
1113 - Finally you can choose up to two images to print on the card.
1115 - One can be the :ref:`patron image <upload-patron-images-label>` which you
1116 can resize to meet your needs.
1118 - The other image can be something like a library logo or symbol
1119 that you uploaded using the ':ref:`manage
1120 images <manage-images-label>`' module of the patron card creator
1125 It is the designers responsibility to define textlines, barcode and
1126 images such that overlap is avoided.
1128 After saving, your layouts will appear on the 'Manage layouts' page.
1132 .. _patron-templates-label:
1135 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1137 - *Get there:* More > Tools > Patron card creator > Manage > Card
1140 A template describes the arrangement of labels on the label sheet/card
1141 stock you are using. This might be Avery 5160 for address labels,
1142 Gaylord 47-284 for spine labels or Avery 28371 for your patron cards,
1143 just to give a couple of examples. All of the information you will need
1144 for setting up a template may be on the packaging, and if not it can
1145 usually be found on the vendor's website or can be measured from a
1148 .. _patron-add-a-template-label:
1151 '''''''''''''''''''''''''''''''''''''
1153 To add a new template click on the 'New template' button at the top of
1154 your page which brings you to the Edit template form immediately. You
1155 may also choose to press 'Manage templates' on the left side. Here you
1156 are offered a list of available templates you can select for editing.
1157 But in the top of the page there is still the 'New template' button.
1161 Using the form that appears after pressing either 'Edit' or 'New
1162 template' you can define the template for your sheet of labels or cards.
1166 - Template ID is simply a system generated unique id
1168 - Template code should be the name of this template to identify it on a
1171 - You can use the template description to add additional information
1174 - The Units pull down is used to define what measurement scale you're
1175 going to be using for the template.
1181 A Postscript Point is 1/72", an Adobe Agate is 1/64", an Inch
1182 is 25.4 SI Millimeters
1184 - The measurements (page height, page width, card width, card height)
1185 may be on the packaging, and if not it can usually be found on the
1186 vendor's website or can be measured from a sample sheet.
1188 - A profile is a set of "adjustments" applied to a given template just
1189 prior to printing which compensates for anomalies unique and peculiar
1190 to a given printer (to which the profile is assigned).
1192 - Before defining a profile try printing some sample cards so that
1193 you can take measurements to define a profile to perform the right
1194 adjustments for your printer/template combination.
1196 - After finding and documenting any anomalies in the printed
1197 document, then you can :ref:`create a profile <patron-add-a-profile-label>` and
1198 assign it to the template.
1202 Do not specify a profile unless needed, i.e. do not click to
1203 define a printer profile. It is not possible to remove a
1204 profile from a template but you can switch to another profile.
1208 If you are using different printers you may be required to
1209 define several templates that are identical only different
1210 profiles are specified.
1212 After saving, your templates will appear on the 'Manage templates' page.
1216 .. _patron-profiles-label:
1219 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1221 - *Get there:* More > Tools > Patron card creator > Manage > Profiles
1223 A profile is a set of "adjustments" applied to a given
1224 :ref:`template <patron-templates-label>` just prior to printing which compensates
1225 for anomalies unique and peculiar to a given printer. This means if you
1226 set a template up and then print a sample set of data and find that the
1227 items are not all aligned the same on each card, you need to set up a
1228 profile for each printer (or even different tray selections on the same
1229 printer) to make up for the differences in printing styles, such as the
1230 shifting of text to the left, right, top or bottom.
1232 If your cards are printing just the way you want, you will not need a
1235 .. _patron-add-a-profile-label:
1238 '''''''''''''''''''''''''''''''''''
1240 To add a new profile, you want to click on the 'Profiles' button at the
1241 top of your page and choose 'New profile'
1245 To add a new profile, you want to click on the 'New profile' button at
1246 the top of your page. Using the form that appears you can define the
1247 values to correct the card misalignments on your label sheet. You may
1248 also choose 'Manage profiles' on the left side and select one of the
1249 currently available profiles for editing.
1253 - The Printer name and Paper bin do not have to match your printer
1254 exactly, they are for your reference so you can remember what printer
1255 you have set the profile for.
1259 For example: if you want to use the Printer model number in
1260 printer name you can, or you can call it 'the printer on my
1263 - Template will be filled in once you have chosen which template to
1264 apply the profile to on the :ref:`template edit form <patron-add-a-template-label>`
1266 - The Units pull down is used to define what measurement scale you're
1267 going to be using for your profile.
1273 A Postscript Point is 1/72", an Adobe Agate is 1/64", an Inch
1274 is 25.4 SI Millimeters
1276 - Offset should be used when the entire image is off center either
1277 vertically or horizontally. Creep describes a condition where the
1278 distance between the labels changes across the page or up and down
1281 - For offset and creep values, negative numbers move the printed
1282 information up and to the left on the printed sheet and positive
1283 numbers move down and to the right
1285 - Example: the text is printed 0 .25" from the left edge of the
1286 first label, 0 .28" from the left edge of the second label and 0
1287 .31" from the left edge of the third label. This means the
1288 horizontal creep should be set to (minus) -0.03 " to make up for
1291 After saving, your profiles will appear on the 'Manage printer profiles'
1296 Once you have saved your new profile, you can return to the list of
1297 templates and choose to edit the template that this profile is for.
1299 .. _patron-batches-label:
1302 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1304 - *Get there:* More > Tools > Patron card creator > Manage > Card
1307 A batch is a collection of patrons for whom you want to generate cards.
1309 .. _patron-add-a-batch-label:
1312 '''''''''''''''''''''''''''''''
1314 To add a new batch, you want to click on the 'New batches' button at the
1315 top of your page. Choosing the menu item 'Manage batches' on the left a
1316 list of already defined batches is displayed. In this display you can
1317 either select a batch for editing or add a new batch.
1321 For a new batch a message pops up and directs you to select patrons to
1322 be processed in this batch.
1326 After choosing the 'Add patron(s)' button the Patron Search window pops
1331 From here you can search for patrons to add to your batch by any part of
1332 their name, their category and/or library. Entering \* in the search box
1333 will display all the patrons.
1337 From the results you can add patrons to the batch by clicking the 'Add'
1338 button. After adding patrons from the results you can start over and
1339 perform another search or click 'Close' at the bottom of the screen to
1340 indicate that you are done. You will then be presented with your
1344 If you are satisfied with your batch you can proceed to export. If you
1345 want to correct or even delete that batch the buttons to do so can be
1346 found at the top of your screen. You can always come back here through
1347 the 'Manage > Card batches' button.
1349 If you would like to export all patron cards you can click 'Export card
1350 batch' otherwise you can choose specific patrons to print cards for by
1351 checking the box to the right of their names and then choose 'Export
1352 selected card(s)' at the top.
1354 The export menu will ask you to choose a template, a layout and starting
1355 position (where on the sheet should printing begin).
1359 For the starting position if the first 6 labels have already been
1360 used on your sheet you can start printing on label in position 7 on
1361 the sheet. The labels are numbered left to right from top to bottom.
1365 Once you click 'Export' you will be presented with a PDF of your labels
1370 When you open the PDF you will see the cards for printing
1374 The above image shows a layout that is made up of two textlines. The
1375 first one is just plain text, the second one is composed of the
1376 <firstname> <surname> fields. A patron image is printed (if available)
1377 and the barcode of patrons number is displayed in code 39. All this is
1378 printed on a template with three columns and 8 rows using position 1-3
1379 here. When printing this PDF please take care that your printer doesn't
1380 rescale the PDF (e.g do not fit to paper size) otherwise the printer
1381 will not be able to print to the right place per your templates.
1383 .. _manage-images-label:
1386 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1388 - *Get there:* More > Tools > Patron card creator > Manage > Images
1390 Images uploaded using this tool will appear on the menu when creating
1391 :ref:`patron card layouts <patron-card-layouts-label>`. You are limited in how many
1392 images you can upload (not counting patron images) by the
1393 :ref:`ImageLimit` system preference.
1397 Images must be under 500k in size.
1401 Pictures uploaded with this tool should be at least 300dpi which is
1402 the minimum quality for a printable image.
1404 In the center of the screen is a simple upload form, simply browse for
1405 the file on your computer and give it a name you'll recognize later.
