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 which patrons may be enrolled in. It is
68 useful for tracking summer reading programs, book clubs and other such clubs.
71 Staff will need permission to edit clubs, templates and enroll patrons. Go
72 to your staff members account tab and click on the More drop down menu.
73 Select Set Permissions and make sure patron clubs have checkmarks next to
74 each of the functions you want your staff to have. Remember if your staff
75 is a superlibrarian, they will have the permission.
77 Creating a new club template
78 Here you can add fields that can be filled out at the time a new club is
79 created based on the template, or a new enrollment is created for a given club
80 based on the template. Click on the New Club template button
82 Name is required. This could be something like Adult Book Club, Children’s
83 Book Club or Summer Reading Program. Remember these templates will be starting
84 point for each club you create.
86 Description can be any additional information
88 Allow Public Enrollment: if this box is checked it will allow patrons to enroll
89 in a club based on this template from the OPAC
91 Require valid email address: if this box is checked only patrons with a patrons
92 with a valid email address can enroll. So they will need a email address
95 The library drop down gives you the flexibility to enroll patrons from specific
96 branches. If you let it set to blank, all branches will be able to enroll.
98 Club Fields: these fields will be used when creating a club based on this
99 template you can connect authorized values here
100 Enrollment Fields: you can add any additional fields you want to have filled
101 out by your patrons like you can connect authorized values here.
103 Creating a new club based on a template
104 Here you can add information about a new club using a template you created.
105 Click on the New Club dropdown menu and select the template you want to use.
107 Name is required, this will be the name of the specific club using the
108 template you created. For example, if I used my Kids Club template, I can
109 create Kids Club 2017
111 Description – any additional information
113 Start and End date will depict when this club runs, the entire duration
114 of the club. Once the club expires, it will be removed from the OPAC for users
115 to enroll if that option is selected.
117 The library drop down gives you the flexibility to enroll patrons from specific
118 branches. If you let it set to blank, all branches will be able to enroll.
120 Enrolling a patron in a club
121 pull up a patron account
122 click on the checkout tab on the left hand side
123 click on the tab for club
124 add the patron to the selected club by selecting the enroll button
125 you can also cancel enrollment by clicking on the cancel enrollment
130 ~~~~~~~~~~~~~~~~~~~~~~~~
132 - *Get there:* More > Tools > Patrons and Circulation > Comments
134 All comments added by patrons via the OPAC to bibliographic records
135 require moderation by the librarians. If there are comments awaiting
136 moderation they will be listed on the main page of the staff client
137 below the module list:
141 and next to the Comments tool on the Tools Module
145 To moderate comments click on the notification on the main dashboard or
146 go directly to the Comments Tool and click 'Approve' or 'Delete' to the
147 right of the comments awaiting moderation.
151 If there are no comments to moderate you will see a message saying just
156 You can also review and unapprove comments you have approved in the past
157 by choosing the 'Approved comments' tab
161 .. _patron-import-label:
164 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
166 - *Get there:* More > Tools > Patrons and Circulation > Import Patrons
168 The patron import tool can be used at any time to add patrons in bulk.
169 It is commonly used in universities and schools when a new batch of
172 .. _creating-patron-file-label:
175 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
177 Your Koha installation comes with a blank CSV file that you can use as a
178 template for your patron records. If you would like to create the file
179 yourself, make sure that your file has the following fields in this
180 order as the header row:
182 cardnumber, surname, firstname, title, othernames, initials,
183 streetnumber, streettype, address, address2, city, state, zipcode,
184 country, email, phone, mobile, fax, emailpro, phonepro, B\_streetnumber,
185 B\_streettype, B\_address, B\_address2, B\_city, B\_state, B\_zipcode,
186 B\_country, B\_email, B\_phone, dateofbirth, branchcode, categorycode,
187 dateenrolled, dateexpiry, gonenoaddress, lost, debarred,
188 debarredcomment, contactname, contactfirstname, contacttitle,
189 guarantorid, borrowernotes, relationship, ethnicity, ethnotes, sex,
190 password, flags, userid, opacnote, contactnote, sort1, sort2,
191 altcontactfirstname, altcontactsurname, altcontactaddress1,
192 altcontactaddress2, altcontactaddress3, altcontactstate,
193 altcontactzipcode, altcontactcountry, altcontactphone, smsalertnumber,
194 privacy, patron\_attributes
198 The 'password' should be stored in plaintext, and will be converted
201 If your passwords are already encrypted, talk to your systems
202 administrator about options
206 Date formats should match your :ref:`system preference <dateformat-label>`,
207 and must be zero-padded, e.g. '01/02/2008'.
211 The fields 'branchcode', 'categorycode' and all fields you have
212 defined in the :ref:`BorrowerMandatoryField`
213 preference are required and must match valid entries in your
218 If loading :ref:`patron attributes <patron-attribute-types-label>`, the
219 'patron\_attributes' field should contain a comma-separated list of
220 attribute types and values.
222 - The attribute type code and a colon should precede each value.
224 - For example: "INSTID:12345,BASEBALL:Cubs"
226 - This field must be wrapped in quotes if multiple values are
229 - Since values can contain spaces, additional doubled-quotes may
232 - "INSTID:12345,BASEBALL:Cubs,""BASEBALL:White Sox"""
234 - When replacing a patron record, any attributes specified in
235 the input file replace all of the attribute values of any type
236 that were previously assigned to the patron record.
238 .. _importing-patrons-label:
241 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
243 Once you have created your file, you can use the Patron Import Tool to
244 bring the data into Koha.
246 - Choose your CSV file
250 - Choose to match on 'Cardnumber' or 'Username' to prevent adding of
251 duplicate card numbers to the system
255 - Next you can choose default values to apply to all patrons you are
258 - ex. If you're importing patrons specific to one branch you can use
259 the field on the Import form to apply the branch code to all those
262 - Finally you need to decide on what data you want to replace if there
267 - A matching record is found using the field you chose for matching
268 criteria to prevent duplication
270 - If you included patron attributes in your file you can decide
271 whether to add your values to existing values or erase existing
272 values and enter only your new values.
274 .. _notices-&-slips-label:
277 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
279 - *Get there:* More > Tools > Patrons and Circulation > Notices & Slips
281 All notices and circulation receipts (or slips) generated by Koha can be
282 customized using the Notices & Slips Tool. The system comes with several
283 predefined templates that will appear when you first visit this tool.
287 Each notice can be edited, but only a few can be deleted, this is to
288 prevent system errors should a message try to send without a template.
289 Each notice and slip can be edited on a per library basis, by default
290 you will see the notices for all libraries.
292 If you have a style you'd like applied to all slips you can point the
293 :ref:`SlipCSS` preference to a stylesheet. The same is true for
294 notices, using the :ref:`NoticeCSS` preference to define a
297 You will also want to review the `Customising Notices and Slips
298 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
299 wiki page for more information on formatting these notices.
301 .. _adding-notices-&-slips-label:
303 Adding Notices & Slips
304 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
306 To add a new notice or slip
312 - Choose which library this notice or slip is for
316 Not all notices can be branch specific for more information
317 review the `Customising Notices and Slips <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
320 - Choose the module this notice is related to
322 - The Code is limited to 20 characters
326 When working with the overdue notices you want each notice at
327 each branch to have a unique code. Think about using the
328 branch code in front of the notice code for each branch.
330 - Use the name field to expand on your Code
334 With overdue notices, be sure to put your branch name in the
335 description as well so that it will be visible when setting up
336 your :ref:`triggers <overdue-notice/status-triggers-label>`.
338 - Next you can customize the notice for every possible delivery method
340 - Every notice should have an Email template set for it
344 - If you're using the
345 :ref:`TalkingTechItivaPhoneNotification`
346 service you can set up a Phone notification
350 - If you plan on printing this notice you can set the Print template
355 - If you have enabled SMS notices with the
356 :ref:`SMSSendDriver <smssenddriver,-smssendusername,-and-smssendpassword-label>` preference you can set the text
357 for your SMS notices next
361 - Each notice offers you the same options
363 - If you plan on writing the notice or slip in HTML check the 'HTML
364 Message' box, otherwise the content will be generated as plain
367 - Message Subject is what will appear in the subject line of the
370 - In the message body feel free to type whatever message you feel is
371 best, use the fields on the left hand side to enter individualized
372 data from the from database.
376 Review the `Customising Notices and Slips <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
377 wiki page for more information.
381 Overdue notices can use <<items.content>> tags by
382 themselves, or use <item></item> to span all of the tags.
383 Learn more about the :ref:`Overdue Notice
384 Markup <overdue-notice-markup-label>`
386 - On overdue notices make sure to use <<items.content>>
387 tags to print out the data related to all items that are
390 - The other option, only for overdue notices, is to use
391 the <item></item> tags to span the line so that it will
392 print out multiple lines One example for the
393 <item></item> tag option is:
395 <item>"<<biblio.title>>" by <<biblio.author>>,
396 <<items.itemcallnumber>>, Barcode: <<items.barcode>> ,
397 Checkout date: <<issues.issuedate>>, Due date:
398 <<issues.date\_due>> Fine: <<items.fine>> Due date:
399 <<issues.date\_due>> </item>
403 Only the overdue notices take advantage of the
404 <item></item> tags, all other notices referencing items
405 need to use <<items.content>>
409 To add today's date you can use the <<today>> syntax
413 If you don't want to print the patron's full name on your
414 slips or notice you can enter data in the Other name or
415 Initials field for each patron and use that value instead.
417 - The system preference :ref:`TranslateNotices` will add tabs for each
418 installed language to the notices editor. The notice defined in the
419 'Default' tab will be used if there is no preferred language set
424 .. _preview-notice-templates-label:
426 Preview notice templates
427 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
429 For some notices it is possible to preview the notice template showing how
430 it would look to a specified patron for a particular item or record.
432 If a notice template is previewable the notice template header will contain a
433 field to enter preview data
437 Fill in the necessary information for the template then click the Preview button
438 below the message body. The preview dialog will indicate if there are any problems
439 generating the notice template preview.
441 .. _overdue-notice-markup-label:
443 Overdue Notice Markup
444 '''''''''''''''''''''''''''''''''''''''''
446 When creating your overdue notices there are two tags in addition to the
447 various database fields that you can use in your notices. You will also
448 want to review the `Customising Notices and Slips
449 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
450 wiki page for information on formatting item information in these notices.
454 These new tags only work on the overdue notices, not other
455 circulation related notices at this time.
457 These tags are <item> and </item> which should enclose all fields from
458 the biblio, biblioitems, and items tables.
