1 .. include:: images.rst
6 Tools in Koha all perform some sort of action. Often many of the items
7 listed under Tools in Koha are referred to as 'Reports' in other library
10 - *Get there:* More > Tools
12 .. _patrons-and-circulation-label:
14 Patrons and circulation
15 ------------------------------------------
17 .. _patron-lists-label:
20 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
22 - *Get there:* More > Tools > Patrons and circulation > Patron lists
24 Patron lists are a way to store a group of patrons for easy modification
25 via the :ref:`batch patron modification tool <batch-patron-modification-label>` or
30 To create a new list of patrons click the 'New patron list' button
34 Enter a list name and save the list.
38 Each list has an 'Actions' menu with more list options.
42 To add patrons to the list click the 'Add patrons' link in the 'Actions'
47 Enter the patron's name or cardnumber in the search box and click on the
48 right result to add the patron.
50 Alternatively, you can click on the 'Enter multiple card numbers' link and
51 scan (or type in) barcodes in the box.
55 Once you have all of the patrons you would like to add you can click the
56 'Add patrons' button to save them to the list.
60 .. _Patron-clubs-label:
63 ~~~~~~~~~~~~~~~~~~~~~~~~
65 - *Get there:* More > Tools > Patrons and circulation > Patron clubs
67 Patron clubs create clubs in which patrons may be enrolled. It is
68 useful for tracking summer reading programs, book clubs and other such clubs.
72 Staff will need the :ref:`clubs permissions<granular-clubs-permissions-label>`
73 to edit clubs, templates and enroll patrons. To learn how to set patron
74 permissions, go to the :ref:`patron permissions section<setting-patron-permissions-label>`
77 Creating a new club template
78 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
80 Click on the 'New club template' button. Here you can add fields that can be
81 filled out at the time a new club is created based on the template, or a new
82 enrollment is created for a given club based on the template.
86 The name is required. This could be something like 'Adult book club', 'Children’s
87 book club' or 'Summer reading program'. Remember these templates will be starting
88 point for each club you create.
90 The description can be any additional information.
92 Allow public enrollment: if this box is checked it will allow patrons to enroll
93 in a club based on this template from the OPAC.
95 Require valid email address: if this box is checked only patrons
96 with a valid email address can enroll. So they will need a email address
99 The library drop down gives you the flexibility to let staff from specific
100 branches create clubs with this template. If you let it set to blank, staff
101 from any branch will be able to create a new club using this template.
103 Club fields: these fields will be used when creating a club based on this
104 template. For example, this can be the name of the club, the name of the animator, the theme, etc.
108 'Name' is the label of the field
110 'Description' is additional information about this field.
112 You can connect authorized values here.
114 Enrollment fields: you can add any additional fields you want to have filled
115 out by your patrons when they enroll in a club base on this template.
119 'Name' is the label of the field
121 'Description' is additional information about this field.
123 You can connect authorized values here.
125 Creating a new club based on a template
126 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
128 Click on the 'New club' dropdown menu and select the template you want to use.
129 Here you can add information about a new club using a template you created.
133 The name is required, this will be the name of the specific club using the
134 template you created. For example, 'Summer 2018 reading club'.
136 The description can be any additional information.
138 Start and End date will depict when this club runs, the entire duration
139 of the club. Once the club expires, enrollment will not be possible.
141 The library drop down gives you the flexibility to enroll patrons from specific
142 branches. If you let it set to blank, patrons from any branch will be able to enroll.
144 Enrolling a patron in a club from the staff client
145 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
147 To enroll a patron in a club from the staff client, go to the patron's account.
149 On the 'Details' page or the 'Check out' page, click on the 'Clubs' tab. All
150 ongoing clubs will be displayed in this tab.
154 Click on the 'Enroll' button and fill in the fields.
156 You can also cancel enrollment by clicking on the cancel enrollment.
158 Enrolling a patron in a club from the OPAC
159 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
161 If you allow public enrollment, the club will be visible on the OPAC.
163 Patrons have to sign into their account. In the 'Your summary' section, they
164 will be able to click on the 'Clubs' tab and enroll.
169 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
171 You can monitor the enrollments in each club by going to the 'Patron clubs' tool page
172 and choosing 'Enrollment' from the 'Actions' button.
179 ~~~~~~~~~~~~~~~~~~~~~~~~
181 - *Get there:* More > Tools > Patrons and circulation > Comments
183 All comments added by patrons via the OPAC to bibliographic records
184 require moderation by the librarians. If there are comments awaiting
185 moderation they will be listed on the main page of the staff client
186 below the module list:
190 and next to the Comments tool on the Tools page
194 To moderate comments click on the notification on the main dashboard or
195 go directly to the Comments tool and click 'Approve' or 'Delete' to the
196 right of the comments awaiting moderation.
200 If there are no comments to moderate you will see a message saying just
205 You can also review and unapprove comments you have approved in the past
206 by choosing the 'Approved comments' tab
210 .. _patron-import-label:
213 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
215 - *Get there:* More > Tools > Patrons and circulation > Import patrons
217 The patron import tool can be used at any time to add patrons in bulk.
218 It is commonly used in universities and schools when a new batch of
221 .. _creating-patron-file-label:
223 Creating a patron import file
224 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
226 You can download a blank CSV file with a header from the start page
227 of the patron import tool that you can use as a template for your
228 patron import. The header contains all fields that can be used with
229 the patron import tool. You can delete fields and columns you don't need
230 with the exception of a few mandatory ones.
234 cardnumber, surname, and all fields you have
235 defined in the :ref:`BorrowerMandatoryField`
236 preference are required and must match valid entries in your
241 The 'password' should be stored in plaintext, and will be converted
244 If your passwords are already encrypted, talk to your systems
245 administrator about options
249 Date formats should match your :ref:`system preference <dateformat-label>`,
250 and must be zero-padded, e.g. '01/02/2008'. Alternatively you can supply
251 dates in ISO format (e.g. '2008-12-01').
255 If loading :ref:`patron attributes <patron-attribute-types-label>`, the
256 'patron\_attributes' field should contain a comma-separated list of
257 attribute types and values.
259 - The attribute type code and a colon should precede each value.
261 - For example: "INSTID:12345,BASEBALL:Cubs"
263 - This field must be wrapped in quotes if multiple values are
266 - Since values can contain spaces, additional doubled-quotes may
269 - "INSTID:12345,BASEBALL:Cubs,""BASEBALL:White Sox""
273 It's possible to set restrictions using the patron import
274 tool. If the expiration date and comment match an existing restriction,
275 the one in the import file will be skipped. So a patron import can be
276 repeated multiple times without creating duplicate restrictions.
277 But if one of the criteria is different, a new restriction will be added.
279 .. _importing-patrons-label:
282 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
284 Once you have created your file, you can use the patron import tool to
285 bring the data into Koha.
287 - Choose your CSV file
291 - Choose to match on 'cardnumber' or 'username' to prevent adding of
292 duplicate card numbers to the system. Additional matchpoints can be
293 set up using patron attributes marked as unique.
297 - Next you can choose default values to apply to all patrons you are
300 - For example, if you're importing patrons specific to one branch you can use
301 the field on the import form to apply the branch code to all those
304 - Finally, you need to decide on what data you want to replace if there
307 - A matching record is found using the field you chose for matching
308 criteria to prevent duplication
312 - When using patron attributes in your installation, you can choose how
313 they are handled on import. You can either decide to always overlay all
314 patron attributes or you choose to only replace patron attributes
315 included in your import file. This will leave other attributes
320 .. _notices-&-slips-label:
323 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
325 - *Get there:* More > Tools > Patrons and circulation > Notices & slips
327 All notices and circulation receipts (or slips) generated by Koha can be
328 customized using the Notices & slips tool. The system comes with several
329 predefined templates that will appear when you first visit this tool.
333 Each notice can be edited, but only a few can be deleted, this is to
334 prevent system errors should a message try to send without a template.
335 Each notice and slip can be edited on a per library basis, by default
336 you will see the notices for all libraries.
338 If you have a style you'd like applied to all slips you can point the
339 :ref:`SlipCSS` preference to a stylesheet. The same is true for
340 notices, using the :ref:`NoticeCSS` preference to define a
343 You will also want to review the `Customising notices and slips
344 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
345 wiki page for more information on formatting these notices.
347 .. _adding-notices-&-slips-label:
349 Adding notices & slips
350 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
352 To add a new notice or slip
358 - Choose which library this notice or slip is for
362 Not all notices can be branch specific for more information
363 review the `Customising notices and slips <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
366 - Choose the module this notice is related to
368 - The Code is limited to 20 characters
370 - Use the name field to expand on your Code
374 With overdue notices, be sure to put your branch name in the
375 description as well so that it will be visible when setting up
376 your :ref:`triggers <overdue-notice/status-triggers-label>`.
378 - Next you can customize the notice for every possible delivery method
380 - Every notice should have an Email template set for it
384 - If you're using the
385 :ref:`TalkingTechItivaPhoneNotification`
386 service you can set up a Phone notification
390 - If you plan on printing this notice you can set the Print template
395 - If you have enabled SMS notices with the
396 :ref:`SMSSendDriver <smssenddriver,-smssendusername,-and-smssendpassword-label>` preference you can set the text
397 for your SMS notices next
401 - Each notice offers you the same options
403 - If you plan on writing the notice or slip in HTML check the 'HTML
404 message' box, otherwise the content will be generated as plain
407 - Message subject is what will appear in the subject line of the
410 - In the message body feel free to type whatever message you feel is
411 best, use the fields on the left hand side to enter individualized
412 data from the from database.
416 Review the `Customising notices and slips <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
417 wiki page for more information.
421 Overdue notices can use <<items.content>> tags by
422 themselves, or use <item></item> to span all of the tags.
423 Learn more about the :ref:`Overdue notice
424 markup <overdue-notice-markup-label>`
426 - On overdue notices make sure to use <<items.content>>
427 tags to print out the data related to all items that are
430 - The other option, only for overdue notices, is to use
431 the <item></item> tags to span the line so that it will
432 print out multiple lines. One example for the
433 <item></item> tag option is:
435 <item>"<<biblio.title>>" by <<biblio.author>>,
436 <<items.itemcallnumber>>, Barcode: <<items.barcode>> ,
437 Checkout date: <<issues.issuedate>>, Due date:
438 <<issues.date\_due>> Fine: <<items.fine>> Due date:
439 <<issues.date\_due>> </item>
443 Only the overdue notices take advantage of the
444 <item></item> tags, all other notices referencing items
445 need to use <<items.content>>
449 To add today's date you can use the <<today>> syntax
453 If you don't want to print the patron's full name on your
454 slips or notice you can enter data in the Other name or
455 Initials field for each patron and use that value instead.
457 - The system preference :ref:`TranslateNotices` will add tabs for each
458 installed language to the notices editor. The notice defined in the
459 'Default' tab will be used if there is no preferred language set
464 .. _preview-notice-templates-label:
466 Preview notice templates
467 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
469 For some notices it is possible to preview the notice template showing how
470 it would look to a specified patron for a particular item or record.
472 If a notice template is previewable the notice template header will contain a
473 field to enter preview data
477 Fill in the necessary information for the template then click the Preview button
478 below the message body. The preview dialog will indicate if there are any problems
479 generating the notice template preview.
