1 .. include:: images.rst
6 Tools in Koha all perform some sort of action. Often many of the items
7 listed under Tools in Koha are referred to as 'Reports' in other library
10 - *Get there:* More > Tools
12 .. _patrons-and-circulation-label:
14 Patrons and Circulation
15 ------------------------------------------
17 .. _patron-lists-label:
20 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
22 - *Get there:* More > Tools > Patrons and circulation > Patron lists
24 Patron lists are a way to store a group of patrons for easy modification
25 via the :ref:`batch patron modification tool <batch-patron-modification-label>` or
30 To create a new list of patrons click the 'New patron list' button
34 Enter a list name and save the list.
38 Each list has an 'Actions' menu with more list options.
42 To add patrons to the list click the 'Add patrons' link in the 'Actions'
47 Enter the patron's name or cardnumber in the search box and click on the
48 right result to add the patron.
50 Alternatively, you can click on the 'Enter multiple card numbers' link and
51 scan (or type in) barcodes in the box.
55 Once you have all of the patrons you would like to add you can click the
56 'Add patrons' button to save them to the list.
60 .. _Patron-clubs-label:
63 ~~~~~~~~~~~~~~~~~~~~~~~~
65 - *Get there:* More > Tools > Patrons and circulation > Patron clubs
67 Patron clubs create clubs in which patrons may be enrolled. It is
68 useful for tracking summer reading programs, book clubs and other such clubs.
72 Staff will need the :ref:`clubs permissions<granular-clubs-permissions-label>`
73 to edit clubs, templates and enroll patrons. To learn how to set patron
74 permissions, go to the :ref:`patron permissions section<setting-patron-permissions-label>`
77 Creating a new club template
78 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
80 Click on the 'New Club template' button. Here you can add fields that can be
81 filled out at the time a new club is created based on the template, or a new
82 enrollment is created for a given club based on the template.
86 The name is required. This could be something like 'Adult Book Club', 'Children’s
87 Book Club' or 'Summer Reading Program'. Remember these templates will be starting
88 point for each club you create.
90 The description can be any additional information.
92 Allow Public Enrollment: if this box is checked it will allow patrons to enroll
93 in a club based on this template from the OPAC.
95 Require valid email address: if this box is checked only patrons
96 with a valid email address can enroll. So they will need a email address
99 The library drop down gives you the flexibility to let staff from specific
100 branches create clubs with this template. If you let it set to blank, staff
101 from any branch will be able to create a new club using this template.
103 Club fields: these fields will be used when creating a club based on this
104 template. For example, this can be the name of the club, the name of the animator, the theme, etc.
108 'Name' is the label of the field
110 'Description' is additional information about this field.
112 You can connect authorized values here.
114 Enrollment fields: you can add any additional fields you want to have filled
115 out by your patrons when they enroll in a club base on this template.
119 'Name' is the label of the field
121 'Description' is additional information about this field.
123 You can connect authorized values here.
125 Creating a new club based on a template
126 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
128 Click on the 'New club' dropdown menu and select the template you want to use.
129 Here you can add information about a new club using a template you created.
133 The name is required, this will be the name of the specific club using the
134 template you created. For example, 'Summer 2018 reading club'.
136 The description can be any additional information.
138 Start and End date will depict when this club runs, the entire duration
139 of the club. Once the club expires, enrollment will not be possible.
141 The library drop down gives you the flexibility to enroll patrons from specific
142 branches. If you let it set to blank, patrons from any branch will be able to enroll.
144 Enrolling a patron in a club from the staff client
145 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
147 To enroll a patron in a club from the staff client, go to the patron's account.
149 On the 'Details' page or the 'Check out' page, click on the 'Clubs' tab. All
150 ongoing clubs will be displayed in this tab.
154 Click on the 'Enroll' button and fill in the fields.
156 You can also cancel enrollment by clicking on the cancel enrollment.
158 Enrolling a patron in a club from the OPAC
159 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
161 If you allow public enrollment, the club will be visible on the OPAC.
163 Patrons have to sign into their account. In the 'Your summary' section, they
164 will be able to click on the 'Clubs' tab and enroll.
169 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
171 You can monitor the enrollments in each club by going to the 'Patron clubs' tool page
172 and choosing 'Enrollment' from the 'Actions' button.
179 ~~~~~~~~~~~~~~~~~~~~~~~~
181 - *Get there:* More > Tools > Patrons and Circulation > Comments
183 All comments added by patrons via the OPAC to bibliographic records
184 require moderation by the librarians. If there are comments awaiting
185 moderation they will be listed on the main page of the staff client
186 below the module list:
190 and next to the Comments tool on the Tools Module
194 To moderate comments click on the notification on the main dashboard or
195 go directly to the Comments Tool and click 'Approve' or 'Delete' to the
196 right of the comments awaiting moderation.
200 If there are no comments to moderate you will see a message saying just
205 You can also review and unapprove comments you have approved in the past
206 by choosing the 'Approved comments' tab
210 .. _patron-import-label:
213 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
215 - *Get there:* More > Tools > Patrons and circulation > Import patrons
217 The patron import tool can be used at any time to add patrons in bulk.
218 It is commonly used in universities and schools when a new batch of
221 .. _creating-patron-file-label:
223 Creating a patron import file
224 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
226 You can download a blank CSV file with a header from the start page
227 of the patron import tool that you can use as a template for your
228 patron import. The header contains all fields that can be used with
229 the patron import tool. You can delete fields and columns you don't need
230 with the exception of a few mandatory ones.
234 cardnumber, surname, and all fields you have
235 defined in the :ref:`BorrowerMandatoryField`
236 preference are required and must match valid entries in your
241 The 'password' should be stored in plaintext, and will be converted
244 If your passwords are already encrypted, talk to your systems
245 administrator about options
249 Date formats should match your :ref:`system preference <dateformat-label>`,
250 and must be zero-padded, e.g. '01/02/2008'. Alternatively you can supply
251 dates in ISO format (e.g. '2008-12-01').
255 If loading :ref:`patron attributes <patron-attribute-types-label>`, the
256 'patron\_attributes' field should contain a comma-separated list of
257 attribute types and values.
259 - The attribute type code and a colon should precede each value.
261 - For example: "INSTID:12345,BASEBALL:Cubs"
263 - This field must be wrapped in quotes if multiple values are
266 - Since values can contain spaces, additional doubled-quotes may
269 - "INSTID:12345,BASEBALL:Cubs,""BASEBALL:White Sox"""
273 It's possible to set restrictions using the patron import
274 tool. If the expiration date and comment match an existing restriction,
275 the one in the import file will be skipped. So a patron import can be
276 repeated multiple times without creating duplicate restrictions.
277 But if one of the criteria is different, a new restriction will be added.
279 .. _importing-patrons-label:
282 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
284 Once you have created your file, you can use the patron import tool to
285 bring the data into Koha.
287 - Choose your CSV file
291 - Choose to match on 'cardnumber' or 'username' to prevent adding of
292 duplicate card numbers to the system. Additional matchpoints can be
293 set up using patron attributes marked as unique.
297 - Next you can choose default values to apply to all patrons you are
300 - ex. If you're importing patrons specific to one branch you can use
301 the field on the import form to apply the branch code to all those
304 - Finally you need to decide on what data you want to replace if there
307 - A matching record is found using the field you chose for matching
308 criteria to prevent duplication
312 - When using patron attributes in your installation, you can choose how
313 they are handled on import. You can either decide to always overlay all
314 patron attributes or you choose to only replace patron attributes
315 included in your import file. This will leave other attributes
320 .. _notices-&-slips-label:
323 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
325 - *Get there:* More > Tools > Patrons and Circulation > Notices & Slips
327 All notices and circulation receipts (or slips) generated by Koha can be
328 customized using the Notices & Slips Tool. The system comes with several
329 predefined templates that will appear when you first visit this tool.
333 Each notice can be edited, but only a few can be deleted, this is to
334 prevent system errors should a message try to send without a template.
335 Each notice and slip can be edited on a per library basis, by default
336 you will see the notices for all libraries.
338 If you have a style you'd like applied to all slips you can point the
339 :ref:`SlipCSS` preference to a stylesheet. The same is true for
340 notices, using the :ref:`NoticeCSS` preference to define a
343 You will also want to review the `Customising Notices and Slips
344 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
345 wiki page for more information on formatting these notices.
347 .. _adding-notices-&-slips-label:
349 Adding Notices & Slips
350 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
352 To add a new notice or slip
358 - Choose which library this notice or slip is for
362 Not all notices can be branch specific for more information
363 review the `Customising Notices and Slips <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
366 - Choose the module this notice is related to
368 - The Code is limited to 20 characters
370 - Use the name field to expand on your Code
374 With overdue notices, be sure to put your branch name in the
375 description as well so that it will be visible when setting up
376 your :ref:`triggers <overdue-notice/status-triggers-label>`.
378 - Next you can customize the notice for every possible delivery method
380 - Every notice should have an Email template set for it
384 - If you're using the
385 :ref:`TalkingTechItivaPhoneNotification`
386 service you can set up a Phone notification
390 - If you plan on printing this notice you can set the Print template
395 - If you have enabled SMS notices with the
396 :ref:`SMSSendDriver <smssenddriver,-smssendusername,-and-smssendpassword-label>` preference you can set the text
397 for your SMS notices next
401 - Each notice offers you the same options
403 - If you plan on writing the notice or slip in HTML check the 'HTML
404 Message' box, otherwise the content will be generated as plain
407 - Message Subject is what will appear in the subject line of the
410 - In the message body feel free to type whatever message you feel is
411 best, use the fields on the left hand side to enter individualized
412 data from the from database.
416 Review the `Customising Notices and Slips <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
417 wiki page for more information.
421 Overdue notices can use <<items.content>> tags by
422 themselves, or use <item></item> to span all of the tags.
423 Learn more about the :ref:`Overdue Notice
424 Markup <overdue-notice-markup-label>`
426 - On overdue notices make sure to use <<items.content>>
427 tags to print out the data related to all items that are
430 - The other option, only for overdue notices, is to use
431 the <item></item> tags to span the line so that it will
432 print out multiple lines One example for the
433 <item></item> tag option is:
435 <item>"<<biblio.title>>" by <<biblio.author>>,
436 <<items.itemcallnumber>>, Barcode: <<items.barcode>> ,
437 Checkout date: <<issues.issuedate>>, Due date:
438 <<issues.date\_due>> Fine: <<items.fine>> Due date:
439 <<issues.date\_due>> </item>
443 Only the overdue notices take advantage of the
444 <item></item> tags, all other notices referencing items
445 need to use <<items.content>>
449 To add today's date you can use the <<today>> syntax
453 If you don't want to print the patron's full name on your
454 slips or notice you can enter data in the Other name or
455 Initials field for each patron and use that value instead.
457 - The system preference :ref:`TranslateNotices` will add tabs for each
458 installed language to the notices editor. The notice defined in the
459 'Default' tab will be used if there is no preferred language set
464 .. _preview-notice-templates-label:
466 Preview notice templates
467 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
469 For some notices it is possible to preview the notice template showing how
470 it would look to a specified patron for a particular item or record.