460 An example of using these tags in a notice template might be like:
464 The following item(s) is/are currently overdue:
466 <item>"<<biblio.title>>" by <<biblio.author>>, <<items.itemcallnumber>>, Barcode: <<items.barcode>> Fine: <<items.fine>></item>
468 Which, assuming two items were overdue, would result in a notice like:
472 The following item(s) is/are currently overdue:
474 "A Short History of Western Civilization" by Harrison, John B, 909.09821 H2451, Barcode: 08030003 Fine: 3.50
475 "History of Western Civilization" by Hayes, Carlton Joseph Huntley, 909.09821 H3261 v.1, Barcode: 08030004 Fine: 3.50
477 .. _existing-notices-&-slips-label:
479 Existing Notices & Slips
480 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
482 Among the default notices are notices for several common actions within
483 Koha. All of these notices can be customized by altering their text via
484 the Notices & Slips tool and their style using the
485 :ref:`NoticeCSS` preference to define a stylesheet. You will
486 also want to review the `Customising Notices and Slips
487 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
488 wiki page for information on formatting item
489 information in these notices. Here are some of what those notices do:
493 - This notice is sent when a patron's suggestion is accepted.
495 - *Note:* If you don't want to send this notice, just delete it.
499 - Sent to patrons when their account is set up if the
500 :ref:`AutoEmailOPACUser <autoemailopacuser-label>` preference is set to
503 - *Important:* The notice will only be sent correctly if a username,
504 password and email address is added to the patron record before
505 saving it for the first time.
506 The notice can't be resend or triggered again after the patron account
509 - ACQCLAIM (Acquisition claim)
511 - Used for claiming orders in the aquisitions module
513 - ACQCLAIM is the code of the sample notice, but it's possible to define
514 several notices choosing any code. Only the module 'Claim
515 aquisition' will be taken into account. All notices with this module
516 will appear in the pull down on the late orders page.
518 - *Get there:* More > Acquisitions > Late orders
520 - This notice is sent if several criteria are met:
522 #. The staff patron triggering the email has a valid email address.
524 #. The vendor contact marked as 'Contact about late orders?' has
525 a valid email address.
527 - ACQORDER (Acquisition order)
529 - Used in the acquisitions module to send order information to the vendor
531 - The notice is triggered manually from the basket summary page using
532 the 'Email order' button in the toolbar.
534 - This notice is sent if several criteria are met:
536 #. The staff patron triggering the email has a valid email address.
538 #. The vendor contact marked as 'Primary acquisitions contact' and
539 'Contact when ordering' has a valid email address.
541 - ACQ_NOTIF_ON_REVEIV
543 - Used in the acquisition module to inform patrons on receiving orders
544 they have been added to.
548 - This notice is sent to the patron when an article request is cancelled
553 - This notice is sent to the patron when an article request is marked
554 as completed by staff.
558 - This notice is sent to the patron when an article request has been
559 made in order to confirm the request.
563 - This notice is sent to the patron when an article request is marked
564 as being processed by staff.
568 - This notice is sent to the patron who made a suggestion, when the
569 order created from the suggestion is received.
571 - *Note:* If you don't want to send this notice, just delete it.
575 - This notice is sent as the 'Check in' notice for all items that
578 - This notice is used if two criteria are met:
581 :ref:`EnhancedMessagingPreferences`
584 2. The patron has requested to receive this notice
586 - *Get there:*\ OPAC > Login > my messaging
588 - *Get there:*\ Staff Client > Patron Record >
593 - This notice is sent as the 'Check out' notice for all items that
596 - This notice is used if two criteria are met:
599 :ref:`EnhancedMessagingPreferences`
602 2. The patron has requested to receive this notice
604 - *Get there:*\ OPAC > Login > my messaging
606 - *Get there:*\ Staff Client > Patron Record >
611 - This notice is used to generate a PDF to document a successful
614 - The PDF can either be downloaded by the patron from their patron
615 account or from the staff interface when discharging a patron
617 - The discharge feature is controlled by the :ref:`useDischarge`
622 - This notice is sent as the 'Item due' for an item is due
624 - This notice is used if two criteria are met:
627 :ref:`EnhancedMessagingPreferences`
630 2. The patron has requested to receive this notice
632 - *Get there:*\ OPAC > Login > my messaging
634 - *Get there:*\ Staff Client > Patron Record >
639 - This notice is sent as the 'Item due' for all items that are due
641 - This notice is used if two criteria are met:
644 :ref:`EnhancedMessagingPreferences`
647 2. The patron has requested to receive this notice as a digest
649 - *Get there:*\ OPAC > Login > my messaging
651 - *Get there:*\ Staff Client > Patron Record >
654 - HOLD (Hold Available for Pickup)
656 - This notice is used if two criteria are met:
659 :ref:`EnhancedMessagingPreferences`
662 2. The patron has requested to receive this notice
664 - *Get there:*\ OPAC > Login > my messaging
666 - *Get there:*\ Staff Client > Patron Record >
669 - When this notice references the branches table it is referring to
670 the pickup branch information.
672 - HOLDPLACED (a notice to the library staff that a hold has been
675 - This notice requires the
676 :ref:`emailLibrarianWhenHoldIsPlaced`
677 system preference to be set to 'Enable'
679 - When this notice references the branches table it is referring to
680 the pickup branch information.
684 - This notice can be sent to patrons to warn them that their cards
687 - Requires that you have the
688 :ref:`MembershipExpiryDaysNotice` set
689 and the :ref:`related cron job <notify-patrons-of-expiration-label>` set.
691 - ODUE (Overdue notice)
693 - This notice is used to send Overdue Notices to patrons
695 - ODUE is the code of the sample notice, but it's possible to use
696 any code and define multiple different messages for different
697 patron categories and notice levels
699 - Requires that you set :ref:`Overdue Notice/Status
700 Triggers <overdue-notice/status-triggers-label>`
704 - This notice is sent to the patron who made a suggestion, when the
705 'from a suggestion' option is used to create an order from it.
707 - Note: If you don't want to send this notice, just delete it.
711 - This notice is sent when a patron requests a new password from the
712 OPAC in order to validate the email address.
714 - The password reset feature is controlled by the :ref:`OpacResetPassword`
719 - This notice is sent as the 'Advanced notice' for an item is due
721 - This notice is used if two criteria are met:
724 :ref:`EnhancedMessagingPreferences`
727 2. The patron has requested to receive this notice
729 - *Get there:*\ OPAC > Login > my messaging
731 - *Get there:*\ Staff Client > Patron Record >
736 - This notice is sent as the 'Advanced notice' for all items that
739 - This notice is used if two criteria are met:
742 :ref:`EnhancedMessagingPreferences`
745 2. The patron has requested to receive this notice as a digest
747 - *Get there:*\ OPAC > Login > my messaging
749 - *Get there:*\ Staff Client > Patron Record >
754 - This notice is sent when a patron's suggestion is rejected.
756 - Note: If you don't want to send this notice, just delete it.
760 - This notice is sent as the 'Check out' notice for all items that
763 - This notice is used if three criteria are met:
766 :ref:`EnhancedMessagingPreferences`
769 2. The :ref:`RenewalSendNotice` preference is
772 3. The patron has requested to receive the checkout notice
774 - *Get there:*\ OPAC > Login > my messaging
776 - *Get there:*\ Staff Client > Patron Record >
779 - SERIAL_ALERT (New serial issue)
781 - Notice used in the serials module to notify patrons/staff
782 of new issues of a serial. SERIAL_ALERT (RLIST in older verisons)
783 is provided as a sample notice, but the notice code can be chosen
784 freely as only the module is taken into account. Multiple notices
787 - *Get there:* More > Serials > :ref:`New
788 Subscription <add-a-subscription-label>`
790 - You have the option to select the notice used to inform the patron
791 about a received serial issue for a subscription. Choose from the
792 'Patron notification' drop down.
794 - If a notice has been selected for a subscription, patrons can
795 subscribe to the email notification from the subscription tab
796 in the detail view in the OPAC.
800 Notice also that if you'd like to notify patrons of new serial
801 issues, you can click on 'define a notice' which will take you
802 to the 'Notices' tool
806 - Used to notify a patron when another patron has accepted their
809 - Requires that you set
810 :ref:`OpacAllowSharingPrivateLists`
815 - Used to notify a patron that another patron would like to share a
818 - Requires that you set
819 :ref:`OpacAllowSharingPrivateLists`
824 - Used to notify a staff member if a purchase suggestion has been
825 moved to the fund they manage
828 :ref:`notice\_unprocessed\_suggestions <email-suggestions-to-process-label>` cron job
830 There are also a set of predefined slips (or receipts) listed on this
831 page. All of these slips can be customized by altering their text via
832 the Notices & Slips tool and their style using the
833 :ref:`SlipCSS` preference to define a stylesheet. Here is what
834 those slips are used for:
838 - Used to print a slip for an article request
840 - The slip or receipt can be printed manually when managing article
841 requests from the staff interface.
843 - *Get there:* Circulation > Article requests > Actions > Print slip
847 - Used to print the quick slip in circulation
849 - The quick slip only includes items that were checked out today
853 - Used to print a full slip in circulation
855 - The slip or receipt will show items checked out today as well as
856 items that are still checked out
860 - Used to print a holds slip
862 - The holds slip is generated when a hold is confirmed and set to
867 - Used to print an overdues slip
869 - The overdues slip can be generated manually using the 'print' menu
870 in the patron account in staff. It will show all items overdue.
874 - Used to print a transfer slip
876 - The transfer slip is printed when you confirm a transfer from one
877 branch to another in your system
879 .. _overdue-notice/status-triggers-label:
881 Overdue Notice/Status Triggers
882 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
884 - *Get there:* More > Tools > Patrons and Circulation > Overdue
885 Notice/Status Triggers
887 In order to send the overdue notices that you defined using the
888 :ref:`Notices <notices-&-slips-label>` tool, you need to first set the triggers to have
893 In order to have overdue notices sent to your patrons, you need to
894 :ref:`set that patron category <adding-a-patron-category-label>` to require overdue
899 Depending on the value of your
900 :ref:`OverdueNoticeCalendar` preference the
901 delay may or may not include days the library is closed based on the
902 :ref:`holiday calendar <calendar-label>`.
904 The Overdue Notice/Status Triggers tool gives the librarian the power to
905 send up to three notices to each patron type notifying them of overdue
910 - Delay is the number of days after an issue is due before an action is
915 If you want Koha to trigger an action (send a letter or
916 restrict member), a delay value is required.
918 - To send additional notices, click on the tabs for 'Second' and
921 - If you would like to prevent a patron from checking items out because
922 of their overdue items, check the 'Restrict' box, this will put a
923 notice on the patron's record at checkout informing the librarian
924 that the patron cannot check out due to overdue items.