481 .. _overdue-notice-markup-label:
483 Overdue notice markup
484 '''''''''''''''''''''''''''''''''''''''''
486 When creating your overdue notices there are two tags in addition to the
487 various database fields that you can use in your notices. You will also
488 want to review the `Customising notices and slips
489 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
490 wiki page for information on formatting item information in these notices.
494 These new tags only work on the overdue notices, not other
495 circulation related notices at this time.
497 These tags are <item> and </item> which should enclose all fields from
498 the biblio, biblioitems, and items tables.
500 An example of using these tags in a notice template might be like:
504 The following item(s) is/are currently overdue:
506 <item>"<<biblio.title>>" by <<biblio.author>>, <<items.itemcallnumber>>, Barcode: <<items.barcode>> Fine: <<items.fine>></item>
508 Which, assuming two items were overdue, would result in a notice like:
512 The following item(s) is/are currently overdue:
514 "A Short History of Western Civilization" by Harrison, John B, 909.09821 H2451, Barcode: 08030003 Fine: 3.50
515 "History of Western Civilization" by Hayes, Carlton Joseph Huntley, 909.09821 H3261 v.1, Barcode: 08030004 Fine: 3.50
517 .. _existing-notices-&-slips-label:
519 Existing notices & slips
520 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
522 Among the default notices are notices for several common actions within
523 Koha. All of these notices can be customized by altering their text via
524 the Notices & slips tool and their style using the
525 :ref:`NoticeCSS` preference to define a stylesheet. You will
526 also want to review the `Customising notices and slips
527 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
528 wiki page for information on formatting item
529 information in these notices. Here are some of what those notices do:
533 - This notice is sent when a patron's suggestion is accepted.
535 - *Note:* If you don't want to send this notice, just delete it.
539 - This notice is sent for each payment transaction in a patron's
540 account if the :ref:`UseEmailReceipts` system preference is set
545 - This notice is sent for each writeoff transaction in a patron's
546 account if the :ref:`UseEmailReceipts` system preference is set
551 - Sent to patrons when their account is set up if the
552 :ref:`AutoEmailOPACUser <autoemailopacuser-label>` preference is set to
555 - *Important:* The notice will only be sent correctly if a username,
556 password and email address is added to the patron record before
557 saving it for the first time.
558 The notice can't be resend or triggered again after the patron account
561 - ACQCLAIM (Acquisition claim)
563 - Used for claiming orders in the aquisitions module
565 - ACQCLAIM is the code of the sample notice, but it's possible to define
566 several notices choosing any code. Only the module 'Claim
567 aquisition' will be taken into account. All notices with this module
568 will appear in the pull down on the late orders page.
570 - *Get there:* More > Acquisitions > Late orders
572 - This notice is sent if several criteria are met:
574 #. The staff patron triggering the email has a valid email address.
576 #. The vendor contact marked as 'Contact about late orders?' has
577 a valid email address.
579 - ACQORDER (Acquisition order)
581 - Used in the acquisitions module to send order information to the vendor
583 - The notice is triggered manually from the basket summary page using
584 the 'Email order' button in the toolbar.
586 - This notice is sent if several criteria are met:
588 #. The staff patron triggering the email has a valid email address.
590 #. The vendor contact marked as 'Primary acquisitions contact' and
591 'Contact when ordering' has a valid email address.
593 - ACQ_NOTIF_ON_REVEIV
595 - Used in the acquisition module to inform patrons on receiving orders
596 they have been added to.
600 - This notice is sent to the patron when an article request is cancelled
605 - This notice is sent to the patron when an article request is marked
606 as completed by staff.
610 - This notice is sent to the patron when an article request has been
611 made in order to confirm the request.
615 - This notice is sent to the patron when an article request is marked
616 as being processed by staff.
620 - This notice is sent to the patron who made a suggestion, when the
621 order created from the suggestion is received.
623 - *Note:* If you don't want to send this notice, just delete it.
627 - This notice is sent as the 'Check in' notice for all items that
630 - This notice is used if two criteria are met:
633 :ref:`EnhancedMessagingPreferences`
636 2. The patron has requested to receive this notice
638 - *Get there:*\ OPAC > Login > my messaging
640 - *Get there:*\ Staff client > Patron record >
645 - This notice is sent as the 'Check out' notice for all items that
648 - This notice is used if two criteria are met:
651 :ref:`EnhancedMessagingPreferences`
654 2. The patron has requested to receive this notice
656 - *Get there:*\ OPAC > Login > my messaging
658 - *Get there:*\ Staff client > Patron record >
663 - This notice is used to generate a PDF to document a successful
666 - The PDF can either be downloaded by the patron from their patron
667 account or from the staff interface when discharging a patron
669 - The discharge feature is controlled by the :ref:`useDischarge`
674 - This notice is sent as the 'Item due' for an item is due
676 - This notice is used if two criteria are met:
679 :ref:`EnhancedMessagingPreferences`
682 2. The patron has requested to receive this notice
684 - *Get there:*\ OPAC > Login > my messaging
686 - *Get there:*\ Staff client > Patron record >
691 - This notice is sent as the 'Item due' for all items that are due
693 - This notice is used if two criteria are met:
696 :ref:`EnhancedMessagingPreferences`
699 2. The patron has requested to receive this notice as a digest
701 - *Get there:*\ OPAC > Login > my messaging
703 - *Get there:*\ Staff client > Patron record >
706 - HOLD (Hold available for pickup)
708 - This notice is used if two criteria are met:
711 :ref:`EnhancedMessagingPreferences`
714 2. The patron has requested to receive this notice
716 - *Get there:*\ OPAC > Login > my messaging
718 - *Get there:*\ Staff client > Patron record >
721 - When this notice references the branches table it is referring to
722 the pickup branch information.
724 - HOLDPLACED (a notice to the library staff that a hold has been
727 - This notice requires the
728 :ref:`emailLibrarianWhenHoldIsPlaced`
729 system preference to be set to 'Enable'
731 - When this notice references the branches table it is referring to
732 the pickup branch information.
736 - This notice can be sent to patrons to warn them that their cards
739 - Requires that you have the
740 :ref:`MembershipExpiryDaysNotice` set
741 and the :ref:`related cron job <notify-patrons-of-expiration-label>` set.
743 - ODUE (Overdue notice)
745 - This notice is used to send overdue notices to patrons
747 - ODUE is the code of the sample notice, but it's possible to use
748 any code and define multiple different messages for different
749 patron categories and notice levels
751 - Requires that you set :ref:`Overdue notice/status
752 triggers <overdue-notice/status-triggers-label>`
756 - This notice is sent to the patron who made a suggestion, when the
757 'from a suggestion' option is used to create an order from it.
759 - Note: If you don't want to send this notice, just delete it.
763 - This notice is sent when a patron requests a new password from the
764 OPAC in order to validate the email address.
766 - The password reset feature is controlled by the :ref:`OpacResetPassword`
771 - This notice is sent as the 'Advanced notice' for an item is due
773 - This notice is used if two criteria are met:
776 :ref:`EnhancedMessagingPreferences`
779 2. The patron has requested to receive this notice
781 - *Get there:*\ OPAC > Login > my messaging
783 - *Get there:*\ Staff client > Patron record >
788 - This notice is sent as the 'Advanced notice' for all items that
791 - This notice is used if two criteria are met:
794 :ref:`EnhancedMessagingPreferences`
797 2. The patron has requested to receive this notice as a digest
799 - *Get there:*\ OPAC > Login > my messaging
801 - *Get there:*\ Staff client > Patron record >
806 - This notice is sent when a patron's suggestion is rejected.
808 - Note: If you don't want to send this notice, just delete it.
812 - This notice is sent as the 'Check out' notice for all items that
815 - This notice is used if three criteria are met:
818 :ref:`EnhancedMessagingPreferences`
821 2. The :ref:`RenewalSendNotice` preference is
824 3. The patron has requested to receive the checkout notice
826 - *Get there:*\ OPAC > Login > my messaging
828 - *Get there:*\ Staff client > Patron record >
831 - SERIAL_ALERT (New serial issue)
833 - Notice used in the serials module to notify patrons/staff
834 of new issues of a serial. SERIAL_ALERT (RLIST in older verisons)
835 is provided as a sample notice, but the notice code can be chosen
836 freely as only the module is taken into account. Multiple notices
839 - *Get there:* More > Serials > :ref:`New
840 subscription <add-a-subscription-label>`
842 - You have the option to select the notice used to inform the patron
843 about a received serial issue for a subscription. Choose from the
844 'Patron notification' drop down.
846 - If a notice has been selected for a subscription, patrons can
847 subscribe to the email notification from the subscription tab
848 in the detail view in the OPAC.
852 Notice also that if you'd like to notify patrons of new serial
853 issues, you can click on 'define a notice' which will take you
854 to the 'Notices' tool
858 - Used to notify a patron when another patron has accepted their
861 - Requires that you set
862 :ref:`OpacAllowSharingPrivateLists`
867 - Used to notify a patron that another patron would like to share a
870 - Requires that you set
871 :ref:`OpacAllowSharingPrivateLists`
876 - Used to notify a staff member if a purchase suggestion has been
877 moved to the fund they manage
880 :ref:`notice\_unprocessed\_suggestions <email-suggestions-to-process-label>` cron job
882 There are also a set of predefined slips (or receipts) listed on this
883 page. All of these slips can be customized by altering their text via
884 the Notices & slips tool and their style using the
885 :ref:`SlipCSS` preference to define a stylesheet. Here is what
886 those slips are used for:
890 - Used to print a slip for an article request
892 - The slip or receipt can be printed manually when managing article
893 requests from the staff interface.
895 - *Get there:* Circulation > Article requests > Actions > Print slip
899 - Used to print the quick slip in circulation
901 - The quick slip only includes items that were checked out today
905 - Used to print a full slip in circulation
907 - The slip or receipt will show items checked out today as well as
908 items that are still checked out
912 - Used to print a holds slip
914 - The holds slip is generated when a hold is confirmed and set to
919 - Used to print an overdues slip
921 - The overdues slip can be generated manually using the 'print' menu
922 in the patron account in staff. It will show all items overdue.
926 - Used to print a transfer slip
928 - The transfer slip is printed when you confirm a transfer from one
929 branch to another in your system
931 .. _overdue-notice/status-triggers-label:
933 Overdue notice/status triggers
934 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
936 - *Get there:* More > Tools > Patrons and circulation > Overdue
937 notice/status triggers
939 In order to send the overdue notices that you defined using the
940 :ref:`Notices <notices-&-slips-label>` tool, you need to first set the triggers to have
945 In order to have overdue notices sent to your patrons, you need to
946 :ref:`set that patron category <adding-a-patron-category-label>` to require overdue
951 Depending on the value of your
952 :ref:`OverdueNoticeCalendar` preference the
953 delay may or may not include days the library is closed based on the
954 :ref:`holiday calendar <calendar-label>`.
956 The Overdue notice/status triggers tool gives the librarian the power to
957 send up to three notices to each patron type notifying them of overdue
962 - Delay is the number of days after an issue is due before an action is
967 If you want Koha to trigger an action (send a letter or
968 restrict member), a delay value is required.