472 If a notice template is previewable the notice template header will contain a
473 field to enter preview data
477 Fill in the necessary information for the template then click the Preview button
478 below the message body. The preview dialog will indicate if there are any problems
479 generating the notice template preview.
481 .. _overdue-notice-markup-label:
483 Overdue Notice Markup
484 '''''''''''''''''''''''''''''''''''''''''
486 When creating your overdue notices there are two tags in addition to the
487 various database fields that you can use in your notices. You will also
488 want to review the `Customising Notices and Slips
489 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
490 wiki page for information on formatting item information in these notices.
494 These new tags only work on the overdue notices, not other
495 circulation related notices at this time.
497 These tags are <item> and </item> which should enclose all fields from
498 the biblio, biblioitems, and items tables.
500 An example of using these tags in a notice template might be like:
504 The following item(s) is/are currently overdue:
506 <item>"<<biblio.title>>" by <<biblio.author>>, <<items.itemcallnumber>>, Barcode: <<items.barcode>> Fine: <<items.fine>></item>
508 Which, assuming two items were overdue, would result in a notice like:
512 The following item(s) is/are currently overdue:
514 "A Short History of Western Civilization" by Harrison, John B, 909.09821 H2451, Barcode: 08030003 Fine: 3.50
515 "History of Western Civilization" by Hayes, Carlton Joseph Huntley, 909.09821 H3261 v.1, Barcode: 08030004 Fine: 3.50
517 .. _existing-notices-&-slips-label:
519 Existing Notices & Slips
520 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
522 Among the default notices are notices for several common actions within
523 Koha. All of these notices can be customized by altering their text via
524 the Notices & Slips tool and their style using the
525 :ref:`NoticeCSS` preference to define a stylesheet. You will
526 also want to review the `Customising Notices and Slips
527 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
528 wiki page for information on formatting item
529 information in these notices. Here are some of what those notices do:
533 - This notice is sent when a patron's suggestion is accepted.
535 - *Note:* If you don't want to send this notice, just delete it.
539 - This notice is sent for each payment transaction in a patron's
540 account if the :ref:`UseEmailReceipts` system preference is set
545 - This notice is sent for each writeoff transaction in a patron's
546 account if the :ref:`UseEmailReceipts` system preference is set
551 - Sent to patrons when their account is set up if the
552 :ref:`AutoEmailOPACUser <autoemailopacuser-label>` preference is set to
555 - *Important:* The notice will only be sent correctly if a username,
556 password and email address is added to the patron record before
557 saving it for the first time.
558 The notice can't be resend or triggered again after the patron account
561 - ACQCLAIM (Acquisition claim)
563 - Used for claiming orders in the aquisitions module
565 - ACQCLAIM is the code of the sample notice, but it's possible to define
566 several notices choosing any code. Only the module 'Claim
567 aquisition' will be taken into account. All notices with this module
568 will appear in the pull down on the late orders page.
570 - *Get there:* More > Acquisitions > Late orders
572 - This notice is sent if several criteria are met:
574 #. The staff patron triggering the email has a valid email address.
576 #. The vendor contact marked as 'Contact about late orders?' has
577 a valid email address.
579 - ACQORDER (Acquisition order)
581 - Used in the acquisitions module to send order information to the vendor
583 - The notice is triggered manually from the basket summary page using
584 the 'Email order' button in the toolbar.
586 - This notice is sent if several criteria are met:
588 #. The staff patron triggering the email has a valid email address.
590 #. The vendor contact marked as 'Primary acquisitions contact' and
591 'Contact when ordering' has a valid email address.
593 - ACQ_NOTIF_ON_REVEIV
595 - Used in the acquisition module to inform patrons on receiving orders
596 they have been added to.
600 - This notice is sent to the patron when an article request is cancelled
605 - This notice is sent to the patron when an article request is marked
606 as completed by staff.
610 - This notice is sent to the patron when an article request has been
611 made in order to confirm the request.
615 - This notice is sent to the patron when an article request is marked
616 as being processed by staff.
620 - This notice is sent to the patron who made a suggestion, when the
621 order created from the suggestion is received.
623 - *Note:* If you don't want to send this notice, just delete it.
627 - This notice is sent as the 'Check in' notice for all items that
630 - This notice is used if two criteria are met:
633 :ref:`EnhancedMessagingPreferences`
636 2. The patron has requested to receive this notice
638 - *Get there:*\ OPAC > Login > my messaging
640 - *Get there:*\ Staff Client > Patron Record >
645 - This notice is sent as the 'Check out' notice for all items that
648 - This notice is used if two criteria are met:
651 :ref:`EnhancedMessagingPreferences`
654 2. The patron has requested to receive this notice
656 - *Get there:*\ OPAC > Login > my messaging
658 - *Get there:*\ Staff Client > Patron Record >
663 - This notice is used to generate a PDF to document a successful
666 - The PDF can either be downloaded by the patron from their patron
667 account or from the staff interface when discharging a patron
669 - The discharge feature is controlled by the :ref:`useDischarge`
674 - This notice is sent as the 'Item due' for an item is due
676 - This notice is used if two criteria are met:
679 :ref:`EnhancedMessagingPreferences`
682 2. The patron has requested to receive this notice
684 - *Get there:*\ OPAC > Login > my messaging
686 - *Get there:*\ Staff Client > Patron Record >
691 - This notice is sent as the 'Item due' for all items that are due
693 - This notice is used if two criteria are met:
696 :ref:`EnhancedMessagingPreferences`
699 2. The patron has requested to receive this notice as a digest
701 - *Get there:*\ OPAC > Login > my messaging
703 - *Get there:*\ Staff Client > Patron Record >
706 - HOLD (Hold Available for Pickup)
708 - This notice is used if two criteria are met:
711 :ref:`EnhancedMessagingPreferences`
714 2. The patron has requested to receive this notice
716 - *Get there:*\ OPAC > Login > my messaging
718 - *Get there:*\ Staff Client > Patron Record >
721 - When this notice references the branches table it is referring to
722 the pickup branch information.
724 - HOLDPLACED (a notice to the library staff that a hold has been
727 - This notice requires the
728 :ref:`emailLibrarianWhenHoldIsPlaced`
729 system preference to be set to 'Enable'
731 - When this notice references the branches table it is referring to
732 the pickup branch information.
736 - This notice can be sent to patrons to warn them that their cards
739 - Requires that you have the
740 :ref:`MembershipExpiryDaysNotice` set
741 and the :ref:`related cron job <notify-patrons-of-expiration-label>` set.
743 - ODUE (Overdue notice)
745 - This notice is used to send Overdue Notices to patrons
747 - ODUE is the code of the sample notice, but it's possible to use
748 any code and define multiple different messages for different
749 patron categories and notice levels
751 - Requires that you set :ref:`Overdue Notice/Status
752 Triggers <overdue-notice/status-triggers-label>`
756 - This notice is sent to the patron who made a suggestion, when the
757 'from a suggestion' option is used to create an order from it.
759 - Note: If you don't want to send this notice, just delete it.
763 - This notice is sent when a patron requests a new password from the
764 OPAC in order to validate the email address.
766 - The password reset feature is controlled by the :ref:`OpacResetPassword`
771 - This notice is sent as the 'Advanced notice' for an item is due
773 - This notice is used if two criteria are met:
776 :ref:`EnhancedMessagingPreferences`
779 2. The patron has requested to receive this notice
781 - *Get there:*\ OPAC > Login > my messaging
783 - *Get there:*\ Staff Client > Patron Record >
788 - This notice is sent as the 'Advanced notice' for all items that
791 - This notice is used if two criteria are met:
794 :ref:`EnhancedMessagingPreferences`
797 2. The patron has requested to receive this notice as a digest
799 - *Get there:*\ OPAC > Login > my messaging
801 - *Get there:*\ Staff Client > Patron Record >
806 - This notice is sent when a patron's suggestion is rejected.
808 - Note: If you don't want to send this notice, just delete it.
812 - This notice is sent as the 'Check out' notice for all items that
815 - This notice is used if three criteria are met:
818 :ref:`EnhancedMessagingPreferences`
821 2. The :ref:`RenewalSendNotice` preference is
824 3. The patron has requested to receive the checkout notice
826 - *Get there:*\ OPAC > Login > my messaging
828 - *Get there:*\ Staff Client > Patron Record >
831 - SERIAL_ALERT (New serial issue)
833 - Notice used in the serials module to notify patrons/staff
834 of new issues of a serial. SERIAL_ALERT (RLIST in older verisons)
835 is provided as a sample notice, but the notice code can be chosen
836 freely as only the module is taken into account. Multiple notices
839 - *Get there:* More > Serials > :ref:`New
840 Subscription <add-a-subscription-label>`
842 - You have the option to select the notice used to inform the patron
843 about a received serial issue for a subscription. Choose from the
844 'Patron notification' drop down.
846 - If a notice has been selected for a subscription, patrons can
847 subscribe to the email notification from the subscription tab
848 in the detail view in the OPAC.
852 Notice also that if you'd like to notify patrons of new serial
853 issues, you can click on 'define a notice' which will take you
854 to the 'Notices' tool
858 - Used to notify a patron when another patron has accepted their
861 - Requires that you set
862 :ref:`OpacAllowSharingPrivateLists`
867 - Used to notify a patron that another patron would like to share a
870 - Requires that you set
871 :ref:`OpacAllowSharingPrivateLists`
876 - Used to notify a staff member if a purchase suggestion has been
877 moved to the fund they manage
880 :ref:`notice\_unprocessed\_suggestions <email-suggestions-to-process-label>` cron job
882 There are also a set of predefined slips (or receipts) listed on this
883 page. All of these slips can be customized by altering their text via
884 the Notices & Slips tool and their style using the
885 :ref:`SlipCSS` preference to define a stylesheet. Here is what
886 those slips are used for:
890 - Used to print a slip for an article request
892 - The slip or receipt can be printed manually when managing article
893 requests from the staff interface.
895 - *Get there:* Circulation > Article requests > Actions > Print slip
899 - Used to print the quick slip in circulation
901 - The quick slip only includes items that were checked out today
905 - Used to print a full slip in circulation
907 - The slip or receipt will show items checked out today as well as
908 items that are still checked out
912 - Used to print a holds slip
914 - The holds slip is generated when a hold is confirmed and set to
919 - Used to print an overdues slip
921 - The overdues slip can be generated manually using the 'print' menu
922 in the patron account in staff. It will show all items overdue.
926 - Used to print a transfer slip
928 - The transfer slip is printed when you confirm a transfer from one
929 branch to another in your system
931 .. _overdue-notice/status-triggers-label:
933 Overdue Notice/Status Triggers
934 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
936 - *Get there:* More > Tools > Patrons and Circulation > Overdue
937 Notice/Status Triggers
939 In order to send the overdue notices that you defined using the
940 :ref:`Notices <notices-&-slips-label>` tool, you need to first set the triggers to have
945 In order to have overdue notices sent to your patrons, you need to
946 :ref:`set that patron category <adding-a-patron-category-label>` to require overdue
951 Depending on the value of your
952 :ref:`OverdueNoticeCalendar` preference the
953 delay may or may not include days the library is closed based on the
954 :ref:`holiday calendar <calendar-label>`.