926 - If you choose to restrict a patron in this way you can also have
927 Koha automatically remove that restriction with the
928 :ref:`AutoRemoveOverduesRestrictions`
931 - Next you can choose the delivery method for the overdue notice. You
932 can choose from Email, Phone (if you are using the :ref:`iTiva Talking
933 Tech service <talkingtechitivaphonenotification-label>`), Print and SMS
934 (if you have set your :ref:`SMSSendDriver <smssenddriver,-smssendusername,-and-smssendpassword-label>`).
936 .. _patron-card-creator-label:
939 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
941 - *Get there:* More > Tools > Patron Card Creator
943 The Patron Card Creator allow you to use layouts and templates which you
944 design to print your custom patron cards on your printer. Here are some
945 of the features of the Patron Card Creator module:
947 - Customize patron card layouts with text retrieved from the Koha
950 - Design custom card templates for printed patron cards (to match the
953 - Build and manage batches of patron cards to print
955 - Export (as PDF) single or multiple batches to print
957 - Export (as PDF) single or multiple patron cards from within a batch
959 .. _patron-card-layouts-label:
962 ^^^^^^^^^^^^^^^^^^^^^^^^^^
964 - *Get there:* More > Tools > Patron Card Creator > Manage > Layouts
966 A layout defines the text and images that will be printed on to the card
967 and where it will appear.
971 Up to three lines of text, the patron's number in barcode
972 representation and up to two images can be printed on to the card.
974 .. _patron-add-a-layout-label:
977 '''''''''''''''''''''''''''''''''
979 If you have no layouts defined, you will add a new layout by clicking
980 the 'New' button and choosing 'Layout'.
984 You may also choose to press 'Manage layout' on the left side. Here you
985 are offered a list of available layouts you can select for editing. But
986 at the top of the page there is still the 'New layout' button.
990 - The name you assign to the layout is for your benefit, name it
991 something that will be easy to identify at a later date
993 - The Units pull down is used to define what measurement scale you're
994 going to be using for your layout.
1000 A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch
1001 is 25.4 SI Millimeters
1003 - Next note if this layout is for the front or the back of the patron
1008 You will need a layout for both the front and back of your
1009 card if you have 2-sided library cards, this option doesn't
1010 allow you to print two sided cards, just lets you track which
1011 side of the card you're designing.
1013 - You have the option of adding up to 3 lines of text to your card.
1014 Your text can be static text of your choosing and/or fields from the
1015 patron record. If you want to print fields from the patron record you
1016 want to put the field names in brackets like so - <firstname>
1020 A full list of field names can be found in the database schema
1021 at http://schema.koha-community.org
1023 - For each line of text, you can choose your font, font size and the
1024 location of the text on the card using the lower X and Y coordinates
1026 - In order to show the barcode and the patron card number you will need
1027 to check the 'Print Card Number as Barcode' option. This will turn
1028 the patron card number into a barcode. If you want the number to
1029 print in human readable format you will need to check the 'Print Card
1030 Number as Text Under Barcode' option.
1032 - Finally you can choose up to two images to print on the card.
1034 - One can be the :ref:`patron image <upload-patron-images-label>` which you
1035 can resize to meet your needs.
1037 - The other image can be something like a library logo or symbol
1038 that you uploaded using the ':ref:`Manage
1039 Images <manage-images-label>`' module of the Patron Card Creator
1044 It is the designers responsibility to define textlines, barcode and
1045 images such that overlap is avoided.
1047 After saving, your layouts will appear on the 'Manage layouts' page.
1051 .. _patron-templates-label:
1054 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1056 - *Get there:* More > Tools > Patron Card Creator > Manage > Card
1059 A template describes the arrangement of labels on the label sheet/card
1060 stock you are using. This might be Avery 5160 for address labels,
1061 Gaylord 47-284 for spine labels or Avery 28371 for your patron cards,
1062 just to give a couple of examples. All of the information you will need
1063 for setting up a template may be on the packaging, and if not it can
1064 usually be found on the vendor's website or can be measured from a
1067 .. _patron-add-a-template-label:
1070 '''''''''''''''''''''''''''''''''''''
1072 To add a new template click on the 'New template' button at the top of
1073 your page which brings you to the Edit template form immediately. You
1074 may also choose to press 'Manage templates' on the left side. Here you
1075 are offered a list of available templates you can select for editing.
1076 But in the top of the page there is still the 'New template' button.
1080 Using the form that appears after pressing either 'Edit' or 'New
1081 template'you can define the template for your sheet of labels or cards.
1085 - Template ID is simply a system generated unique id
1087 - Template Code should be the name of this template to identify it on a
1090 - You can use the Template Description to add additional information
1093 - The Units pull down is used to define what measurement scale you're
1094 going to be using for the template.
1100 A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch
1101 is 25.4 SI Millimeters
1103 - The measurements (page height, page width, card width, card height)
1104 may be on the packaging, and if not it can usually be found on the
1105 vendor's website or can be measured from a sample sheet.
1107 - A profile is a set of "adjustments" applied to a given template just
1108 prior to printing which compensates for anomalies unique and peculiar
1109 to a given printer (to which the profile is assigned).
1111 - Before defining a profile try printing some sample cards so that
1112 you can take measurements to define a profile to perform the right
1113 adjustments for your printer/template combination.
1115 - After finding and documenting any anomalies in the printed
1116 document, then you can :ref:`create a profile <patron-add-a-profile-label>` and
1117 assign it to the template.
1121 Do not specify a profile unless needed, i.e. do not click to
1122 define a printer profile. It is not possible to remove a
1123 profile from a template but you can switch to another profile.
1127 If you are using different printers you may be required to
1128 define several templates that are identical only different
1129 profiles are specified.
1131 After saving, your templates will appear on the 'Manage templates' page.
1135 .. _patron-profiles-label:
1138 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1140 - *Get there:* More > Tools > Patron Card Creator > Manage > Profiles
1142 A profile is a set of "adjustments" applied to a given
1143 :ref:`template <patron-templates-label>` just prior to printing which compensates
1144 for anomalies unique and peculiar to a given printer. This means if you
1145 set a template up and then print a sample set of data and find that the
1146 items are not all aligned the same on each card, you need to set up a
1147 profile for each printer (or even different tray selections on the same
1148 printer) to make up for the differences in printing styles, such as the
1149 shifting of text to the left, right, top or bottom.
1151 If your cards are printing just the way you want, you will not need a
1154 .. _patron-add-a-profile-label:
1157 '''''''''''''''''''''''''''''''''''
1159 To add a new profile, you want to click on the 'Profiles' button at the
1160 top of your page and choose 'New Profile'
1164 To add a new profile, you want to click on the 'New profile' button at
1165 the top of your page. Using the form that appears you can define the
1166 values to correct the card misalignments on your label sheet. You may
1167 also choose 'Manage profiles' on the left side and select one of the
1168 currently available profiles for editing.
1172 - The Printer Name and Paper Bin do not have to match your printer
1173 exactly, they are for your reference so you can remember what printer
1174 you have set the profile for.
1178 For example: if you want to use the Printer model number in
1179 printer name you can, or you can call it 'the printer on my
1182 - Template will be filled in once you have chosen which template to
1183 apply the profile to on the :ref:`template edit form <patron-add-a-template-label>`
1185 - The Units pull down is used to define what measurement scale you're
1186 going to be using for your profile.
1192 A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch
1193 is 25.4 SI Millimeters
1195 - Offset should be used when the entire image is off center either
1196 vertically or horizontally. Creep describes a condition where the
1197 distance between the labels changes across the page or up and down
1200 - For offset and creep values, negative numbers move the printed
1201 information up and to the left on the printed sheet and positive
1202 numbers move down and to the right
1204 - Example: the text is printed 0 .25" from the left edge of the
1205 first label, 0 .28" from the left edge of the second label and 0
1206 .31" from the left edge of the third label. This means the
1207 horizontal creep should be set to (minus) -0.03 " to make up for
1210 After saving, your profiles will appear on the 'Manage Printer Profiles'
1215 Once you have saved your new profile, you can return to the list of
1216 templates and choose to edit the template that this profile is for.
1218 .. _patron-batches-label:
1221 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1223 - *Get there:* More > Tools > Patron Card Creator > Manage > Card
1226 A batch is a collection of patrons for whom you want to generate cards.
1228 .. _patron-add-a-batch-label:
1231 '''''''''''''''''''''''''''''''
1233 To add a new batch, you want to click on the 'New batches' button at the
1234 top of your page. Choosing the menu item 'Manage batches' on the left a
1235 list of already defined batches is displayed. In this display you can
1236 either select a batch for editing or add a new batch.
1240 For a new batch a message pops up and directs you to select patrons to
1241 be processed in this batch.
1245 After choosing the 'Add item(s)' button the Patron Search window pops
1250 From here you can search for patrons to add to your batch by any part of
1251 their name, their category and/or library. Entering \* in the search box
1252 will display all the patrons.
1256 From the results you can add patrons to the batch by clicking the 'Add'
1257 button. After adding patrons from the results you can start over and
1258 perform another search or click 'Close' at the bottom of the screen to
1259 indicate that you are done. You will then be presented with your
1263 If you are satisfied with your batch you can proceed to export. If you
1264 want to correct or even delete that batch the buttons to do so can be
1265 found at the top of your screen. You can always come back here through
1266 the 'Manage > Card batches' button.
1268 If you would like to export all patron cards you can click 'Export card
1269 batch' otherwise you can choose specific patrons to print cards for by
1270 checking the box to the right of their names and then choose 'Export
1271 selected card(s)' at the top.
1273 The export menu will ask you to choose a template, a layout and starting
1274 position (where on the sheet should printing begin).
1278 For the starting position if the first 6 labels have already been
1279 used on your sheet you can start printing on label in position 7 on
1280 the sheet. The labels are numbered left to right from top to bottom.
1284 Once you click 'Export' you will be presented with a PDF of your labels
1289 When you open the PDF you will see the cards for printing
1293 The above image shows a layout that is made up of two textlines. The
1294 first one is just plain text, the second one is composed of the
1295 <firstname> <surname> fields. A patron image is printed (if available)
1296 and the barcode of patrons number is displayed in code 39. All this is
1297 printed on a template with three columns and 8 rows using position 1-3
1298 here. When printing this PDF please take care that your printer doesn't
1299 rescale the PDF (e.g do not fit to paper size) otherwise the printer
1300 will not be able to print to the right place per your templates.