970 - To send additional notices, click on the tabs for 'Second' and
973 - If you would like to prevent a patron from checking items out because
974 of their overdue items, check the 'Restrict' box, this will put a
975 notice on the patron's record at checkout informing the librarian
976 that the patron cannot check out due to overdue items.
978 - If you choose to restrict a patron in this way you can also have
979 Koha automatically remove that restriction with the
980 :ref:`AutoRemoveOverduesRestrictions`
983 - Next you can choose the delivery method for the overdue notice. You
984 can choose from Email, Phone (if you are using the :ref:`iTiva Talking
985 Tech service <talkingtechitivaphonenotification-label>`), Print and SMS
986 (if you have set your :ref:`SMSSendDriver <smssenddriver,-smssendusername,-and-smssendpassword-label>`).
988 .. _patron-card-creator-label:
991 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
993 - *Get there:* More > Tools > Patron card creator
995 The patron card creator allow you to use layouts and templates which you
996 design to print your custom patron cards on your printer. Here are some
997 of the features of the patron card creator module:
999 - Customize patron card layouts with text retrieved from the Koha
1002 - Design custom card templates for printed patron cards (to match the
1005 - Build and manage batches of patron cards to print
1007 - Export (as PDF) single or multiple batches to print
1009 - Export (as PDF) single or multiple patron cards from within a batch
1011 .. _patron-card-layouts-label:
1014 ^^^^^^^^^^^^^^^^^^^^^^^^^^
1016 - *Get there:* More > Tools > Patron card creator > Manage > Layouts
1018 A layout defines the text and images that will be printed on to the card
1019 and where it will appear.
1023 Up to three lines of text, the patron's number in barcode
1024 representation and up to two images can be printed on to the card.
1026 .. _patron-add-a-layout-label:
1029 '''''''''''''''''''''''''''''''''
1031 If you have no layouts defined, you will add a new layout by clicking
1032 the 'New' button and choosing 'Layout'.
1036 You may also choose to press 'Manage layout' on the left side. Here you
1037 are offered a list of available layouts you can select for editing. But
1038 at the top of the page there is still the 'New layout' button.
1042 - The name you assign to the layout is for your benefit, name it
1043 something that will be easy to identify at a later date
1045 - The Units pull down is used to define what measurement scale you're
1046 going to be using for your layout.
1052 A Postscript Point is 1/72", an Adobe Agate is 1/64", an Inch
1053 is 25.4 SI Millimeters
1055 - Next, note if this layout is for the front or the back of the patron
1060 You will need a layout for both the front and back of your
1061 card if you have 2-sided library cards, this option doesn't
1062 allow you to print two sided cards, just lets you track which
1063 side of the card you're designing.
1065 - You have the option of adding up to 3 lines of text to your card.
1066 Your text can be static text of your choosing and/or fields from the
1067 patron record. If you want to print fields from the patron record you
1068 want to put the field names in brackets like so - <firstname>
1072 A full list of field names can be found in the database schema
1073 at http://schema.koha-community.org
1075 - For each line of text, you can choose your font, font size and the
1076 location of the text on the card using the lower X and Y coordinates
1078 - In order to show the barcode and the patron card number you will need
1079 to check the 'Print card number as barcode' option. This will turn
1080 the patron card number into a barcode. If you want the number to
1081 print in human readable format you will need to check the 'Print card
1082 number as text under barcode' option.
1084 - Finally you can choose up to two images to print on the card.
1086 - One can be the :ref:`patron image <upload-patron-images-label>` which you
1087 can resize to meet your needs.
1089 - The other image can be something like a library logo or symbol
1090 that you uploaded using the ':ref:`manage
1091 images <manage-images-label>`' module of the patron card creator
1096 It is the designers responsibility to define textlines, barcode and
1097 images such that overlap is avoided.
1099 After saving, your layouts will appear on the 'Manage layouts' page.
1103 .. _patron-templates-label:
1106 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1108 - *Get there:* More > Tools > Patron card creator > Manage > Card
1111 A template describes the arrangement of labels on the label sheet/card
1112 stock you are using. This might be Avery 5160 for address labels,
1113 Gaylord 47-284 for spine labels or Avery 28371 for your patron cards,
1114 just to give a couple of examples. All of the information you will need
1115 for setting up a template may be on the packaging, and if not it can
1116 usually be found on the vendor's website or can be measured from a
1119 .. _patron-add-a-template-label:
1122 '''''''''''''''''''''''''''''''''''''
1124 To add a new template click on the 'New template' button at the top of
1125 your page which brings you to the Edit template form immediately. You
1126 may also choose to press 'Manage templates' on the left side. Here you
1127 are offered a list of available templates you can select for editing.
1128 But in the top of the page there is still the 'New template' button.
1132 Using the form that appears after pressing either 'Edit' or 'New
1133 template' you can define the template for your sheet of labels or cards.
1137 - Template ID is simply a system generated unique id
1139 - Template code should be the name of this template to identify it on a
1142 - You can use the template description to add additional information
1145 - The Units pull down is used to define what measurement scale you're
1146 going to be using for the template.
1152 A Postscript Point is 1/72", an Adobe Agate is 1/64", an Inch
1153 is 25.4 SI Millimeters
1155 - The measurements (page height, page width, card width, card height)
1156 may be on the packaging, and if not it can usually be found on the
1157 vendor's website or can be measured from a sample sheet.
1159 - A profile is a set of "adjustments" applied to a given template just
1160 prior to printing which compensates for anomalies unique and peculiar
1161 to a given printer (to which the profile is assigned).
1163 - Before defining a profile try printing some sample cards so that
1164 you can take measurements to define a profile to perform the right
1165 adjustments for your printer/template combination.
1167 - After finding and documenting any anomalies in the printed
1168 document, then you can :ref:`create a profile <patron-add-a-profile-label>` and
1169 assign it to the template.
1173 Do not specify a profile unless needed, i.e. do not click to
1174 define a printer profile. It is not possible to remove a
1175 profile from a template but you can switch to another profile.
1179 If you are using different printers you may be required to
1180 define several templates that are identical only different
1181 profiles are specified.
1183 After saving, your templates will appear on the 'Manage templates' page.
1187 .. _patron-profiles-label:
1190 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1192 - *Get there:* More > Tools > Patron card creator > Manage > Profiles
1194 A profile is a set of "adjustments" applied to a given
1195 :ref:`template <patron-templates-label>` just prior to printing which compensates
1196 for anomalies unique and peculiar to a given printer. This means if you
1197 set a template up and then print a sample set of data and find that the
1198 items are not all aligned the same on each card, you need to set up a
1199 profile for each printer (or even different tray selections on the same
1200 printer) to make up for the differences in printing styles, such as the
1201 shifting of text to the left, right, top or bottom.
1203 If your cards are printing just the way you want, you will not need a
1206 .. _patron-add-a-profile-label:
1209 '''''''''''''''''''''''''''''''''''
1211 To add a new profile, you want to click on the 'Profiles' button at the
1212 top of your page and choose 'New profile'
1216 To add a new profile, you want to click on the 'New profile' button at
1217 the top of your page. Using the form that appears you can define the
1218 values to correct the card misalignments on your label sheet. You may
1219 also choose 'Manage profiles' on the left side and select one of the
1220 currently available profiles for editing.
1224 - The Printer name and Paper bin do not have to match your printer
1225 exactly, they are for your reference so you can remember what printer
1226 you have set the profile for.
1230 For example: if you want to use the Printer model number in
1231 printer name you can, or you can call it 'the printer on my
1234 - Template will be filled in once you have chosen which template to
1235 apply the profile to on the :ref:`template edit form <patron-add-a-template-label>`
1237 - The Units pull down is used to define what measurement scale you're
1238 going to be using for your profile.
1244 A Postscript Point is 1/72", an Adobe Agate is 1/64", an Inch
1245 is 25.4 SI Millimeters
1247 - Offset should be used when the entire image is off center either
1248 vertically or horizontally. Creep describes a condition where the
1249 distance between the labels changes across the page or up and down
1252 - For offset and creep values, negative numbers move the printed
1253 information up and to the left on the printed sheet and positive
1254 numbers move down and to the right
1256 - Example: the text is printed 0 .25" from the left edge of the
1257 first label, 0 .28" from the left edge of the second label and 0
1258 .31" from the left edge of the third label. This means the
1259 horizontal creep should be set to (minus) -0.03 " to make up for
1262 After saving, your profiles will appear on the 'Manage printer profiles'
1267 Once you have saved your new profile, you can return to the list of
1268 templates and choose to edit the template that this profile is for.
1270 .. _patron-batches-label:
1273 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1275 - *Get there:* More > Tools > Patron card creator > Manage > Card
1278 A batch is a collection of patrons for whom you want to generate cards.
1280 .. _patron-add-a-batch-label:
1283 '''''''''''''''''''''''''''''''
1285 To add a new batch, you want to click on the 'New batches' button at the
1286 top of your page. Choosing the menu item 'Manage batches' on the left a
1287 list of already defined batches is displayed. In this display you can
1288 either select a batch for editing or add a new batch.
1292 For a new batch a message pops up and directs you to select patrons to
1293 be processed in this batch.
1297 After choosing the 'Add item(s)' button the patron search window pops
1302 From here you can search for patrons to add to your batch by any part of
1303 their name, their category and/or library. Entering \* in the search box
1304 will display all the patrons.
1308 From the results you can add patrons to the batch by clicking the 'Add'
1309 button. After adding patrons from the results you can start over and
1310 perform another search or click 'Close' at the bottom of the screen to
1311 indicate that you are done. You will then be presented with your
1315 If you are satisfied with your batch you can proceed to export. If you
1316 want to correct or even delete that batch the buttons to do so can be
1317 found at the top of your screen. You can always come back here through
1318 the 'Manage > Card batches' button.
1320 If you would like to export all patron cards you can click 'Export card
1321 batch' otherwise you can choose specific patrons to print cards for by
1322 checking the box to the right of their names and then choose 'Export
1323 selected card(s)' at the top.
1325 The export menu will ask you to choose a template, a layout and starting
1326 position (where on the sheet should printing begin).
1330 For the starting position if the first 6 labels have already been
1331 used on your sheet you can start printing on label in position 7 on
1332 the sheet. The labels are numbered left to right from top to bottom.
1336 Once you click 'Export' you will be presented with a PDF of your labels
1341 When you open the PDF you will see the cards for printing
1345 The above image shows a layout that is made up of two textlines. The
1346 first one is just plain text, the second one is composed of the
1347 <firstname> <surname> fields. A patron image is printed (if available)
1348 and the barcode of patrons number is displayed in code 39. All this is
1349 printed on a template with three columns and 8 rows using position 1-3
1350 here. When printing this PDF please take care that your printer doesn't
1351 rescale the PDF (e.g do not fit to paper size) otherwise the printer
1352 will not be able to print to the right place per your templates.
1354 .. _manage-images-label:
1357 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1359 - *Get there:* More > Tools > Patron card creator > Manage > Images
1361 Images uploaded using this tool will appear on the menu when creating
1362 :ref:`patron card layouts <patron-card-layouts-label>`. You are limited in how many
1363 images you can upload (not counting patron images) by the
1364 :ref:`ImageLimit` system preference.
1368 Images must be under 500k in size.
1372 Pictures uploaded with this tool should be at least 300dpi which is
1373 the minimum quality for a printable image.