1409 Once the file is uploaded you will be presented with a confirmation
1414 And the image will be listed with all of your others on the right hand
1419 To delete one or multiple of these images, click the checkbox to the
1420 right of each image you want to delete and click the 'Delete' button.
1422 .. _patrons-anonymize-bulk-delete-label:
1424 Batch patron deletion/anonymization
1425 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1427 - *Get there:* More > Tools > Patrons and circulation > Batch patron
1428 deletion/anonymization
1430 This tool allows you to bulk anonymize circulation histories (this means
1431 that you keep records of how many times items were checked out - but not
1432 the patrons who checked the items out) or bulk delete patrons (remove
1433 them from the system completely).
1437 Patrons with outstanding fines or items checked out are not saved.
1438 They are not completely removed from the system (they are only moved
1439 to the delete\_borrowers table), but this tool does not provide as
1440 many checks as one may desire.
1444 Before using this tool it is recommended that you backup your
1445 database. Changes made here are permanent.
1449 The anonymization will fail quietly if
1450 :ref:`AnonymousPatron` preference does not contain a
1455 To either delete or anonymize patrons
1457 - Check the 'Verify' box on the task you would like to complete (delete
1460 - Enter a date before which you want to alter the data
1462 - If deleting patrons you can also choose to find patrons who
1464 - have not borrowed since a specific date
1466 - have accounts that will expire before a specific date
1468 - are in a specific :ref:`patron category <patron-categories-label>`
1470 - are in a :ref:`patron list <patron-lists-label>`
1474 - A confirmation will appear asking if you're sure this is what you
1479 - Clicking 'Finish' will delete or anonymize your data
1483 .. _batch-patron-modification-label:
1485 Batch patron modification
1486 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1488 - *Get there:* More > Tools > Patrons and circulation > Batch patron
1491 With this tool you can make edits to a batch of patron records. Simply
1492 load in a file of cardnumbers (one per line), choose from a :ref:`list of
1493 patrons <patron-lists-label>` or scan patron card numbers in to the box
1498 Once you have the file loaded or the barcodes scanned click 'Continue.'
1499 You will be presented with a list of the patrons and the changes you can
1504 To the left of each text box there is a checkbox. Clicking that checkbox
1505 will clear our the field values.
1509 If the field is mandatory you will not be able to clear the value in
1512 If you have multiple patron attributes you can change them all by using
1513 the plus (+) sign to the right of the text box. This will allow you to
1514 add another attribute value.
1518 Once you have made the changes you want, you can click 'Save' and Koha
1519 will present you with the changed patron records.
1521 .. _tag-moderation-label:
1524 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1526 - *Get there:* More > Tools > Patrons and circulation > Tags
1528 Depending on your :ref:`tagging system preferences <tagging-label>`,
1529 librarians may need to approve tags before they are published on the
1530 OPAC. This is done via the tag moderation tool. If there are tags
1531 awaiting moderation they will be listed on the main staff dashboard
1532 under the module labels:
1536 To moderate the tags visit the Tags tool. When first visiting the tool,
1537 you will be presented with a list of tags that are pending approval or
1538 rejection by a librarian
1542 - To see all of the titles this tag was added to simply click on the
1547 - From this list of titles you can remove a tag without outright
1548 rejecting it from being used in the future by clicking the 'Remove
1549 tag' button to the right of the title.
1551 - To approve a tag, you can either click the 'Approve' button in line
1552 with the term, or check all terms you want to approve and click
1553 'Approve' below the table.
1555 - To reject a tag, you can either click the 'Reject' button in line
1556 with the term, or check all terms you want to reject and click
1557 'Reject' below the table.
1559 Once a tag has been approved or rejected it will be moved to the
1560 appropriate list of tags. A summary of all tags will appear on the right
1565 Even though a tag is approved or rejected, it can still be moved to
1566 another list. When viewing approved tags each tag has the option to
1571 To check terms against the approved and rejected lists (and possibly
1572 against :ref:`the dictionary <tagsexternaldictionary-label>` you have assigned
1573 for tag moderation) simply enter the term into the search box on the
1574 bottom right of the screen to see the status of the term
1578 Finally you can find tags by using the filters on the left.
1582 .. _upload-patron-images-label:
1584 Upload patron images
1585 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1587 - *Get there:* More > Tools > Patrons and circulation > Upload patron
1590 Patron images can be uploaded in bulk if you are :ref:`allowing patron
1591 images <patronimages-label>` to be attached to patron records. These images
1592 can also be used when creating :ref:`patron cards <patron-card-creator-label>`.
1594 - Create a txt file and title it "DATALINK.TXT" or "IDLINK.TXT"
1596 - On each line in the text file enter the patron's card number followed
1597 by comma (or tab) and then the image file name
1601 - Make sure that your TXT file is a plain text document, not RTF.
1603 - Zip up the text file and the image files
1605 - Go to the Upload patron images tool
1609 - For a single image, simply point to the image file and enter the
1612 - For multiple images, choose to upload a zip file
1614 - After uploading you will be presented with a confirmation
1620 There is a limit of 100K on the size of the picture uploaded and it
1621 is recommended that the image be 200x300 pixels, but smaller images
1627 ---------------------------
1629 .. _batch-item-deletion-label:
1632 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1634 - *Get there:* More > Tools > Catalog > Batch item deletion
1636 This tool will allow you to delete a batch of item records from Koha.
1638 From the tool you can choose to upload a file of barcodes or item ids,
1639 or you can scan items one by one into the box below the upload tool.
1643 Once you have your file uploaded or the barcodes scanned you can click
1646 You will be presented with a confirmation screen. From here you can
1647 uncheck the items you don't want to delete and decide if Koha should
1648 delete the bib record if the last item is being deleted before clicking
1649 'Delete selected items.' If you'd like you can delete the bibliographic
1650 record if you're deleting the last item by clicking the checkbox next to
1651 'Delete records if no items remain'.
1655 If your file (or list of scanned barcodes) has more than 1000 barcodes,
1656 Koha will be unable to present you with a list of the items. You will
1657 still be able to delete them, but not able to choose which items
1658 specifically to delete or delete the biblio records.
1662 If the items are checked out you will be presented with an error after
1663 clicking 'Delete selected items' and the items will not be deleted.
1667 If the items can be deleted they will be and you will be presented with
1668 a confirmation of your deletion.
1672 .. _batch-item-modification-label:
1674 Batch item modification
1675 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1677 - *Get there:* More > Tools > Catalog > Batch item modification
1679 This tool will allow you to modify a batch of item records in Koha.
1683 From the tool you can choose to upload a file of barcodes or item ids,
1684 or you can scan items one by one into the box below the upload tool. You
1685 can also decide the items edited should be populated with the default
1686 values you have defined in your :ref:`default
1687 framework <marc-bibliographic-frameworks-label>`.
1689 Once you have your file uploaded or the barcodes listed you can click
1694 You will be presented with a summary of the items you want to modify.
1695 From here you can uncheck the items you don't want to modify before
1696 making changes in the form below. You can also hide columns you don't
1697 need to see to prevent having to scroll from left to right to see the
1698 entire item form. The holds column displays a count of the current holds
1703 To uncheck all items thar are currently checked out you can click
1704 the 'Clear on loan' link at the top of the form.
1706 Using the edit form you can choose which fields to make edits to. By
1707 checking the checkbox to the right of each field you can clear the
1708 values in that field for the records you are modifying.
1712 Once you have made you changes you will be presented with the resulting
1719 You can also edit items on one bib record in a batch by going to the
1720 bib record and clicking Edit > Edit items in batch
1724 .. _batch-record-deletion-label:
1726 Batch record deletion
1727 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1729 This tool will take a batch of record numbers for either bibliographic
1730 records or authority records and allow you to delete all those records
1731 and any items attached to them in a batch.
1733 First you need to tell the tool if you're deleting bibliographic or
1738 - load a file with biblionumbers or authids;
1742 - use a :ref:`list <lists-label>`;
1746 - or enter the list of numbers in the box provided.
1750 Once you submit the form you will be presented with a summary of the records
1751 you are trying to delete.
1755 If a record you want to delete can't be deleted it will be highlighted.
1757 Check the records you want to delete and click the 'Delete selected
1758 records' button to finish the process.