1302 .. _manage-images-label:
1305 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1307 - *Get there:* More > Tools > Patron Card Creator > Manage > Images
1309 Images uploaded using this tool will appear on the menu when creating
1310 :ref:`patron card layouts <patron-card-layouts-label>`. You are limited in how many
1311 images you can upload (not counting patron images) by the
1312 :ref:`ImageLimit` system preference.
1316 Images must be under 500k in size.
1320 Pictures uploaded with this tool should be at least 300dpi which is
1321 the minimum quality for a printable image.
1323 In the center of the screen is a simple upload form, simply browse for
1324 the file on your computer and give it a name you'll recognize later.
1328 Once the file is uploaded you will be presented with a confirmation
1333 And the image will be listed with all of your others on the right hand
1338 To delete one or multiple of these images, click the checkbox to the
1339 right of each image you want to delete and click the 'Delete' button.
1341 .. _patrons-anonymize-bulk-delete-label:
1343 Patrons (anonymize, bulk-delete)
1344 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1346 - *Get there:* More > Tools > Patrons and Circulation > Patrons
1347 (anonymize, bulk-delete)
1349 This tool allows you to bulk anonymize circulation histories (this means
1350 that you keep records of how many times items were checked out - but not
1351 the patrons who checked the items out) or bulk delete patrons (remove
1352 them from the system completely).
1356 Patrons with outstanding fines or items checked out are not saved.
1357 They are not completely removed from the system (they are only moved
1358 to the delete\_borrowers table), but this tool does not provide as
1359 many checks as one may desire.
1363 Before using this tool it is recommended that you backup your
1364 database. Changes made here are permanent.
1368 The anonymization will fail quietly if
1369 :ref:`AnonymousPatron` preference does not contain a
1374 To either delete or anonymize patrons
1376 - Check the 'Verify' box on the task you would like to complete (Delete
1379 - Enter a date before which you want to alter the data
1381 - If deleting patrons you can also choose to find patrons who
1383 - have not borrowed since a specific date
1385 - have accounts that will expire before a specific date
1387 - are in a specific :ref:`patron category <patron-categories-label>`
1389 - are in a :ref:`patron list <patron-lists-label>`
1393 - A confirmation will appear asking if you're sure this is what you
1398 - Clicking 'Finish' will delete or anonymize your data
1402 .. _batch-patron-modification-label:
1404 Batch patron modification
1405 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1407 - *Get there:* More > Tools > Patrons and Circulation > Batch patron
1410 With this tool you can make edits to a batch of patron records. Simply
1411 load in a file of cardnumbers (one per line), choose from a :ref:`list of
1412 patrons <patron-lists-label>` or scan patron card numbers in to the box
1417 Once you have the file loaded or the barcodes scanned click 'Continue.'
1418 You will be presented with a list of the patrons and the changes you can
1423 To the left of each text box there is a checkbox. Clicking that checkbox
1424 will clear our the field values.
1428 If the field is mandatory you will not be able to clear the value in
1431 If you have multiple patron attributes you can change them all by using
1432 the plus (+) sign to the right of the text box. This will allow you to
1433 add another attribute value.
1437 Once you have made the changes you want, you can click 'Save' and Koha
1438 will present you with the changed patron records.
1440 .. _tag-moderation-label:
1443 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1445 - *Get there:* More > Tools > Patrons and Circulation > Tags
1447 Depending on your :ref:`tagging system preferences <tagging-label>`,
1448 librarians may need to approve tags before they are published on the
1449 OPAC. This is done via the Tag Moderation Tool. If there are tags
1450 awaiting moderation they will be listed on the main staff dashboard
1451 under the module labels:
1455 To moderate the tags visit the Tags tool. When first visiting the tool,
1456 you will be presented with a list of tags that are pending approval or
1457 rejection by a librarian
1461 - To see all of the titles this tag was added to simply click on the
1466 - From this list of titles you can remove a tag without outright
1467 rejecting it from being used in the future by clicking the 'Remove
1468 tag' button to the right of the title.
1470 - To approve a tag, you can either click the 'Approve' button in line
1471 with the term, or check all terms you want to approve and click
1472 'Approve' below the table.
1474 - To reject a tag, you can either click the 'Reject' button in line
1475 with the term, or check all terms you want to approve and click
1476 'Reject' below the table.
1478 Once a tag has been approved or rejected it will be moved to the
1479 appropriate list of tags. A summary of all tags will appear on the right
1484 Even though a tag is approved or rejected, it can still be moved to
1485 another list. When viewing approved tags each tag has the option to
1490 To check terms against the approved and rejected lists (and possibly
1491 against :ref:`the dictionary <tagsexternaldictionary-label>` you have assigned
1492 for tag moderation) simply enter the term into the search box on the
1493 bottom right of the screen to see the status of the term
1497 Finally you can find tags by using the filters on the left.
1501 .. _upload-patron-images-label:
1503 Upload Patron Images
1504 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1506 - *Get there:* More > Tools > Patrons and Circulation > Upload Patron
1509 Patron images can be uploaded in bulk if you are :ref:`allowing patron
1510 images <patronimages-label>` to be attached to patron records. These images
1511 can also be used when creating :ref:`patron cards <patron-card-creator-label>`.
1513 - Create a txt file and title it "DATALINK.TXT" or "IDLINK.TXT"
1515 - On each line in the text file enter the patron's card number followed
1516 by comma (or tab) and then the image file name
1520 - Make sure that your TXT file is a plain text document, not RTF.
1522 - Zip up the text file and the image files
1524 - Go to the Upload Patron Images Tool
1528 - For a single image, simply point to the image file and enter the
1531 - For multiple images, choose to upload a zip file
1533 - After uploading you will be presented with a confirmation
1539 There is a limit of 100K on the size of the picture uploaded and it
1540 is recommended that the image be 200x300 pixels, but smaller images
1543 .. _rotating-collections-label:
1545 Rotating Collections
1546 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1548 - *Get there:* More > Tools > Catalog > Rotating Collections
1550 Rotating Collections is a tool for managing collections of materials
1551 that frequently get shifted from library to library. It adds the ability
1552 to store not only an item's home library and current location but also
1553 information about where it is supposed to be transferred to next to
1554 ensure that all items in the collection are sent to the correct library.
1555 When an item in a rotating collection is checked in, library staff is
1556 notified that the item is part of a rotating collection and which branch
1557 it should be sent to if it is not at the correct one.
1561 The :ref:`AutomaticItemReturn` system preference
1562 must be set to "Don't automatically transfer items to their home
1563 library when they are returned" for Rotating Collections to function
1566 - To create a new rotating collection, click the "New Collection"
1567 button, fill in the Title and Description, and click Submit. Once
1568 submitted you'll see "Collection Name added successfully"; click
1569 "Return to rotating collections home" to return to the main Rotating
1570 Collections management page (or click Rotating Collections in the
1573 - To add items to a collection, click "Add or remove items" next to the
1574 collection's name in the list of collections. Under "Add or remove
1575 items" scan or type in the barcode of the item you wish to add to the
1576 collection, and hit Enter or click Submit if necessary.
1578 - To remove an item from a collection, either click Remove next to the
1579 item's barcode in the list of items within the collection or check
1580 the "Remove item from collection" box next to the Barcode text box
1581 under "Add or remove items, and scan or type in the barcode, clicking
1582 Submit or hitting Enter if necessary. Note: The "Remove item from
1583 collection" checkbox will remain checked as long as you are on the
1584 "Add or remove items" page, unless you uncheck it, to facilitate
1585 quickly removing a number of items at a time by scanning their
1588 .. _transfer-a-rotating-collection-label:
1590 Transfer a Rotating Collection
1591 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1593 Transferring a collection will:
1595 - Change the current location of the items in that collection to the
1596 library it is to be transferred to
1598 - Initiate a transfer from its original current location/holding
1599 library to the current location/holding library it is to be rotated
1600 to. When a library receives a collection they will need to check in
1601 the items to complete the transfer.
1603 You can transfer a collection in one of two ways:
1605 - From the main Rotating Collections page, click on Transfer next to
1606 the title of the collection you wish to transfer; choose the library
1607 you wish to transfer the collection to and click "Transfer
1610 - Or, from the "add or remove items" page for a collection, you can
1611 click the Transfer button, choose the library you wish to transfer
1612 the collection to and click "Transfer Collection".
1616 In order to complete the transfer process, the library receiving the
1617 rotating collection should check in all items from the collection as
1618 they receive them. This will clear the transfer so that the items
1619 are no longer shown as being "in transit".
1621 If an item in a rotating collection is checked in at a library other
1622 than the one it is supposed to be transferred to, a notification will
1623 appear notifying library staff that the item is part of a rotating
1624 collection, also letting them know where the item needs to be sent.
1631 ---------------------------
1633 .. _batch-item-deletion-label:
1636 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1638 - *Get there:* More > Tools > Catalog > Batch item deletion
1640 This tool will allow you to delete a batch of item records from Koha.
1642 From the tool you can choose to upload a file of barcodes or item ids,
1643 or you can scan items one by one into the box below the upload tool.
1647 Once you have your file uploaded or the barcodes scanned you can click
1650 You will be presented with a confirmation screen. From here you can
1651 uncheck the items you don't want to delete and decide if Koha should
1652 delete the bib record if the last item is being deleted before clicking
1653 'Delete selected items.' If you'd like you can delete the bibliogrphic
1654 record if you're deleting the last item by clicking the checkbox next to
1655 'Delete records if no items remain'.
1659 If your file (or list of scanned barcodes) has more than 1000 barcodes,
1660 Koha will be unable to present you with a list of the items. You will
1661 still be able to delete them, but not able to choose which items
1662 specifically to delete or delete the biblio records.
1666 If the items are checked out you will be presented with an error after
1667 clicking 'Delete selected items' and the items will not be deleted.
1671 If the items can be deleted they will be and you will be presented with
1672 a confirmation of your deletion.
1676 .. _batch-item-modification-label:
1678 Batch item modification
1679 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1681 - *Get there:* More > Tools > Catalog > Batch item modification
1683 This tool will allow you to modify a batch of item records in Koha.
1687 From the tool you can choose to upload a file of barcodes or item ids,
1688 or you can scan items one by one into the box below the upload tool. You
1689 can also decide the items edited should be populated with the default
1690 values you have defined in your :ref:`default
1691 framework <marc-bibliographic-frameworks-label>`.
1693 Once you have your file uploaded or the barcodes listed you can click
1698 You will be presented with a summary of the items you want to modify.
1699 From here you can uncheck the items you don't want to modify before
1700 making changes in the form below. You can also hide columns you don't
1701 need to see to prevent having to scroll from left to right to see the
1706 To uncheck all items thar are currently checked out you can click
1707 the 'Clear on loan' link at the top of the form.