1375 In the center of the screen is a simple upload form, simply browse for
1376 the file on your computer and give it a name you'll recognize later.
1380 Once the file is uploaded you will be presented with a confirmation
1385 And the image will be listed with all of your others on the right hand
1390 To delete one or multiple of these images, click the checkbox to the
1391 right of each image you want to delete and click the 'Delete' button.
1393 .. _patrons-anonymize-bulk-delete-label:
1395 Batch patron deletion/anonymization
1396 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1398 - *Get there:* More > Tools > Patrons and circulation > Batch patron
1399 deletion/anonymization
1401 This tool allows you to bulk anonymize circulation histories (this means
1402 that you keep records of how many times items were checked out - but not
1403 the patrons who checked the items out) or bulk delete patrons (remove
1404 them from the system completely).
1408 Patrons with outstanding fines or items checked out are not saved.
1409 They are not completely removed from the system (they are only moved
1410 to the delete\_borrowers table), but this tool does not provide as
1411 many checks as one may desire.
1415 Before using this tool it is recommended that you backup your
1416 database. Changes made here are permanent.
1420 The anonymization will fail quietly if
1421 :ref:`AnonymousPatron` preference does not contain a
1426 To either delete or anonymize patrons
1428 - Check the 'Verify' box on the task you would like to complete (delete
1431 - Enter a date before which you want to alter the data
1433 - If deleting patrons you can also choose to find patrons who
1435 - have not borrowed since a specific date
1437 - have accounts that will expire before a specific date
1439 - are in a specific :ref:`patron category <patron-categories-label>`
1441 - are in a :ref:`patron list <patron-lists-label>`
1445 - A confirmation will appear asking if you're sure this is what you
1450 - Clicking 'Finish' will delete or anonymize your data
1454 .. _batch-patron-modification-label:
1456 Batch patron modification
1457 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1459 - *Get there:* More > Tools > Patrons and circulation > Batch patron
1462 With this tool you can make edits to a batch of patron records. Simply
1463 load in a file of cardnumbers (one per line), choose from a :ref:`list of
1464 patrons <patron-lists-label>` or scan patron card numbers in to the box
1469 Once you have the file loaded or the barcodes scanned click 'Continue.'
1470 You will be presented with a list of the patrons and the changes you can
1475 To the left of each text box there is a checkbox. Clicking that checkbox
1476 will clear our the field values.
1480 If the field is mandatory you will not be able to clear the value in
1483 If you have multiple patron attributes you can change them all by using
1484 the plus (+) sign to the right of the text box. This will allow you to
1485 add another attribute value.
1489 Once you have made the changes you want, you can click 'Save' and Koha
1490 will present you with the changed patron records.
1492 .. _tag-moderation-label:
1495 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1497 - *Get there:* More > Tools > Patrons and circulation > Tags
1499 Depending on your :ref:`tagging system preferences <tagging-label>`,
1500 librarians may need to approve tags before they are published on the
1501 OPAC. This is done via the tag moderation tool. If there are tags
1502 awaiting moderation they will be listed on the main staff dashboard
1503 under the module labels:
1507 To moderate the tags visit the Tags tool. When first visiting the tool,
1508 you will be presented with a list of tags that are pending approval or
1509 rejection by a librarian
1513 - To see all of the titles this tag was added to simply click on the
1518 - From this list of titles you can remove a tag without outright
1519 rejecting it from being used in the future by clicking the 'Remove
1520 tag' button to the right of the title.
1522 - To approve a tag, you can either click the 'Approve' button in line
1523 with the term, or check all terms you want to approve and click
1524 'Approve' below the table.
1526 - To reject a tag, you can either click the 'Reject' button in line
1527 with the term, or check all terms you want to approve and click
1528 'Reject' below the table.
1530 Once a tag has been approved or rejected it will be moved to the
1531 appropriate list of tags. A summary of all tags will appear on the right
1536 Even though a tag is approved or rejected, it can still be moved to
1537 another list. When viewing approved tags each tag has the option to
1542 To check terms against the approved and rejected lists (and possibly
1543 against :ref:`the dictionary <tagsexternaldictionary-label>` you have assigned
1544 for tag moderation) simply enter the term into the search box on the
1545 bottom right of the screen to see the status of the term
1549 Finally you can find tags by using the filters on the left.
1553 .. _upload-patron-images-label:
1555 Upload patron images
1556 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1558 - *Get there:* More > Tools > Patrons and circulation > Upload patron
1561 Patron images can be uploaded in bulk if you are :ref:`allowing patron
1562 images <patronimages-label>` to be attached to patron records. These images
1563 can also be used when creating :ref:`patron cards <patron-card-creator-label>`.
1565 - Create a txt file and title it "DATALINK.TXT" or "IDLINK.TXT"
1567 - On each line in the text file enter the patron's card number followed
1568 by comma (or tab) and then the image file name
1572 - Make sure that your TXT file is a plain text document, not RTF.
1574 - Zip up the text file and the image files
1576 - Go to the Upload patron images tool
1580 - For a single image, simply point to the image file and enter the
1583 - For multiple images, choose to upload a zip file
1585 - After uploading you will be presented with a confirmation
1591 There is a limit of 100K on the size of the picture uploaded and it
1592 is recommended that the image be 200x300 pixels, but smaller images
1599 ---------------------------
1601 .. _batch-item-deletion-label:
1604 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1606 - *Get there:* More > Tools > Catalog > Batch item deletion
1608 This tool will allow you to delete a batch of item records from Koha.
1610 From the tool you can choose to upload a file of barcodes or item ids,
1611 or you can scan items one by one into the box below the upload tool.
1615 Once you have your file uploaded or the barcodes scanned you can click
1618 You will be presented with a confirmation screen. From here you can
1619 uncheck the items you don't want to delete and decide if Koha should
1620 delete the bib record if the last item is being deleted before clicking
1621 'Delete selected items.' If you'd like you can delete the bibliographic
1622 record if you're deleting the last item by clicking the checkbox next to
1623 'Delete records if no items remain'.
1627 If your file (or list of scanned barcodes) has more than 1000 barcodes,
1628 Koha will be unable to present you with a list of the items. You will
1629 still be able to delete them, but not able to choose which items
1630 specifically to delete or delete the biblio records.
1634 If the items are checked out you will be presented with an error after
1635 clicking 'Delete selected items' and the items will not be deleted.
1639 If the items can be deleted they will be and you will be presented with
1640 a confirmation of your deletion.
1644 .. _batch-item-modification-label:
1646 Batch item modification
1647 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1649 - *Get there:* More > Tools > Catalog > Batch item modification
1651 This tool will allow you to modify a batch of item records in Koha.
1655 From the tool you can choose to upload a file of barcodes or item ids,
1656 or you can scan items one by one into the box below the upload tool. You
1657 can also decide the items edited should be populated with the default
1658 values you have defined in your :ref:`default
1659 framework <marc-bibliographic-frameworks-label>`.
1661 Once you have your file uploaded or the barcodes listed you can click
1666 You will be presented with a summary of the items you want to modify.
1667 From here you can uncheck the items you don't want to modify before
1668 making changes in the form below. You can also hide columns you don't
1669 need to see to prevent having to scroll from left to right to see the
1674 To uncheck all items thar are currently checked out you can click
1675 the 'Clear on loan' link at the top of the form.
1677 Using the edit form you can choose which fields to make edits to. By
1678 checking the checkbox to the right of each field you can clear the
1679 values in that field for the records you are modifying.
1683 Once you have made you changes you will be presented with the resulting
1690 You can also edit items on one bib record in a batch by going to the
1691 bib record and clicking Edit > Edit items in batch
1695 .. _batch-record-deletion-label:
1697 Batch record deletion
1698 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1700 This tool will take a batch of record numbers for either bibliographic
1701 records or authority records and allow you to delete all those records
1702 and any items attached to them in a batch.
1706 First you need to tell the tool if you're deleting bibliographic or
1707 authority records. Next you can load a file with biblionumbers or
1708 authids or enter a list of those numbers in the box provided. Once you
1709 submit the form you will be presented with a summary of the records you
1710 are trying to delete.
1714 If a record you want to delete can't be deleted it will be highlighted.
1716 Check the records you want to delete and click the 'Delete selected
1717 records' button to finish the process.
1719 .. _batch-record-modification-label:
1721 Batch record modification
1722 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1724 - *Get there:* More > Tools > Catalog > Batch record modification
1726 This tool will allow you to edit batches of bibliographic and/or
1727 authority records using :ref:`MARC modification
1728 templates <marc-modification-templates-label>`. Before visiting this tool you will
1729 want to set up at least one MARC modification template.
1733 When you visit the tool it will ask you:
1735 - Choose whether you're editing bibliographic or authority records
1737 - Enter the biblionumbers or authids
1739 - You can upload a file of these numbers or
1741 - Enter the numbers (one per line) in the box provided
1743 - Finally choose the MARC modification template you'd like to use to
1746 Once you've entered your criteria click 'Continue'
1750 You will be presented with a list of records that will be edited. Next
1751 to each one is a checkbox so you can uncheck any items you would rather
1752 not edit at this time.
1754 Clicking 'Preview MARC' will allow you to see what edits will be made when
1755 you finalize the edit.
1759 Once you're sure everything is the way you want you can click the
1760 'Modify selected records' button and your records will be modified.
1762 .. _automatic-item-modifications-by-age-label:
1764 Automatic item modifications by age
1765 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1767 - *Get there:* More > Tools > Catalog > Automatic item modifications by
1770 This tool allows librarians to update item specific fields when an item
1771 reaches a certain age.
1775 Staff need the items\_batchmod permission to access this tool
1779 The settings in this tool will be acted upon by the :ref:`corresponding
1780 cron job <automatic-item-update-label>`
1782 If you haven't created any rules you will see the option to 'Add rules'
1783 on the Tool page. Click this button to create rules.
1787 If you have rules already there will be a button that reads 'Edit
1788 rules'. To create a new rule click the 'Edit rules' button at the top of
1793 You will be brought to a page where you can edit exisitng rules or
1798 In the form that appears you can set :
1800 - the age in days at which the item will update (Age)
1802 - what criteria is needed to trigger the update (Conditions)
1804 - what changes are made when the script runs (Substitutions)
1808 Once you're done you can click the 'Add this rule' link and then add
1809 additional rules or you can click the 'Submit these rules' button to
1814 .. _export-data-(marc-&-authorities)-label:
1817 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1819 - *Get there:* More > Tools > Catalog > Export data
1821 Koha comes with a tool that will allow you to export your bibliographic,
1822 holdings and/or authority data in bulk. This can be used to send your
1823 records to fellow libraries, organizations or services; or simply for
1826 .. _export-bibliographic-records-label:
1828 Export bibliographic records
1829 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1831 At the top of the screen you need to pick what data you're exporting. If
1832 you're exporting bibliographic records with or without the holdings
1833 information you want to click the 'Export bibliographic records' tab.
1835 - Fill in the form in order to limit your export to a specific range
1836 (all fields are optional)
1840 - Choose to limit your export by any one or more of the following
1843 - Limit to a bib number range
1845 - Limit to a specific item type
1849 This limit will use the type you have defined in the
1850 :ref:`item-level\_itypes <item-level\_itypes-label>` preference.