1760 .. _batch-record-modification-label:
1762 Batch record modification
1763 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1765 - *Get there:* More > Tools > Catalog > Batch record modification
1767 This tool will allow you to edit batches of bibliographic and
1768 authority records using :ref:`MARC modification
1769 templates <marc-modification-templates-label>`. Before visiting this tool you will
1770 want to set up at least one MARC modification template.
1772 When you visit the tool it will ask you:
1774 - Choose whether you're editing bibliographic or authority records
1776 - Enter the biblionumbers or authids
1778 - You can upload a file of these numbers;
1782 - You can use a :ref:`list <lists-label>`;
1786 - Or enter the numbers (one per line) in the box provided.
1790 - Finally choose the MARC modification template you'd like to use to
1793 Once you've entered your criteria click 'Continue'
1797 You will be presented with a list of records that will be edited. Next
1798 to each one is a checkbox so you can uncheck any items you would rather
1799 not edit at this time.
1801 Clicking 'Preview MARC' will allow you to see what edits will be made when
1802 you finalize the edit.
1806 Once you're sure everything is the way you want you can click the
1807 'Modify selected records' button and your records will be modified.
1809 .. _automatic-item-modifications-by-age-label:
1811 Automatic item modifications by age
1812 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1814 - *Get there:* More > Tools > Catalog > Automatic item modifications by
1817 This tool allows librarians to update item specific fields when an item
1818 reaches a certain age.
1822 Staff need the items\_batchmod permission to access this tool
1826 The settings in this tool will be acted upon by the :ref:`corresponding
1827 cron job <cron-automatic-item-update-label>`
1829 If you haven't created any rules you will see the option to 'Add rules'
1830 on the Tool page. Click this button to create rules.
1834 If you have rules already there will be a button that reads 'Edit
1835 rules'. To create a new rule click the 'Edit rules' button at the top of
1840 You will be brought to a page where you can edit exisitng rules or
1845 In the form that appears you can set :
1847 - the age in days at which the item will update (Age)
1849 - what criteria is needed to trigger the update (Conditions)
1851 - what changes are made when the script runs (Substitutions)
1855 Once you're done you can click the 'Add this rule' link and then add
1856 additional rules or you can click the 'Submit these rules' button to
1861 .. _export-data-(marc-and-authorities)-label:
1864 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1866 - *Get there:* More > Tools > Catalog > Export data
1868 Koha comes with a tool that will allow you to export your bibliographic,
1869 holdings and/or authority data in bulk. This can be used to send your
1870 records to fellow libraries, organizations or services; or simply for
1873 .. _export-bibliographic-records-label:
1875 Export bibliographic records
1876 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1878 At the top of the screen you need to pick what data you're exporting. If
1879 you're exporting bibliographic records with or without the holdings
1880 information you want to click the 'Export bibliographic records' tab.
1882 - Fill in the form in order to limit your export to a specific range
1883 (all fields are optional)
1887 - Choose to limit your export by any one or more of the following
1890 - Limit to a bib number range
1892 - Limit to a specific item type
1896 This limit will use the type you have defined in the
1897 :ref:`item-level\_itypes <item-level\_itypes-label>` preference.
1898 If you have the item-level\_itypes preference set to
1899 'specific item' and you have no items attached to a bib
1900 record it will not be exported. To get all bib records
1901 of a specific type you will need your item-level\_itypes
1902 preference set to 'biblio record'.
1904 - Limit to a specific library or group of libraries
1908 This is a filter: if you leave this set to the default
1909 (all libraries selected) or select one or more libraries,
1910 bib records with no items attached will not be exported. To get
1911 bib records with no items you will need to 'clear all'
1912 (i.e. de-select all libraries).
1914 - Limit to a call number range
1916 - Limit to an acquisition date range
1918 - If you'd like you can load a file of biblionumbers for the records
1919 you would like to export. File type needs to be .csv or .txt
1923 - Next choose what to skip when exporting
1927 - By default items will be exported, if you would like to only
1928 export bibliographic data, check the 'Don't export items' box
1930 - To limit your export only to items from the library you're
1931 logged in as (if you leave the 'Library' field set to 'All') or
1932 to the library you selected above check the 'Remove non-local
1935 - You can also choose what fields you don't want to export. This
1936 can be handy if you're sharing your data, you can remove all
1937 local fields before sending your data to another library
1939 - Finally choose the file type and file name
1943 - Choose to export your data in marc or marcxml format
1945 - Choose the name you want your file to save as
1947 - Click 'Export bibliographic records'
1949 .. _export-authority-records-label:
1951 Export authority records
1952 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1954 At the top of the screen you need to pick what data you're exporting. If
1955 you're exporting authority records you want to click the 'Export
1956 authority records' tab.
1958 - Fill in the form in order to limit your export to a specific range or
1959 type of authority record (all fields are optional)
1963 - Or you can choose a file of authids to export
1967 File type needs to be .csv or .txt
1969 - Next choose fields that you would like to exclude from the export
1970 separated by a space (no commas)
1974 - If you'd like to exclude all subfields of the 200 for example just
1977 - If you'd like to exclude a specific subfield enter it beside the
1978 field value 100a will exclude just the subfield 'a' of the 100
1980 - Finally choose the file type and file name
1984 - Choose to export your data in marc or marcxml format
1986 - Choose the name you want your file to save as
1988 - Click 'Export authority records'
1990 .. _inventory-tool-label:
1993 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1995 - *Get there:* More > Tools > Catalog > Inventory
1997 Koha's Inventory tool can be used in one of three ways:
1998 1. By printing out a shelf list that you can then mark items off on;
2000 2. By uploading a text file of barcodes gathered by a portable scanner;
2002 3. By comparing a text file of barcodes gathered by a portable scanner to a
2003 generated shelf list.
2005 If you do not have the ability to use your barcode scanner on the floor
2006 of the library, the option available to you is to generate a shelf
2007 list based on criteria you enter.
2011 First, choose the criteria for the items you want to print out on a list.
2012 All parameters are optional, but if none are selected, the resulting list
2013 might be quite large.
2015 - Library: choose the branch you want to check, as well as if that branch
2016 is the home library or the current holding library of the items.
2018 - Shelving location (items.location) is: you can filter by location.
2020 - Item callnumber between ... and ...: you can also limit the list to a specific
2021 range of callnumbers.
2023 You can filter even more with item statuses (not for loan status, lost status,
2024 withdrawn status or damaged status). Check the boxes next to the statuses you
2025 want to include. For example, if you are using the list to shelf read, check
2026 only the 'for loan' status as the other items probably won't be on the shelves.
2028 - Last inventory date: enter a date here to skip items that have been marked
2031 - Skip items on loan: check this box to filter out loaned items from the list.
2033 - Export to CSV file: check this box to generate a CSV file for altering in an
2034 application on your desktop. If this box is unchecked, the list will be
2035 presented on the screen.
2037 Click on 'Submit' to generate your shelf list. You can then print it to use
2038 while walking around the library checking your collection or use it directly
2039 in Koha on a portable device.
2043 Once you have found the items on your shelves, return to this
2044 list and check the boxes next to the items you found. Next, click on one of
2045 the three buttons to continue:
2047 - Mark seen and quit: updates the 'last seen' date of the checked items to
2048 today and returns to the previous screen.
2050 - Mark seen and continue: updates the 'last seen' date of the checked items to
2051 today and shows the next page of the list.
2053 - Continue without marking: doesn't update any of the items on this page
2054 and shows the next page of the list.
2056 If you have a portable scanner (or a laptop and USB scanner) you can
2057 walk through the library with the scanner in hand and scan barcodes as
2058 you come across them (on a laptop, scan the barcodes into a text file). Once
2059 finished you can then upload the text file generated by the scanner to Koha.
2063 Choose the text file and the date you want to mark all items as seen and
2064 then scroll to the very bottom and click 'Submit'. This will update all the
2065 items' 'last seen' date to the chosen date. By default, this will also check in
2066 the items scanned as it is assumed that they are on the shelf and so not loaned
2067 out. If you do not want to check in scanned items, check the 'Do not check in
2068 items scanned during inventory' before clicking 'Submit'.