1709 Using the edit form you can choose which fields to make edits to. By
1710 checking the checkbox to the right of each field you can clear the
1711 values in that field for the records you are modifying.
1715 Once you have made you changes you will be presented with the resulting
1722 You can also edit items on one bib record in a batch by going to the
1723 bib record and clicking Edit > Edit items in batch
1727 .. _batch-record-deletion-label:
1729 Batch record deletion
1730 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1732 This tool will take a batch of record numbers for either bibliographic
1733 records or authority records and allow you to delete all those records
1734 and any items attached to them in a batch.
1738 First you need to tell the tool if you're deleting bibliographic or
1739 authority records. Next you can load a file with biblionumbers or
1740 authids or enter a list of those numbers in the box provided. Once you
1741 submit the form you will be presented with a summary of the records you
1742 are trying to delete.
1746 If a record you want to delete can't be deleted it will be highlighted.
1748 Check the records you want to delete and click the 'Delete selected
1749 records' button to finish the process.
1751 .. _batch-record-modification-label:
1753 Batch record modification
1754 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1756 - *Get there:* More > Tools > Catalog > Batch record modification
1758 This tool will allow you to edit batches of bibliographic and/or
1759 authority records using :ref:`MARC Modification
1760 Templates <marc-modification-templates-label>`. Before visiting this tool you will
1761 want to set up at least one MARC modification template.
1765 When you visit the tool it will ask you:
1767 - Choose whether you're editing bibliographic or authority records
1769 - Enter the biblionumbers or authids
1771 - You can upload a file of these numbers or
1773 - Enter the numbers (one per line) in the box provided
1775 - Finally choose the MARC Modification Template you'd like to use to
1778 Once you've entered your criteria click 'Continue'
1782 You will be presented with a list of records that will be edited. Next
1783 to each one is a checkbox so you can uncheck any items you would rather
1784 not edit at this time.
1786 Clicking Preview MARC will allow you to see what edits will be made when
1787 you finalize the edit.
1791 Once you're sure everything is the way you want you can click the
1792 'Modify selected records' button and your records will be modified.
1794 .. _automatic-item-modifications-by-age-label:
1796 Automatic item modifications by age
1797 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1799 - *Get there:* More > Tools > Catalog > Automatic item modifications by
1802 This tool allows librarians to update item specific fields when an item
1803 reaches a certain age.
1807 Staff need the items\_batchmod permission to access this tool
1811 The settings in this tool will be acted upon by the :ref:`corresponding
1812 cron job <automatic-item-update-label>`
1814 If you haven't created any rules you will see the option to 'Add rules'
1815 on the Tool page. Click this button to create rules.
1819 If you have rules already there will be a button that reads 'Edit
1820 rules'. To create a new rule click the 'Edit rules' button at the top of
1825 You will be brought to a page where you can edit exisitng rules or
1830 In the form that appears you can set :
1832 - the age in days at which the item will update (Age)
1834 - what criteria is needed to trigger the update (Conditions)
1836 - what changes are made when the script runs (Substitutions)
1840 Once you're done you can click the 'Add this rule' link and then add
1841 additional rules or you can click the 'Submit these rules' button to
1846 .. _export-data-(marc-&-authorities)-label:
1848 Export Data (MARC & Authorities)
1849 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1851 - *Get there:* More > Tools > Catalog > Export Data
1853 Koha comes with a tool that will allow you to export your bibliographic,
1854 holdings and/or authority data in bulk. This can be used to send your
1855 records to fellow libraries, organizations or services; or simply for
1858 .. _export-bibliographic-records-label:
1860 Export Bibliographic Records
1861 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1863 At the top of the screen you need to pick what data you're exporting. If
1864 you're exporting bibliographic records with or without the holdings
1865 information you want to click the 'Export bibliographic records' tab.
1867 - Fill in the form in order to limit your export to a specific range
1868 (all fields are optional)
1872 - Choose to limit your export by any one or more of the following
1875 - Limit to a bib number range
1877 - Limit to a specific item type
1881 This limit will use the type you have defined in the
1882 :ref:`item-level\_itypes <item-level\_itypes-label>` preference.
1883 If you have the item-level\_itypes preference set to
1884 'specific item' and you have no items attached to a bib
1885 record it will not be exported. To get all bib records
1886 of a specific type you will need your item-level\_itypes
1887 preference set to 'biblio record'.
1889 - Limit to a specific library or group of libraries
1893 This is a filter: if you leave this set to the default
1894 (all libraries selected) or select one or more libraries,
1895 bib records with no items attached will not be exported. To get
1896 bib records with no items you will need to 'clear all'
1897 (i.e. de-select all libraries).
1899 - Limit to a call number range
1901 - Limit to an acquisition date range
1903 - If you'd like you can load a file of biblionumbers for the records
1904 you would like to export. File type needs to be .csv or .txt
1908 - Next choose what to skip when exporting
1912 - By default items will be exported, if you would like to only
1913 export bibliographic data, check the 'Don't export items' box
1915 - To limit your export only to items from the library you're
1916 logged in as (if you leave the 'Library' field set to 'All') or
1917 to the library you selected above check the 'Remove non-local
1920 - You can also choose what fields you don't want to export. This
1921 can be handy if you're sharing your data, you can remove all
1922 local fields before sending your data to another library
1924 - Finally choose the file type and file name
1928 - Choose to export your data in marc or marcxml format
1930 - Choose the name you want your file to save as
1932 - Click 'Export bibliographic records'
1934 .. _export-authority-records-label:
1936 Export Authority Records
1937 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1939 At the top of the screen you need to pick what data you're exporting. If
1940 you're exporting authority records you want to click the 'Export
1941 authority records' tab.
1943 - Fill in the form in order to limit your export to a specific range or
1944 type of authority record (all fields are optional)
1948 - Or you can choose a file of authids to export
1952 File type needs to be .csv or .txt
1954 - Next choose fields that you would like to exclude from the export
1955 separated by a space (no commas)
1959 - If you'd like to exclude all subfields of the 200 for example just
1962 - If you'd like to exclude a specific subfield enter it beside the
1963 field value 100a will exclude just the subfield 'a' of the 100
1965 - Finally choose the file type and file name
1969 - Choose to export your data in marc or marcxml format
1971 - Choose the name you want your file to save as
1973 - Click 'Export authority records'
1975 .. _inventory-tool-label:
1978 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1980 - *Get there:* More > Tools > Catalog > Inventory
1982 Koha's Inventory tool can be used in one of three ways:
1983 1. By printing out a shelf list that you can then mark items off on;
1985 2. By uploading a text file of barcodes gathered by a portable scanner;
1987 3. By comparing a text file of barcodes gathered by a portable scanner to a
1988 generated shelf list.
1990 If you do not have the ability to use your barcode scanner on the floor
1991 of the library, the option available to you is to generate a shelf
1992 list based on criteria you enter.
1996 First, choose the criteria for the items you want to print out on a list.
1997 All parameters are optional, but if none are selected, the resulting list
1998 might be quite large.
2000 - Library: choose the branch you want to check, as well as if that branch
2001 is the home library or the current holding library of the items.
2003 - Shelving location (items.location) is: you can filter by location.
2005 - Item callnumber between ... and ...: you can also limit the list to a specific
2006 range of callnumbers.
2008 You can filter even more with item statuses (not for loan status, lost status,
2009 withdrawn status or damaged status). Check the boxes next to the statuses you
2010 want to include. For example, if you are using the list to shelf read, check
2011 only the 'for loan' status as the other items probably won't be on the shelves.
2013 - Last inventory date: enter a date here to skip items that have been marked
2016 - Skip items on loan: check this box to filter out loaned items from the list.
2018 - Export to CSV file: check this box to generate a CSV file for altering in an
2019 application on your desktop. If this box is unchecked, the list will be
2020 presented on the screen.
2022 Click on 'Submit' to generate your shelf list. You can then print it to use
2023 while walking around the library checking your collection or use it directly
2024 in Koha on a portable device.
2028 Once you have found the items on your shelves, return to this
2029 list and check the boxes next to the items you found. Next, click on one of
2030 the three buttons to continue:
2032 - Mark seen and quit: updates the 'last seen' date of the checked items to
2033 today and returns to the previous screen.
2035 - Mark seen and continue: updates the 'last seen' date of the checked items to
2036 today and shows the next page of the list.
2038 - Continue without marking: doesn't update any of the items on this page
2039 and shows the next page of the list.
2041 If you have a portable scanner (or a laptop and USB scanner) you can
2042 walk through the library with the scanner in hand and scan barcodes as
2043 you come across them (on a laptop, scan the barcodes into a text file). Once
2044 finished you can then upload the text file generated by the scanner to Koha.
2048 Choose the text file and the date you want to mark all items as seen and
2049 then scroll to the very bottom and click 'Submit'. This will update all the
2050 items' 'last seen' date to the chosen date. By default, this will also check in
2051 the items scanned as it is assumed that they are on the shelf and so not loaned
2052 out. If you do not want to check in scanned items, check the 'Do not check in
2053 items scanned during inventory' before clicking 'Submit'.
2055 Alternatively, you can combine the two methods to automatically compare a list
2056 of scanned barcodes with a generated list. First, upload you barcode file and
2057 choose the date you want to appear in the items' 'last seen' field. The 'Compare
2058 barcodes list to results' checkbox should automatically be checked. If you do
2059 not want the scanned items to be automatically checked-in if they are checked-out,
2060 make sure you check the 'Do not check in items scanned during inventory' checkbox.
2061 Choose the filters (library, shelving location, callnumbers or statuses) to generate a
2062 list with which to compare your barcodes. Click on 'Submit'.
2066 Depending on the number of barcodes you are comparing, this may take a few
2067 minutes. It is not recommended to compare lists of more than 1000 barcodes as
2068 this may cause a session timeout.
2070 Once Koha has finished comparing the barcodes file to the generated list, it
2071 will return the number of items updated and a list of problematic items.
2073 - Missing (not scanned): the item is in the generated list but not in the
2076 - Found in wrong place: the item is in the barcodes list, but not in the
2079 - Still checked out: the item is checked out, but is in the generated list. It
2080 was not automatically checked in.
2082 - Barcode not found: the barcode doesn't exist.
2084 - Item withdrawn: the item has 'withdrawn' status, but it is in the barcodes
2087 .. _label-creator-label:
2090 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2092 - *Get there:* More > Tools > Catalog > Label Creator
2094 The Label Creator allow you to use layouts and templates which you
2095 design to print a nearly unlimited variety of labels including barcodes.