956 The Overdue Notice/Status Triggers tool gives the librarian the power to
957 send up to three notices to each patron type notifying them of overdue
962 - Delay is the number of days after an issue is due before an action is
967 If you want Koha to trigger an action (send a letter or
968 restrict member), a delay value is required.
970 - To send additional notices, click on the tabs for 'Second' and
973 - If you would like to prevent a patron from checking items out because
974 of their overdue items, check the 'Restrict' box, this will put a
975 notice on the patron's record at checkout informing the librarian
976 that the patron cannot check out due to overdue items.
978 - If you choose to restrict a patron in this way you can also have
979 Koha automatically remove that restriction with the
980 :ref:`AutoRemoveOverduesRestrictions`
983 - Next you can choose the delivery method for the overdue notice. You
984 can choose from Email, Phone (if you are using the :ref:`iTiva Talking
985 Tech service <talkingtechitivaphonenotification-label>`), Print and SMS
986 (if you have set your :ref:`SMSSendDriver <smssenddriver,-smssendusername,-and-smssendpassword-label>`).
988 .. _patron-card-creator-label:
991 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
993 - *Get there:* More > Tools > Patron Card Creator
995 The Patron Card Creator allow you to use layouts and templates which you
996 design to print your custom patron cards on your printer. Here are some
997 of the features of the Patron Card Creator module:
999 - Customize patron card layouts with text retrieved from the Koha
1002 - Design custom card templates for printed patron cards (to match the
1005 - Build and manage batches of patron cards to print
1007 - Export (as PDF) single or multiple batches to print
1009 - Export (as PDF) single or multiple patron cards from within a batch
1011 .. _patron-card-layouts-label:
1014 ^^^^^^^^^^^^^^^^^^^^^^^^^^
1016 - *Get there:* More > Tools > Patron Card Creator > Manage > Layouts
1018 A layout defines the text and images that will be printed on to the card
1019 and where it will appear.
1023 Up to three lines of text, the patron's number in barcode
1024 representation and up to two images can be printed on to the card.
1026 .. _patron-add-a-layout-label:
1029 '''''''''''''''''''''''''''''''''
1031 If you have no layouts defined, you will add a new layout by clicking
1032 the 'New' button and choosing 'Layout'.
1036 You may also choose to press 'Manage layout' on the left side. Here you
1037 are offered a list of available layouts you can select for editing. But
1038 at the top of the page there is still the 'New layout' button.
1042 - The name you assign to the layout is for your benefit, name it
1043 something that will be easy to identify at a later date
1045 - The Units pull down is used to define what measurement scale you're
1046 going to be using for your layout.
1052 A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch
1053 is 25.4 SI Millimeters
1055 - Next note if this layout is for the front or the back of the patron
1060 You will need a layout for both the front and back of your
1061 card if you have 2-sided library cards, this option doesn't
1062 allow you to print two sided cards, just lets you track which
1063 side of the card you're designing.
1065 - You have the option of adding up to 3 lines of text to your card.
1066 Your text can be static text of your choosing and/or fields from the
1067 patron record. If you want to print fields from the patron record you
1068 want to put the field names in brackets like so - <firstname>
1072 A full list of field names can be found in the database schema
1073 at http://schema.koha-community.org
1075 - For each line of text, you can choose your font, font size and the
1076 location of the text on the card using the lower X and Y coordinates
1078 - In order to show the barcode and the patron card number you will need
1079 to check the 'Print Card Number as Barcode' option. This will turn
1080 the patron card number into a barcode. If you want the number to
1081 print in human readable format you will need to check the 'Print Card
1082 Number as Text Under Barcode' option.
1084 - Finally you can choose up to two images to print on the card.
1086 - One can be the :ref:`patron image <upload-patron-images-label>` which you
1087 can resize to meet your needs.
1089 - The other image can be something like a library logo or symbol
1090 that you uploaded using the ':ref:`Manage
1091 Images <manage-images-label>`' module of the Patron Card Creator
1096 It is the designers responsibility to define textlines, barcode and
1097 images such that overlap is avoided.
1099 After saving, your layouts will appear on the 'Manage layouts' page.
1103 .. _patron-templates-label:
1106 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1108 - *Get there:* More > Tools > Patron Card Creator > Manage > Card
1111 A template describes the arrangement of labels on the label sheet/card
1112 stock you are using. This might be Avery 5160 for address labels,
1113 Gaylord 47-284 for spine labels or Avery 28371 for your patron cards,
1114 just to give a couple of examples. All of the information you will need
1115 for setting up a template may be on the packaging, and if not it can
1116 usually be found on the vendor's website or can be measured from a
1119 .. _patron-add-a-template-label:
1122 '''''''''''''''''''''''''''''''''''''
1124 To add a new template click on the 'New template' button at the top of
1125 your page which brings you to the Edit template form immediately. You
1126 may also choose to press 'Manage templates' on the left side. Here you
1127 are offered a list of available templates you can select for editing.
1128 But in the top of the page there is still the 'New template' button.
1132 Using the form that appears after pressing either 'Edit' or 'New
1133 template'you can define the template for your sheet of labels or cards.
1137 - Template ID is simply a system generated unique id
1139 - Template Code should be the name of this template to identify it on a
1142 - You can use the Template Description to add additional information
1145 - The Units pull down is used to define what measurement scale you're
1146 going to be using for the template.
1152 A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch
1153 is 25.4 SI Millimeters
1155 - The measurements (page height, page width, card width, card height)
1156 may be on the packaging, and if not it can usually be found on the
1157 vendor's website or can be measured from a sample sheet.
1159 - A profile is a set of "adjustments" applied to a given template just
1160 prior to printing which compensates for anomalies unique and peculiar
1161 to a given printer (to which the profile is assigned).
1163 - Before defining a profile try printing some sample cards so that
1164 you can take measurements to define a profile to perform the right
1165 adjustments for your printer/template combination.
1167 - After finding and documenting any anomalies in the printed
1168 document, then you can :ref:`create a profile <patron-add-a-profile-label>` and
1169 assign it to the template.
1173 Do not specify a profile unless needed, i.e. do not click to
1174 define a printer profile. It is not possible to remove a
1175 profile from a template but you can switch to another profile.
1179 If you are using different printers you may be required to
1180 define several templates that are identical only different
1181 profiles are specified.
1183 After saving, your templates will appear on the 'Manage templates' page.
1187 .. _patron-profiles-label:
1190 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1192 - *Get there:* More > Tools > Patron Card Creator > Manage > Profiles
1194 A profile is a set of "adjustments" applied to a given
1195 :ref:`template <patron-templates-label>` just prior to printing which compensates
1196 for anomalies unique and peculiar to a given printer. This means if you
1197 set a template up and then print a sample set of data and find that the
1198 items are not all aligned the same on each card, you need to set up a
1199 profile for each printer (or even different tray selections on the same
1200 printer) to make up for the differences in printing styles, such as the
1201 shifting of text to the left, right, top or bottom.
1203 If your cards are printing just the way you want, you will not need a
1206 .. _patron-add-a-profile-label:
1209 '''''''''''''''''''''''''''''''''''
1211 To add a new profile, you want to click on the 'Profiles' button at the
1212 top of your page and choose 'New Profile'
1216 To add a new profile, you want to click on the 'New profile' button at
1217 the top of your page. Using the form that appears you can define the
1218 values to correct the card misalignments on your label sheet. You may
1219 also choose 'Manage profiles' on the left side and select one of the
1220 currently available profiles for editing.
1224 - The Printer Name and Paper Bin do not have to match your printer
1225 exactly, they are for your reference so you can remember what printer
1226 you have set the profile for.
1230 For example: if you want to use the Printer model number in
1231 printer name you can, or you can call it 'the printer on my
1234 - Template will be filled in once you have chosen which template to
1235 apply the profile to on the :ref:`template edit form <patron-add-a-template-label>`
1237 - The Units pull down is used to define what measurement scale you're
1238 going to be using for your profile.
1244 A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch
1245 is 25.4 SI Millimeters
1247 - Offset should be used when the entire image is off center either
1248 vertically or horizontally. Creep describes a condition where the
1249 distance between the labels changes across the page or up and down
1252 - For offset and creep values, negative numbers move the printed
1253 information up and to the left on the printed sheet and positive
1254 numbers move down and to the right
1256 - Example: the text is printed 0 .25" from the left edge of the
1257 first label, 0 .28" from the left edge of the second label and 0
1258 .31" from the left edge of the third label. This means the
1259 horizontal creep should be set to (minus) -0.03 " to make up for
1262 After saving, your profiles will appear on the 'Manage Printer Profiles'
1267 Once you have saved your new profile, you can return to the list of
1268 templates and choose to edit the template that this profile is for.
1270 .. _patron-batches-label:
1273 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1275 - *Get there:* More > Tools > Patron Card Creator > Manage > Card
1278 A batch is a collection of patrons for whom you want to generate cards.
1280 .. _patron-add-a-batch-label:
1283 '''''''''''''''''''''''''''''''
1285 To add a new batch, you want to click on the 'New batches' button at the
1286 top of your page. Choosing the menu item 'Manage batches' on the left a
1287 list of already defined batches is displayed. In this display you can
1288 either select a batch for editing or add a new batch.
1292 For a new batch a message pops up and directs you to select patrons to
1293 be processed in this batch.
1297 After choosing the 'Add item(s)' button the Patron Search window pops
1302 From here you can search for patrons to add to your batch by any part of
1303 their name, their category and/or library. Entering \* in the search box
1304 will display all the patrons.
1308 From the results you can add patrons to the batch by clicking the 'Add'
1309 button. After adding patrons from the results you can start over and
1310 perform another search or click 'Close' at the bottom of the screen to
1311 indicate that you are done. You will then be presented with your
1315 If you are satisfied with your batch you can proceed to export. If you
1316 want to correct or even delete that batch the buttons to do so can be
1317 found at the top of your screen. You can always come back here through
1318 the 'Manage > Card batches' button.
1320 If you would like to export all patron cards you can click 'Export card
1321 batch' otherwise you can choose specific patrons to print cards for by
1322 checking the box to the right of their names and then choose 'Export
1323 selected card(s)' at the top.
1325 The export menu will ask you to choose a template, a layout and starting
1326 position (where on the sheet should printing begin).
1330 For the starting position if the first 6 labels have already been
1331 used on your sheet you can start printing on label in position 7 on
1332 the sheet. The labels are numbered left to right from top to bottom.
1336 Once you click 'Export' you will be presented with a PDF of your labels
1341 When you open the PDF you will see the cards for printing
1345 The above image shows a layout that is made up of two textlines. The
1346 first one is just plain text, the second one is composed of the
1347 <firstname> <surname> fields. A patron image is printed (if available)
1348 and the barcode of patrons number is displayed in code 39. All this is
1349 printed on a template with three columns and 8 rows using position 1-3
1350 here. When printing this PDF please take care that your printer doesn't
1351 rescale the PDF (e.g do not fit to paper size) otherwise the printer
1352 will not be able to print to the right place per your templates.
1354 .. _manage-images-label:
1357 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1359 - *Get there:* More > Tools > Patron Card Creator > Manage > Images
1361 Images uploaded using this tool will appear on the menu when creating
1362 :ref:`patron card layouts <patron-card-layouts-label>`. You are limited in how many
1363 images you can upload (not counting patron images) by the
1364 :ref:`ImageLimit` system preference.
