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.
52 Once you have all of the patrons you would like to add you can click the
53 'Add patrons' button to save them to the list.
57 .. _Patron-clubs-label:
60 ~~~~~~~~~~~~~~~~~~~~~~~~
62 - *Get there:* More > Tools > Patrons and Circulation > Patron clubs
64 Patron clubs create clubs which patrons may be enrolled in. It is
65 useful for tracking summer reading programs, book clubs and other such clubs.
68 Staff will need permission to edit clubs, templates and enroll patrons. Go
69 to your staff members account tab and click on the More drop down menu.
70 Select Set Permissions and make sure patron clubs have checkmarks next to
71 each of the functions you want your staff to have. Remember if your staff
72 is a superlibrarian, they will have the permission.
74 Creating a new club template
75 Here you can add fields that can be filled out at the time a new club is
76 created based on the template, or a new enrollment is created for a given club
77 based on the template. Click on the New Club template button
79 Name is required. This could be something like Adult Book Club, Children’s
80 Book Club or Summer Reading Program. Remember these templates will be starting
81 point for each club you create.
83 Description can be any additional information
85 Allow Public Enrollment: if this box is checked it will allow patrons to enroll
86 in a club based on this template from the OPAC
88 Require valid email address: if this box is checked only patrons with a patrons
89 with a valid email address can enroll. So they will need a email address
92 The library drop down gives you the flexibility to enroll patrons from specific
93 branches. If you let it set to blank, all branches will be able to enroll.
95 Club Fields: these fields will be used when creating a club based on this
96 template you can connect authorized values here
97 Enrollment Fields: you can add any additional fields you want to have filled
98 out by your patrons like you can connect authorized values here.
100 Creating a new club based on a template
101 Here you can add information about a new club using a template you created.
102 Click on the New Club dropdown menu and select the template you want to use.
104 Name is required, this will be the name of the specific club using the
105 template you created. For example, if I used my Kids Club template, I can
106 create Kids Club 2017
108 Description – any additional information
110 Start and End date will depict when this club runs, the entire duration
111 of the club. Once the club expires, it will be removed from the OPAC for users
112 to enroll if that option is selected.
114 The library drop down gives you the flexibility to enroll patrons from specific
115 branches. If you let it set to blank, all branches will be able to enroll.
117 Enrolling a patron in a club
118 pull up a patron account
119 click on the checkout tab on the left hand side
120 click on the tab for club
121 add the patron to the selected club by selecting the enroll button
122 you can also cancel enrollment by clicking on the cancel enrollment
127 ~~~~~~~~~~~~~~~~~~~~~~~~
129 - *Get there:* More > Tools > Patrons and Circulation > Comments
131 All comments added by patrons via the OPAC to bibliographic records
132 require moderation by the librarians. If there are comments awaiting
133 moderation they will be listed on the main page of the staff client
134 below the module list:
138 and next to the Comments tool on the Tools Module
142 To moderate comments click on the notification on the main dashboard or
143 go directly to the Comments Tool and click 'Approve' or 'Delete' to the
144 right of the comments awaiting moderation.
148 If there are no comments to moderate you will see a message saying just
153 You can also review and unapprove comments you have approved in the past
154 by choosing the 'Approved comments' tab
158 .. _patron-import-label:
161 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
163 - *Get there:* More > Tools > Patrons and Circulation > Import Patrons
165 The patron import tool can be used at any time to add patrons in bulk.
166 It is commonly used in universities and schools when a new batch of
169 .. _creating-patron-file-label:
172 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
174 Your Koha installation comes with a blank CSV file that you can use as a
175 template for your patron records. If you would like to create the file
176 yourself, make sure that your file has the following fields in this
177 order as the header row:
179 cardnumber, surname, firstname, title, othernames, initials,
180 streetnumber, streettype, address, address2, city, state, zipcode,
181 country, email, phone, mobile, fax, emailpro, phonepro, B\_streetnumber,
182 B\_streettype, B\_address, B\_address2, B\_city, B\_state, B\_zipcode,
183 B\_country, B\_email, B\_phone, dateofbirth, branchcode, categorycode,
184 dateenrolled, dateexpiry, gonenoaddress, lost, debarred,
185 debarredcomment, contactname, contactfirstname, contacttitle,
186 guarantorid, borrowernotes, relationship, ethnicity, ethnotes, sex,
187 password, flags, userid, opacnote, contactnote, sort1, sort2,
188 altcontactfirstname, altcontactsurname, altcontactaddress1,
189 altcontactaddress2, altcontactaddress3, altcontactstate,
190 altcontactzipcode, altcontactcountry, altcontactphone, smsalertnumber,
191 privacy, patron\_attributes
195 The 'password' should be stored in plaintext, and will be converted
198 If your passwords are already encrypted, talk to your systems
199 administrator about options
203 Date formats should match your :ref:`system preference <dateformat-label>`,
204 and must be zero-padded, e.g. '01/02/2008'.
208 The fields 'branchcode', 'categorycode' and all fields you have
209 defined in the :ref:`BorrowerMandatoryField`
210 preference are required and must match valid entries in your
215 If loading :ref:`patron attributes <patron-attribute-types-label>`, the
216 'patron\_attributes' field should contain a comma-separated list of
217 attribute types and values.
219 - The attribute type code and a colon should precede each value.
221 - For example: "INSTID:12345,BASEBALL:Cubs"
223 - This field must be wrapped in quotes if multiple values are
226 - Since values can contain spaces, additional doubled-quotes may
229 - "INSTID:12345,BASEBALL:Cubs,""BASEBALL:White Sox"""
231 - When replacing a patron record, any attributes specified in
232 the input file replace all of the attribute values of any type
233 that were previously assigned to the patron record.