1851 If you have the item-level\_itypes preference set to
1852 'specific item' and you have no items attached to a bib
1853 record it will not be exported. To get all bib records
1854 of a specific type you will need your item-level\_itypes
1855 preference set to 'biblio record'.
1857 - Limit to a specific library or group of libraries
1861 This is a filter: if you leave this set to the default
1862 (all libraries selected) or select one or more libraries,
1863 bib records with no items attached will not be exported. To get
1864 bib records with no items you will need to 'clear all'
1865 (i.e. de-select all libraries).
1867 - Limit to a call number range
1869 - Limit to an acquisition date range
1871 - If you'd like you can load a file of biblionumbers for the records
1872 you would like to export. File type needs to be .csv or .txt
1876 - Next choose what to skip when exporting
1880 - By default items will be exported, if you would like to only
1881 export bibliographic data, check the 'Don't export items' box
1883 - To limit your export only to items from the library you're
1884 logged in as (if you leave the 'Library' field set to 'All') or
1885 to the library you selected above check the 'Remove non-local
1888 - You can also choose what fields you don't want to export. This
1889 can be handy if you're sharing your data, you can remove all
1890 local fields before sending your data to another library
1892 - Finally choose the file type and file name
1896 - Choose to export your data in marc or marcxml format
1898 - Choose the name you want your file to save as
1900 - Click 'Export bibliographic records'
1902 .. _export-authority-records-label:
1904 Export authority records
1905 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1907 At the top of the screen you need to pick what data you're exporting. If
1908 you're exporting authority records you want to click the 'Export
1909 authority records' tab.
1911 - Fill in the form in order to limit your export to a specific range or
1912 type of authority record (all fields are optional)
1916 - Or you can choose a file of authids to export
1920 File type needs to be .csv or .txt
1922 - Next choose fields that you would like to exclude from the export
1923 separated by a space (no commas)
1927 - If you'd like to exclude all subfields of the 200 for example just
1930 - If you'd like to exclude a specific subfield enter it beside the
1931 field value 100a will exclude just the subfield 'a' of the 100
1933 - Finally choose the file type and file name
1937 - Choose to export your data in marc or marcxml format
1939 - Choose the name you want your file to save as
1941 - Click 'Export authority records'
1943 .. _inventory-tool-label:
1946 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1948 - *Get there:* More > Tools > Catalog > Inventory
1950 Koha's Inventory tool can be used in one of three ways:
1951 1. By printing out a shelf list that you can then mark items off on;
1953 2. By uploading a text file of barcodes gathered by a portable scanner;
1955 3. By comparing a text file of barcodes gathered by a portable scanner to a
1956 generated shelf list.
1958 If you do not have the ability to use your barcode scanner on the floor
1959 of the library, the option available to you is to generate a shelf
1960 list based on criteria you enter.
1964 First, choose the criteria for the items you want to print out on a list.
1965 All parameters are optional, but if none are selected, the resulting list
1966 might be quite large.
1968 - Library: choose the branch you want to check, as well as if that branch
1969 is the home library or the current holding library of the items.
1971 - Shelving location (items.location) is: you can filter by location.
1973 - Item callnumber between ... and ...: you can also limit the list to a specific
1974 range of callnumbers.
1976 You can filter even more with item statuses (not for loan status, lost status,
1977 withdrawn status or damaged status). Check the boxes next to the statuses you
1978 want to include. For example, if you are using the list to shelf read, check
1979 only the 'for loan' status as the other items probably won't be on the shelves.
1981 - Last inventory date: enter a date here to skip items that have been marked
1984 - Skip items on loan: check this box to filter out loaned items from the list.
1986 - Export to CSV file: check this box to generate a CSV file for altering in an
1987 application on your desktop. If this box is unchecked, the list will be
1988 presented on the screen.
1990 Click on 'Submit' to generate your shelf list. You can then print it to use
1991 while walking around the library checking your collection or use it directly
1992 in Koha on a portable device.
1996 Once you have found the items on your shelves, return to this
1997 list and check the boxes next to the items you found. Next, click on one of
1998 the three buttons to continue:
2000 - Mark seen and quit: updates the 'last seen' date of the checked items to
2001 today and returns to the previous screen.
2003 - Mark seen and continue: updates the 'last seen' date of the checked items to
2004 today and shows the next page of the list.
2006 - Continue without marking: doesn't update any of the items on this page
2007 and shows the next page of the list.
2009 If you have a portable scanner (or a laptop and USB scanner) you can
2010 walk through the library with the scanner in hand and scan barcodes as
2011 you come across them (on a laptop, scan the barcodes into a text file). Once
2012 finished you can then upload the text file generated by the scanner to Koha.
2016 Choose the text file and the date you want to mark all items as seen and
2017 then scroll to the very bottom and click 'Submit'. This will update all the
2018 items' 'last seen' date to the chosen date. By default, this will also check in
2019 the items scanned as it is assumed that they are on the shelf and so not loaned
2020 out. If you do not want to check in scanned items, check the 'Do not check in
2021 items scanned during inventory' before clicking 'Submit'.
2023 Alternatively, you can combine the two methods to automatically compare a list
2024 of scanned barcodes with a generated list. First, upload you barcode file and
2025 choose the date you want to appear in the items' 'last seen' field. The 'Compare
2026 barcodes list to results' checkbox should automatically be checked. If you do
2027 not want the scanned items to be automatically checked-in if they are checked-out,
2028 make sure you check the 'Do not check in items scanned during inventory' checkbox.
2029 Choose the filters (library, shelving location, callnumbers or statuses) to generate a
2030 list with which to compare your barcodes. Click on 'Submit'.
2034 Depending on the number of barcodes you are comparing, this may take a few
2035 minutes. It is not recommended to compare lists of more than 1000 barcodes as
2036 this may cause a session timeout.
2038 Once Koha has finished comparing the barcodes file to the generated list, it
2039 will return the number of items updated and a list of problematic items.
2041 - Missing (not scanned): the item is in the generated list but not in the
2044 - Found in wrong place: the item is in the barcodes list, but not in the
2047 - Still checked out: the item is checked out, but is in the generated list. It
2048 was not automatically checked in.
2050 - Barcode not found: the barcode doesn't exist.
2052 - Item withdrawn: the item has 'withdrawn' status, but it is in the barcodes
2055 .. _label-creator-label:
2058 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2060 - *Get there:* More > Tools > Catalog > Label Creator
2062 The Label Creator allow you to use layouts and templates which you
2063 design to print a nearly unlimited variety of labels including barcodes.
2064 Here are some of the features of the Label Creator module:
2066 - Customize label layouts
2068 - Design custom label templates for printed labels
2070 - Build and manage batches of labels
2072 - Export single or multiple batches
2074 - Export single or multiple labels from within a batch
2076 - Export label data in one of three formats:
2078 - PDF - Readable by any standard PDF reader, making labels printable
2079 directly on a printer
2081 - CSV - Export label data after your chosen layout is applied
2082 allowing labels to be imported in to a variety of applications
2084 - XML - Included as an alternate export format
2086 .. _label-templates-label:
2089 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2091 - *Get there:* More > Tools > Label Creator > Manage > Label templates
2093 A template is based on the label/card stock you are using. This might be
2094 Avery 5160 for address labels, Gaylord 47-284 for spine labels or Avery
2095 28371 for your patron cards, just to give a couple of examples. These
2096 labels will include all of the information you will need for setting up
2097 a Koha, this information may be on the packaging, and if not it can
2098 usually be found on the vendor's website.
2100 .. _label-add-a-template-label:
2103 ''''''''''''''''''''''''''''''''''''''
2105 To add a new template, you want to click on the 'New' button at the top
2106 of the Label Creator and choosing 'Label template'.
2110 Using the form that appears you can define the template for your sheet
2115 - Template ID will be automatically generated after saving your
2116 template, this is simply a system generated unique id
2118 - Template Code should be something you can use to identify your
2119 template on a list of templates
2121 - You can use the Template Description to add additional information
2124 - The Units pull down is used to define what measurement scale you're
2125 going to be using for the template. This should probably match the
2126 unit of measurement used on the template description provided by the
2131 - The measurements, number of columns and number of rows can be found
2132 on the vendor product packaging or website.
2136 If you do not supply a left text margin in the template, a
2137 3/16" (13.5 point) left text margin will apply by default.
2139 - A profile is a set of "adjustments" applied to a given template just
2140 prior to printing which compensates for anomalies unique and peculiar
2141 to a given printer (to which the profile is assigned).
2143 - Before picking a profile try printing some sample labels so that
2144 you can easily define a profile that is right for your
2145 printer/template combination.
2147 - After finding any anomalies in the printed document, :ref:`create a
2148 profile <label-add-a-profile-label>` and assign it to the template.
2150 After saving, your templates will appear on the 'Manage' area under
2155 .. _label-profiles-label:
2158 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2160 - *Get there:* More > Tools > Label Creator > Manage > Printer Profiles
2162 A profile is a set of "adjustments" applied to a given
2163 :ref:`template <label-add-a-template-label>` just prior to printing which
2164 compensates for anomalies unique and peculiar to a given printer (to
2165 which the profile is assigned). This means if you set a template up and
2166 then print a sample set of data and find that the items are not all
2167 aligned the same on each label, you need to set up a profile for each
2168 printer to make up for the differences in printing styles, such as the
2169 shifting of text to the left, right, top or bottom.
2171 If your labels are printing just the way you want, you will not need a
2174 .. _label-add-a-profile-label:
2177 ''''''''''''''''''''''''''''''''''''
2179 To add a new profile, you want to click on the 'New' button at the top
2180 of the Label Creator tool and choose 'Printer profile'.
2184 Using the form that appears you can create a profile to fix any problems
2189 - The Printer Name and Paper Bin do not have to match your printer
2190 exactly, they are for your reference so you can remember what printer
2191 you have set the profile for. So if you want to use the Printer model
2192 number in printer name or you can call it 'the printer on my desk'
2194 - Template will be filled in once you have chosen which template to
2195 apply the profile to on the :ref:`template edit
2196 form <label-add-a-template-label>`
2198 - The Units pull down is used to define what measurement scale you're
2199 going to be using for your profile.
2203 - Offset describes what happens when the entire image is off center
2204 either vertically or horizontally and creep describes a condition
2205 where the distance between the labels changes across the page or up
2208 - For these values, negative numbers move the error up and to the
2209 left and positive numbers move the error down and to the right
2211 - Example: the text is .25" from the left edge of the first label,
2212 .28" from the left edge of the second label and .31" from the left
2213 edge of the third label. This means the horizontal creep should be
2214 set to .03" to make up for this difference.
2216 After saving, your profiles will appear on the 'Manage' area under
2221 Once you have saved your new profile, you can return to the list of
2222 templates and choose to edit the template that this profile is for.
2224 .. _label-layouts-label:
2227 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
2229 - *Get there:* More > Tools > Label Creator > Manage > Layouts
2231 A layout is used to define the fields you want to appear on your labels.
2233 .. _label-add-a-layout-label:
2236 ''''''''''''''''''''''''''''''''''
2238 To add a new layout, you want to click on the 'New' button at the top of
2239 the Label Creator tool and choose 'Layout'.