1368 Images must be under 500k in size.
1372 Pictures uploaded with this tool should be at least 300dpi which is
1373 the minimum quality for a printable image.
1375 In the center of the screen is a simple upload form, simply browse for
1376 the file on your computer and give it a name you'll recognize later.
1380 Once the file is uploaded you will be presented with a confirmation
1385 And the image will be listed with all of your others on the right hand
1390 To delete one or multiple of these images, click the checkbox to the
1391 right of each image you want to delete and click the 'Delete' button.
1393 .. _patrons-anonymize-bulk-delete-label:
1395 Patrons (anonymize, bulk-delete)
1396 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1398 - *Get there:* More > Tools > Patrons and Circulation > Patrons
1399 (anonymize, bulk-delete)
1401 This tool allows you to bulk anonymize circulation histories (this means
1402 that you keep records of how many times items were checked out - but not
1403 the patrons who checked the items out) or bulk delete patrons (remove
1404 them from the system completely).
1408 Patrons with outstanding fines or items checked out are not saved.
1409 They are not completely removed from the system (they are only moved
1410 to the delete\_borrowers table), but this tool does not provide as
1411 many checks as one may desire.
1415 Before using this tool it is recommended that you backup your
1416 database. Changes made here are permanent.
1420 The anonymization will fail quietly if
1421 :ref:`AnonymousPatron` preference does not contain a
1426 To either delete or anonymize patrons
1428 - Check the 'Verify' box on the task you would like to complete (Delete
1431 - Enter a date before which you want to alter the data
1433 - If deleting patrons you can also choose to find patrons who
1435 - have not borrowed since a specific date
1437 - have accounts that will expire before a specific date
1439 - are in a specific :ref:`patron category <patron-categories-label>`
1441 - are in a :ref:`patron list <patron-lists-label>`
1445 - A confirmation will appear asking if you're sure this is what you
1450 - Clicking 'Finish' will delete or anonymize your data
1454 .. _batch-patron-modification-label:
1456 Batch patron modification
1457 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1459 - *Get there:* More > Tools > Patrons and Circulation > Batch patron
1462 With this tool you can make edits to a batch of patron records. Simply
1463 load in a file of cardnumbers (one per line), choose from a :ref:`list of
1464 patrons <patron-lists-label>` or scan patron card numbers in to the box
1469 Once you have the file loaded or the barcodes scanned click 'Continue.'
1470 You will be presented with a list of the patrons and the changes you can
1475 To the left of each text box there is a checkbox. Clicking that checkbox
1476 will clear our the field values.
1480 If the field is mandatory you will not be able to clear the value in
1483 If you have multiple patron attributes you can change them all by using
1484 the plus (+) sign to the right of the text box. This will allow you to
1485 add another attribute value.
1489 Once you have made the changes you want, you can click 'Save' and Koha
1490 will present you with the changed patron records.
1492 .. _tag-moderation-label:
1495 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1497 - *Get there:* More > Tools > Patrons and Circulation > Tags
1499 Depending on your :ref:`tagging system preferences <tagging-label>`,
1500 librarians may need to approve tags before they are published on the
1501 OPAC. This is done via the Tag Moderation Tool. If there are tags
1502 awaiting moderation they will be listed on the main staff dashboard
1503 under the module labels:
1507 To moderate the tags visit the Tags tool. When first visiting the tool,
1508 you will be presented with a list of tags that are pending approval or
1509 rejection by a librarian
1513 - To see all of the titles this tag was added to simply click on the
1518 - From this list of titles you can remove a tag without outright
1519 rejecting it from being used in the future by clicking the 'Remove
1520 tag' button to the right of the title.
1522 - To approve a tag, you can either click the 'Approve' button in line
1523 with the term, or check all terms you want to approve and click
1524 'Approve' below the table.
1526 - To reject a tag, you can either click the 'Reject' button in line
1527 with the term, or check all terms you want to approve and click
1528 'Reject' below the table.
1530 Once a tag has been approved or rejected it will be moved to the
1531 appropriate list of tags. A summary of all tags will appear on the right
1536 Even though a tag is approved or rejected, it can still be moved to
1537 another list. When viewing approved tags each tag has the option to
1542 To check terms against the approved and rejected lists (and possibly
1543 against :ref:`the dictionary <tagsexternaldictionary-label>` you have assigned
1544 for tag moderation) simply enter the term into the search box on the
1545 bottom right of the screen to see the status of the term
1549 Finally you can find tags by using the filters on the left.
1553 .. _upload-patron-images-label:
1555 Upload Patron Images
1556 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1558 - *Get there:* More > Tools > Patrons and Circulation > Upload Patron
1561 Patron images can be uploaded in bulk if you are :ref:`allowing patron
1562 images <patronimages-label>` to be attached to patron records. These images
1563 can also be used when creating :ref:`patron cards <patron-card-creator-label>`.
1565 - Create a txt file and title it "DATALINK.TXT" or "IDLINK.TXT"
1567 - On each line in the text file enter the patron's card number followed
1568 by comma (or tab) and then the image file name
1572 - Make sure that your TXT file is a plain text document, not RTF.
1574 - Zip up the text file and the image files
1576 - Go to the Upload Patron Images Tool
1580 - For a single image, simply point to the image file and enter the
1583 - For multiple images, choose to upload a zip file
1585 - After uploading you will be presented with a confirmation
1591 There is a limit of 100K on the size of the picture uploaded and it
1592 is recommended that the image be 200x300 pixels, but smaller images
1595 .. _rotating-collections-label:
1597 Rotating Collections
1598 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1600 - *Get there:* More > Tools > Catalog > Rotating Collections
1602 Rotating Collections is a tool for managing collections of materials
1603 that frequently get shifted from library to library. It adds the ability
1604 to store not only an item's home library and current location but also
1605 information about where it is supposed to be transferred to next to
1606 ensure that all items in the collection are sent to the correct library.
1607 When an item in a rotating collection is checked in, library staff is
1608 notified that the item is part of a rotating collection and which branch
1609 it should be sent to if it is not at the correct one.
1613 The :ref:`AutomaticItemReturn` system preference
1614 must be set to "Don't automatically transfer items to their home
1615 library when they are returned" for Rotating Collections to function
1618 - To create a new rotating collection, click the "New Collection"
1619 button, fill in the Title and Description, and click Submit. Once
1620 submitted you'll see "Collection Name added successfully"; click
1621 "Return to rotating collections home" to return to the main Rotating
1622 Collections management page (or click Rotating Collections in the
1625 - To add items to a collection, click "Add or remove items" next to the
1626 collection's name in the list of collections. Under "Add or remove
1627 items" scan or type in the barcode of the item you wish to add to the
1628 collection, and hit Enter or click Submit if necessary.
1630 - To remove an item from a collection, either click Remove next to the
1631 item's barcode in the list of items within the collection or check
1632 the "Remove item from collection" box next to the Barcode text box
1633 under "Add or remove items, and scan or type in the barcode, clicking
1634 Submit or hitting Enter if necessary. Note: The "Remove item from
1635 collection" checkbox will remain checked as long as you are on the
1636 "Add or remove items" page, unless you uncheck it, to facilitate
1637 quickly removing a number of items at a time by scanning their
1640 .. _transfer-a-rotating-collection-label:
1642 Transfer a Rotating Collection
1643 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1645 Transferring a collection will:
1647 - Change the current location of the items in that collection to the
1648 library it is to be transferred to
1650 - Initiate a transfer from its original current location/holding
1651 library to the current location/holding library it is to be rotated
1652 to. When a library receives a collection they will need to check in
1653 the items to complete the transfer.
1655 You can transfer a collection in one of two ways:
1657 - From the main Rotating Collections page, click on Transfer next to
1658 the title of the collection you wish to transfer; choose the library
1659 you wish to transfer the collection to and click "Transfer
1662 - Or, from the "add or remove items" page for a collection, you can
1663 click the Transfer button, choose the library you wish to transfer
1664 the collection to and click "Transfer Collection".
1668 In order to complete the transfer process, the library receiving the
1669 rotating collection should check in all items from the collection as
1670 they receive them. This will clear the transfer so that the items
1671 are no longer shown as being "in transit".
1673 If an item in a rotating collection is checked in at a library other
1674 than the one it is supposed to be transferred to, a notification will
1675 appear notifying library staff that the item is part of a rotating
1676 collection, also letting them know where the item needs to be sent.
1680 .. _patrons-stock_rotation
1685 The stock rotation tool allows library staff to create rotation plans and add
1686 items to them. A cronjob is then used to cycle these items round the specified
1687 libraries on the rotation plan, moving them to the next stage after the
1688 prescribed period of time has passed at the current stage. Email notices may be
1689 used to provide the library branches with a list of items to be put in-transit
1690 to the next branch and if an item is found to be on loan at the time that it
1691 should be transfered then an alert will be displayed when it is next returned.
1693 From the stock rotation tool page you can add new rotation plans and see a
1694 summary of your currently configured rotation plans. You can then edit plan
1695 details, activate and deactivate plans and manage stages and items on a given
1700 This tool utilises a cron job that must be configured to run on a daily basis.
1702 Editing rota details
1703 ^^^^^^^^^^^^^^^^^^^^
1707 Name: A clear name or code to identify the rota
1709 Cyclical: Denotes whether items remain (No) at the last library on the rotation
1710 plan upon reaching the end of the rota or whether they continue (Yes) to rotate,
1711 returning back to the first library on the rotation plan once they have
1712 completed their alloted time at the last library, indefinitely until manually
1713 removed from the rota.
1715 Active: Denotes whether a rota is active and as such whether items on it are
1716 rotating. It also governs whether items may be added to and removed from the
1717 rota. A rota may be switched between active and inactive at any time allowing
1718 for rota maintanence.
1720 Description: One may optionally add an expanded description of the rota for
1721 display in summary views.
1724 Managing rota stages
1725 ^^^^^^^^^^^^^^^^^^^^
1729 Stages may be edited, added, removed and re-ordered at any time from this page.
1731 Library: The library the item will be at during this stage
1733 Duration: The amount of time the item should stage at this stage
1736 Managing rota items - Tool view
1737 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1741 Items can be added to a rota individually (by barcode) or in bulk (via the
1742 upload of a line delimited barcode file) on this page.
1744 You will also be presented with a summary of all items on the rota with their
1745 current location and you have the options to immediately progress items, mark
1746 items as 'in demand' and remove an item from rotation.
1748 In demand: If an item is marked as 'in demand' then the duration the item will
1749 stay at it's current stage will be doubled compared to what is set in the
1750 rota. This is often used for items that are found to be unexpectedly popular at
1751 a particular library.
1753 Managing rota items - Catalog view
1754 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1758 Rotating items may also be managed from the catalog view: When stock rotation is
1759 enabled a new menu tab 'Rota' will appear on a catalog records detail view.
1761 All attached items will appear in the summary view with their current status in
1762 relation to rotas and the option to mark items as 'in demand' or immediately
1763 progress them. You can also remove items from rotation and add items to rotas
1766 Managing rotation notices
1767 ^^^^^^^^^^^^^^^^^^^^^^^^^
1769 Stock rotation can send email notices to branch libraries to aid in selecting
1770 the items due for rotation. Branch 'Reply-to' addresses will be used in
1771 preference to 'Email' addresses for the notice recipients.