2096 Here are some of the features of the Label Creator module:
2098 - Customize label layouts
2100 - Design custom label templates for printed labels
2102 - Build and manage batches of labels
2104 - Export single or multiple batches
2106 - Export single or multiple labels from within a batch
2108 - Export label data in one of three formats:
2110 - PDF - Readable by any standard PDF reader, making labels printable
2111 directly on a printer
2113 - CSV - Export label data after your chosen layout is applied
2114 allowing labels to be imported in to a variety of applications
2116 - XML - Included as an alternate export format
2118 .. _label-templates-label:
2121 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2123 - *Get there:* More > Tools > Label Creator > Manage > Label templates
2125 A template is based on the label/card stock you are using. This might be
2126 Avery 5160 for address labels, Gaylord 47-284 for spine labels or Avery
2127 28371 for your patron cards, just to give a couple of examples. These
2128 labels will include all of the information you will need for setting up
2129 a Koha, this information may be on the packaging, and if not it can
2130 usually be found on the vendor's website.
2132 .. _label-add-a-template-label:
2135 ''''''''''''''''''''''''''''''''''''''
2137 To add a new template, you want to click on the 'New' button at the top
2138 of the Label Creator and choosing 'Label template'.
2142 Using the form that appears you can define the template for your sheet
2147 - Template ID will be automatically generated after saving your
2148 template, this is simply a system generated unique id
2150 - Template Code should be something you can use to identify your
2151 template on a list of templates
2153 - You can use the Template Description to add additional information
2156 - The Units pull down is used to define what measurement scale you're
2157 going to be using for the template. This should probably match the
2158 unit of measurement used on the template description provided by the
2163 - The measurements, number of columns and number of rows can be found
2164 on the vendor product packaging or website.
2168 If you do not supply a left text margin in the template, a
2169 3/16" (13.5 point) left text margin will apply by default.
2171 - A profile is a set of "adjustments" applied to a given template just
2172 prior to printing which compensates for anomalies unique and peculiar
2173 to a given printer (to which the profile is assigned).
2175 - Before picking a profile try printing some sample labels so that
2176 you can easily define a profile that is right for your
2177 printer/template combination.
2179 - After finding any anomalies in the printed document, :ref:`create a
2180 profile <label-add-a-profile-label>` and assign it to the template.
2182 After saving, your templates will appear on the 'Manage' area under
2187 .. _label-profiles-label:
2190 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2192 - *Get there:* More > Tools > Label Creator > Manage > Printer Profiles
2194 A profile is a set of "adjustments" applied to a given
2195 :ref:`template <label-add-a-template-label>` just prior to printing which
2196 compensates for anomalies unique and peculiar to a given printer (to
2197 which the profile is assigned). This means if you set a template up and
2198 then print a sample set of data and find that the items are not all
2199 aligned the same on each label, you need to set up a profile for each
2200 printer to make up for the differences in printing styles, such as the
2201 shifting of text to the left, right, top or bottom.
2203 If your labels are printing just the way you want, you will not need a
2206 .. _label-add-a-profile-label:
2209 ''''''''''''''''''''''''''''''''''''
2211 To add a new profile, you want to click on the 'New' button at the top
2212 of the Label Creator tool and choose 'Printer profile'.
2216 Using the form that appears you can create a profile to fix any problems
2221 - The Printer Name and Paper Bin do not have to match your printer
2222 exactly, they are for your reference so you can remember what printer
2223 you have set the profile for. So if you want to use the Printer model
2224 number in printer name or you can call it 'the printer on my desk'
2226 - Template will be filled in once you have chosen which template to
2227 apply the profile to on the :ref:`template edit
2228 form <label-add-a-template-label>`
2230 - The Units pull down is used to define what measurement scale you're
2231 going to be using for your profile.
2235 - Offset describes what happens when the entire image is off center
2236 either vertically or horizontally and creep describes a condition
2237 where the distance between the labels changes across the page or up
2240 - For these values, negative numbers move the error up and to the
2241 left and positive numbers move the error down and to the right
2243 - Example: the text is .25" from the left edge of the first label,
2244 .28" from the left edge of the second label and .31" from the left
2245 edge of the third label. This means the horizontal creep should be
2246 set to .03" to make up for this difference.
2248 After saving, your profiles will appear on the 'Manage' area under
2253 Once you have saved your new profile, you can return to the list of
2254 templates and choose to edit the template that this profile is for.
2256 .. _label-layouts-label:
2259 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
2261 - *Get there:* More > Tools > Label Creator > Manage > Layouts
2263 A layout is used to define the fields you want to appear on your labels.
2265 .. _label-add-a-layout-label:
2268 ''''''''''''''''''''''''''''''''''
2270 To add a new layout, you want to click on the 'New' button at the top of
2271 the Label Creator tool and choose 'Layout'.
2275 Using the form that appears you can create a profile to fix any problems
2280 - The name of your layout can be anything you'd like to help you
2283 - If this is a barcode label you'll want to choose the encoding (Code
2284 39 is the most common)
2286 - The layout type can be any combination of bibliographic information
2287 and/or barcode. For example a spine label would just be Biblio
2288 whereas a label for your circulation staff to use to checkout the
2289 book would probably be Biblio/Barcode.
2291 - The Bibliographic Data to Print includes any of the data fields that
2292 may be mapped to your MARC frameworks. You can choose from the preset
2293 list of fields or you can click on 'List Fields' and enter your own
2294 data. In 'List Fields', you can specify MARC subfields as a
2295 4-character tag-subfield string: (ie. 254a for the title field), You
2296 can also enclose a whitespace-separated list of fields to concatenate
2297 on one line in double quotes. (ie. "099a 099b" or "itemcallnumber
2298 barcode"). The fields available are from the database tables list
2299 below. Finally you could add in static text strings in single-quote
2300 (ie. 'Some static text here.')
2302 - You can use the schema viewer (http://schema.koha-community.org)
2303 with the following tables to find field names to use:
2305 - Currently all fields in the following tables are used: items,
2306 biblioitems, biblio, branches
2310 - Choose if the label maker should print out the guidelines around each
2313 - Choose if you'd like Koha to try to split your call numbers (usually
2314 used on Spine Labels)
2316 - Finally choose your text settings such as alignment, font type and
2319 After saving, your layouts will appear on the 'Manage Layouts' page.
2321 .. _label-batches-label:
2324 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
2326 - *Get there:* More > Tools > Label Creator > Manage > Label batches
2328 Batches are made up of the barcodes you would like to print. Once in
2329 this tool you can search for the item records you would like to print
2332 .. _label-add-a-batch-label:
2335 ''''''''''''''''''''''''''''''''
2337 Batches can be created in one of two ways. The first is to click the
2338 'Create Label Batch' link on the ':ref:`Staged MARC
2339 Management <staged-marc-record-management-label>`' page:
2343 The other is to choose to create a new batch from the label creator tool
2347 You will be brought to an empty batch with a box to scan barcodes or
2348 itemnumbers in to and an 'Add item(s)' button at the bottom of the page.
2352 You can either scan barcodes in to the box provided and click the 'Add
2353 item(s)' button or you can click the 'Add item(s)' button with the
2354 barcodes box empty. Clicking 'Add item(s)' with nothing in the barcodes
2355 box will open a search window for you to find the items you want to add
2360 From the search results, click the check box next to the items you want
2361 to add to the batch and click the 'Add checked' button. You can also add
2362 items one by one by clicking the 'Add' link to the left of each item.
2366 Once you have added all of the items click the 'Done' button. The
2367 resulting page will list the items you have selected.
2371 To print your labels, click the 'Export full batch' button. To print
2372 only some of the labels, click the 'Export selected item(s)' button.
2373 Either way you will be presented with a confirmation screen where you
2374 can choose your template and layout.
2378 You will then be presented with three download options: PDF, Excel, and
2383 After saving your file, simply print to the blank labels you have in
2386 .. _quick-spine-label-creator-label:
2388 Quick Spine Label Creator
2389 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2391 - *Get there:* More > Tools > Catalog > Quick Spine Label Creator
2395 This tool does not use the label layouts or templates, it simply
2396 prints a spine label in the first spot on the label sheet.
2398 - Define the fields you want to print on the spine label in the
2399 :ref:`SpineLabelFormat` system preference
2401 - Format your label printing by editing spinelabel.css found in
2402 koha-tmpl/intranet-tmpl/prog/en/css/
2404 To use this tool you simply need the barcode for the book you'd like to
2405 print the spine label for.
2409 .. _marc-modification-templates-label:
2411 MARC modification templates
2412 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2414 The MARC Modification Templates system gives Koha users the power to
2415 make alterations to MARC records automatically while staging MARC
2418 This tool is useful for altering MARC records from various
2419 vendors/sources work with your MARC framework. The system essentially
2420 allows one to create a basic script using actions to Copy, Move, Add,
2421 Update and Delete fields.
2423 Start by adding a new template (a template can be made up of one or more
2424 actions) by entering a name and clicking 'Create template'.
2428 Next you can add actions to the template by filling in the Action box.
2429 For example if you're loading in a batch of files from your EBook vendor
2430 you might want to add the biblio item type of EBOOK to the 942$c.
2434 - Choose 'Add/Update'
2436 - Enter the field 942 and subfield c
2438 - Enter the value of 'EBOOK' (or whatever your ebook item type code is)
2440 - Provide a description so you can identify this action later
2442 - Click 'Add action'
2444 Each action can also have an optional condition to check the value or
2445 existence of another field. For example you might want to add the call
2446 number to the item record if it's not already there.
2452 - Decide if you want to copy the first occurrence or all occurrence of
2455 - Enter the field 090 (or other biblio call number field) and subfield
2458 - Enter the 952 field and o subfield to copy to
2462 - Enter the 952 field and o subfield
2464 - Choose "doesn't exist"
2466 - Provide a description so you can identify this action later
2468 - Click 'Add action'
2470 The Copy & Move actions also support Regular Expressions, which can be
2471 used to automatically modify field values during the copy/move. An
2472 example would be to strip out the '$' character in field 020$c.
2476 - Choose 'Copy and replace'
2478 - Decide if you want to copy the first occurrence or all occurrences of
2481 - Enter the field 020 and subfield c to copy
2483 - Enter the 020 field and c subfield to copy to
2485 - Check the 'RegEx' box and enter your regular expression (in this case
2490 - Enter the 020 field and c subfield
2494 - Check the 'RegEx' box and enter your regular expression (in this case
2497 - Provide a description so you can identify this action later
2499 - Click 'Add action'
2503 The value for an update can include variables that change each time
2504 the template is used. Currently, the system supports two variables,
2505 \_\_BRANCHCODE\_\_ which is replaced with the branchcode of the
2506 library currently using the template, and \_\_CURRENTDATE\_\_ which
2507 is replaced with the current date in ISO format ( YYYY-MM-DD ).