235 .. _importing-patrons-label:
238 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
240 Once you have created your file, you can use the Patron Import Tool to
241 bring the data into Koha.
243 - Choose your CSV file
247 - Choose to match on 'Cardnumber' or 'Username' to prevent adding of
248 duplicate card numbers to the system
252 - Next you can choose default values to apply to all patrons you are
255 - ex. If you're importing patrons specific to one branch you can use
256 the field on the Import form to apply the branch code to all those
259 - Finally you need to decide on what data you want to replace if there
264 - A matching record is found using the field you chose for matching
265 criteria to prevent duplication
267 - If you included patron attributes in your file you can decide
268 whether to add your values to existing values or erase existing
269 values and enter only your new values.
271 .. _notices-&-slips-label:
274 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
276 - *Get there:* More > Tools > Patrons and Circulation > Notices & Slips
278 All notices and circulation receipts (or slips) generated by Koha can be
279 customized using the Notices & Slips Tool. The system comes with several
280 predefined templates that will appear when you first visit this tool.
284 Each notice can be edited, but only a few can be deleted, this is to
285 prevent system errors should a message try to send without a template.
286 Each notice and slip can be edited on a per library basis, by default
287 you will see the notices for all libraries.
289 If you have a style you'd like applied to all slips you can point the
290 :ref:`SlipCSS` preference to a stylesheet. The same is true for
291 notices, using the :ref:`NoticeCSS` preference to define a
294 You will also want to review the `Customising Notices and Slips
295 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
296 wiki page for more information on formatting these notices.
298 .. _adding-notices-&-slips-label:
300 Adding Notices & Slips
301 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
303 To add a new notice or slip
309 - Choose which library this notice or slip is for
313 Not all notices can be branch specific for more information
314 review the `Customising Notices and Slips <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
317 - Choose the module this notice is related to
319 - The Code is limited to 20 characters
323 When working with the overdue notices you want each notice at
324 each branch to have a unique code. Think about using the
325 branch code in front of the notice code for each branch.
327 - Use the name field to expand on your Code
331 With overdue notices, be sure to put your branch name in the
332 description as well so that it will be visible when setting up
333 your :ref:`triggers <overdue-notice/status-triggers-label>`.
335 - Next you can customize the notice for every possible delivery method
337 - Every notice should have an Email template set for it
341 - If you're using the
342 :ref:`TalkingTechItivaPhoneNotification`
343 service you can set up a Phone notification
347 - If you plan on printing this notice you can set the Print template
352 - If you have enabled SMS notices with the
353 :ref:`SMSSendDriver <smssenddriver,-smssendusername,-and-smssendpassword-label>` preference you can set the text
354 for your SMS notices next
358 - Each notice offers you the same options
360 - If you plan on writing the notice or slip in HTML check the 'HTML
361 Message' box, otherwise the content will be generated as plain
364 - Message Subject is what will appear in the subject line of the
367 - In the message body feel free to type whatever message you feel is
368 best, use the fields on the left hand side to enter individualized
369 data from the from database.
373 Review the `Customising Notices and Slips <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
374 wiki page for more information.
378 Overdue notices can use <<items.content>> tags by
379 themselves, or use <item></item> to span all of the tags.
380 Learn more about the :ref:`Overdue Notice
381 Markup <overdue-notice-markup-label>`
383 - On overdue notices make sure to use <<items.content>>
384 tags to print out the data related to all items that are
387 - The other option, only for overdue notices, is to use
388 the <item></item> tags to span the line so that it will
389 print out multiple lines One example for the
390 <item></item> tag option is:
392 <item>"<<biblio.title>>" by <<biblio.author>>,
393 <<items.itemcallnumber>>, Barcode: <<items.barcode>> ,
394 Checkout date: <<issues.issuedate>>, Due date:
395 <<issues.date\_due>> Fine: <<items.fine>> Due date:
396 <<issues.date\_due>> </item>
400 Only the overdue notices take advantage of the
401 <item></item> tags, all other notices referencing items
402 need to use <<items.content>>
406 To add today's date you can use the <<today>> syntax
410 If you don't want to print the patron's full name on your
411 slips or notice you can enter data in the Other name or
412 Initials field for each patron and use that value instead.
414 .. _overdue-notice-markup-label:
416 Overdue Notice Markup
417 '''''''''''''''''''''''''''''''''''''''''
419 When creating your overdue notices there are two tags in addition to the
420 various database fields that you can use in your notices. You will also
421 want to review the `Customising Notices and Slips
422 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
423 wiki page for information on formatting item information in these notices.
427 These new tags only work on the overdue notices, not other
428 circulation related notices at this time.
430 These tags are <item> and </item> which should enclose all fields from
431 the biblio, biblioitems, and items tables.
433 An example of using these tags in a notice template might be like:
437 The following item(s) is/are currently overdue:
439 <item>"<<biblio.title>>" by <<biblio.author>>, <<items.itemcallnumber>>, Barcode: <<items.barcode>> Fine: <<items.fine>></item>
441 Which, assuming two items were overdue, would result in a notice like:
445 The following item(s) is/are currently overdue:
447 "A Short History of Western Civilization" by Harrison, John B, 909.09821 H2451, Barcode: 08030003 Fine: 3.50
448 "History of Western Civilization" by Hayes, Carlton Joseph Huntley, 909.09821 H3261 v.1, Barcode: 08030004 Fine: 3.50
450 .. _existing-notices-&-slips-label:
452 Existing Notices & Slips
453 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
455 Among the default notices are notices for several common actions within
456 Koha. All of these notices can be customized by altering their text via
457 the Notices & Slips tool and their style using the
458 :ref:`NoticeCSS` preference to define a stylesheet. You will
459 also want to review the `Customising Notices and Slips
460 <https://wiki.koha-community.org/wiki/Customising_Notices_and_Slips>`_
461 wiki page for information on formatting item
462 information in these notices. Here are some of what those notices do:
466 - Sent to patrons when their account is set up if the
467 :ref:`AutoEmailOPACUser <autoemailopacuser-label>` preference is set to
470 - *Important:* The notice will only be sent correctly if a username,
471 password and email address is added to the patron record before
472 saving it for the first time.