1773 The contents of the notices can be customised in the normal manor through the
1774 notices tool and the relevant notice has the code SR_SLIP.
1779 The stock rotation tool uses two distinct permissions:
1782 this governs a users ability to create, update and delete a rota.
1785 this governs a users ability to add, remove and progress
1792 ---------------------------
1794 .. _batch-item-deletion-label:
1797 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1799 - *Get there:* More > Tools > Catalog > Batch item deletion
1801 This tool will allow you to delete a batch of item records from Koha.
1803 From the tool you can choose to upload a file of barcodes or item ids,
1804 or you can scan items one by one into the box below the upload tool.
1808 Once you have your file uploaded or the barcodes scanned you can click
1811 You will be presented with a confirmation screen. From here you can
1812 uncheck the items you don't want to delete and decide if Koha should
1813 delete the bib record if the last item is being deleted before clicking
1814 'Delete selected items.' If you'd like you can delete the bibliogrphic
1815 record if you're deleting the last item by clicking the checkbox next to
1816 'Delete records if no items remain'.
1820 If your file (or list of scanned barcodes) has more than 1000 barcodes,
1821 Koha will be unable to present you with a list of the items. You will
1822 still be able to delete them, but not able to choose which items
1823 specifically to delete or delete the biblio records.
1827 If the items are checked out you will be presented with an error after
1828 clicking 'Delete selected items' and the items will not be deleted.
1832 If the items can be deleted they will be and you will be presented with
1833 a confirmation of your deletion.
1837 .. _batch-item-modification-label:
1839 Batch item modification
1840 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1842 - *Get there:* More > Tools > Catalog > Batch item modification
1844 This tool will allow you to modify a batch of item records in Koha.
1848 From the tool you can choose to upload a file of barcodes or item ids,
1849 or you can scan items one by one into the box below the upload tool. You
1850 can also decide the items edited should be populated with the default
1851 values you have defined in your :ref:`default
1852 framework <marc-bibliographic-frameworks-label>`.
1854 Once you have your file uploaded or the barcodes listed you can click
1859 You will be presented with a summary of the items you want to modify.
1860 From here you can uncheck the items you don't want to modify before
1861 making changes in the form below. You can also hide columns you don't
1862 need to see to prevent having to scroll from left to right to see the
1867 To uncheck all items thar are currently checked out you can click
1868 the 'Clear on loan' link at the top of the form.
1870 Using the edit form you can choose which fields to make edits to. By
1871 checking the checkbox to the right of each field you can clear the
1872 values in that field for the records you are modifying.
1876 Once you have made you changes you will be presented with the resulting
1883 You can also edit items on one bib record in a batch by going to the
1884 bib record and clicking Edit > Edit items in batch
1888 .. _batch-record-deletion-label:
1890 Batch record deletion
1891 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1893 This tool will take a batch of record numbers for either bibliographic
1894 records or authority records and allow you to delete all those records
1895 and any items attached to them in a batch.
1899 First you need to tell the tool if you're deleting bibliographic or
1900 authority records. Next you can load a file with biblionumbers or
1901 authids or enter a list of those numbers in the box provided. Once you
1902 submit the form you will be presented with a summary of the records you
1903 are trying to delete.
1907 If a record you want to delete can't be deleted it will be highlighted.
1909 Check the records you want to delete and click the 'Delete selected
1910 records' button to finish the process.
1912 .. _batch-record-modification-label:
1914 Batch record modification
1915 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1917 - *Get there:* More > Tools > Catalog > Batch record modification
1919 This tool will allow you to edit batches of bibliographic and/or
1920 authority records using :ref:`MARC Modification
1921 Templates <marc-modification-templates-label>`. Before visiting this tool you will
1922 want to set up at least one MARC modification template.
1926 When you visit the tool it will ask you:
1928 - Choose whether you're editing bibliographic or authority records
1930 - Enter the biblionumbers or authids
1932 - You can upload a file of these numbers or
1934 - Enter the numbers (one per line) in the box provided
1936 - Finally choose the MARC Modification Template you'd like to use to
1939 Once you've entered your criteria click 'Continue'
1943 You will be presented with a list of records that will be edited. Next
1944 to each one is a checkbox so you can uncheck any items you would rather
1945 not edit at this time.
1947 Clicking Preview MARC will allow you to see what edits will be made when
1948 you finalize the edit.
1952 Once you're sure everything is the way you want you can click the
1953 'Modify selected records' button and your records will be modified.
1955 .. _automatic-item-modifications-by-age-label:
1957 Automatic item modifications by age
1958 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1960 - *Get there:* More > Tools > Catalog > Automatic item modifications by
1963 This tool allows librarians to update item specific fields when an item
1964 reaches a certain age.
1968 Staff need the items\_batchmod permission to access this tool
1972 The settings in this tool will be acted upon by the :ref:`corresponding
1973 cron job <automatic-item-update-label>`
1975 If you haven't created any rules you will see the option to 'Add rules'
1976 on the Tool page. Click this button to create rules.
1980 If you have rules already there will be a button that reads 'Edit
1981 rules'. To create a new rule click the 'Edit rules' button at the top of
1986 You will be brought to a page where you can edit exisitng rules or
1991 In the form that appears you can set :
1993 - the age in days at which the item will update (Age)
1995 - what criteria is needed to trigger the update (Conditions)
1997 - what changes are made when the script runs (Substitutions)
2001 Once you're done you can click the 'Add this rule' link and then add
2002 additional rules or you can click the 'Submit these rules' button to
2007 .. _export-data-(marc-&-authorities)-label:
2009 Export Data (MARC & Authorities)
2010 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2012 - *Get there:* More > Tools > Catalog > Export Data
2014 Koha comes with a tool that will allow you to export your bibliographic,
2015 holdings and/or authority data in bulk. This can be used to send your
2016 records to fellow libraries, organizations or services; or simply for
2019 .. _export-bibliographic-records-label:
2021 Export Bibliographic Records
2022 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2024 At the top of the screen you need to pick what data you're exporting. If
2025 you're exporting bibliographic records with or without the holdings
2026 information you want to click the 'Export bibliographic records' tab.
2028 - Fill in the form in order to limit your export to a specific range
2029 (all fields are optional)
2033 - Choose to limit your export by any one or more of the following
2036 - Limit to a bib number range
2038 - Limit to a specific item type
2042 This limit will use the type you have defined in the
2043 :ref:`item-level\_itypes <item-level\_itypes-label>` preference.
2044 If you have the item-level\_itypes preference set to
2045 'specific item' and you have no items attached to a bib
2046 record it will not be exported. To get all bib records
2047 of a specific type you will need your item-level\_itypes
2048 preference set to 'biblio record'.
2050 - Limit to a specific library or group of libraries
2054 This is a filter: if you leave this set to the default
2055 (all libraries selected) or select one or more libraries,
2056 bib records with no items attached will not be exported. To get
2057 bib records with no items you will need to 'clear all'
2058 (i.e. de-select all libraries).
2060 - Limit to a call number range
2062 - Limit to an acquisition date range
2064 - If you'd like you can load a file of biblionumbers for the records
2065 you would like to export. File type needs to be .csv or .txt
2069 - Next choose what to skip when exporting
2073 - By default items will be exported, if you would like to only
2074 export bibliographic data, check the 'Don't export items' box
2076 - To limit your export only to items from the library you're
2077 logged in as (if you leave the 'Library' field set to 'All') or
2078 to the library you selected above check the 'Remove non-local
2081 - You can also choose what fields you don't want to export. This
2082 can be handy if you're sharing your data, you can remove all
2083 local fields before sending your data to another library
2085 - Finally choose the file type and file name
2089 - Choose to export your data in marc or marcxml format
2091 - Choose the name you want your file to save as
2093 - Click 'Export bibliographic records'
2095 .. _export-authority-records-label:
2097 Export Authority Records
2098 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2100 At the top of the screen you need to pick what data you're exporting. If
2101 you're exporting authority records you want to click the 'Export
2102 authority records' tab.
2104 - Fill in the form in order to limit your export to a specific range or
2105 type of authority record (all fields are optional)
2109 - Or you can choose a file of authids to export
2113 File type needs to be .csv or .txt
2115 - Next choose fields that you would like to exclude from the export
2116 separated by a space (no commas)
2120 - If you'd like to exclude all subfields of the 200 for example just
2123 - If you'd like to exclude a specific subfield enter it beside the
2124 field value 100a will exclude just the subfield 'a' of the 100
2126 - Finally choose the file type and file name
2130 - Choose to export your data in marc or marcxml format
2132 - Choose the name you want your file to save as
2134 - Click 'Export authority records'
2136 .. _inventory-tool-label:
2139 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2141 - *Get there:* More > Tools > Catalog > Inventory
2143 Koha's Inventory tool can be used in one of three ways:
2144 1. By printing out a shelf list that you can then mark items off on;
2146 2. By uploading a text file of barcodes gathered by a portable scanner;
2148 3. By comparing a text file of barcodes gathered by a portable scanner to a
2149 generated shelf list.
2151 If you do not have the ability to use your barcode scanner on the floor
2152 of the library, the option available to you is to generate a shelf
2153 list based on criteria you enter.
2157 First, choose the criteria for the items you want to print out on a list.
2158 All parameters are optional, but if none are selected, the resulting list
2159 might be quite large.
2161 - Library: choose the branch you want to check, as well as if that branch
2162 is the home library or the current holding library of the items.
2164 - Shelving location (items.location) is: you can filter by location.
2166 - Item callnumber between ... and ...: you can also limit the list to a specific
2167 range of callnumbers.
2169 You can filter even more with item statuses (not for loan status, lost status,
2170 withdrawn status or damaged status). Check the boxes next to the statuses you
2171 want to include. For example, if you are using the list to shelf read, check
2172 only the 'for loan' status as the other items probably won't be on the shelves.
2174 - Last inventory date: enter a date here to skip items that have been marked
2177 - Skip items on loan: check this box to filter out loaned items from the list.
2179 - Export to CSV file: check this box to generate a CSV file for altering in an
2180 application on your desktop. If this box is unchecked, the list will be
2181 presented on the screen.
2183 Click on 'Submit' to generate your shelf list. You can then print it to use
2184 while walking around the library checking your collection or use it directly
2185 in Koha on a portable device.
2189 Once you have found the items on your shelves, return to this
2190 list and check the boxes next to the items you found. Next, click on one of
2191 the three buttons to continue:
2193 - Mark seen and quit: updates the 'last seen' date of the checked items to
2194 today and returns to the previous screen.
2196 - Mark seen and continue: updates the 'last seen' date of the checked items to
2197 today and shows the next page of the list.
2199 - Continue without marking: doesn't update any of the items on this page
2200 and shows the next page of the list.
2202 If you have a portable scanner (or a laptop and USB scanner) you can
2203 walk through the library with the scanner in hand and scan barcodes as
2204 you come across them (on a laptop, scan the barcodes into a text file). Once
2205 finished you can then upload the text file generated by the scanner to Koha.