2070 Alternatively, you can combine the two methods to automatically compare a list
2071 of scanned barcodes with a generated list. First, upload you barcode file and
2072 choose the date you want to appear in the items' 'last seen' field. The 'Compare
2073 barcodes list to results' checkbox should automatically be checked. If you do
2074 not want the scanned items to be automatically checked-in if they are checked-out,
2075 make sure you check the 'Do not check in items scanned during inventory' checkbox.
2076 Choose the filters (library, shelving location, callnumbers or statuses) to generate a
2077 list with which to compare your barcodes. Click on 'Submit'.
2081 Depending on the number of barcodes you are comparing, this may take a few
2082 minutes. It is not recommended to compare lists of more than 1000 barcodes as
2083 this may cause a session timeout.
2085 Once Koha has finished comparing the barcodes file to the generated list, it
2086 will return the number of items updated and a list of problematic items.
2088 - Missing (not scanned): the item is in the generated list but not in the
2091 - Found in wrong place: the item is in the barcodes list, but not in the
2094 - Still checked out: the item is checked out, but is in the generated list. It
2095 was not automatically checked in.
2097 - Barcode not found: the barcode doesn't exist.
2099 - Item withdrawn: the item has 'withdrawn' status, but it is in the barcodes
2102 .. _label-creator-label:
2105 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2107 - *Get there:* More > Tools > Catalog > Label creator
2109 The label creator tool allow you to use layouts and templates which you
2110 design to print a nearly unlimited variety of labels including barcodes.
2111 Here are some of the features of the label creator tool:
2113 - Customize label layouts
2115 - Design custom label templates for printed labels
2117 - Build and manage batches of labels
2119 - Export single or multiple batches
2121 - Export single or multiple labels from within a batch
2123 - Export label data in one of three formats:
2125 - PDF - Readable by any standard PDF reader, making labels printable
2126 directly on a printer
2128 - CSV - Export label data after your chosen layout is applied
2129 allowing labels to be imported in to a variety of applications
2131 - XML - Included as an alternate export format
2133 .. _label-templates-label:
2136 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2138 - *Get there:* More > Tools > Label creator > Manage > Label templates
2140 A template is based on the label/card stock you are using. This might be
2141 Avery 5160 for address labels, Gaylord 47-284 for spine labels or Avery
2142 28371 for your patron cards, just to give a couple of examples. These
2143 labels will include all of the information you will need for setting up
2144 a Koha, this information may be on the packaging, and if not it can
2145 usually be found on the vendor's website.
2147 .. _label-add-a-template-label:
2150 ''''''''''''''''''''''''''''''''''''''
2152 To add a new template, you want to click on the 'New' button at the top
2153 of the label creator page and choosing 'Label template'.
2157 Using the form that appears you can define the template for your sheet
2162 - Template ID will be automatically generated after saving your
2163 template, this is simply a system generated unique id
2165 - Template Code should be something you can use to identify your
2166 template on a list of templates
2168 - You can use the template Description to add additional information
2171 - The Units pull down is used to define what measurement scale you're
2172 going to be using for the template. This should probably match the
2173 unit of measurement used on the template description provided by the
2178 - The measurements, number of columns and number of rows can be found
2179 on the vendor product packaging or website.
2183 If you do not supply a left text margin in the template, a
2184 3/16" (13.5 point) left text margin will apply by default.
2186 - A profile is a set of "adjustments" applied to a given template just
2187 prior to printing which compensates for anomalies unique and peculiar
2188 to a given printer (to which the profile is assigned).
2190 - Before picking a profile try printing some sample labels so that
2191 you can easily define a profile that is right for your
2192 printer/template combination.
2194 - After finding any anomalies in the printed document, :ref:`create a
2195 profile <label-add-a-profile-label>` and assign it to the template.
2197 After saving, your templates will appear on the 'Manage' area under
2202 .. _label-profiles-label:
2205 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2207 - *Get there:* More > Tools > Label creator > Manage > Printer profiles
2209 A profile is a set of "adjustments" applied to a given
2210 :ref:`template <label-add-a-template-label>` just prior to printing which
2211 compensates for anomalies unique and peculiar to a given printer (to
2212 which the profile is assigned). This means if you set a template up and
2213 then print a sample set of data and find that the items are not all
2214 aligned the same on each label, you need to set up a profile for each
2215 printer to make up for the differences in printing styles, such as the
2216 shifting of text to the left, right, top or bottom.
2218 If your labels are printing just the way you want, you will not need a
2221 .. _label-add-a-profile-label:
2224 ''''''''''''''''''''''''''''''''''''
2226 To add a new profile, you want to click on the 'New' button at the top
2227 of the label creator tool and choose 'Printer profile'.
2231 Using the form that appears you can create a profile to fix any problems
2236 - The Printer Name and Paper Bin do not have to match your printer
2237 exactly, they are for your reference so you can remember what printer
2238 you have set the profile for. So if you want to use the Printer model
2239 number in printer name or you can call it 'the printer on my desk'
2241 - Template will be filled in once you have chosen which template to
2242 apply the profile to on the :ref:`template edit
2243 form <label-add-a-template-label>`
2245 - The Units pull down is used to define what measurement scale you're
2246 going to be using for your profile.
2250 - Offset describes what happens when the entire image is off center
2251 either vertically or horizontally and creep describes a condition
2252 where the distance between the labels changes across the page or up
2255 - For these values, negative numbers move the error up and to the
2256 left and positive numbers move the error down and to the right
2258 - Example: the text is .25" from the left edge of the first label,
2259 .28" from the left edge of the second label and .31" from the left
2260 edge of the third label. This means the horizontal creep should be
2261 set to .03" to make up for this difference.
2263 After saving, your profiles will appear on the 'Manage' area under
2268 Once you have saved your new profile, you can return to the list of
2269 templates and choose to edit the template that this profile is for.
2271 .. _label-layouts-label:
2274 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
2276 - *Get there:* More > Tools > Label creator > Manage > Layouts
2278 A layout is used to define the fields you want to appear on your labels.
2280 .. _label-add-a-layout-label:
2283 ''''''''''''''''''''''''''''''''''
2285 To add a new layout, you want to click on the 'New' button at the top of
2286 the Label creator tool and choose 'Layout'.
2290 Using the form that appears you can decide what appears on your labels.
2294 - The name of your layout can be anything you'd like to help you
2297 - If this is a barcode label you'll want to choose the encoding (Code
2298 39 is the most common)
2300 - The layout type can be any combination of bibliographic information
2301 and/or barcode. For example a spine label would just be Biblio
2302 whereas a label for your circulation staff to use to checkout the
2303 book would probably be Biblio/Barcode.
2305 - Biblio: only bibliographic information will appear on the label (e.g.
2310 - Barcode/Biblio: the barcode will appear at the top of the label and the
2311 bibliographic information undeneath
2315 - Biblio/Barcode: the bibliographic information will appear at the top of
2316 the label and the barcode underneath
2320 - Alternating: the bibliographic information will appear on one label, and
2321 the barcode on the next label, alternating for each item
2325 - Barcode: only the barcode will appear on the label
2329 - The Bibliographic data to print includes any of the data fields that
2330 may be mapped to your MARC frameworks. You can choose from the preset
2331 list of fields or you can click on 'List Fields' and enter your own
2332 data. In 'List fields', you can specify MARC subfields as a
2333 4-character tag-subfield string, for example 254a for the title field. You
2334 can also enclose a whitespace-separated list of fields to concatenate
2335 on one line in double quotes, for example "099a 099b" or "itemcallnumber
2336 barcode". The fields available are from the database tables list
2337 below. Finally you could add in static text strings in single-quote,
2338 for example 'Some static text here.'
2340 - You can use the schema viewer (http://schema.koha-community.org)
2341 with the following tables to find field names to use:
2343 - Currently all fields in the following tables are used: items,
2344 biblioitems, biblio, branches
2348 - Choose if the label maker should print out the guidelines around each
2351 - Choose if you'd like Koha to try to split your call numbers (usually
2352 used on spine labels)
2354 - Choose your text settings such as alignment, font type and
2355 size. You can also italicize the title by checking the 'Oblique title' box.