473 The notice can't be resend or triggered again after the patron account
476 - ACQCLAIM (Acquisition claim)
478 - Used for claiming orders in the aquisitions module
480 - ACQCLAIM is the code of the sample notice, but it's possible to define
481 several notices choosing any code. Only the module 'Claim
482 aquisition' will be taken into account. All notices with this module
483 will appear in the pull down on the late orders page.
485 - *Get there:* More > Acquisitions > Late orders
487 - This notice is sent if several criteria are met:
489 #. The staff patron triggering the email has a valid email address.
491 #. The vendor contact marked as 'Contact about late orders?' has
492 a valid email address.
494 - ACQORDER (Acquisition order)
496 - Used in the acquisitions module to send order information to the vendor
498 - The notice is triggered manually from the basket summary page using
499 the 'Email order' button in the toolbar.
501 - This notice is sent if several criteria are met:
503 #. The staff patron triggering the email has a valid email address.
505 #. The vendor contact marked as 'Primary acquisitions contact' and
506 'Contact when ordering' has a valid email address.
508 - ACQ_NOTIF_ON_REVEIV
510 - Used in the acquisition module to inform patrons on receiving orders
511 they have been added to.
515 - This notice is sent to the patron when an article request is cancelled
520 - This notice is sent to the patron when an article request is marked
521 as completed by staff.
525 - This notice is sent to the patron when an article request has been
526 made in order to confirm the request.
530 - This notice is sent to the patron when an article request is marked
531 as being processed by staff.
535 - This notice is sent as the 'Check in' notice for all items that
538 - This notice is used if two criteria are met:
541 :ref:`EnhancedMessagingPreferences`
544 2. The patron has requested to receive this notice
546 - *Get there:*\ OPAC > Login > my messaging
548 - *Get there:*\ Staff Client > Patron Record >
553 - This notice is sent as the 'Check out' notice for all items that
556 - This notice is used if two criteria are met:
559 :ref:`EnhancedMessagingPreferences`
562 2. The patron has requested to receive this notice
564 - *Get there:*\ OPAC > Login > my messaging
566 - *Get there:*\ Staff Client > Patron Record >
571 - This notice is sent as the 'Item due' for an item is due
573 - This notice is used if two criteria are met:
576 :ref:`EnhancedMessagingPreferences`
579 2. The patron has requested to receive this notice
581 - *Get there:*\ OPAC > Login > my messaging
583 - *Get there:*\ Staff Client > Patron Record >
588 - This notice is sent as the 'Item due' for all items that are due
590 - This notice is used if two criteria are met:
593 :ref:`EnhancedMessagingPreferences`
596 2. The patron has requested to receive this notice as a digest
598 - *Get there:*\ OPAC > Login > my messaging
600 - *Get there:*\ Staff Client > Patron Record >
603 - HOLD (Hold Available for Pickup)
605 - This notice is used if two criteria are met:
608 :ref:`EnhancedMessagingPreferences`
611 2. The patron has requested to receive this notice
613 - *Get there:*\ OPAC > Login > my messaging
615 - *Get there:*\ Staff Client > Patron Record >
618 - When this notice references the branches table it is referring to
619 the pickup branch information.
621 - HOLDPLACED (a notice to the library staff that a hold has been
624 - This notice requires the
625 :ref:`emailLibrarianWhenHoldIsPlaced`
626 system preference to be set to 'Enable'
628 - When this notice references the branches table it is referring to
629 the pickup branch information.
633 - This notice can be sent to patrons to warn them that their cards
636 - Requires that you have the
637 :ref:`MembershipExpiryDaysNotice` set
638 and the :ref:`related cron job <notify-patrons-of-expiration-label>` set.
640 - ODUE (Overdue Notice)
642 - This notice is used to send Overdue Notices to Patrons
644 - See a `Sample Overdue Notice <#samplenotice>`__
646 - Requires that you set :ref:`Overdue Notice/Status
647 Triggers <overdue-notice/status-triggers-label>`
651 - This notice is sent as the 'Advanced notice' for an item is due
653 - This notice is used if two criteria are met:
656 :ref:`EnhancedMessagingPreferences`
659 2. The patron has requested to receive this notice
661 - *Get there:*\ OPAC > Login > my messaging
663 - *Get there:*\ Staff Client > Patron Record >
668 - This notice is sent as the 'Advanced notice' for all items that
671 - This notice is used if two criteria are met:
674 :ref:`EnhancedMessagingPreferences`
677 2. The patron has requested to receive this notice as a digest
679 - *Get there:*\ OPAC > Login > my messaging
681 - *Get there:*\ Staff Client > Patron Record >
686 - This notice is sent as the 'Check out' notice for all items that
689 - This notice is used if three criteria are met:
692 :ref:`EnhancedMessagingPreferences`
695 2. The :ref:`RenewalSendNotice` preference is
698 3. The patron has requested to receive the checkout notice
700 - *Get there:*\ OPAC > Login > my messaging
702 - *Get there:*\ Staff Client > Patron Record >
705 - SERIAL_ALERT (New serial issue)
707 - Notice used in the serials module to notify patrons/staff
708 of new issues of a serial. SERIAL_ALERT (RLIST in older verisons)
709 is provided as a sample notice, but the notice code can be chosen
710 freely as only the module is taken into account. Multiple notices
713 - *Get there:* More > Serials > :ref:`New
714 Subscription <add-a-subscription-label>`
716 - You have the option to select the notice used to inform the patron
717 about a received serial issue for a subscription. Choose from the
718 'Patron notification' drop down.