2209 Choose the text file and the date you want to mark all items as seen and
2210 then scroll to the very bottom and click 'Submit'. This will update all the
2211 items' 'last seen' date to the chosen date. By default, this will also check in
2212 the items scanned as it is assumed that they are on the shelf and so not loaned
2213 out. If you do not want to check in scanned items, check the 'Do not check in
2214 items scanned during inventory' before clicking 'Submit'.
2216 Alternatively, you can combine the two methods to automatically compare a list
2217 of scanned barcodes with a generated list. First, upload you barcode file and
2218 choose the date you want to appear in the items' 'last seen' field. The 'Compare
2219 barcodes list to results' checkbox should automatically be checked. If you do
2220 not want the scanned items to be automatically checked-in if they are checked-out,
2221 make sure you check the 'Do not check in items scanned during inventory' checkbox.
2222 Choose the filters (library, shelving location, callnumbers or statuses) to generate a
2223 list with which to compare your barcodes. Click on 'Submit'.
2227 Depending on the number of barcodes you are comparing, this may take a few
2228 minutes. It is not recommended to compare lists of more than 1000 barcodes as
2229 this may cause a session timeout.
2231 Once Koha has finished comparing the barcodes file to the generated list, it
2232 will return the number of items updated and a list of problematic items.
2234 - Missing (not scanned): the item is in the generated list but not in the
2237 - Found in wrong place: the item is in the barcodes list, but not in the
2240 - Still checked out: the item is checked out, but is in the generated list. It
2241 was not automatically checked in.
2243 - Barcode not found: the barcode doesn't exist.
2245 - Item withdrawn: the item has 'withdrawn' status, but it is in the barcodes
2248 .. _label-creator-label:
2251 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2253 - *Get there:* More > Tools > Catalog > Label Creator
2255 The Label Creator allow you to use layouts and templates which you
2256 design to print a nearly unlimited variety of labels including barcodes.
2257 Here are some of the features of the Label Creator module:
2259 - Customize label layouts
2261 - Design custom label templates for printed labels
2263 - Build and manage batches of labels
2265 - Export single or multiple batches
2267 - Export single or multiple labels from within a batch
2269 - Export label data in one of three formats:
2271 - PDF - Readable by any standard PDF reader, making labels printable
2272 directly on a printer
2274 - CSV - Export label data after your chosen layout is applied
2275 allowing labels to be imported in to a variety of applications
2277 - XML - Included as an alternate export format
2279 .. _label-templates-label:
2282 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2284 - *Get there:* More > Tools > Label Creator > Manage > Label templates
2286 A template is based on the label/card stock you are using. This might be
2287 Avery 5160 for address labels, Gaylord 47-284 for spine labels or Avery
2288 28371 for your patron cards, just to give a couple of examples. These
2289 labels will include all of the information you will need for setting up
2290 a Koha, this information may be on the packaging, and if not it can
2291 usually be found on the vendor's website.
2293 .. _label-add-a-template-label:
2296 ''''''''''''''''''''''''''''''''''''''
2298 To add a new template, you want to click on the 'New' button at the top
2299 of the Label Creator and choosing 'Label template'.
2303 Using the form that appears you can define the template for your sheet
2308 - Template ID will be automatically generated after saving your
2309 template, this is simply a system generated unique id
2311 - Template Code should be something you can use to identify your
2312 template on a list of templates
2314 - You can use the Template Description to add additional information
2317 - The Units pull down is used to define what measurement scale you're
2318 going to be using for the template. This should probably match the
2319 unit of measurement used on the template description provided by the
2324 - The measurements, number of columns and number of rows can be found
2325 on the vendor product packaging or website.
2329 If you do not supply a left text margin in the template, a
2330 3/16" (13.5 point) left text margin will apply by default.
2332 - A profile is a set of "adjustments" applied to a given template just
2333 prior to printing which compensates for anomalies unique and peculiar
2334 to a given printer (to which the profile is assigned).
2336 - Before picking a profile try printing some sample labels so that
2337 you can easily define a profile that is right for your
2338 printer/template combination.
2340 - After finding any anomalies in the printed document, :ref:`create a
2341 profile <label-add-a-profile-label>` and assign it to the template.
2343 After saving, your templates will appear on the 'Manage' area under
2348 .. _label-profiles-label:
2351 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2353 - *Get there:* More > Tools > Label Creator > Manage > Printer Profiles
2355 A profile is a set of "adjustments" applied to a given
2356 :ref:`template <label-add-a-template-label>` just prior to printing which
2357 compensates for anomalies unique and peculiar to a given printer (to
2358 which the profile is assigned). This means if you set a template up and
2359 then print a sample set of data and find that the items are not all
2360 aligned the same on each label, you need to set up a profile for each
2361 printer to make up for the differences in printing styles, such as the
2362 shifting of text to the left, right, top or bottom.
2364 If your labels are printing just the way you want, you will not need a
2367 .. _label-add-a-profile-label:
2370 ''''''''''''''''''''''''''''''''''''
2372 To add a new profile, you want to click on the 'New' button at the top
2373 of the Label Creator tool and choose 'Printer profile'.
2377 Using the form that appears you can create a profile to fix any problems
2382 - The Printer Name and Paper Bin do not have to match your printer
2383 exactly, they are for your reference so you can remember what printer
2384 you have set the profile for. So if you want to use the Printer model
2385 number in printer name or you can call it 'the printer on my desk'
2387 - Template will be filled in once you have chosen which template to
2388 apply the profile to on the :ref:`template edit
2389 form <label-add-a-template-label>`
2391 - The Units pull down is used to define what measurement scale you're
2392 going to be using for your profile.
2396 - Offset describes what happens when the entire image is off center
2397 either vertically or horizontally and creep describes a condition
2398 where the distance between the labels changes across the page or up
2401 - For these values, negative numbers move the error up and to the
2402 left and positive numbers move the error down and to the right
2404 - Example: the text is .25" from the left edge of the first label,
2405 .28" from the left edge of the second label and .31" from the left
2406 edge of the third label. This means the horizontal creep should be
2407 set to .03" to make up for this difference.
2409 After saving, your profiles will appear on the 'Manage' area under
2414 Once you have saved your new profile, you can return to the list of
2415 templates and choose to edit the template that this profile is for.
2417 .. _label-layouts-label:
2420 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
2422 - *Get there:* More > Tools > Label Creator > Manage > Layouts
2424 A layout is used to define the fields you want to appear on your labels.
2426 .. _label-add-a-layout-label:
2429 ''''''''''''''''''''''''''''''''''
2431 To add a new layout, you want to click on the 'New' button at the top of
2432 the Label Creator tool and choose 'Layout'.
2436 Using the form that appears you can create a profile to fix any problems
2441 - The name of your layout can be anything you'd like to help you
2444 - If this is a barcode label you'll want to choose the encoding (Code
2445 39 is the most common)
2447 - The layout type can be any combination of bibliographic information
2448 and/or barcode. For example a spine label would just be Biblio
2449 whereas a label for your circulation staff to use to checkout the
2450 book would probably be Biblio/Barcode.
2452 - The Bibliographic Data to Print includes any of the data fields that
2453 may be mapped to your MARC frameworks. You can choose from the preset
2454 list of fields or you can click on 'List Fields' and enter your own
2455 data. In 'List Fields', you can specify MARC subfields as a
2456 4-character tag-subfield string: (ie. 254a for the title field), You
2457 can also enclose a whitespace-separated list of fields to concatenate
2458 on one line in double quotes. (ie. "099a 099b" or "itemcallnumber
2459 barcode"). The fields available are from the database tables list
2460 below. Finally you could add in static text strings in single-quote
2461 (ie. 'Some static text here.')
2463 - You can use the schema viewer (http://schema.koha-community.org)
2464 with the following tables to find field names to use:
2466 - Currently all fields in the following tables are used: items,
2467 biblioitems, biblio, branches
2471 - Choose if the label maker should print out the guidelines around each
2474 - Choose if you'd like Koha to try to split your call numbers (usually
2475 used on Spine Labels)
2477 - Finally choose your text settings such as alignment, font type and
2480 After saving, your layouts will appear on the 'Manage Layouts' page.
2482 .. _label-batches-label:
2485 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
2487 - *Get there:* More > Tools > Label Creator > Manage > Label batches
2489 Batches are made up of the barcodes you would like to print. Once in
2490 this tool you can search for the item records you would like to print
2493 .. _label-add-a-batch-label:
2496 ''''''''''''''''''''''''''''''''
2498 Batches can be created in one of two ways. The first is to click the
2499 'Create Label Batch' link on the ':ref:`Staged MARC
2500 Management <staged-marc-record-management-label>`' page:
2504 The other is to choose to create a new batch from the label creator tool
2508 You will be brought to an empty batch with a box to scan barcodes or
2509 itemnumbers in to and an 'Add item(s)' button at the bottom of the page.
2513 You can either scan barcodes in to the box provided and click the 'Add
2514 item(s)' button or you can click the 'Add item(s)' button with the
2515 barcodes box empty. Clicking 'Add item(s)' with nothing in the barcodes
2516 box will open a search window for you to find the items you want to add
2521 From the search results, click the check box next to the items you want
2522 to add to the batch and click the 'Add checked' button. You can also add
2523 items one by one by clicking the 'Add' link to the left of each item.
2527 Once you have added all of the items click the 'Done' button. The
2528 resulting page will list the items you have selected.
2532 To print your labels, click the 'Export full batch' button. To print
2533 only some of the labels, click the 'Export selected item(s)' button.
2534 Either way you will be presented with a confirmation screen where you
2535 can choose your template and layout.
2539 You will then be presented with three download options: PDF, Excel, and
2544 After saving your file, simply print to the blank labels you have in
2547 .. _quick-spine-label-creator-label:
2549 Quick Spine Label Creator
2550 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2552 - *Get there:* More > Tools > Catalog > Quick Spine Label Creator
2556 This tool does not use the label layouts or templates, it simply
2557 prints a spine label in the first spot on the label sheet.
2559 - Define the fields you want to print on the spine label in the
2560 :ref:`SpineLabelFormat` system preference
2562 - Format your label printing by editing spinelabel.css found in
2563 koha-tmpl/intranet-tmpl/prog/en/css/
2565 To use this tool you simply need the barcode for the book you'd like to
2566 print the spine label for.
2570 .. _marc-modification-templates-label:
2572 MARC modification templates
2573 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2575 The MARC Modification Templates system gives Koha users the power to
2576 make alterations to MARC records automatically while staging MARC
2579 This tool is useful for altering MARC records from various
2580 vendors/sources work with your MARC framework. The system essentially
2581 allows one to create a basic script using actions to Copy, Move, Add,
2582 Update and Delete fields.
2584 Start by adding a new template (a template can be made up of one or more
2585 actions) by entering a name and clicking 'Create template'.
2589 Next you can add actions to the template by filling in the Action box.
2590 For example if you're loading in a batch of files from your EBook vendor
2591 you might want to add the biblio item type of EBOOK to the 942$c.
2595 - Choose 'Add/Update'
2597 - Enter the field 942 and subfield c
2599 - Enter the value of 'EBOOK' (or whatever your ebook item type code is)
2601 - Provide a description so you can identify this action later
2603 - Click 'Add action'
2605 Each action can also have an optional condition to check the value or
2606 existence of another field. For example you might want to add the call
2607 number to the item record if it's not already there.