2357 After saving, your layouts will appear on the 'Manage layouts' page.
2359 .. _label-batches-label:
2362 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
2364 - *Get there:* More > Tools > Label creator > Manage > Label batches
2366 Batches are made up of the barcodes you would like to print. Once in
2367 this tool you can search for the item records you would like to print
2370 .. _label-add-a-batch-label:
2373 ''''''''''''''''''''''''''''''''
2375 Batches can be created in one of two ways. The first is to click the
2376 'Create label batch' link on the ':ref:`Staged MARC
2377 management <staged-marc-record-management-label>`' page:
2381 The other is to choose to create a new batch from the label creator tool
2385 You will be brought to an empty batch with a box to scan barcodes or
2386 itemnumbers in to and an 'Add item(s)' button at the bottom of the page.
2390 You can either scan barcodes in to the box provided and click the 'Add
2391 item(s)' button or you can click the 'Add item(s)' button with the
2392 barcodes box empty. Clicking 'Add item(s)' with nothing in the barcodes
2393 box will open a search window for you to find the items you want to add
2398 From the search results, click the check box next to the items you want
2399 to add to the batch and click the 'Add checked' button. You can also add
2400 items one by one by clicking the 'Add' link to the left of each item.
2404 Once you have added all of the items click the 'Done' button. The
2405 resulting page will list the items you have selected.
2409 To print your labels, click the 'Export full batch' button. To print
2410 only some of the labels, click the 'Export selected item(s)' button.
2411 Either way you will be presented with a confirmation screen where you
2412 can choose your template and layout.
2416 You will then be presented with three download options: PDF, Excel, and
2421 After saving your file, simply print to the blank labels you have in
2424 .. _quick-spine-label-creator-label:
2426 Quick spine label creator
2427 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2429 - *Get there:* More > Tools > Catalog > Quick spine label creator
2433 This tool does not use the label layouts or templates, it simply
2434 prints a spine label in the first spot on the label sheet.
2436 - Define the fields you want to print on the spine label in the
2437 :ref:`SpineLabelFormat` system preference
2439 - Format your label printing by editing spinelabel.css found in
2440 koha-tmpl/intranet-tmpl/prog/en/css/
2442 To use this tool you simply need the barcode for the book you'd like to
2443 print the spine label for.
2447 .. _rotating-collections-label:
2449 Rotating collections
2450 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2452 - *Get there:* More > Tools > Catalog > Rotating collections
2454 Rotating collections is a tool for managing collections of materials
2455 that frequently get shifted from library to library. It adds the ability
2456 to store not only an item's home library and current location but also
2457 information about where it is supposed to be transferred to next to
2458 ensure that all items in the collection are sent to the correct library.
2459 When an item in a rotating collection is checked in, library staff is
2460 notified that the item is part of a rotating collection and which branch
2461 it should be sent to if it is not at the correct one.
2465 The :ref:`AutomaticItemReturn` system preference
2466 must be set to "Don't automatically transfer items to their home
2467 library when they are returned" for rotating collections to function
2470 - To create a new rotating collection, click the "New collection"
2471 button, fill in the title and description, and click "Submit". Once
2472 submitted you'll see "Collection name added successfully"; click
2473 "Return to rotating collections home" to return to the main Rotating
2474 collections management page (or click Rotating collections in the
2477 - To add items to a collection, click "Actions" and choose "Add or
2478 remove items" next to the collection's name in the list of
2479 collections. Under "Add or remove items" scan or type in the barcode
2480 of the item you wish to add to the collection, and hit enter or click
2481 'Submit' if necessary.
2483 - To remove an item from a collection, either click 'Remove' next to the
2484 item's barcode in the list of items within the collection or check
2485 the "Remove item from collection" box next to the Barcode text box
2486 under "Add or remove items", and scan or type in the barcode, clicking
2487 "Submit" or hitting Enter if necessary. Note: The "Remove item from
2488 collection" checkbox will remain checked as long as you are on the
2489 "Add or remove items" page, unless you uncheck it, to facilitate
2490 quickly removing a number of items at a time by scanning their
2493 .. _transfer-a-rotating-collection-label:
2495 Transfer a rotating collection
2496 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2498 Transferring a collection will:
2500 - Change the current location of the items in that collection to the
2501 library it is to be transferred to
2503 - Initiate a transfer from its original current location/holding
2504 library to the current location/holding library it is to be rotated
2505 to. When a library receives a collection they will need to check in
2506 the items to complete the transfer.
2508 You can transfer a collection in one of two ways:
2510 - From the main Rotating collections page, click on "Actions" and choose
2511 "Transfer" next to the title of the collection you wish to transfer;
2512 choose the library you wish to transfer the collection to and click "Transfer
2515 - Or, from the "add or remove items" page for a collection, you can
2516 click the "Transfer" button, choose the library you wish to transfer
2517 the collection to and click "Transfer Collection".
2521 In order to complete the transfer process, the library receiving the
2522 rotating collection should check in all items from the collection as
2523 they receive them. This will clear the transfer so that the items
2524 are no longer shown as being "in transit".
2526 If an item in a rotating collection is checked in at a library other
2527 than the one it is supposed to be transferred to, a notification will
2528 appear notifying library staff that the item is part of a rotating
2529 collection, also letting them know where the item needs to be sent.
2533 .. _stock-rotation-label:
2538 Stock rotation helps to spread resources more fairly amongst library branches
2539 and allows patrons to see a wider range of titles.
2541 Items are popular whilst they are new at a particular branch. However, their
2542 use often tails off over time. This tool empowers librarians to automate the
2543 movement of items on to another branch before usage declines and thereby
2544 extends the items useful life.
2546 Library staff create rotation plans and then assign them to items. A cronjob
2547 is then used to cycle these items round the specified libraries on the
2548 rotation plan, moving them to the next stage after the prescribed period
2549 of time has passed at the current stage.
2551 Email notices may be used to provide the library branches with a list of
2552 items to be put in-transit to the next branch and if an item is found to be
2553 on loan at the time that it should be transfered then an alert will be
2554 displayed when it is next returned.
2556 From the stock rotation tool page you can add new rotation plans and see a
2557 summary of your currently configured rotation plans. You can then edit plan
2558 details, activate and deactivate plans and manage stages and items on a given
2563 This tool utilises a cron job that must be configured to run on a daily basis.
2565 Editing rota details
2566 ^^^^^^^^^^^^^^^^^^^^
2570 Name: A clear name or code to identify the rota
2572 Cyclical: Denotes whether items remain (No) at the last library on the rotation
2573 plan upon reaching the end of the rota or whether they continue (Yes) to rotate,
2574 returning back to the first library on the rotation plan once they have
2575 completed their alloted time at the last library, indefinitely until manually
2576 removed from the rota.
2578 Active: Denotes whether a rota is active and as such whether items on it are
2579 rotating. It also governs whether items may be added to and removed from the
2580 rota. A rota may be switched between active and inactive at any time allowing
2581 for rota maintanence.
2583 Description: One may optionally add an expanded description of the rota for
2584 display in summary views.
2586 Managing rota stages
2587 ^^^^^^^^^^^^^^^^^^^^
2591 Stages may be edited, added, removed and re-ordered at any time from this page.
2593 Library: The library the item will be at during this stage
2595 Duration: The amount of time the item should stage at this stage
2597 Managing rota items - Tool view
2598 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2602 Items can be added to a rota individually (by barcode) or in bulk (via the
2603 upload of a line delimited barcode file) on this page.
2605 You will also be presented with a summary of all items on the rota with their
2606 current location and you have the options to immediately progress items, mark
2607 items as 'in demand' and remove an item from rotation.
2609 In demand: If an item is marked as 'in demand' then the duration the item will
2610 stay at it's current stage will be doubled compared to what is set in the
2611 rota. This is often used for items that are found to be unexpectedly popular at
2612 a particular library.
2614 Managing rota items - Catalog view
2615 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2619 Rotating items may also be managed from the catalog view: When stock rotation is
2620 enabled a new menu tab 'Rota' will appear on a catalog records detail view.
2622 All attached items will appear in the summary view with their current status in
2623 relation to rotas and the option to mark items as 'in demand' or immediately
2624 progress them. You can also remove items from rotation and add items to rotas
2627 Managing rota items - EDI
2628 ^^^^^^^^^^^^^^^^^^^^^^^^^
2630 Items can be automatically added to rotas at aquisition time by using the LRP
2631 (Library Rotation Plan) field in EDI.