720 - If a notice has been selected for a subscription, patrons can
721 subscribe to the email notification from the subscription tab
722 in the detail view in the OPAC.
726 Notice also that if you'd like to notify patrons of new serial
727 issues, you can click on 'define a notice' which will take you
728 to the 'Notices' tool
732 - Used to notify a patron when another patron has accepted their
735 - Requires that you set
736 :ref:`OpacAllowSharingPrivateLists`
741 - Used to notify a patron that another patron would like to share a
744 - Requires that you set
745 :ref:`OpacAllowSharingPrivateLists`
750 - Used to notify a staff member if a purchase suggestion has been
751 moved to the fund they manage
754 :ref:`notice\_unprocessed\_suggestions <email-suggestions-to-process-label>` cron job
756 There are also a set of predefined slips (or receipts) listed on this
757 page. All of these slips can be customized by altering their text via
758 the Notices & Slips tool and their style using the
759 :ref:`SlipCSS` preference to define a stylesheet. Here is what
760 those slips are used for:
764 - Used to print a slip for an article request
766 - The slip or receipt can be printed manually when managing article
767 requests from the staff interface.
769 - *Get there:* Circulation > Article requests > Actions > Print slip
773 - Used to print the quick slip in circulation
775 - The quick slip only includes items that were checked out today
779 - Used to print a full slip in circulation
781 - The slip or receipt will show items checked out today as well as
782 items that are still checked out
786 - Used to print a holds slip
788 - The holds slip is generated when a hold is confirmed and set to
793 - Used to print an overdues slip
795 - The overdues slip can be generated manually using the 'print' menu
796 in the patron account in staff. It will show all items overdue.
800 - Used to print a transfer slip
802 - The transfer slip is printed when you confirm a transfer from one
803 branch to another in your system
805 .. _overdue-notice/status-triggers-label:
807 Overdue Notice/Status Triggers
808 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
810 - *Get there:* More > Tools > Patrons and Circulation > Overdue
811 Notice/Status Triggers
813 In order to send the overdue notices that you defined using the
814 :ref:`Notices <notices-&-slips-label>` tool, you need to first set the triggers to have
819 In order to have overdue notices sent to your patrons, you need to
820 :ref:`set that patron category <adding-a-patron-category-label>` to require overdue
825 Depending on the value of your
826 :ref:`OverdueNoticeCalendar` preference the
827 delay may or may not include days the library is closed based on the
828 :ref:`holiday calendar <calendar-label>`.
830 The Overdue Notice/Status Triggers tool gives the librarian the power to
831 send up to three notices to each patron type notifying them of overdue
836 - Delay is the number of days after an issue is due before an action is
841 If you want Koha to trigger an action (send a letter or
842 restrict member), a delay value is required.
844 - To send additional notices, click on the tabs for 'Second' and
847 - If you would like to prevent a patron from checking items out because
848 of their overdue items, check the 'Restrict' box, this will put a
849 notice on the patron's record at checkout informing the librarian
850 that the patron cannot check out due to overdue items.
852 - If you choose to restrict a patron in this way you can also have
853 Koha automatically remove that restriction with the
854 :ref:`AutoRemoveOverduesRestrictions`
857 - Next you can choose the delivery method for the overdue notice. You
858 can choose from Email, Phone (if you are using the :ref:`iTiva Talking
859 Tech service <talkingtechitivaphonenotification-label>`), Print and SMS
860 (if you have set your :ref:`SMSSendDriver <smssenddriver,-smssendusername,-and-smssendpassword-label>`).
864 The Feed option is not yet a feature in Koha, it is there for
867 - See a `Sample Overdue Notice <#samplenotice>`__
869 .. _patron-card-creator-label:
872 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
874 - *Get there:* More > Tools > Patron Card Creator
876 The Patron Card Creator allow you to use layouts and templates which you
877 design to print your custom patron cards on your printer. Here are some
878 of the features of the Patron Card Creator module:
880 - Customize patron card layouts with text retrieved from the Koha
883 - Design custom card templates for printed patron cards (to match the
886 - Build and manage batches of patron cards to print
888 - Export (as PDF) single or multiple batches to print
890 - Export (as PDF) single or multiple patron cards from within a batch
892 .. _patron-card-layouts-label:
895 ^^^^^^^^^^^^^^^^^^^^^^^^^^
897 - *Get there:* More > Tools > Patron Card Creator > Manage > Layouts
899 A layout defines the text and images that will be printed on to the card
900 and where it will appear.
904 Up to three lines of text, the patron's number in barcode
905 representation and up to two images can be printed on to the card.
907 .. _patron-add-a-layout-label:
910 '''''''''''''''''''''''''''''''''
912 If you have no layouts defined, you will add a new layout by clicking
913 the 'New' button and choosing 'Layout'.
917 You may also choose to press 'Manage layout' on the left side. Here you
918 are offered a list of available layouts you can select for editing. But
919 at the top of the page there is still the 'New layout' button.
923 - The name you assign to the layout is for your benefit, name it
924 something that will be easy to identify at a later date
926 - The Units pull down is used to define what measurement scale you're
927 going to be using for your layout.
933 A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch
934 is 25.4 SI Millimeters
936 - Next note if this layout is for the front or the back of the patron
941 You will need a layout for both the front and back of your
942 card if you have 2-sided library cards, this option doesn't
943 allow you to print two sided cards, just lets you track which
944 side of the card you're designing.
946 - You have the option of adding up to 3 lines of text to your card.