2613 - Decide if you want to copy the first occurrence or all occurrence of
2616 - Enter the field 090 (or other biblio call number field) and subfield
2619 - Enter the 952 field and o subfield to copy to
2623 - Enter the 952 field and o subfield
2625 - Choose "doesn't exist"
2627 - Provide a description so you can identify this action later
2629 - Click 'Add action'
2631 The Copy & Move actions also support Regular Expressions, which can be
2632 used to automatically modify field values during the copy/move. An
2633 example would be to strip out the '$' character in field 020$c.
2637 - Choose 'Copy and replace'
2639 - Decide if you want to copy the first occurrence or all occurrences of
2642 - Enter the field 020 and subfield c to copy
2644 - Enter the 020 field and c subfield to copy to
2646 - Check the 'RegEx' box and enter your regular expression (in this case
2651 - Enter the 020 field and c subfield
2655 - Check the 'RegEx' box and enter your regular expression (in this case
2658 - Provide a description so you can identify this action later
2660 - Click 'Add action'
2664 The value for an update can include variables that change each time
2665 the template is used. Currently, the system supports two variables,
2666 \_\_BRANCHCODE\_\_ which is replaced with the branchcode of the
2667 library currently using the template, and \_\_CURRENTDATE\_\_ which
2668 is replaced with the current date in ISO format ( YYYY-MM-DD ).
2670 You could also use regular expressions to add your library's proxy URL
2671 in front of links in your MARC record.
2675 - Choose 'Copy and replace'
2677 - Decide if you want to copy the first occurrence or all occurrences of
2680 - Enter the field 856 and subfield u to copy
2682 - Enter the 856 field and u subfield to copy to
2684 - Check the 'RegEx' box and enter your regular expression (in this case
2687 - Provide a description so you can identify this action later
2689 - Click 'Add action'
2691 When choosing between 'Copy' and 'Copy and replace' keep the following
2696 245 _aThe art of computer programming _cDonald E. Knuth.
2697 300 _aA_exists _bB_exists
2699 If we apply action (a) Copy the whole field 245 to 300, we get:
2703 245 _aThe art of computer programming _cDonald E. Knuth.
2704 300 _aA_exists _bB_exists
2705 300 _aThe art of computer programming _cDonald E. Knuth.
2707 If we apply action (b) Copy the subfield 245$a to 300$a, we get:
2711 245 _aThe art of computer programming _cDonald E. Knuth.
2712 300 _aThe art of computer programming _bB_exists
2714 Once your actions are saved you can view them at the top of the screen.
2715 Actions can be moved around using the arrows to the left of them.
2719 Depending on your actions the order may be very important. For example
2720 you don't want to delete a field before you copy it to another field.
2722 To add another template you can either start fresh or click the
2723 'Duplicate current template' checkbox to create a copy of an existing
2724 template to start with.
2728 Once your template is saved you will be able to pick it when using the
2729 :ref:`Stage MARC Records for Import` tool.
2733 .. _stage-marc-records-for-import-label:
2735 Stage MARC Records for Import
2736 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2738 - *Get there:* More > Tools > Catalog > Stage MARC records for import
2740 This tool can be used to import both bibliographic and authority records
2741 that are saved in MARC format. Importing records into Koha includes two
2742 steps. The first is to stage records for import.
2744 - First find the MARC file on your computer
2748 - Next you will be presented with options for record matching and item
2753 - Enter 'Comments about this file' to identify your upload when
2754 going to the ':ref:`Manage Staged MARC Records <staged-marc-record-management-label>`' tool
2756 - Tell Koha which type of file this is, bibliographic or authority
2760 - Choose the character encoding
2764 - Choose if you would like to use a :ref:`MARC Modification
2765 Template <marc-modification-templates-label>` to alter the data you're about to
2770 - Choose whether or not you want to look for matching records
2774 - You can set up :ref:`record matching rules <record-matching-rules-label>`
2775 through the administration area
2779 - When using the ISBN matching rule Koha will find only exact
2780 matches. If you find that the ISBN match is not working to
2781 your satisfaction you can change the
2782 :ref:`AggressiveMatchOnISBN`
2783 preference to 'Do' and then run your import again.
2785 - Next choose what to do with matching records if they are found
2787 - Finally choose what to do with records that are unique
2789 - Next you can choose whether or not to import the item data found
2790 in the MARC records (if the file you're loading is a bibliographic
2795 - From here you can choose to always add items regardless of
2796 matching status, add them only if a matching bib was found, add
2797 items only if there was no matching bib record, replace items
2798 if a matching bib was found (The match will look at the
2799 itemnumbers and barcodes to match on for items. Itemnumbers
2800 take precendence over barcodes), or Ignore items and not add
2803 - Click 'Stage for import'
2805 - You will be presented with a confirmation of your MARC import
2809 - To complete the process continue to the :ref:`Manage Staged MARC Records
2810 Tool <staged-marc-record-management-label>`
2812 .. _staged-marc-record-management-label:
2814 Staged MARC Record Management
2815 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2817 - *Get there:* More > Tools > Catalog > Staged MARC Record Management
2819 Once you have :ref:`staged <stage-marc-records-for-import-label>` your records for import you can
2820 complete the import using this tool.
2824 - From the list of staged records, click on the file name that you want
2827 - You will note that records that have already been imported will
2828 say so under 'Status'
2830 - A summary of your import will appear along with the option to change
2835 - Below the summary is the option to import the batch of bib records
2836 using a specific framework
2840 - Choosing a framework other than 'Default' isn't necessary, but
2841 it's helpful for running reports and having the right bib level
2842 item type selected on import.
2844 - Below the framework selection there will be a list of the records
2845 that will be imported
2849 - Review your summary before completing your import to make sure
2850 that your matching rule worked and that the records appear as you
2853 - Matches will appear with info under the 'Match details column'
2857 and when clicking the 'View' link under 'Diff' you can see the
2858 difference between versions.
2862 - Click 'Import into catalog' to complete the import
2866 - Once your import is complete a link to the new bib records will
2867 appear to the right of each title that was imported
2869 - You can also undo your import by clicking the 'Undo import into
2872 Records imported using this tool remain in the 'reservoir' until they
2873 are cleaned. These items will appear when searching the catalog from the
2874 `Cataloging <#cataloging>`__ tool:
2878 To clean items out of the 'reservoir':
2880 - Visit the main screen of the Manage Staged MARC Records tool
2884 - To clean a batch, click the 'Clean' button to the right
2886 - You will be presented with a confirmation message
2890 - Accept the deletion and the records will be removed from the
2891 reservoir and the status will be changed to 'cleaned'
2893 .. _upload-local-cover-image-label:
2895 Upload Local Cover Image
2896 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2898 - *Get there:* More > Tools > Catalog > Upload Local Cover Image
2900 This tool will allow you to upload cover images for the materials in
2901 your catalog. To access this tool, staff will need the
2902 :ref:`upload\_local\_cover\_images permission <granular-tools-permissions-label>`. In
2903 order for images to show in the staff client and/or OPAC you will need
2904 to set your :ref:`LocalCoverImages` and/or
2905 :ref:`OPACLocalCoverImages` preferences to
2906 'Display.' Images can be uploaded in batches or one by one.
2910 Koha does not have a maximum file size limit for this tool, but
2911 Apache may limit the maximum size of uploads (talk to your sys
2916 When you want to upload multiple images onto a bib record, they will
2917 display left to right (then top to bottom, depending on screen real
2918 estate) in order of uploading, and the one on the left (the first
2919 one uploaded) will be the one used as a thumbnail cover in search
2920 results and on the detail page. There is no way to reorder cover
2921 images uploaded in this way, so be sure to upload them in the order
2922 you'd like them to appear.
2926 If uploading a single image:
2928 - Visit the tool and click the 'Browse' button to browse to the image
2929 on your local machine.
2933 - Click 'Upload file'
2935 - Choose 'Image file' under the 'File type' section
2937 - Enter the biblionumber for the record you're attaching this image to.
2938 This is not the same as the barcode, this is the system generated
2939 number assigned by Koha.
2941 - Find the biblionumber by looking at the end of the URL in the
2942 address bar when on the detail page
2946 - or by clicking on the MARC tab on the detail page in the staff
2951 - If you would like to replace any other cover images you may have
2952 uploaded in the past, check the 'Replace existing covers' box under
2953 the 'Options' section
2955 - Click 'Process images'
2957 - You will be presented with a summary of the upload and a link to the
2958 record you have just added the image to
2960 If uploading a batch of images at once you will need to prepare a ZIP
2963 - Enter in to the ZIP file all the images you are uploading
2965 - Also include a text file (\*.TXT) named either datalink.txt or
2966 idlink.txt listing the biblionumber followed by the image name for
2967 each image one per line
2969 - ex. 4091,image4091.jpg
2973 - Browse your local computer to the ZIP file
2975 - Click 'Upload file'
2977 - Choose 'Zip file' under the 'File type' section
2979 - If you would like to replace any other cover images you may have
2980 uploaded in the past, check the 'Replace existing covers' box under
2981 the 'Options' section
2983 - Click 'Process images'
2985 - You will be presented with a summary of the upload
2991 The source image is used to generate a 140 x 200 px thumbnail image
2992 and a 600 x 800 px full-size image. The original sized image
2993 uploaded will not be stored by Koha
2995 You will be able to see your cover images in the staff client on the
2996 detail page under the 'Image' tab in the holdings table at the bottom
3000 In the OPAC the cover images will also appear in the images tab, as well
3001 as next to the title and on the search results.
3003 If you would like to remove a cover image you can click 'Delete image'
3004 below the image if you have the :ref:`upload\_local\_cover\_images
3005 permission <granular-tools-permissions-label>`.
3007 .. _additional-tools-label:
3010 ---------------------------------------
3015 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
3017 - *Get there:* More > Tools > Additional Tools > Calendar
3019 Libraries can define library closings and holidays to be used when
3020 calculating due dates. You can make use of the Calendar by turning on
3021 the proper system preferences:
3023 - *Get there:*\ More > Administration > Global System Preferences >
3024 Circulation > :ref:`useDaysMode`
3026 - Choose the method for calculating due date - either include days
3027 the library is closed in the calculation or don't include them.
3029 - *Get there:* More > Administration > Global System Preferences >
3030 Circulation > :ref:`finescalendar <finescalendar-label>`
3032 - This will check the holiday calendar before charging fines
3036 .. _adding-events-label:
3039 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3041 Before adding events, choose the library you would like to apply the
3042 closings to. When adding events you will be asked if you would like to
3043 apply the event to one branch or all branches. To add events, simply
3045 - Click on the date on the calendar that you would like to apply the
3050 - In the form that appears above the calendar, enter the closing
3051 information (for more info on each option click the question mark [?]