2633 Managing rotation notices
2634 ^^^^^^^^^^^^^^^^^^^^^^^^^
2636 Stock rotation can send email notices to branch libraries to aid in selecting
2637 the items due for rotation. Branch 'Reply-to' addresses will be used in
2638 preference to 'Email' addresses for the notice recipients.
2640 The contents of the notices can be customised in the normal manor through the
2641 notices tool and the relevant notice has the code SR_SLIP.
2646 The stock rotation tool uses two distinct permissions:
2649 this governs a users ability to create, update and delete a rota.
2652 this governs a users ability to add, remove and progress
2655 .. _marc-modification-templates-label:
2657 MARC modification templates
2658 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2660 The MARC modification templates system gives Koha users the power to
2661 make alterations to MARC records automatically while :ref:`staging MARC
2662 records for import <stage-marc-records-for-import-label>`
2663 or :ref:`making batch record modifications <batch-record-modification-label>`.
2665 This tool is useful for altering MARC records from various
2666 vendors/sources work with your MARC framework. The system essentially
2667 allows one to create a basic script using actions to Copy, Move, Add,
2668 Update and Delete fields.
2670 Start by adding a new template (a template can be made up of one or more
2671 actions) by entering a name and clicking 'Create template'.
2675 Next you can add actions to the template by filling in the Action box.
2676 For example if you're loading in a batch of files from your EBook vendor
2677 you might want to add the biblio item type of EBOOK to the 942$c.
2683 - Enter the field 942 and subfield c
2685 - Enter the value of 'EBOOK' (or whatever your ebook item type code is)
2687 - Provide a description so you can identify this action later
2689 - Click 'Add action'
2693 If you wish to update the values in an existing field choose the option
2694 ‘Update existing or add new’. This will update existing values
2695 where found and add a new field if one doesn’t exist.
2697 Each action can also have an optional condition to check the value or
2698 existence of another field. For example you might want to add the call
2699 number to the item record if it's not already there.
2705 - Decide if you want to copy the first occurrence or all occurrence of
2708 - Enter the field 090 (or other biblio call number field) and subfield
2711 - Enter the 952 field and o subfield to copy to
2715 - Enter the 952 field and o subfield
2717 - Choose "doesn't exist"
2719 - Provide a description so you can identify this action later
2721 - Click 'Add action'
2723 The Copy & Move actions also support regular expressions, which can be
2724 used to automatically modify field values during the copy/move. An
2725 example would be to strip out the '$' character in field 020$c.
2729 - Choose 'Copy and replace'
2731 - Decide if you want to copy the first occurrence or all occurrences of
2734 - Enter the field 020 and subfield c to copy
2736 - Enter the 020 field and c subfield to copy to
2738 - Check the 'RegEx' box and enter your regular expression (in this case
2743 - Enter the 020 field and c subfield
2747 - Check the 'RegEx' box and enter your regular expression (in this case
2750 - Provide a description so you can identify this action later
2752 - Click 'Add action'
2756 The value for an update can include variables that change each time
2757 the template is used. Currently, the system supports two variables,
2758 \_\_BRANCHCODE\_\_ which is replaced with the branchcode of the
2759 library currently using the template, and \_\_CURRENTDATE\_\_ which
2760 is replaced with the current date in ISO format ( YYYY-MM-DD ).
2762 You could also use regular expressions to add your library's proxy URL
2763 in front of links in your MARC record.
2767 - Choose 'Copy and replace'
2769 - Decide if you want to copy the first occurrence or all occurrences of
2772 - Enter the field 856 and subfield u to copy
2774 - Enter the 856 field and u subfield to copy to
2776 - Check the 'RegEx' box and enter your regular expression (in this case
2779 - Provide a description so you can identify this action later
2781 - Click 'Add action'
2783 When choosing between 'Copy' and 'Copy and replace' keep the following
2788 245 _aThe art of computer programming _cDonald E. Knuth.
2789 300 _aA_exists _bB_exists
2791 If we apply action (a) Copy the whole field 245 to 300, we get:
2795 245 _aThe art of computer programming _cDonald E. Knuth.
2796 300 _aA_exists _bB_exists
2797 300 _aThe art of computer programming _cDonald E. Knuth.
2799 If we apply action (b) Copy the subfield 245$a to 300$a, we get:
2803 245 _aThe art of computer programming _cDonald E. Knuth.
2804 300 _aThe art of computer programming _bB_exists
2806 Once your actions are saved you can view them at the top of the screen.
2807 Actions can be moved around using the arrows to the left of them.
2811 Depending on your actions the order may be very important. For example
2812 you don't want to delete a field before you copy it to another field.
2814 To add another template you can either start fresh or click the
2815 'Duplicate current template' checkbox to create a copy of an existing
2816 template to start with.
2820 Once your template is saved you will be able to pick it when using the
2821 :ref:`Stage MARC records for import` tool.
2825 .. _stage-marc-records-for-import-label:
2827 Stage MARC records for import
2828 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2830 - *Get there:* More > Tools > Catalog > Stage MARC records for import
2832 This tool can be used to import both bibliographic and authority records
2833 that are saved in MARC format. Importing records into Koha includes two
2834 steps. The first is to stage records for import.
2836 - First find the MARC file on your computer
2840 - Next you will be presented with options for record matching and item
2845 - Enter 'Comments about this file' to identify your upload when
2846 going to the ':ref:`Manage staged MARC records <staged-marc-record-management-label>`' tool
2848 - Tell Koha which type of file this is, bibliographic or authority
2852 - Choose the character encoding
2856 - Choose if you would like to use a :ref:`MARC modification
2857 template <marc-modification-templates-label>` to alter the data you're about to
2862 - Choose whether or not you want to look for matching records
2866 - You can set up :ref:`record matching rules <record-matching-rules-label>`
2867 through the administration area
2871 - When using the ISBN matching rule Koha will find only exact
2872 matches. If you find that the ISBN match is not working to
2873 your satisfaction you can change the
2874 :ref:`AggressiveMatchOnISBN`
2875 preference to 'Do' and then run your import again.
2877 - Next choose what to do with matching records if they are found
2879 - Finally choose what to do with records that are unique
2881 - Next you can choose whether or not to import the item data found
2882 in the MARC records (if the file you're loading is a bibliographic
2887 - From here you can choose to always add items regardless of
2888 matching status, add them only if a matching bib was found, add
2889 items only if there was no matching bib record, replace items
2890 if a matching bib was found (The match will look at the
2891 itemnumbers and barcodes to match on for items. Itemnumbers
2892 take precendence over barcodes), or Ignore items and not add
2895 - Click 'Stage for import'
2897 - You will be presented with a confirmation of your MARC import
2901 - To complete the process continue to the :ref:`Manage staged MARC records
2902 Tool <staged-marc-record-management-label>`
2904 .. _staged-marc-record-management-label:
2906 Staged MARC record management
2907 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2909 - *Get there:* More > Tools > Catalog > Staged MARC record management
2911 Once you have :ref:`staged <stage-marc-records-for-import-label>` your records for import you can
2912 complete the import using this tool.
2916 - From the list of staged records, click on the file name that you want
2919 - You will note that records that have already been imported will
2920 say so under 'Status'
2922 - A summary of your import will appear along with the option to change
2927 - Below the summary is the option to import the batch of bib records
2928 using a specific framework
2932 - Choosing a framework other than 'Default' isn't necessary, but
2933 it's helpful for running reports and having the right bib level
2934 item type selected on import.
2936 - Below the framework selection there will be a list of the records
2937 that will be imported
2941 - Review your summary before completing your import to make sure
2942 that your matching rule worked and that the records appear as you
2945 - Matches will appear with info under the 'Match details column'
2949 and when clicking the 'View' link under 'Diff' you can see the
2950 difference between versions.