947 Your text can be static text of your choosing and/or fields from the
948 patron record. If you want to print fields from the patron record you
949 want to put the field names in brackets like so - <firstname>
953 A full list of field names can be found in the database schema
954 at http://schema.koha-community.org
956 - For each line of text, you can choose your font, font size and the
957 location of the text on the card using the lower X and Y coordinates
959 - In order to show the barcode and the patron card number you will need
960 to check the 'Print Card Number as Barcode' option. This will turn
961 the patron card number into a barcode. If you want the number to
962 print in human readable format you will need to check the 'Print Card
963 Number as Text Under Barcode' option.
965 - Finally you can choose up to two images to print on the card.
967 - One can be the :ref:`patron image <upload-patron-images-label>` which you
968 can resize to meet your needs.
970 - The other image can be something like a library logo or symbol
971 that you uploaded using the ':ref:`Manage
972 Images <manage-images-label>`' module of the Patron Card Creator
977 It is the designers responsibility to define textlines, barcode and
978 images such that overlap is avoided.
980 After saving, your layouts will appear on the 'Manage layouts' page.
984 .. _patron-templates-label:
987 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
989 - *Get there:* More > Tools > Patron Card Creator > Manage > Card
992 A template describes the arrangement of labels on the label sheet/card
993 stock you are using. This might be Avery 5160 for address labels,
994 Gaylord 47-284 for spine labels or Avery 28371 for your patron cards,
995 just to give a couple of examples. All of the information you will need
996 for setting up a template may be on the packaging, and if not it can
997 usually be found on the vendor's website or can be measured from a
1000 .. _patron-add-a-template-label:
1003 '''''''''''''''''''''''''''''''''''''
1005 To add a new template click on the 'New template' button at the top of
1006 your page which brings you to the Edit template form immediately. You
1007 may also choose to press 'Manage templates' on the left side. Here you
1008 are offered a list of available templates you can select for editing.
1009 But in the top of the page there is still the 'New template' button.
1013 Using the form that appears after pressing either 'Edit' or 'New
1014 template'you can define the template for your sheet of labels or cards.
1018 - Template ID is simply a system generated unique id
1020 - Template Code should be the name of this template to identify it on a
1023 - You can use the Template Description to add additional information
1026 - The Units pull down is used to define what measurement scale you're
1027 going to be using for the template.
1033 A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch
1034 is 25.4 SI Millimeters
1036 - The measurements (page height, page width, card width, card height)
1037 may be on the packaging, and if not it can usually be found on the
1038 vendor's website or can be measured from a sample sheet.
1040 - A profile is a set of "adjustments" applied to a given template just
1041 prior to printing which compensates for anomalies unique and peculiar
1042 to a given printer (to which the profile is assigned).
1044 - Before defining a profile try printing some sample cards so that
1045 you can take measurements to define a profile to perform the right
1046 adjustments for your printer/template combination.
1048 - After finding and documenting any anomalies in the printed
1049 document, then you can :ref:`create a profile <patron-add-a-profile-label>` and
1050 assign it to the template.
1054 Do not specify a profile unless needed, i.e. do not click to
1055 define a printer profile. It is not possible to remove a
1056 profile from a template but you can switch to another profile.
1060 If you are using different printers you may be required to
1061 define several templates that are identical only different
1062 profiles are specified.
1064 After saving, your templates will appear on the 'Manage templates' page.
1068 .. _patron-profiles-label:
1071 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1073 - *Get there:* More > Tools > Patron Card Creator > Manage > Profiles
1075 A profile is a set of "adjustments" applied to a given
1076 :ref:`template <patron-templates-label>` just prior to printing which compensates
1077 for anomalies unique and peculiar to a given printer. This means if you
1078 set a template up and then print a sample set of data and find that the
1079 items are not all aligned the same on each card, you need to set up a
1080 profile for each printer (or even different tray selections on the same
1081 printer) to make up for the differences in printing styles, such as the
1082 shifting of text to the left, right, top or bottom.
1084 If your cards are printing just the way you want, you will not need a
1087 .. _patron-add-a-profile-label:
1090 '''''''''''''''''''''''''''''''''''
1092 To add a new profile, you want to click on the 'Profiles' button at the
1093 top of your page and choose 'New Profile'
1097 To add a new profile, you want to click on the 'New profile' button at
1098 the top of your page. Using the form that appears you can define the
1099 values to correct the card misalignments on your label sheet. You may
1100 also choose 'Manage profiles' on the left side and select one of the
1101 currently available profiles for editing.
1105 - The Printer Name and Paper Bin do not have to match your printer
1106 exactly, they are for your reference so you can remember what printer
1107 you have set the profile for.
1111 For example: if you want to use the Printer model number in
1112 printer name you can, or you can call it 'the printer on my
1115 - Template will be filled in once you have chosen which template to
1116 apply the profile to on the :ref:`template edit form <patron-add-a-template-label>`
1118 - The Units pull down is used to define what measurement scale you're
1119 going to be using for your profile.
1125 A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch
1126 is 25.4 SI Millimeters
1128 - Offset should be used when the entire image is off center either
1129 vertically or horizontally. Creep describes a condition where the
1130 distance between the labels changes across the page or up and down
1133 - For offset and creep values, negative numbers move the printed
1134 information up and to the left on the printed sheet and positive
1135 numbers move down and to the right
1137 - Example: the text is printed 0 .25" from the left edge of the
1138 first label, 0 .28" from the left edge of the second label and 0
1139 .31" from the left edge of the third label. This means the
1140 horizontal creep should be set to (minus) -0.03 " to make up for
1143 After saving, your profiles will appear on the 'Manage Printer Profiles'
1148 Once you have saved your new profile, you can return to the list of
1149 templates and choose to edit the template that this profile is for.