2243 Using the form that appears you can create a profile to fix any problems
2248 - The name of your layout can be anything you'd like to help you
2251 - If this is a barcode label you'll want to choose the encoding (Code
2252 39 is the most common)
2254 - The layout type can be any combination of bibliographic information
2255 and/or barcode. For example a spine label would just be Biblio
2256 whereas a label for your circulation staff to use to checkout the
2257 book would probably be Biblio/Barcode.
2259 - The Bibliographic Data to Print includes any of the data fields that
2260 may be mapped to your MARC frameworks. You can choose from the preset
2261 list of fields or you can click on 'List Fields' and enter your own
2262 data. In 'List Fields', you can specify MARC subfields as a
2263 4-character tag-subfield string: (ie. 254a for the title field), You
2264 can also enclose a whitespace-separated list of fields to concatenate
2265 on one line in double quotes. (ie. "099a 099b" or "itemcallnumber
2266 barcode"). The fields available are from the database tables list
2267 below. Finally you could add in static text strings in single-quote
2268 (ie. 'Some static text here.')
2270 - You can use the schema viewer (http://schema.koha-community.org)
2271 with the following tables to find field names to use:
2273 - Currently all fields in the following tables are used: items,
2274 biblioitems, biblio, branches
2278 - Choose if the label maker should print out the guidelines around each
2281 - Choose if you'd like Koha to try to split your call numbers (usually
2282 used on Spine Labels)
2284 - Finally choose your text settings such as alignment, font type and
2287 After saving, your layouts will appear on the 'Manage Layouts' page.
2289 .. _label-batches-label:
2292 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
2294 - *Get there:* More > Tools > Label Creator > Manage > Label batches
2296 Batches are made up of the barcodes you would like to print. Once in
2297 this tool you can search for the item records you would like to print
2300 .. _label-add-a-batch-label:
2303 ''''''''''''''''''''''''''''''''
2305 Batches can be created in one of two ways. The first is to click the
2306 'Create Label Batch' link on the ':ref:`Staged MARC
2307 Management <staged-marc-record-management-label>`' page:
2311 The other is to choose to create a new batch from the label creator tool
2315 You will be brought to an empty batch with a box to scan barcodes or
2316 itemnumbers in to and an 'Add item(s)' button at the bottom of the page.
2320 You can either scan barcodes in to the box provided and click the 'Add
2321 item(s)' button or you can click the 'Add item(s)' button with the
2322 barcodes box empty. Clicking 'Add item(s)' with nothing in the barcodes
2323 box will open a search window for you to find the items you want to add
2328 From the search results, click the check box next to the items you want
2329 to add to the batch and click the 'Add checked' button. You can also add
2330 items one by one by clicking the 'Add' link to the left of each item.
2334 Once you have added all of the items click the 'Done' button. The
2335 resulting page will list the items you have selected.
2339 To print your labels, click the 'Export full batch' button. To print
2340 only some of the labels, click the 'Export selected item(s)' button.
2341 Either way you will be presented with a confirmation screen where you
2342 can choose your template and layout.
2346 You will then be presented with three download options: PDF, Excel, and
2351 After saving your file, simply print to the blank labels you have in
2354 .. _quick-spine-label-creator-label:
2356 Quick Spine Label Creator
2357 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2359 - *Get there:* More > Tools > Catalog > Quick Spine Label Creator
2363 This tool does not use the label layouts or templates, it simply
2364 prints a spine label in the first spot on the label sheet.
2366 - Define the fields you want to print on the spine label in the
2367 :ref:`SpineLabelFormat` system preference
2369 - Format your label printing by editing spinelabel.css found in
2370 koha-tmpl/intranet-tmpl/prog/en/css/
2372 To use this tool you simply need the barcode for the book you'd like to
2373 print the spine label for.
2377 .. _rotating-collections-label:
2379 Rotating collections
2380 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2382 - *Get there:* More > Tools > Catalog > Rotating collections
2384 Rotating collections is a tool for managing collections of materials
2385 that frequently get shifted from library to library. It adds the ability
2386 to store not only an item's home library and current location but also
2387 information about where it is supposed to be transferred to next to
2388 ensure that all items in the collection are sent to the correct library.
2389 When an item in a rotating collection is checked in, library staff is
2390 notified that the item is part of a rotating collection and which branch
2391 it should be sent to if it is not at the correct one.
2395 The :ref:`AutomaticItemReturn` system preference
2396 must be set to "Don't automatically transfer items to their home
2397 library when they are returned" for rotating collections to function
2400 - To create a new rotating collection, click the "New collection"
2401 button, fill in the title and description, and click "Submit". Once
2402 submitted you'll see "Collection name added successfully"; click
2403 "Return to rotating collections home" to return to the main Rotating
2404 collections management page (or click Rotating collections in the
2407 - To add items to a collection, click "Actions" and choose "Add or
2408 remove items" next to the collection's name in the list of
2409 collections. Under "Add or remove items" scan or type in the barcode
2410 of the item you wish to add to the collection, and hit enter or click
2411 'Submit' if necessary.
2413 - To remove an item from a collection, either click 'Remove' next to the
2414 item's barcode in the list of items within the collection or check
2415 the "Remove item from collection" box next to the Barcode text box
2416 under "Add or remove items", and scan or type in the barcode, clicking
2417 "Submit" or hitting Enter if necessary. Note: The "Remove item from
2418 collection" checkbox will remain checked as long as you are on the
2419 "Add or remove items" page, unless you uncheck it, to facilitate
2420 quickly removing a number of items at a time by scanning their
2423 .. _transfer-a-rotating-collection-label:
2425 Transfer a rotating collection
2426 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2428 Transferring a collection will:
2430 - Change the current location of the items in that collection to the
2431 library it is to be transferred to
2433 - Initiate a transfer from its original current location/holding
2434 library to the current location/holding library it is to be rotated
2435 to. When a library receives a collection they will need to check in
2436 the items to complete the transfer.
2438 You can transfer a collection in one of two ways:
2440 - From the main Rotating collections page, click on "Actions" and choose
2441 "Transfer" next to the title of the collection you wish to transfer;
2442 choose the library you wish to transfer the collection to and click "Transfer
2445 - Or, from the "add or remove items" page for a collection, you can
2446 click the "Transfer" button, choose the library you wish to transfer
2447 the collection to and click "Transfer Collection".
2451 In order to complete the transfer process, the library receiving the
2452 rotating collection should check in all items from the collection as
2453 they receive them. This will clear the transfer so that the items
2454 are no longer shown as being "in transit".
2456 If an item in a rotating collection is checked in at a library other
2457 than the one it is supposed to be transferred to, a notification will
2458 appear notifying library staff that the item is part of a rotating
2459 collection, also letting them know where the item needs to be sent.
2463 .. _stock-rotation-label:
2468 Stock rotation helps to spread resources more fairly amongst library branches
2469 and allows patrons to see a wider range of titles.
2471 Items are popular whilst they are new at a particular branch. However, their
2472 use often tails off over time. This tool empowers librarians to automate the
2473 movement of items on to another branch before usage declines and thereby
2474 extends the items useful life.
2476 Library staff create rotation plans and then assign them to items. A cronjob
2477 is then used to cycle these items round the specified libraries on the
2478 rotation plan, moving them to the next stage after the prescribed period
2479 of time has passed at the current stage.
2481 Email notices may be used to provide the library branches with a list of
2482 items to be put in-transit to the next branch and if an item is found to be
2483 on loan at the time that it should be transfered then an alert will be
2484 displayed when it is next returned.
2486 From the stock rotation tool page you can add new rotation plans and see a
2487 summary of your currently configured rotation plans. You can then edit plan
2488 details, activate and deactivate plans and manage stages and items on a given
2493 This tool utilises a cron job that must be configured to run on a daily basis.
2495 Editing rota details
2496 ^^^^^^^^^^^^^^^^^^^^
2500 Name: A clear name or code to identify the rota
2502 Cyclical: Denotes whether items remain (No) at the last library on the rotation
2503 plan upon reaching the end of the rota or whether they continue (Yes) to rotate,
2504 returning back to the first library on the rotation plan once they have
2505 completed their alloted time at the last library, indefinitely until manually
2506 removed from the rota.
2508 Active: Denotes whether a rota is active and as such whether items on it are
2509 rotating. It also governs whether items may be added to and removed from the
2510 rota. A rota may be switched between active and inactive at any time allowing
2511 for rota maintanence.
2513 Description: One may optionally add an expanded description of the rota for
2514 display in summary views.
2517 Managing rota stages
2518 ^^^^^^^^^^^^^^^^^^^^
2522 Stages may be edited, added, removed and re-ordered at any time from this page.
2524 Library: The library the item will be at during this stage
2526 Duration: The amount of time the item should stage at this stage
2529 Managing rota items - Tool view
2530 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2534 Items can be added to a rota individually (by barcode) or in bulk (via the
2535 upload of a line delimited barcode file) on this page.
2537 You will also be presented with a summary of all items on the rota with their
2538 current location and you have the options to immediately progress items, mark
2539 items as 'in demand' and remove an item from rotation.
2541 In demand: If an item is marked as 'in demand' then the duration the item will
2542 stay at it's current stage will be doubled compared to what is set in the
2543 rota. This is often used for items that are found to be unexpectedly popular at
2544 a particular library.
2546 Managing rota items - Catalog view
2547 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2551 Rotating items may also be managed from the catalog view: When stock rotation is
2552 enabled a new menu tab 'Rota' will appear on a catalog records detail view.
2554 All attached items will appear in the summary view with their current status in
2555 relation to rotas and the option to mark items as 'in demand' or immediately
2556 progress them. You can also remove items from rotation and add items to rotas
2559 Managing rotation notices
2560 ^^^^^^^^^^^^^^^^^^^^^^^^^
2562 Stock rotation can send email notices to branch libraries to aid in selecting
2563 the items due for rotation. Branch 'Reply-to' addresses will be used in
2564 preference to 'Email' addresses for the notice recipients.
2566 The contents of the notices can be customised in the normal manor through the
2567 notices tool and the relevant notice has the code SR_SLIP.
2572 The stock rotation tool uses two distinct permissions:
2575 this governs a users ability to create, update and delete a rota.
2578 this governs a users ability to add, remove and progress
2581 .. _marc-modification-templates-label:
2583 MARC modification templates
2584 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2586 The MARC Modification Templates system gives Koha users the power to
2587 make alterations to MARC records automatically while staging MARC
2590 This tool is useful for altering MARC records from various
2591 vendors/sources work with your MARC framework. The system essentially
2592 allows one to create a basic script using actions to Copy, Move, Add,
2593 Update and Delete fields.
2595 Start by adding a new template (a template can be made up of one or more
2596 actions) by entering a name and clicking 'Create template'.
2600 Next you can add actions to the template by filling in the Action box.
2601 For example if you're loading in a batch of files from your EBook vendor
2602 you might want to add the biblio item type of EBOOK to the 942$c.
2606 - Choose 'Add/Update'
2608 - Enter the field 942 and subfield c
2610 - Enter the value of 'EBOOK' (or whatever your ebook item type code is)
2612 - Provide a description so you can identify this action later
2614 - Click 'Add action'
2616 Each action can also have an optional condition to check the value or
2617 existence of another field. For example you might want to add the call
2618 number to the item record if it's not already there.