2954 - Click 'Import into catalog' to complete the import
2958 - Once your import is complete a link to the new bib records will
2959 appear to the right of each title that was imported
2961 - You can also undo your import by clicking the 'Undo import into
2964 Records imported using this tool remain in the 'reservoir' until they
2965 are cleaned. These items will appear when searching the catalog from the
2966 `Cataloging <#cataloging>`__ tool:
2970 To clean items out of the 'reservoir':
2972 - Visit the main screen of the manage staged MARC records tool
2976 - To clean a batch, click the 'Clean' button to the right
2978 - You will be presented with a confirmation message
2982 - Accept the deletion and the records will be removed from the
2983 reservoir and the status will be changed to 'cleaned'
2985 .. _upload-local-cover-image-label:
2987 Upload local cover image
2988 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2990 - *Get there:* More > Tools > Catalog > Upload local cover image
2992 This tool allows you to upload cover images for the materials in
2995 To access this tool staff need the
2996 :ref:`upload\_local\_cover\_images permission <granular-tools-permissions-label>`.
2998 For images to show in the staff client and OPAC you need to set
2999 :ref:`LocalCoverImages` and :ref:`OPACLocalCoverImages` preferences to
3002 Images can be uploaded in batches or individually.
3006 Koha does not have a maximum file size limit for this tool, but
3007 the webserver (such as Apache) may limit the maximum size of uploads
3008 (talk to your system administrator).
3010 Where there are multiple images for a record they will
3011 display left to right (then top to bottom, depending on screen
3012 size) in the order they were uploaded. The image on the left (the first
3013 one uploaded) is used as a thumbnail cover in search
3014 results and on the details page. There is no way to reorder cover
3015 images uploaded in this way, so be sure to upload them in the order
3016 you'd like them to appear.
3020 To upload a single image:
3022 - Go to the tool, click the 'Browse' button, and find the image
3023 on your local machine.
3027 - Click 'Upload file'.
3029 - Choose 'Image file' under the 'File type' section.
3031 - Enter the biblionumber for the record you're attaching this image to.
3032 This is not the same as the barcode, this is the system generated
3033 number assigned by Koha.
3035 - Find the biblionumber by looking at the end of the URL in the
3036 address bar when on the details page
3040 - or by clicking on the MARC tab on the details page in the staff
3045 - If you would like to replace any other cover images you may have
3046 uploaded in the past, check the 'Replace existing covers' box under
3047 the 'Options' section.
3049 - Click 'Process images'.
3051 - You are presented with a summary of the upload and a link to the
3052 record you have just added the image to.
3054 To upload a batch of images:
3056 - Create a folder with the images to upload in it.
3058 - Create a text file (\*.txt) named either datalink.txt or
3059 idlink.txt listing the biblionumber followed by the image name for
3060 each image, one per line.
3062 - For example: 4091,image4091.jpg
3066 - Create a ZIP file that includes all the images to upload and the text file.
3068 - Go to the tool, click the 'Browse' button, and browse to the ZIP
3069 file on your computer.
3071 - Click 'Upload file'.
3073 - Choose 'Zip file' under the 'File type' section
3075 - If you would like to replace any other cover images you may have
3076 uploaded in the past, check the 'Replace existing covers' box under
3077 the 'Options' section.
3079 - Click 'Process images'
3081 - You are presented with a summary of the upload.
3087 The source image is used to generate a 140 x 200 px thumbnail image
3088 and a 600 x 800 px full-size image. The original sized image
3089 uploaded is not kept by Koha.
3091 In the staff client the cover images appear on the
3092 details page under the 'Images' tab in the holdings table at the bottom.
3096 In the OPAC the cover images appear in the 'Images' tab, as well
3097 as next to the title and on the search results.
3099 To remove a cover image click 'Delete image'
3100 below the image in the staff client if you have the
3101 :ref:`upload\_local\_cover\_images
3102 permission <granular-tools-permissions-label>`.
3104 .. _additional-tools-label:
3107 ---------------------------------------
3112 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
3114 - *Get there:* More > Tools > Additional Tools > Calendar
3116 Libraries can define library closings and holidays to be used when
3117 calculating due dates. You can make use of the Calendar by turning on
3118 the proper system preferences:
3120 - *Get there:*\ More > Administration > Global System Preferences >
3121 Circulation > :ref:`useDaysMode`
3123 - Choose the method for calculating due date - either include days
3124 the library is closed in the calculation or don't include them.
3126 - *Get there:* More > Administration > Global System Preferences >
3127 Circulation > :ref:`finescalendar <finescalendar-label>`
3129 - This will check the holiday calendar before charging fines
3133 .. _adding-events-label:
3136 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3138 Before adding events, choose the library you would like to apply the
3139 closings to. When adding events you will be asked if you would like to
3140 apply the event to one branch or all branches. To add events, simply
3142 - Click on the date on the calendar that you would like to apply the
3147 - In the form that appears above the calendar, enter the closing
3148 information (for more info on each option click the question mark [?]
3149 to the right of the option)
3151 - Library will be filled in automatically based on the library you
3152 chose from the pull down at the top of the page
3154 - The day information will also be filled in automatically based on
3155 the date you clicked on the calendar
3157 - In the description enter the reason the library is closed
3159 - Next you can choose if this event is a one time event or if it is
3162 - If this is a one day holiday choose 'Holiday only on this day'
3164 - If this is a weekly closing (like a weekend day) then you can
3165 choose 'Holiday repeated every same day of the week'
3167 - If this is an annual holiday closing choose 'Holiday repeated
3168 yearly on the same date'
3170 - If the library is going to be closed for the week or a range of
3171 time choose 'Holiday on a range' and enter a 'To Date' at the
3174 - If the library is going to be closed for a range of time each
3175 year (such as summer holidays for schools) choose 'Holiday
3176 repeated yearly on a range' and enter a 'To Date' at the top
3178 - Finally decide if this event should be applied to all libraries or
3179 just the one you have originally selected
3181 - If you'd rather enter all the holidays and then copy them all
3182 to another branch all at once you can use the copy menu below
3187 - After saving you will see the event listed in the summary to the
3192 .. _editing-events-label:
3195 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3199 - Click on the event on the calendar that you want to change (do this
3200 by clicking on the date on the calendar, not the event listed in the
3205 - From this form you can make edits to the holiday or delete the
3208 - All actions require that you click 'Save' before the change will
3211 - Clicking on repeatable events will offer slightly different options
3215 - In the form above you will note that there is now an option to
3216 'Generate an exception for this repeated holiday,' choosing this
3217 option will allow you to make it so that this date is not closed
3218 even though the library is usually closed on this date.
3220 - All actions require that you click 'Save' before the change
3223 .. _additional-help-label:
3226 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3228 When adding or editing events you can get additional help by clicking on
3229 the question mark next to various different options on the form
3233 .. _csv-profiles-label:
3236 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3238 - *Get there:* More > Tools > Additional tools > CSV profiles
3240 CSV profiles are created to define how you would like your cart or list
3243 .. _add-csv-profiles-label:
3246 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3248 To add a CSV profile
3250 - Click 'CSV profiles' from the Tools menu
3252 - The 'Profile type' determines what type of fields you plan to use
3253 (MARC or SQL) to define your profile
3255 - If you choose MARC then you will need to enter MARC fields
3259 - If you choose SQL then you will need to enter SQL database fields
3263 - The 'Profile name' will appear on the export pull down list when
3264 choosing 'Download' from your cart or list
3268 - The 'Profile description' is for your own benefit, but will also
3269 appear in the OPAC when patrons download content, so make sure
3270 it's clear to your patrons as well
3272 - The 'CSV separator' is the character used to separate values and
3277 The most common option here is comma because most spreadsheet
3278 applications know how to open files split by commas.
3280 - The 'Field separator' is the character used to separate duplicate
3283 - Example: You may have multiple 650 fields and this is the
3284 character that will appear in between each one in the column
3288 - The 'Subfield separator' is the character used to separate
3291 - Example: You may have multiple $a subfields in a field
3293 - The 'Encoding' field lets you define the encoding used when saving
3296 - Finally format your CSV file using the 'Profile MARC' or 'Profile
3299 - Define which fields or subfields you want to export, separated
3300 by pipes. Example : 200\|210$a\|301 for MARC and
3301 biblio.title\|biblio.author for SQL
3305 You can also use your own headers (instead of the ones from
3306 Koha) by prefixing the field number with an header,
3307 followed by the equal sign. Example : Personal
3308 name=100\|title=245$a\|300
3310 When you have entered in all of the information for you profile,
3311 simply click 'Submit' and you will be presented with a confirmation
3312 that your profile has been saved.