1151 .. _patron-batches-label:
1154 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1156 - *Get there:* More > Tools > Patron Card Creator > Manage > Card
1159 A batch is a collection of patrons for whom you want to generate cards.
1161 .. _patron-add-a-batch-label:
1164 '''''''''''''''''''''''''''''''
1166 To add a new batch, you want to click on the 'New batches' button at the
1167 top of your page. Choosing the menu item 'Manage batches' on the left a
1168 list of already defined batches is displayed. In this display you can
1169 either select a batch for editing or add a new batch.
1173 For a new batch a message pops up and directs you to select patrons to
1174 be processed in this batch.
1178 After choosing the 'Add item(s)' button the Patron Search window pops
1183 From here you can search for patrons to add to your batch by any part of
1184 their name, their category and/or library. Entering \* in the search box
1185 will display all the patrons.
1189 From the results you can add patrons to the batch by clicking the 'Add'
1190 button. After adding patrons from the results you can start over and
1191 perform another search or click 'Close' at the bottom of the screen to
1192 indicate that you are done. You will then be presented with your
1196 If you are satisfied with your batch you can proceed to export. If you
1197 want to correct or even delete that batch the buttons to do so can be
1198 found at the top of your screen. You can always come back here through
1199 the 'Manage > Card batches' button.
1201 If you would like to export all patron cards you can click 'Export card
1202 batch' otherwise you can choose specific patrons to print cards for by
1203 checking the box to the right of their names and then choose 'Export
1204 selected card(s)' at the top.
1206 The export menu will ask you to choose a template, a layout and starting
1207 position (where on the sheet should printing begin).
1211 For the starting position if the first 6 labels have already been
1212 used on your sheet you can start printing on label in position 7 on
1213 the sheet. The labels are numbered left to right from top to bottom.
1217 Once you click 'Export' you will be presented with a PDF of your labels
1222 When you open the PDF you will see the cards for printing
1226 The above image shows a layout that is made up of two textlines. The
1227 first one is just plain text, the second one is composed of the
1228 <firstname> <surname> fields. A patron image is printed (if available)
1229 and the barcode of patrons number is displayed in code 39. All this is
1230 printed on a template with three columns and 8 rows using position 1-3
1231 here. When printing this PDF please take care that your printer doesn't
1232 rescale the PDF (e.g do not fit to paper size) otherwise the printer
1233 will not be able to print to the right place per your templates.
1235 .. _manage-images-label:
1238 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1240 - *Get there:* More > Tools > Patron Card Creator > Manage > Images
1242 Images uploaded using this tool will appear on the menu when creating
1243 :ref:`patron card layouts <patron-card-layouts-label>`. You are limited in how many
1244 images you can upload (not counting patron images) by the
1245 :ref:`ImageLimit` system preference.
1249 Images must be under 500k in size.
1253 Pictures uploaded with this tool should be at least 300dpi which is
1254 the minimum quality for a printable image.
1256 In the center of the screen is a simple upload form, simply browse for
1257 the file on your computer and give it a name you'll recognize later.
1261 Once the file is uploaded you will be presented with a confirmation
1266 And the image will be listed with all of your others on the right hand
1271 To delete one or multiple of these images, click the checkbox to the
1272 right of each image you want to delete and click the 'Delete' button.
1274 .. _patrons-(anonymize,-bulk-delete)-label:
1276 Patrons (anonymize, bulk-delete)
1277 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1279 - *Get there:* More > Tools > Patrons and Circulation > Patrons
1280 (anonymize, bulk-delete)
1282 This tool allows you to bulk anonymize circulation histories (this means
1283 that you keep records of how many times items were checked out - but not
1284 the patrons who checked the items out) or bulk delete patrons (remove
1285 them from the system completely).
1289 Patrons with outstanding fines or items checked out are not saved.
1290 They are not completely removed from the system (they are only moved
1291 to the delete\_borrowers table), but this tool does not provide as
1292 many checks as one may desire.
1296 Before using this tool it is recommended that you backup your
1297 database. Changes made here are permanent.
1301 The anonymization will fail quietly if
1302 :ref:`AnonymousPatron` preference does not contain a
1307 To either delete or anonymize patrons
1309 - Check the 'Verify' box on the task you would like to complete (Delete
1312 - Enter a date before which you want to alter the data
1314 - If deleting patrons you can also choose to find patrons who
1316 - have not borrowed since a specific date
1318 - have accounts that will expire before a specific date
1320 - are in a specific :ref:`patron category <patron-categories-label>`
1322 - are in a :ref:`patron list <patron-lists-label>`
1326 - A confirmation will appear asking if you're sure this is what you
1331 - Clicking 'Finish' will delete or anonymize your data
1335 .. _batch-patron-modification-label:
1337 Batch patron modification
1338 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1340 - *Get there:* More > Tools > Patrons and Circulation > Batch patron
1343 With this tool you can make edits to a batch of patron records. Simply
1344 load in a file of cardnumbers (one per line), choose from a :ref:`list of
1345 patrons <patron-lists-label>` or scan patron card numbers in to the box
1350 Once you have the file loaded or the barcodes scanned click 'Continue.'
1351 You will be presented with a list of the patrons and the changes you can
1356 To the left of each text box there is a checkbox. Clicking that checkbox
1357 will clear our the field values.
1361 If the field is mandatory you will not be able to clear the value in
1364 If you have multiple patron attributes you can change them all by using
1365 the plus (+) sign to the right of the text box. This will allow you to
1366 add another attribute value.
1370 Once you have made the changes you want, you can click 'Save' and Koha
1371 will present you with the changed patron records.