2624 - Decide if you want to copy the first occurrence or all occurrence of
2627 - Enter the field 090 (or other biblio call number field) and subfield
2630 - Enter the 952 field and o subfield to copy to
2634 - Enter the 952 field and o subfield
2636 - Choose "doesn't exist"
2638 - Provide a description so you can identify this action later
2640 - Click 'Add action'
2642 The Copy & Move actions also support Regular Expressions, which can be
2643 used to automatically modify field values during the copy/move. An
2644 example would be to strip out the '$' character in field 020$c.
2648 - Choose 'Copy and replace'
2650 - Decide if you want to copy the first occurrence or all occurrences of
2653 - Enter the field 020 and subfield c to copy
2655 - Enter the 020 field and c subfield to copy to
2657 - Check the 'RegEx' box and enter your regular expression (in this case
2662 - Enter the 020 field and c subfield
2666 - Check the 'RegEx' box and enter your regular expression (in this case
2669 - Provide a description so you can identify this action later
2671 - Click 'Add action'
2675 The value for an update can include variables that change each time
2676 the template is used. Currently, the system supports two variables,
2677 \_\_BRANCHCODE\_\_ which is replaced with the branchcode of the
2678 library currently using the template, and \_\_CURRENTDATE\_\_ which
2679 is replaced with the current date in ISO format ( YYYY-MM-DD ).
2681 You could also use regular expressions to add your library's proxy URL
2682 in front of links in your MARC record.
2686 - Choose 'Copy and replace'
2688 - Decide if you want to copy the first occurrence or all occurrences of
2691 - Enter the field 856 and subfield u to copy
2693 - Enter the 856 field and u subfield to copy to
2695 - Check the 'RegEx' box and enter your regular expression (in this case
2698 - Provide a description so you can identify this action later
2700 - Click 'Add action'
2702 When choosing between 'Copy' and 'Copy and replace' keep the following
2707 245 _aThe art of computer programming _cDonald E. Knuth.
2708 300 _aA_exists _bB_exists
2710 If we apply action (a) Copy the whole field 245 to 300, we get:
2714 245 _aThe art of computer programming _cDonald E. Knuth.
2715 300 _aA_exists _bB_exists
2716 300 _aThe art of computer programming _cDonald E. Knuth.
2718 If we apply action (b) Copy the subfield 245$a to 300$a, we get:
2722 245 _aThe art of computer programming _cDonald E. Knuth.
2723 300 _aThe art of computer programming _bB_exists
2725 Once your actions are saved you can view them at the top of the screen.
2726 Actions can be moved around using the arrows to the left of them.
2730 Depending on your actions the order may be very important. For example
2731 you don't want to delete a field before you copy it to another field.
2733 To add another template you can either start fresh or click the
2734 'Duplicate current template' checkbox to create a copy of an existing
2735 template to start with.
2739 Once your template is saved you will be able to pick it when using the
2740 :ref:`Stage MARC Records for Import` tool.
2744 .. _stage-marc-records-for-import-label:
2746 Stage MARC Records for Import
2747 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2749 - *Get there:* More > Tools > Catalog > Stage MARC records for import
2751 This tool can be used to import both bibliographic and authority records
2752 that are saved in MARC format. Importing records into Koha includes two
2753 steps. The first is to stage records for import.
2755 - First find the MARC file on your computer
2759 - Next you will be presented with options for record matching and item
2764 - Enter 'Comments about this file' to identify your upload when
2765 going to the ':ref:`Manage Staged MARC Records <staged-marc-record-management-label>`' tool
2767 - Tell Koha which type of file this is, bibliographic or authority
2771 - Choose the character encoding
2775 - Choose if you would like to use a :ref:`MARC Modification
2776 Template <marc-modification-templates-label>` to alter the data you're about to
2781 - Choose whether or not you want to look for matching records
2785 - You can set up :ref:`record matching rules <record-matching-rules-label>`
2786 through the administration area
2790 - When using the ISBN matching rule Koha will find only exact
2791 matches. If you find that the ISBN match is not working to
2792 your satisfaction you can change the
2793 :ref:`AggressiveMatchOnISBN`
2794 preference to 'Do' and then run your import again.
2796 - Next choose what to do with matching records if they are found
2798 - Finally choose what to do with records that are unique
2800 - Next you can choose whether or not to import the item data found
2801 in the MARC records (if the file you're loading is a bibliographic
2806 - From here you can choose to always add items regardless of
2807 matching status, add them only if a matching bib was found, add
2808 items only if there was no matching bib record, replace items
2809 if a matching bib was found (The match will look at the
2810 itemnumbers and barcodes to match on for items. Itemnumbers
2811 take precendence over barcodes), or Ignore items and not add
2814 - Click 'Stage for import'
2816 - You will be presented with a confirmation of your MARC import
2820 - To complete the process continue to the :ref:`Manage Staged MARC Records
2821 Tool <staged-marc-record-management-label>`
2823 .. _staged-marc-record-management-label:
2825 Staged MARC Record Management
2826 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2828 - *Get there:* More > Tools > Catalog > Staged MARC Record Management
2830 Once you have :ref:`staged <stage-marc-records-for-import-label>` your records for import you can
2831 complete the import using this tool.
2835 - From the list of staged records, click on the file name that you want
2838 - You will note that records that have already been imported will
2839 say so under 'Status'
2841 - A summary of your import will appear along with the option to change
2846 - Below the summary is the option to import the batch of bib records
2847 using a specific framework
2851 - Choosing a framework other than 'Default' isn't necessary, but
2852 it's helpful for running reports and having the right bib level
2853 item type selected on import.
2855 - Below the framework selection there will be a list of the records
2856 that will be imported
2860 - Review your summary before completing your import to make sure
2861 that your matching rule worked and that the records appear as you
2864 - Matches will appear with info under the 'Match details column'
2868 and when clicking the 'View' link under 'Diff' you can see the
2869 difference between versions.
2873 - Click 'Import into catalog' to complete the import
2877 - Once your import is complete a link to the new bib records will
2878 appear to the right of each title that was imported
2880 - You can also undo your import by clicking the 'Undo import into
2883 Records imported using this tool remain in the 'reservoir' until they
2884 are cleaned. These items will appear when searching the catalog from the
2885 `Cataloging <#cataloging>`__ tool:
2889 To clean items out of the 'reservoir':
2891 - Visit the main screen of the Manage Staged MARC Records tool
2895 - To clean a batch, click the 'Clean' button to the right
2897 - You will be presented with a confirmation message
2901 - Accept the deletion and the records will be removed from the
2902 reservoir and the status will be changed to 'cleaned'
2904 .. _upload-local-cover-image-label:
2906 Upload Local Cover Image
2907 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2909 - *Get there:* More > Tools > Catalog > Upload Local Cover Image
2911 This tool will allow you to upload cover images for the materials in
2912 your catalog. To access this tool, staff will need the
2913 :ref:`upload\_local\_cover\_images permission <granular-tools-permissions-label>`. In
2914 order for images to show in the staff client and/or OPAC you will need
2915 to set your :ref:`LocalCoverImages` and/or
2916 :ref:`OPACLocalCoverImages` preferences to
2917 'Display.' Images can be uploaded in batches or one by one.
2921 Koha does not have a maximum file size limit for this tool, but
2922 Apache may limit the maximum size of uploads (talk to your sys
2927 When you want to upload multiple images onto a bib record, they will
2928 display left to right (then top to bottom, depending on screen real
2929 estate) in order of uploading, and the one on the left (the first
2930 one uploaded) will be the one used as a thumbnail cover in search
2931 results and on the detail page. There is no way to reorder cover
2932 images uploaded in this way, so be sure to upload them in the order
2933 you'd like them to appear.
2937 If uploading a single image:
2939 - Visit the tool and click the 'Browse' button to browse to the image
2940 on your local machine.
2944 - Click 'Upload file'
2946 - Choose 'Image file' under the 'File type' section
2948 - Enter the biblionumber for the record you're attaching this image to.
2949 This is not the same as the barcode, this is the system generated
2950 number assigned by Koha.
2952 - Find the biblionumber by looking at the end of the URL in the
2953 address bar when on the detail page
2957 - or by clicking on the MARC tab on the detail page in the staff
2962 - If you would like to replace any other cover images you may have
2963 uploaded in the past, check the 'Replace existing covers' box under
2964 the 'Options' section
2966 - Click 'Process images'
2968 - You will be presented with a summary of the upload and a link to the
2969 record you have just added the image to
2971 If uploading a batch of images at once you will need to prepare a ZIP
2974 - Enter in to the ZIP file all the images you are uploading
2976 - Also include a text file (\*.TXT) named either datalink.txt or
2977 idlink.txt listing the biblionumber followed by the image name for
2978 each image one per line
2980 - ex. 4091,image4091.jpg
2984 - Browse your local computer to the ZIP file
2986 - Click 'Upload file'
2988 - Choose 'Zip file' under the 'File type' section
2990 - If you would like to replace any other cover images you may have
2991 uploaded in the past, check the 'Replace existing covers' box under
2992 the 'Options' section
2994 - Click 'Process images'
2996 - You will be presented with a summary of the upload
3002 The source image is used to generate a 140 x 200 px thumbnail image
3003 and a 600 x 800 px full-size image. The original sized image
3004 uploaded will not be stored by Koha
3006 You will be able to see your cover images in the staff client on the
3007 detail page under the 'Image' tab in the holdings table at the bottom
3011 In the OPAC the cover images will also appear in the images tab, as well
3012 as next to the title and on the search results.
3014 If you would like to remove a cover image you can click 'Delete image'
3015 below the image if you have the :ref:`upload\_local\_cover\_images
3016 permission <granular-tools-permissions-label>`.
3018 .. _additional-tools-label:
3021 ---------------------------------------
3026 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
3028 - *Get there:* More > Tools > Additional Tools > Calendar
3030 Libraries can define library closings and holidays to be used when
3031 calculating due dates. You can make use of the Calendar by turning on
3032 the proper system preferences:
3034 - *Get there:*\ More > Administration > Global System Preferences >
3035 Circulation > :ref:`useDaysMode`
3037 - Choose the method for calculating due date - either include days
3038 the library is closed in the calculation or don't include them.
3040 - *Get there:* More > Administration > Global System Preferences >
3041 Circulation > :ref:`finescalendar <finescalendar-label>`
3043 - This will check the holiday calendar before charging fines
3047 .. _adding-events-label:
3050 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3052 Before adding events, choose the library you would like to apply the
3053 closings to. When adding events you will be asked if you would like to
3054 apply the event to one branch or all branches. To add events, simply
3056 - Click on the date on the calendar that you would like to apply the
3061 - In the form that appears above the calendar, enter the closing
3062 information (for more info on each option click the question mark [?]