3316 .. _modify-csv-profiles-label:
3319 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3321 Once you have created at least one CSV profile an 'Edit profile' tab
3322 will appear next to the 'New profile' button.
3326 - Choose the profile you would like to edit and alter the necessary
3329 - After submitting your changes you will be presented with a
3330 confirmation message at the top of the screen
3334 - To delete a profile, check the 'Delete selected profile' option
3335 before clicking 'Submit Query'
3339 .. _using-csv-profiles-label:
3342 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3344 Your CSV profiles will appear on the export list or cart menu under the
3345 'Download' button in both the staff client and the OPAC
3349 .. _log-viewer-label:
3352 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
3354 - *Get there:* More > Tools > Additional tools > Log viewer
3356 Actions within the Koha system are tracked in log files. Your :ref:`system
3357 preferences <logs-label>` can be changed to prevent the logging of
3358 different actions. These logs can be viewed using the log viewer.
3362 Choosing different combinations of menu options will produce the log
3363 file for that query.
3365 A query for all logs related to the Circulation module produces a result
3371 ~~~~~~~~~~~~~~~~~~~~
3373 - *Get there:* More > Tools > Additional tools > News
3375 Koha's news module allows librarians to post news to the OPAC, staff
3376 interface and circulation receipts.
3380 To add news to either the OPAC, the Staff Client or a circulation
3387 - Under 'Display location' choose where to put the news
3391 - Librarian interface: content will appear on the staff interface main
3396 - Slip: content will appear on the circulation receipts
3401 This can be activated or deactivated in the :ref:`Notices & slips tool
3402 <notices-and-slips-label>`
3404 - OPAC news: content will appear above the :ref:`OpacMainUserBlock`
3408 Below the news in the OPAC there will be an RSS icon allowing you
3409 to subscribe to library news
3413 - OpacNavRight: content will appear on the right side of the OPAC page
3417 - Choose the library this news item will show for
3419 - Choose a title for your entry
3421 - Using the publication and expiration date fields you can control
3422 from which date and for how long your news item appears
3424 - Examples: (these assume today's date as 7 May 2019)
3426 - Publish on current date: set publication date as 7 May 2019
3428 - Schedule for publishing in future: set date later than
3431 - Backdate the news item: set date earlier than 7 May 2019
3433 - 'Appear in position' lets you decide what order your news items
3436 - The 'News' box allows for the use of HTML for formatting of your
3439 - After filling in all of the fields, click 'Submit'
3441 Depending on your choice for the :ref:`NewsAuthorDisplay` system preference
3442 you will also see the person who created the news item (this uses the logged in
3445 .. _task-scheduler-label:
3448 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3450 - *Get there:* More > Tools > Additional Tools > Task Scheduler
3452 The task scheduler is a way to schedule reports to run whenever you
3455 To schedule a task, visit the Task Scheduler and fill in the form
3459 - Current Server Time shows the time on your server (schedule all of
3460 your reports to run based on that time - not on your local time)
3462 - Time should be entered as hh:mm (2 digit hour, 2 digit minute)
3464 - Date should be entered using the calendar pop up
3466 - From Report choose the report you want to schedule
3468 - Choose whether to receive the text of or a link to the results
3470 - In the Email filed enter the email of the person you want to receive
3473 Below the task scheduler form, there is a list of scheduled reports
3477 You can also schedule reports directly from the list of saved reports by
3478 clicking the 'Schedule' link
3482 .. _troubleshooting-label:
3485 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3487 Task scheduler will not work if the user the web server runs as doesn't
3488 have the permission to use it. To find out if the right user has the
3489 permissions necessary, check /etc/at.allow to see what users are in it.
3490 If you don't have that file, check etc/at.deny. If at.deny exists but is
3491 blank, then every user can use it. Talk to your system admin about
3492 adding the user to the right place to make the task scheduler work.
3494 .. _quote-of-the-day-(qotd)-editor-label:
3496 Quote of the Day (QOTD) Editor
3497 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3499 - *Get there:* More > Tools > Additional Tools > Edit quotes for QOTD
3502 This tool will allow you to add and edit quotes to show on the OPAC if
3503 you're using the Quote of the Day (QOTD) feature.
3505 To turn this feature on set the :ref:`QuoteOfTheDay`
3506 preference to 'Enable and add at least one quote via the Quote of the
3507 Day Editor. Once these steps are complete you will see your quotes above
3508 the :ref:`OpacMainUserBlock` in the OPAC:
3512 .. _add-a-quote-label:
3515 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
3519 - Click the 'Add quote' button in the toolbar and an empty quote entry
3520 will be added to the end of the current quote list.
3526 Both the 'Source' and the 'Text' fields must be filled in in
3527 order to save the new quote.
3531 - When finished filling in both fields, press the <Enter> key on your
3532 keyboard to save the new quote.
3534 - The list will update and the new quote should now be visible in the
3539 You may cancel the addition of a new quote any time prior to saving
3540 it simply by pressing the <Esc> key on your keyboard.
3542 .. _edit/delete-a-quote-label:
3545 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3547 Once the current quote pool has been loaded into the editing table, you
3548 may edit the quote source and text.
3550 - Edit either the 'Source' or 'Text' fields by clicking on the desired
3555 - When you are finished editing a field, press the <Enter> key on your
3556 keyboard to save the changes.
3558 The list will be updated, the edits saved, and visible.
3560 If you'd like you can also delete quote(s).
3562 - Select the quote(s) you desire to delete by clicking on the
3563 corresponding quote id.
3565 - Once quote selection is finished, simply click the 'Delete quote(s)'
3568 - You will be prompted to confirm the deletion.
3570 - After confirming the deletion, the list will update and the quote(s)
3571 will no longer appear.
3573 .. _import-quotes-label:
3576 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3578 If you'd like you can import a batch of quotes as a CSV file. Your file
3579 must contain two columns in the form: "source","text" with no header
3584 You will be prompted to confirm upload of files larger than 512KB.
3586 - To start the import process click the 'Import quotes' button at the
3591 - Once on the import quotes screen you can browse your computer for the
3592 file you would like to import
3596 - After selecting the CSV file, click the 'Open' button and the file
3597 will be uploaded into a temporary editing table.
3601 - From the listing you can edit either the 'Source' or 'Text' fields by
3602 clicking on the desired field. When you are finished editing a field,
3603 press the <Enter> key on your keyboard to save the changes.
3607 - You can also delete quotes from this listing before completing the
3610 - Select the quote(s) you desire to delete by clicking on the
3611 corresponding quote id.
3615 - Once quote selection is finished, simply click the 'Delete
3620 - You will be prompted to confirm the deletion.
3624 - After confirming the deletion, the list will update and the
3625 quote(s) will no longer appear.
3627 - Once you are satisfied with the quotes, click the 'Save quotes'
3628 button in the toolbar at the top and the quotes will be saved.
3635 ~~~~~~~~~~~~~~~~~~~~~~~~
3637 - *Get there:* More > Tools > Additional Tools > Upload
3639 This tool will allow you to upload files to your Koha system for
3640 selection from the :ref:`Cataloging form <attaching-files-to-records-label>`.
3642 .. _upload-files-label:
3645 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3647 When you first visit the Upload tool you might see a warning about
3652 Categories are defined in the :ref:`authorized value <authorized-values-label>`
3653 in the UPLOAD category. If you do not have upload categories then your
3654 files will be temporary and will be deleted the next time the server is
3655 rebooted. Once you have a value in the UPLOAD authorized value category
3656 you will see a Category pull down below the 'Browse' button.
3660 Browse your computer a file, choose a category and decide if the public
3661 will be able to download this file via the OPAC. Once your file is
3662 uploaded you will be presented with a confirmation.
3666 .. _search-files-label:
3669 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3671 All uploaded files are searchable from below the upload form. Using the
3672 form you can search any part of the filename and/or the Hashvalue.Search
3675 You will be presented with the results of your search.
3680 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3682 - *Get there:* More > Tools > Additional Tools > Access files
3684 This option allows access to files stored on the server from the staff interface.
3685 The directories where the files are stored need to be defined in the koha-conf.xml
3686 file. In order to be able to access the tool, a staff patron requires the superlibrarian
3687 or access_files patron permission