1373 .. _tag-moderation-label:
1376 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1378 - *Get there:* More > Tools > Patrons and Circulation > Tags
1380 Depending on your :ref:`tagging system preferences <tagging-label>`,
1381 librarians may need to approve tags before they are published on the
1382 OPAC. This is done via the Tag Moderation Tool. If there are tags
1383 awaiting moderation they will be listed on the main staff dashboard
1384 under the module labels:
1388 To moderate the tags visit the Tags tool. When first visiting the tool,
1389 you will be presented with a list of tags that are pending approval or
1390 rejection by a librarian
1394 - To see all of the titles this tag was added to simply click on the
1399 - From this list of titles you can remove a tag without outright
1400 rejecting it from being used in the future by clicking the 'Remove
1401 tag' button to the right of the title.
1403 - To approve a tag, you can either click the 'Approve' button in line
1404 with the term, or check all terms you want to approve and click
1405 'Approve' below the table.
1407 - To reject a tag, you can either click the 'Reject' button in line
1408 with the term, or check all terms you want to approve and click
1409 'Reject' below the table.
1411 Once a tag has been approved or rejected it will be moved to the
1412 appropriate list of tags. A summary of all tags will appear on the right
1417 Even though a tag is approved or rejected, it can still be moved to
1418 another list. When viewing approved tags each tag has the option to
1423 To check terms against the approved and rejected lists (and possibly
1424 against :ref:`the dictionary <tagsexternaldictionary-label>` you have assigned
1425 for tag moderation) simply enter the term into the search box on the
1426 bottom right of the screen to see the status of the term
1430 Finally you can find tags by using the filters on the left.
1434 .. _upload-patron-images-label:
1436 Upload Patron Images
1437 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1439 - *Get there:* More > Tools > Patrons and Circulation > Upload Patron
1442 Patron images can be uploaded in bulk if you are :ref:`allowing patron
1443 images <patronimages-label>` to be attached to patron records. These images
1444 can also be used when creating :ref:`patron cards <patron-card-creator-label>`.
1446 - Create a txt file and title it "DATALINK.TXT" or "IDLINK.TXT"
1448 - On each line in the text file enter the patron's card number followed
1449 by comma (or tab) and then the image file name
1453 - Make sure that your TXT file is a plain text document, not RTF.
1455 - Zip up the text file and the image files
1457 - Go to the Upload Patron Images Tool
1461 - For a single image, simply point to the image file and enter the
1464 - For multiple images, choose to upload a zip file
1466 - After uploading you will be presented with a confirmation
1472 There is a limit of 100K on the size of the picture uploaded and it
1473 is recommended that the image be 200x300 pixels, but smaller images
1476 .. _rotating-collections-label:
1478 Rotating Collections
1479 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1481 - *Get there:* More > Tools > Catalog > Rotating Collections
1483 Rotating Collections is a tool for managing collections of materials
1484 that frequently get shifted from library to library. It adds the ability
1485 to store not only an item's home library and current location but also
1486 information about where it is supposed to be transferred to next to
1487 ensure that all items in the collection are sent to the correct library.
1488 When an item in a rotating collection is checked in, library staff is
1489 notified that the item is part of a rotating collection and which branch
1490 it should be sent to if it is not at the correct one.
1494 The :ref:`AutomaticItemReturn` system preference
1495 must be set to "Don't automatically transfer items to their home
1496 library when they are returned" for Rotating Collections to function
1499 - To create a new rotating collection, click the "New Collection"
1500 button, fill in the Title and Description, and click Submit. Once
1501 submitted you'll see "Collection Name added successfully"; click
1502 "Return to rotating collections home" to return to the main Rotating
1503 Collections management page (or click Rotating Collections in the
1506 - To add items to a collection, click "Add or remove items" next to the
1507 collection's name in the list of collections. Under "Add or remove
1508 items" scan or type in the barcode of the item you wish to add to the
1509 collection, and hit Enter or click Submit if necessary.
1511 - To remove an item from a collection, either click Remove next to the
1512 item's barcode in the list of items within the collection or check
1513 the "Remove item from collection" box next to the Barcode text box
1514 under "Add or remove items, and scan or type in the barcode, clicking
1515 Submit or hitting Enter if necessary. Note: The "Remove item from
1516 collection" checkbox will remain checked as long as you are on the
1517 "Add or remove items" page, unless you uncheck it, to facilitate
1518 quickly removing a number of items at a time by scanning their
1521 .. _transfer-a-rotating-collection-label:
1523 Transfer a Rotating Collection
1524 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1526 Transferring a collection will:
1528 - Change the current location of the items in that collection to the
1529 library it is to be transferred to
1531 - Initiate a transfer from its original current location/holding
1532 library to the current location/holding library it is to be rotated
1533 to. When a library receives a collection they will need to check in
1534 the items to complete the transfer.
1536 You can transfer a collection in one of two ways:
1538 - From the main Rotating Collections page, click on Transfer next to
1539 the title of the collection you wish to transfer; choose the library
1540 you wish to transfer the collection to and click "Transfer
1543 - Or, from the "add or remove items" page for a collection, you can
1544 click the Transfer button, choose the library you wish to transfer
1545 the collection to and click "Transfer Collection".
1549 In order to complete the transfer process, the library receiving the
1550 rotating collection should check in all items from the collection as
1551 they receive them. This will clear the transfer so that the items
1552 are no longer shown as being "in transit".
1554 If an item in a rotating collection is checked in at a library other
1555 than the one it is supposed to be transferred to, a notification will
1556 appear notifying library staff that the item is part of a rotating
1557 collection, also letting them know where the item needs to be sent.
1564 ---------------------------
1566 .. _batch-item-deletion-label:
1569 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1571 - *Get there:* More > Tools > Catalog > Batch item deletion
1573 This tool will allow you to delete a batch of item records from Koha.
1575 From the tool you can choose to upload a file of barcodes or item ids,
1576 or you can scan items one by one into the box below the upload tool.