2509 You could also use regular expressions to add your library's proxy URL
2510 in front of links in your MARC record.
2514 - Choose 'Copy and replace'
2516 - Decide if you want to copy the first occurrence or all occurrences of
2519 - Enter the field 856 and subfield u to copy
2521 - Enter the 856 field and u subfield to copy to
2523 - Check the 'RegEx' box and enter your regular expression (in this case
2526 - Provide a description so you can identify this action later
2528 - Click 'Add action'
2530 When choosing between 'Copy' and 'Copy and replace' keep the following
2535 245 _aThe art of computer programming _cDonald E. Knuth.
2536 300 _aA_exists _bB_exists
2538 If we apply action (a) Copy the whole field 245 to 300, we get:
2542 245 _aThe art of computer programming _cDonald E. Knuth.
2543 300 _aA_exists _bB_exists
2544 300 _aThe art of computer programming _cDonald E. Knuth.
2546 If we apply action (b) Copy the subfield 245$a to 300$a, we get:
2550 245 _aThe art of computer programming _cDonald E. Knuth.
2551 300 _aThe art of computer programming _bB_exists
2553 Once your actions are saved you can view them at the top of the screen.
2554 Actions can be moved around using the arrows to the left of them.
2558 Depending on your actions the order may be very important. For example
2559 you don't want to delete a field before you copy it to another field.
2561 To add another template you can either start fresh or click the
2562 'Duplicate current template' checkbox to create a copy of an existing
2563 template to start with.
2567 Once your template is saved you will be able to pick it when using the
2568 :ref:`Stage MARC Records for Import` tool.
2572 .. _stage-marc-records-for-import-label:
2574 Stage MARC Records for Import
2575 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2577 - *Get there:* More > Tools > Catalog > Stage MARC records for import
2579 This tool can be used to import both bibliographic and authority records
2580 that are saved in MARC format. Importing records into Koha includes two
2581 steps. The first is to stage records for import.
2583 - First find the MARC file on your computer
2587 - Next you will be presented with options for record matching and item
2592 - Enter 'Comments about this file' to identify your upload when
2593 going to the ':ref:`Manage Staged MARC Records <staged-marc-record-management-label>`' tool
2595 - Tell Koha which type of file this is, bibliographic or authority
2599 - Choose the character encoding
2603 - Choose if you would like to use a :ref:`MARC Modification
2604 Template <marc-modification-templates-label>` to alter the data you're about to
2609 - Choose whether or not you want to look for matching records
2613 - You can set up :ref:`record matching rules <record-matching-rules-label>`
2614 through the administration area
2618 - When using the ISBN matching rule Koha will find only exact
2619 matches. If you find that the ISBN match is not working to
2620 your satisfaction you can change the
2621 :ref:`AggressiveMatchOnISBN`
2622 preference to 'Do' and then run your import again.
2624 - Next choose what to do with matching records if they are found
2626 - Finally choose what to do with records that are unique
2628 - Next you can choose whether or not to import the item data found
2629 in the MARC records (if the file you're loading is a bibliographic
2634 - From here you can choose to always add items regardless of
2635 matching status, add them only if a matching bib was found, add
2636 items only if there was no matching bib record, replace items
2637 if a matching bib was found (The match will look at the
2638 itemnumbers and barcodes to match on for items. Itemnumbers
2639 take precendence over barcodes), or Ignore items and not add
2642 - Click 'Stage for import'
2644 - You will be presented with a confirmation of your MARC import
2648 - To complete the process continue to the :ref:`Manage Staged MARC Records
2649 Tool <staged-marc-record-management-label>`
2651 .. _staged-marc-record-management-label:
2653 Staged MARC Record Management
2654 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2656 - *Get there:* More > Tools > Catalog > Staged MARC Record Management
2658 Once you have :ref:`staged <stage-marc-records-for-import-label>` your records for import you can
2659 complete the import using this tool.
2663 - From the list of staged records, click on the file name that you want
2666 - You will note that records that have already been imported will
2667 say so under 'Status'
2669 - A summary of your import will appear along with the option to change
2674 - Below the summary is the option to import the batch of bib records
2675 using a specific framework
2679 - Choosing a framework other than 'Default' isn't necessary, but
2680 it's helpful for running reports and having the right bib level
2681 item type selected on import.
2683 - Below the framework selection there will be a list of the records
2684 that will be imported
2688 - Review your summary before completing your import to make sure
2689 that your matching rule worked and that the records appear as you
2692 - Matches will appear with info under the 'Match details column'
2696 and when clicking the 'View' link under 'Diff' you can see the
2697 difference between versions.
2701 - Click 'Import into catalog' to complete the import
2705 - Once your import is complete a link to the new bib records will
2706 appear to the right of each title that was imported
2708 - You can also undo your import by clicking the 'Undo import into
2711 Records imported using this tool remain in the 'reservoir' until they
2712 are cleaned. These items will appear when searching the catalog from the
2713 `Cataloging <#cataloging>`__ tool:
2717 To clean items out of the 'reservoir':
2719 - Visit the main screen of the Manage Staged MARC Records tool
2723 - To clean a batch, click the 'Clean' button to the right
2725 - You will be presented with a confirmation message
2729 - Accept the deletion and the records will be removed from the
2730 reservoir and the status will be changed to 'cleaned'
2732 .. _upload-local-cover-image-label:
2734 Upload Local Cover Image
2735 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2737 - *Get there:* More > Tools > Catalog > Upload Local Cover Image
2739 This tool will allow you to upload cover images for the materials in
2740 your catalog. To access this tool, staff will need the
2741 :ref:`upload\_local\_cover\_images permission <granular-tools-permissions-label>`. In
2742 order for images to show in the staff client and/or OPAC you will need
2743 to set your :ref:`LocalCoverImages` and/or
2744 :ref:`OPACLocalCoverImages` preferences to
2745 'Display.' Images can be uploaded in batches or one by one.
2749 Koha does not have a maximum file size limit for this tool, but
2750 Apache may limit the maximum size of uploads (talk to your sys
2755 When you want to upload multiple images onto a bib record, they will
2756 display left to right (then top to bottom, depending on screen real
2757 estate) in order of uploading, and the one on the left (the first
2758 one uploaded) will be the one used as a thumbnail cover in search
2759 results and on the detail page. There is no way to reorder cover
2760 images uploaded in this way, so be sure to upload them in the order
2761 you'd like them to appear.
2765 If uploading a single image:
2767 - Visit the tool and click the 'Browse' button to browse to the image
2768 on your local machine.
2772 - Click 'Upload file'
2774 - Choose 'Image file' under the 'File type' section
2776 - Enter the biblionumber for the record you're attaching this image to.
2777 This is not the same as the barcode, this is the system generated
2778 number assigned by Koha.
2780 - Find the biblionumber by looking at the end of the URL in the
2781 address bar when on the detail page
2785 - or by clicking on the MARC tab on the detail page in the staff
2790 - If you would like to replace any other cover images you may have
2791 uploaded in the past, check the 'Replace existing covers' box under
2792 the 'Options' section
2794 - Click 'Process images'
2796 - You will be presented with a summary of the upload and a link to the
2797 record you have just added the image to
2799 If uploading a batch of images at once you will need to prepare a ZIP
2802 - Enter in to the ZIP file all the images you are uploading
2804 - Also include a text file (\*.TXT) named either datalink.txt or
2805 idlink.txt listing the biblionumber followed by the image name for
2806 each image one per line
2808 - ex. 4091,image4091.jpg
2812 - Browse your local computer to the ZIP file
2814 - Click 'Upload file'
2816 - Choose 'Zip file' under the 'File type' section
2818 - If you would like to replace any other cover images you may have
2819 uploaded in the past, check the 'Replace existing covers' box under
2820 the 'Options' section
2822 - Click 'Process images'
2824 - You will be presented with a summary of the upload
2830 The source image is used to generate a 140 x 200 px thumbnail image
2831 and a 600 x 800 px full-size image. The original sized image
2832 uploaded will not be stored by Koha
2834 You will be able to see your cover images in the staff client on the
2835 detail page under the 'Image' tab in the holdings table at the bottom
2839 In the OPAC the cover images will also appear in the images tab, as well
2840 as next to the title and on the search results.
2842 If you would like to remove a cover image you can click 'Delete image'
2843 below the image if you have the :ref:`upload\_local\_cover\_images
2844 permission <granular-tools-permissions-label>`.
2846 .. _additional-tools-label:
2849 ---------------------------------------
2854 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
2856 - *Get there:* More > Tools > Additional Tools > Calendar
2858 Libraries can define library closings and holidays to be used when
2859 calculating due dates. You can make use of the Calendar by turning on
2860 the proper system preferences:
2862 - *Get there:*\ More > Administration > Global System Preferences >
2863 Circulation > :ref:`useDaysMode`
2865 - Choose the method for calculating due date - either include days
2866 the library is closed in the calculation or don't include them.
2868 - *Get there:* More > Administration > Global System Preferences >
2869 Circulation > :ref:`finescalendar <finescalendar-label>`
2871 - This will check the holiday calendar before charging fines
2875 .. _adding-events-label:
2878 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2880 Before adding events, choose the library you would like to apply the
2881 closings to. When adding events you will be asked if you would like to
2882 apply the event to one branch or all branches. To add events, simply
2884 - Click on the date on the calendar that you would like to apply the
2889 - In the form that appears above the calendar, enter the closing
2890 information (for more info on each option click the question mark [?]
2891 to the right of the option)
2893 - Library will be filled in automatically based on the library you
2894 chose from the pull down at the top of the page
2896 - The day information will also be filled in automatically based on
2897 the date you clicked on the calendar
2899 - In the description enter the reason the library is closed
2901 - Next you can choose if this event is a one time event or if it is
2904 - If this is a one day holiday choose 'Holiday only on this day'
2906 - If this is a weekly closing (like a weekend day) then you can
2907 choose 'Holiday repeated every same day of the week'
2909 - If this is an annual holiday closing choose 'Holiday repeated
2910 yearly on the same date'
2912 - If the library is going to be closed for the week or a range of
2913 time choose 'Holiday on a range' and enter a 'To Date' at the
2916 - If the library is going to be closed for a range of time each
2917 year (such as summer holidays for schools) choose 'Holiday
2918 repeated yearly on a range' and enter a 'To Date' at the top
2920 - Finally decide if this event should be applied to all libraries or
2921 just the one you have originally selected
2923 - If you'd rather enter all the holidays and then copy them all
2924 to another branch all at once you can use the copy menu below
2929 - After saving you will see the event listed in the summary to the
2934 .. _editing-events-label:
2937 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2941 - Click on the event on the calendar that you want to change (do this
2942 by clicking on the date on the calendar, not the event listed in the
2947 - From this form you can make edits to the holiday or delete the
2950 - All actions require that you click 'Save' before the change will
2953 - Clicking on repeatable events will offer slightly different options
2957 - In the form above you will note that there is now an option to
2958 'Generate an exception for this repeated holiday,' choosing this
2959 option will allow you to make it so that this date is not closed
2960 even though the library is usually closed on this date.