3063 to the right of the option)
3065 - Library will be filled in automatically based on the library you
3066 chose from the pull down at the top of the page
3068 - The day information will also be filled in automatically based on
3069 the date you clicked on the calendar
3071 - In the description enter the reason the library is closed
3073 - Next you can choose if this event is a one time event or if it is
3076 - If this is a one day holiday choose 'Holiday only on this day'
3078 - If this is a weekly closing (like a weekend day) then you can
3079 choose 'Holiday repeated every same day of the week'
3081 - If this is an annual holiday closing choose 'Holiday repeated
3082 yearly on the same date'
3084 - If the library is going to be closed for the week or a range of
3085 time choose 'Holiday on a range' and enter a 'To Date' at the
3088 - If the library is going to be closed for a range of time each
3089 year (such as summer holidays for schools) choose 'Holiday
3090 repeated yearly on a range' and enter a 'To Date' at the top
3092 - Finally decide if this event should be applied to all libraries or
3093 just the one you have originally selected
3095 - If you'd rather enter all the holidays and then copy them all
3096 to another branch all at once you can use the copy menu below
3101 - After saving you will see the event listed in the summary to the
3106 .. _editing-events-label:
3109 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3113 - Click on the event on the calendar that you want to change (do this
3114 by clicking on the date on the calendar, not the event listed in the
3119 - From this form you can make edits to the holiday or delete the
3122 - All actions require that you click 'Save' before the change will
3125 - Clicking on repeatable events will offer slightly different options
3129 - In the form above you will note that there is now an option to
3130 'Generate an exception for this repeated holiday,' choosing this
3131 option will allow you to make it so that this date is not closed
3132 even though the library is usually closed on this date.
3134 - All actions require that you click 'Save' before the change
3137 .. _additional-help-label:
3140 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3142 When adding or editing events you can get additional help by clicking on
3143 the question mark next to various different options on the form
3147 .. _csv-profiles-label:
3150 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3152 - *Get there:* More > Tools > Additional Tools > CSV Profiles
3154 CSV Profiles are created to define how you would like your cart or list
3157 .. _add-csv-profiles-label:
3160 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3162 To add a CSV Profile
3164 - Click 'CSV Profiles' from the Tools menu
3166 - The 'Profile type' determines what type of fields you plan to use
3167 (MARC or SQL) to define your profile
3169 - If you choose MARC then you will need to enter MARC fields
3173 - If you choose SQL then you will need to enter SQL database fields
3177 - The 'Profile name' will appear on the export pull down list when
3178 choosing 'Download' from your cart or list
3182 - The 'Profile description' is for your own benefit, but will also
3183 appear in the OPAC when patrons download content, so make sure
3184 it's clear to your patrons as well
3186 - The 'CSV separator' is the character used to separate values and
3191 The most common option here is comma because most spreadsheet
3192 applications know how to open files split by commas.
3194 - The 'Field separator' is the character used to separate duplicate
3197 - Example: You may have multiple 650 fields and this is the
3198 character that will appear in between each one in the column
3202 - The 'Subfield separator' is the character used to separate
3205 - Example: You may have multiple $a subfields in a field
3207 - The 'Encoding' field lets you define the encoding used when saving
3210 - Finally format your CSV file using the 'Profile MARC' or 'Profile
3213 - Define which fields or subfields you want to export, separated
3214 by pipes. Example : 200\|210$a\|301 for MARC and
3215 biblio.title\|biblio.author for SQL
3219 You can also use your own headers (instead of the ones from
3220 Koha) by prefixing the field number with an header,
3221 followed by the equal sign. Example : Personal
3222 name=100\|title=245$a\|300
3224 When you have entered in all of the information for you profile,
3225 simply click 'Submit' and you will be presented with a confirmation
3226 that your profile has been saved.
3230 .. _modify-csv-profiles-label:
3233 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3235 Once you have created at least one CSV Profile an 'Edit profile' tab
3236 will appear next to the 'New profile' button.
3240 - Choose the profile you would like to edit and alter the necessary
3243 - After submitting your changes you will be presented with a
3244 confirmation message at the top of the screen
3248 - To delete a profile, check the 'Delete selected profile' option
3249 before clicking 'Submit Query'
3253 .. _using-csv-profiles-label:
3256 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3258 Your CSV Profiles will appear on the export list or cart menu under the
3259 'Download' button in both the staff client and the OPAC
3263 .. _log-viewer-label:
3266 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
3268 - *Get there:* More > Tools > Additional Tools > Log Viewer
3270 Actions within the Koha system are tracked in log files. Your :ref:`system
3271 preferences <logs-label>` can be changed to prevent the logging of
3272 different actions. These logs can be viewed using the Log Viewer Tool.
3276 Choosing different combinations of menu options will produce the log
3277 file for that query.
3279 A query for all logs related to the Circulation module produces a result
3285 ~~~~~~~~~~~~~~~~~~~~
3287 - *Get there:* More > Tools > Additional Tools > News
3289 Koha's news module allows librarians to post news to the OPAC, staff
3290 interface and circulation receipts.
3294 To add news to either the OPAC, the Staff Client or a Circulation
3301 - Under 'Display Location' choose whether to put the news on the
3302 OPAC, Slip (circulation receipt) or the Librarian (Staff)
3307 - Choose the library this news item will show for
3309 - Choose a title for your entry
3311 - Using the publication and expiration date fields you can control
3312 from which date and for how long your news item appears
3314 - Examples: (these assume today's date as 07-May-2015)
3316 - Publish on current date: set publication date as 07-May-2015
3318 - Schedule for publishing in future: set date later than
3321 - Backdate the news item: set date earlier than 07-May-2015
3323 - 'Appear in position' lets you decide what order your news items
3326 - The 'News' box allows for the use of HTML for formatting of your
3329 - After filling in all of the fields, click 'Submit'
3331 - News in the OPAC will appear above the
3332 :ref:`OpacMainUserBlock`
3336 - Below the news in the OPAC there will be an RSS icon allowing you
3337 to subscribe to library news
3341 - News in the Staff Client will appear on the far left of the screen
3345 - News on the circulation receipts will appear below the items that are
3350 - Depending on your choice for the
3351 :ref:`NewsAuthorDisplay` preference you will also
3352 see the person who created the news item (this uses the logged in
3355 .. _task-scheduler-label:
3358 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3360 - *Get there:* More > Tools > Additional Tools > Task Scheduler
3362 The task scheduler is a way to schedule reports to run whenever you
3365 To schedule a task, visit the Task Scheduler and fill in the form
3369 - Current Server Time shows the time on your server (schedule all of
3370 your reports to run based on that time - not on your local time)
3372 - Time should be entered as hh:mm (2 digit hour, 2 digit minute)
3374 - Date should be entered using the calendar pop up
3376 - From Report choose the report you want to schedule
3378 - Choose whether to receive the text of or a link to the results
3380 - In the Email filed enter the email of the person you want to receive
3383 Below the task scheduler form, there is a list of scheduled reports
3387 You can also schedule reports directly from the list of saved reports by
3388 clicking the 'Schedule' link
3392 .. _troubleshooting-label:
3395 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3397 Task scheduler will not work if the user the web server runs as doesn't
3398 have the permission to use it. To find out if the right user has the
3399 permissions necessary, check /etc/at.allow to see what users are in it.
3400 If you don't have that file, check etc/at.deny. If at.deny exists but is
3401 blank, then every user can use it. Talk to your system admin about
3402 adding the user to the right place to make the task scheduler work.
3404 .. _quote-of-the-day-(qotd)-editor-label:
3406 Quote of the Day (QOTD) Editor
3407 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3409 - *Get there:* More > Tools > Additional Tools > Edit quotes for QOTD
3412 This tool will allow you to add and edit quotes to show on the OPAC if
3413 you're using the Quote of the Day (QOTD) feature.
3415 To turn this feature on set the :ref:`QuoteOfTheDay`
3416 preference to 'Enable and add at least one quote via the Quote of the
3417 Day Editor. Once these steps are complete you will see your quotes above
3418 the :ref:`OpacMainUserBlock` in the OPAC:
3422 .. _add-a-quote-label:
3425 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
3429 - Click the 'Add quote' button in the toolbar and an empty quote entry
3430 will be added to the end of the current quote list.
3436 Both the 'Source' and the 'Text' fields must be filled in in
3437 order to save the new quote.
3441 - When finished filling in both fields, press the <Enter> key on your
3442 keyboard to save the new quote.
3444 - The list will update and the new quote should now be visible in the
3449 You may cancel the addition of a new quote any time prior to saving
3450 it simply by pressing the <Esc> key on your keyboard.
3452 .. _edit/delete-a-quote-label:
3455 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3457 Once the current quote pool has been loaded into the editing table, you
3458 may edit the quote source and text.
3460 - Edit either the 'Source' or 'Text' fields by clicking on the desired
3465 - When you are finished editing a field, press the <Enter> key on your
3466 keyboard to save the changes.
3468 The list will be updated, the edits saved, and visible.
3470 If you'd like you can also delete quote(s).
3472 - Select the quote(s) you desire to delete by clicking on the
3473 corresponding quote id.
3475 - Once quote selection is finished, simply click the 'Delete quote(s)'
3478 - You will be prompted to confirm the deletion.
3480 - After confirming the deletion, the list will update and the quote(s)
3481 will no longer appear.
3483 .. _import-quotes-label:
3486 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3488 If you'd like you can import a batch of quotes as a CSV file. Your file
3489 must contain two columns in the form: "source","text" with no header
3494 You will be prompted to confirm upload of files larger than 512KB.
3496 - To start the import process click the 'Import quotes' button at the
3501 - Once on the import quotes screen you can browse your computer for the
3502 file you would like to import
3506 - After selecting the CSV file, click the 'Open' button and the file
3507 will be uploaded into a temporary editing table.
3511 - From the listing you can edit either the 'Source' or 'Text' fields by
3512 clicking on the desired field. When you are finished editing a field,
3513 press the <Enter> key on your keyboard to save the changes.
3517 - You can also delete quotes from this listing before completing the
3520 - Select the quote(s) you desire to delete by clicking on the
3521 corresponding quote id.
3525 - Once quote selection is finished, simply click the 'Delete
3530 - You will be prompted to confirm the deletion.
3534 - After confirming the deletion, the list will update and the
3535 quote(s) will no longer appear.
3537 - Once you are satisfied with the quotes, click the 'Save quotes'
3538 button in the toolbar at the top and the quotes will be saved.
3545 ~~~~~~~~~~~~~~~~~~~~~~~~
3547 - *Get there:* More > Tools > Additional Tools > Upload
3549 This tool will allow you to upload files to your Koha system for
3550 selection from the :ref:`Cataloging form <attaching-files-to-records-label>`.
3552 .. _upload-files-label:
3555 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3557 When you first visit the Upload tool you might see a warning about
3562 Categories are defined in the :ref:`authorized value <authorized-values-label>`
3563 in the UPLOAD category. If you do not have upload categories then your
3564 files will be temporary and will be deleted the next time the server is
3565 rebooted. Once you have a value in the UPLOAD authorized value category
3566 you will see a Category pull down below the 'Browse' button.
3570 Browse your computer a file, choose a category and decide if the public
3571 will be able to download this file via the OPAC. Once your file is
3572 uploaded you will be presented with a confirmation.
3576 .. _search-files-label:
3579 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3581 All uploaded files are searchable from below the upload form. Using the
3582 form you can search any part of the filename and/or the Hashvalue.Search
3585 You will be presented with the results of your search.
3590 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3592 - *Get there:* More > Tools > Additional Tools > Access files
3594 This option allows access to files stored on the server from the staff interface.
3595 The directories where the files are stored need to be defined in the koha-conf.xml
3596 file. In order to be able to access the tool, a staff patron requires the superlibrarian
3597 or access_files patron permission