3052 to the right of the option)
3054 - Library will be filled in automatically based on the library you
3055 chose from the pull down at the top of the page
3057 - The day information will also be filled in automatically based on
3058 the date you clicked on the calendar
3060 - In the description enter the reason the library is closed
3062 - Next you can choose if this event is a one time event or if it is
3065 - If this is a one day holiday choose 'Holiday only on this day'
3067 - If this is a weekly closing (like a weekend day) then you can
3068 choose 'Holiday repeated every same day of the week'
3070 - If this is an annual holiday closing choose 'Holiday repeated
3071 yearly on the same date'
3073 - If the library is going to be closed for the week or a range of
3074 time choose 'Holiday on a range' and enter a 'To Date' at the
3077 - If the library is going to be closed for a range of time each
3078 year (such as summer holidays for schools) choose 'Holiday
3079 repeated yearly on a range' and enter a 'To Date' at the top
3081 - Finally decide if this event should be applied to all libraries or
3082 just the one you have originally selected
3084 - If you'd rather enter all the holidays and then copy them all
3085 to another branch all at once you can use the copy menu below
3090 - After saving you will see the event listed in the summary to the
3095 .. _editing-events-label:
3098 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3102 - Click on the event on the calendar that you want to change (do this
3103 by clicking on the date on the calendar, not the event listed in the
3108 - From this form you can make edits to the holiday or delete the
3111 - All actions require that you click 'Save' before the change will
3114 - Clicking on repeatable events will offer slightly different options
3118 - In the form above you will note that there is now an option to
3119 'Generate an exception for this repeated holiday,' choosing this
3120 option will allow you to make it so that this date is not closed
3121 even though the library is usually closed on this date.
3123 - All actions require that you click 'Save' before the change
3126 .. _additional-help-label:
3129 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3131 When adding or editing events you can get additional help by clicking on
3132 the question mark next to various different options on the form
3136 .. _csv-profiles-label:
3139 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3141 - *Get there:* More > Tools > Additional Tools > CSV Profiles
3143 CSV Profiles are created to define how you would like your cart or list
3146 .. _add-csv-profiles-label:
3149 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3151 To add a CSV Profile
3153 - Click 'CSV Profiles' from the Tools menu
3155 - The 'Profile type' determines what type of fields you plan to use
3156 (MARC or SQL) to define your profile
3158 - If you choose MARC then you will need to enter MARC fields
3162 - If you choose SQL then you will need to enter SQL database fields
3166 - The 'Profile name' will appear on the export pull down list when
3167 choosing 'Download' from your cart or list
3171 - The 'Profile description' is for your own benefit, but will also
3172 appear in the OPAC when patrons download content, so make sure
3173 it's clear to your patrons as well
3175 - The 'CSV separator' is the character used to separate values and
3180 The most common option here is comma because most spreadsheet
3181 applications know how to open files split by commas.
3183 - The 'Field separator' is the character used to separate duplicate
3186 - Example: You may have multiple 650 fields and this is the
3187 character that will appear in between each one in the column
3191 - The 'Subfield separator' is the character used to separate
3194 - Example: You may have multiple $a subfields in a field
3196 - The 'Encoding' field lets you define the encoding used when saving
3199 - Finally format your CSV file using the 'Profile MARC' or 'Profile
3202 - Define which fields or subfields you want to export, separated
3203 by pipes. Example : 200\|210$a\|301 for MARC and
3204 biblio.title\|biblio.author for SQL
3208 You can also use your own headers (instead of the ones from
3209 Koha) by prefixing the field number with an header,
3210 followed by the equal sign. Example : Personal
3211 name=100\|title=245$a\|300
3213 When you have entered in all of the information for you profile,
3214 simply click 'Submit' and you will be presented with a confirmation
3215 that your profile has been saved.
3219 .. _modify-csv-profiles-label:
3222 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3224 Once you have created at least one CSV Profile an 'Edit profile' tab
3225 will appear next to the 'New profile' button.
3229 - Choose the profile you would like to edit and alter the necessary
3232 - After submitting your changes you will be presented with a
3233 confirmation message at the top of the screen
3237 - To delete a profile, check the 'Delete selected profile' option
3238 before clicking 'Submit Query'
3242 .. _using-csv-profiles-label:
3245 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3247 Your CSV Profiles will appear on the export list or cart menu under the
3248 'Download' button in both the staff client and the OPAC
3252 .. _log-viewer-label:
3255 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
3257 - *Get there:* More > Tools > Additional Tools > Log Viewer
3259 Actions within the Koha system are tracked in log files. Your :ref:`system
3260 preferences <logs-label>` can be changed to prevent the logging of
3261 different actions. These logs can be viewed using the Log Viewer Tool.
3265 Choosing different combinations of menu options will produce the log
3266 file for that query.
3268 A query for all logs related to the Circulation module produces a result
3274 ~~~~~~~~~~~~~~~~~~~~
3276 - *Get there:* More > Tools > Additional Tools > News
3278 Koha's news module allows librarians to post news to the OPAC, staff
3279 interface and circulation receipts.
3283 To add news to either the OPAC, the Staff Client or a Circulation
3290 - Under 'Display Location' choose whether to put the news on the
3291 OPAC, Slip (circulation receipt) or the Librarian (Staff)
3296 - Choose the library this news item will show for
3298 - Choose a title for your entry
3300 - Using the publication and expiration date fields you can control
3301 from which date and for how long your news item appears
3303 - Examples: (these assume today's date as 07-May-2015)
3305 - Publish on current date: set publication date as 07-May-2015
3307 - Schedule for publishing in future: set date later than
3310 - Backdate the news item: set date earlier than 07-May-2015
3312 - 'Appear in position' lets you decide what order your news items
3315 - The 'News' box allows for the use of HTML for formatting of your
3318 - After filling in all of the fields, click 'Submit'
3320 - News in the OPAC will appear above the
3321 :ref:`OpacMainUserBlock`
3325 - Below the news in the OPAC there will be an RSS icon allowing you
3326 to subscribe to library news
3330 - News in the Staff Client will appear on the far left of the screen
3334 - News on the circulation receipts will appear below the items that are
3339 - Depending on your choice for the
3340 :ref:`NewsAuthorDisplay` preference you will also
3341 see the person who created the news item (this uses the logged in
3344 .. _task-scheduler-label:
3347 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3349 - *Get there:* More > Tools > Additional Tools > Task Scheduler
3351 The task scheduler is a way to schedule reports to run whenever you
3354 To schedule a task, visit the Task Scheduler and fill in the form
3358 - Current Server Time shows the time on your server (schedule all of
3359 your reports to run based on that time - not on your local time)
3361 - Time should be entered as hh:mm (2 digit hour, 2 digit minute)
3363 - Date should be entered using the calendar pop up
3365 - From Report choose the report you want to schedule
3367 - Choose whether to receive the text of or a link to the results
3369 - In the Email filed enter the email of the person you want to receive
3372 Below the task scheduler form, there is a list of scheduled reports
3376 You can also schedule reports directly from the list of saved reports by
3377 clicking the 'Schedule' link
3381 .. _troubleshooting-label:
3384 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3386 Task scheduler will not work if the user the web server runs as doesn't
3387 have the permission to use it. To find out if the right user has the
3388 permissions necessary, check /etc/at.allow to see what users are in it.
3389 If you don't have that file, check etc/at.deny. If at.deny exists but is
3390 blank, then every user can use it. Talk to your system admin about
3391 adding the user to the right place to make the task scheduler work.
3393 .. _quote-of-the-day-(qotd)-editor-label:
3395 Quote of the Day (QOTD) Editor
3396 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3398 - *Get there:* More > Tools > Additional Tools > Edit quotes for QOTD
3401 This tool will allow you to add and edit quotes to show on the OPAC if
3402 you're using the Quote of the Day (QOTD) feature.
3404 To turn this feature on set the :ref:`QuoteOfTheDay`
3405 preference to 'Enable and add at least one quote via the Quote of the
3406 Day Editor. Once these steps are complete you will see your quotes above
3407 the :ref:`OpacMainUserBlock` in the OPAC:
3411 .. _add-a-quote-label:
3414 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
3418 - Click the 'Add quote' button in the toolbar and an empty quote entry
3419 will be added to the end of the current quote list.
3425 Both the 'Source' and the 'Text' fields must be filled in in
3426 order to save the new quote.
3430 - When finished filling in both fields, press the <Enter> key on your
3431 keyboard to save the new quote.
3433 - The list will update and the new quote should now be visible in the
3438 You may cancel the addition of a new quote any time prior to saving
3439 it simply by pressing the <Esc> key on your keyboard.
3441 .. _edit/delete-a-quote-label:
3444 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3446 Once the current quote pool has been loaded into the editing table, you
3447 may edit the quote source and text.
3449 - Edit either the 'Source' or 'Text' fields by clicking on the desired
3454 - When you are finished editing a field, press the <Enter> key on your
3455 keyboard to save the changes.
3457 The list will be updated, the edits saved, and visible.
3459 If you'd like you can also delete quote(s).
3461 - Select the quote(s) you desire to delete by clicking on the
3462 corresponding quote id.
3464 - Once quote selection is finished, simply click the 'Delete quote(s)'
3467 - You will be prompted to confirm the deletion.
3469 - After confirming the deletion, the list will update and the quote(s)
3470 will no longer appear.
3472 .. _import-quotes-label:
3475 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3477 If you'd like you can import a batch of quotes as a CSV file. Your file
3478 must contain two columns in the form: "source","text" with no header
3483 You will be prompted to confirm upload of files larger than 512KB.
3485 - To start the import process click the 'Import quotes' button at the
3490 - Once on the import quotes screen you can browse your computer for the
3491 file you would like to import
3495 - After selecting the CSV file, click the 'Open' button and the file
3496 will be uploaded into a temporary editing table.
3500 - From the listing you can edit either the 'Source' or 'Text' fields by
3501 clicking on the desired field. When you are finished editing a field,
3502 press the <Enter> key on your keyboard to save the changes.
3506 - You can also delete quotes from this listing before completing the
3509 - Select the quote(s) you desire to delete by clicking on the
3510 corresponding quote id.
3514 - Once quote selection is finished, simply click the 'Delete
3519 - You will be prompted to confirm the deletion.
3523 - After confirming the deletion, the list will update and the
3524 quote(s) will no longer appear.
3526 - Once you are satisfied with the quotes, click the 'Save quotes'
3527 button in the toolbar at the top and the quotes will be saved.
3534 ~~~~~~~~~~~~~~~~~~~~~~~~
3536 - *Get there:* More > Tools > Additional Tools > Upload
3538 This tool will allow you to upload files to your Koha system for
3539 selection from the :ref:`Cataloging form <attaching-files-to-records-label>`.
3541 .. _upload-files-label:
3544 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3546 When you first visit the Upload tool you might see a warning about
3551 Categories are defined in the :ref:`authorized value <authorized-values-label>`
3552 in the UPLOAD category. If you do not have upload categories then your
3553 files will be temporary and will be deleted the next time the server is
3554 rebooted. Once you have a value in the UPLOAD authorized value category
3555 you will see a Category pull down below the 'Browse' button.
3559 Browse your computer a file, choose a category and decide if the public
3560 will be able to download this file via the OPAC. Once your file is
3561 uploaded you will be presented with a confirmation.
3565 .. _search-files-label:
3568 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3570 All uploaded files are searchable from below the upload form. Using the
3571 form you can search any part of the filename and/or the Hashvalue.Search
3574 You will be presented with the results of your search.
3579 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3581 - *Get there:* More > Tools > Additional Tools > Access files
3583 This option allows access to files stored on the server from the staff interface.
3584 The directories where the files are stored need to be defined in the koha-conf.xml
3585 file. In order to be able to access the tool, a staff patron requires the superlibrarian
3586 or access_files patron permission