2962 - All actions require that you click 'Save' before the change
2965 .. _additional-help-label:
2968 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2970 When adding or editing events you can get additional help by clicking on
2971 the question mark next to various different options on the form
2975 .. _csv-profiles-label:
2978 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2980 - *Get there:* More > Tools > Additional Tools > CSV Profiles
2982 CSV Profiles are created to define how you would like your cart or list
2985 .. _add-csv-profiles-label:
2988 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2990 To add a CSV Profile
2992 - Click 'CSV Profiles' from the Tools menu
2994 - The 'Profile type' determines what type of fields you plan to use
2995 (MARC or SQL) to define your profile
2997 - If you choose MARC then you will need to enter MARC fields
3001 - If you choose SQL then you will need to enter SQL database fields
3005 - The 'Profile name' will appear on the export pull down list when
3006 choosing 'Download' from your cart or list
3010 - The 'Profile description' is for your own benefit, but will also
3011 appear in the OPAC when patrons download content, so make sure
3012 it's clear to your patrons as well
3014 - The 'CSV separator' is the character used to separate values and
3019 The most common option here is comma because most spreadsheet
3020 applications know how to open files split by commas.
3022 - The 'Field separator' is the character used to separate duplicate
3025 - Example: You may have multiple 650 fields and this is the
3026 character that will appear in between each one in the column
3030 - The 'Subfield separator' is the character used to separate
3033 - Example: You may have multiple $a subfields in a field
3035 - The 'Encoding' field lets you define the encoding used when saving
3038 - Finally format your CSV file using the 'Profile MARC' or 'Profile
3041 - Define which fields or subfields you want to export, separated
3042 by pipes. Example : 200\|210$a\|301 for MARC and
3043 biblio.title\|biblio.author for SQL
3047 You can also use your own headers (instead of the ones from
3048 Koha) by prefixing the field number with an header,
3049 followed by the equal sign. Example : Personal
3050 name=100\|title=245$a\|300
3052 When you have entered in all of the information for you profile,
3053 simply click 'Submit' and you will be presented with a confirmation
3054 that your profile has been saved.
3058 .. _modify-csv-profiles-label:
3061 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3063 Once you have created at least one CSV Profile an 'Edit profile' tab
3064 will appear next to the 'New profile' button.
3068 - Choose the profile you would like to edit and alter the necessary
3071 - After submitting your changes you will be presented with a
3072 confirmation message at the top of the screen
3076 - To delete a profile, check the 'Delete selected profile' option
3077 before clicking 'Submit Query'
3081 .. _using-csv-profiles-label:
3084 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3086 Your CSV Profiles will appear on the export list or cart menu under the
3087 'Download' button in both the staff client and the OPAC
3091 .. _log-viewer-label:
3094 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
3096 - *Get there:* More > Tools > Additional Tools > Log Viewer
3098 Actions within the Koha system are tracked in log files. Your :ref:`system
3099 preferences <logs-label>` can be changed to prevent the logging of
3100 different actions. These logs can be viewed using the Log Viewer Tool.
3104 Choosing different combinations of menu options will produce the log
3105 file for that query.
3107 A query for all logs related to the Circulation module produces a result
3113 ~~~~~~~~~~~~~~~~~~~~
3115 - *Get there:* More > Tools > Additional Tools > News
3117 Koha's news module allows librarians to post news to the OPAC, staff
3118 interface and circulation receipts.
3122 To add news to either the OPAC, the Staff Client or a Circulation
3129 - Under 'Display Location' choose whether to put the news on the
3130 OPAC, Slip (circulation receipt) or the Librarian (Staff)
3135 - Choose the library this news item will show for
3137 - Choose a title for your entry
3139 - Using the publication and expiration date fields you can control
3140 from which date and for how long your news item appears
3142 - Examples: (these assume today's date as 07-May-2015)
3144 - Publish on current date: set publication date as 07-May-2015
3146 - Schedule for publishing in future: set date later than
3149 - Backdate the news item: set date earlier than 07-May-2015
3151 - 'Appear in position' lets you decide what order your news items
3154 - The 'News' box allows for the use of HTML for formatting of your
3157 - After filling in all of the fields, click 'Submit'
3159 - News in the OPAC will appear above the
3160 :ref:`OpacMainUserBlock`
3164 - Below the news in the OPAC there will be an RSS icon allowing you
3165 to subscribe to library news
3169 - News in the Staff Client will appear on the far left of the screen
3173 - News on the circulation receipts will appear below the items that are
3178 - Depending on your choice for the
3179 :ref:`NewsAuthorDisplay` preference you will also
3180 see the person who created the news item (this uses the logged in
3183 .. _task-scheduler-label:
3186 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3188 - *Get there:* More > Tools > Additional Tools > Task Scheduler
3190 The task scheduler is a way to schedule reports to run whenever you
3193 To schedule a task, visit the Task Scheduler and fill in the form
3197 - Current Server Time shows the time on your server (schedule all of
3198 your reports to run based on that time - not on your local time)
3200 - Time should be entered as hh:mm (2 digit hour, 2 digit minute)
3202 - Date should be entered using the calendar pop up
3204 - From Report choose the report you want to schedule
3206 - Choose whether to receive the text of or a link to the results
3208 - In the Email filed enter the email of the person you want to receive
3211 Below the task scheduler form, there is a list of scheduled reports
3215 You can also schedule reports directly from the list of saved reports by
3216 clicking the 'Schedule' link
3220 .. _troubleshooting-label:
3223 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3225 Task scheduler will not work if the user the web server runs as doesn't
3226 have the permission to use it. To find out if the right user has the
3227 permissions necessary, check /etc/at.allow to see what users are in it.
3228 If you don't have that file, check etc/at.deny. If at.deny exists but is
3229 blank, then every user can use it. Talk to your system admin about
3230 adding the user to the right place to make the task scheduler work.
3232 .. _quote-of-the-day-(qotd)-editor-label:
3234 Quote of the Day (QOTD) Editor
3235 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3237 - *Get there:* More > Tools > Additional Tools > Edit quotes for QOTD
3240 This tool will allow you to add and edit quotes to show on the OPAC if
3241 you're using the Quote of the Day (QOTD) feature.
3243 To turn this feature on set the :ref:`QuoteOfTheDay`
3244 preference to 'Enable and add at least one quote via the Quote of the
3245 Day Editor. Once these steps are complete you will see your quotes above
3246 the :ref:`OpacMainUserBlock` in the OPAC:
3250 .. _add-a-quote-label:
3253 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
3257 - Click the 'Add quote' button in the toolbar and an empty quote entry
3258 will be added to the end of the current quote list.
3264 Both the 'Source' and the 'Text' fields must be filled in in
3265 order to save the new quote.
3269 - When finished filling in both fields, press the <Enter> key on your
3270 keyboard to save the new quote.
3272 - The list will update and the new quote should now be visible in the
3277 You may cancel the addition of a new quote any time prior to saving
3278 it simply by pressing the <Esc> key on your keyboard.
3280 .. _edit/delete-a-quote-label:
3283 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3285 Once the current quote pool has been loaded into the editing table, you
3286 may edit the quote source and text.
3288 - Edit either the 'Source' or 'Text' fields by clicking on the desired
3293 - When you are finished editing a field, press the <Enter> key on your
3294 keyboard to save the changes.
3296 The list will be updated, the edits saved, and visible.
3298 If you'd like you can also delete quote(s).
3300 - Select the quote(s) you desire to delete by clicking on the
3301 corresponding quote id.
3303 - Once quote selection is finished, simply click the 'Delete quote(s)'
3306 - You will be prompted to confirm the deletion.
3308 - After confirming the deletion, the list will update and the quote(s)
3309 will no longer appear.
3311 .. _import-quotes-label:
3314 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3316 If you'd like you can import a batch of quotes as a CSV file. Your file
3317 must contain two columns in the form: "source","text" with no header
3322 You will be prompted to confirm upload of files larger than 512KB.
3324 - To start the import process click the 'Import quotes' button at the
3329 - Once on the import quotes screen you can browse your computer for the
3330 file you would like to import
3334 - After selecting the CSV file, click the 'Open' button and the file
3335 will be uploaded into a temporary editing table.
3339 - From the listing you can edit either the 'Source' or 'Text' fields by
3340 clicking on the desired field. When you are finished editing a field,
3341 press the <Enter> key on your keyboard to save the changes.
3345 - You can also delete quotes from this listing before completing the
3348 - Select the quote(s) you desire to delete by clicking on the
3349 corresponding quote id.
3353 - Once quote selection is finished, simply click the 'Delete
3358 - You will be prompted to confirm the deletion.
3362 - After confirming the deletion, the list will update and the
3363 quote(s) will no longer appear.
3365 - Once you are satisfied with the quotes, click the 'Save quotes'
3366 button in the toolbar at the top and the quotes will be saved.
3373 ~~~~~~~~~~~~~~~~~~~~~~~~
3375 - *Get there:* More > Tools > Additional Tools > Upload
3377 This tool will allow you to upload files to your Koha system for
3378 selection from the :ref:`Cataloging form <attaching-files-to-records-label>`.
3380 .. _upload-files-label:
3383 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3385 When you first visit the Upload tool you might see a warning about
3390 Categories are defined in the :ref:`authorized value <authorized-values-label>`
3391 in the UPLOAD category. If you do not have upload categories then your
3392 files will be temporary and will be deleted the next time the server is
3393 rebooted. Once you have a value in the UPLOAD authorized value category
3394 you will see a Category pull down below the 'Browse' button.
3398 Browse your computer a file, choose a category and decide if the public
3399 will be able to download this file via the OPAC. Once your file is
3400 uploaded you will be presented with a confirmation.
3404 .. _search-files-label:
3407 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3409 All uploaded files are searchable from below the upload form. Using the
3410 form you can search any part of the filename and/or the Hashvalue.Search
3413 You will be presented with the results of your search.
3418 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3420 - *Get there:* More > Tools > Additional Tools > Access files
3422 This option allows access to files stored on the server from the staff interface.
3423 The directories where the files are stored need to be defined in the koha-conf.xml
3424 file. In order to be able to access the tool, a staff patron requires the superlibrarian
3425 or access_files patron permission