1580 Once you have your file uploaded or the barcodes scanned you can click
1583 You will be presented with a confirmation screen. From here you can
1584 uncheck the items you don't want to delete and decide if Koha should
1585 delete the bib record if the last item is being deleted before clicking
1586 'Delete selected items.' If you'd like you can delete the bibliogrphic
1587 record if you're deleting the last item by clicking the checkbox next to
1588 'Delete records if no items remain'.
1592 If your file (or list of scanned barcodes) has more than 1000 barcodes,
1593 Koha will be unable to present you with a list of the items. You will
1594 still be able to delete them, but not able to choose which items
1595 specifically to delete or delete the biblio records.
1599 If the items are checked out you will be presented with an error after
1600 clicking 'Delete selected items' and the items will not be deleted.
1604 If the items can be deleted they will be and you will be presented with
1605 a confirmation of your deletion.
1609 .. _batch-item-modification-label:
1611 Batch item modification
1612 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1614 - *Get there:* More > Tools > Catalog > Batch item modification
1616 This tool will allow you to modify a batch of item records in Koha.
1620 From the tool you can choose to upload a file of barcodes or item ids,
1621 or you can scan items one by one into the box below the upload tool. You
1622 can also decide the items edited should be populated with the default
1623 values you have defined in your :ref:`default
1624 framework <marc-bibliographic-frameworks-label>`.
1626 Once you have your file uploaded or the barcodes listed you can click
1631 You will be presented with a summary of the items you want to modify.
1632 From here you can uncheck the items you don't want to modify before
1633 making changes in the form below. You can also hide columns you don't
1634 need to see to prevent having to scroll from left to right to see the
1639 To uncheck all items thar are currently checked out you can click
1640 the 'Clear on loan' link at the top of the form.
1642 Using the edit form you can choose which fields to make edits to. By
1643 checking the checkbox to the right of each field you can clear the
1644 values in that field for the records you are modifying.
1648 Once you have made you changes you will be presented with the resulting
1655 You can also edit items on one bib record in a batch by going to the
1656 bib record and clicking Edit > Edit items in batch
1660 .. _batch-record-deletion-label:
1662 Batch record deletion
1663 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1665 This tool will take a batch of record numbers for either bibliographic
1666 records or authority records and allow you to delete all those records
1667 and any items attached to them in a batch.
1671 First you need to tell the tool if you're deleting bibliographic or
1672 authority records. Next you can load a file with biblionumbers or
1673 authids or enter a list of those numbers in the box provided. Once you
1674 submit the form you will be presented with a summary of the records you
1675 are trying to delete.
1679 If a record you want to delete can't be deleted it will be highlighted.
1681 Check the records you want to delete and click the 'Delete selected
1682 records' button to finish the process.
1684 .. _batch-record-modification-label:
1686 Batch record modification
1687 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1689 - *Get there:* More > Tools > Catalog > Batch record modification
1691 This tool will allow you to edit batches of bibliographic and/or
1692 authority records using :ref:`MARC Modification
1693 Templates <marc-modification-templates-label>`. Before visiting this tool you will
1694 want to set up at least one MARC modification template.
1698 When you visit the tool it will ask you:
1700 - Choose whether you're editing bibliographic or authority records
1702 - Enter the biblionumbers or authids
1704 - You can upload a file of these numbers or
1706 - Enter the numbers (one per line) in the box provided
1708 - Finally choose the MARC Modification Template you'd like to use to
1711 Once you've entered your criteria click 'Continue'
1715 You will be presented with a list of records that will be edited. Next
1716 to each one is a checkbox so you can uncheck any items you would rather
1717 not edit at this time.
1719 Clicking Preview MARC will allow you to see what edits will be made when
1720 you finalize the edit.
1724 Once you're sure everything is the way you want you can click the
1725 'Modify selected records' button and your records will be modified.
1727 .. _automatic-item-modifications-by-age-label:
1729 Automatic item modifications by age
1730 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1732 - *Get there:* More > Tools > Catalog > Automatic item modifications by
1735 This tool allows librarians to update item specific fields when an item
1736 reaches a certain age.
1740 Staff need the items\_batchmod permission to access this tool
1744 The settings in this tool will be acted upon by the :ref:`corresponding
1745 cron job <automatic-item-update-label>`
1747 If you haven't created any rules you will see the option to 'Add rules'
1748 on the Tool page. Click this button to create rules.
1752 If you have rules already there will be a button that reads 'Edit
1753 rules'. To create a new rule click the 'Edit rules' button at the top of
1758 You will be brought to a page where you can edit exisitng rules or
1763 In the form that appears you can set :
1765 - the age in days at which the item will update (Age)
1767 - what criteria is needed to trigger the update (Conditions)
1769 - what changes are made when the script runs (Substitutions)
1773 Once you're done you can click the 'Add this rule' link and then add
1774 additional rules or you can click the 'Submit these rules' button to
1779 .. _export-data-(marc-&-authorities)-label:
1781 Export Data (MARC & Authorities)
1782 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1784 - *Get there:* More > Tools > Catalog > Export Data
1786 Koha comes with a tool that will allow you to export your bibliographic,
1787 holdings and/or authority data in bulk. This can be used to send your
1788 records to fellow libraries, organizations or services; or simply for
1791 .. _export-bibliographic-records-label:
1793 Export Bibliographic Records
1794 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1796 At the top of the screen you need to pick what data you're exporting. If
1797 you're exporting bibliographic records with or without the holdings
1798 information you want to click the 'Export bibliographic records' tab.
1800 - Fill in the form in order to limit your export to a specific range
1801 (all fields are optional)
1805 - Choose to limit your export by any one or more of the following
1808 - Limit to a bib number range
1810 - Limit to a specific item type
1814 This limit will use the type you have defined in the
1815 :ref:`item-level\_itypes <item-level\_itypes-label>` preference.
1816 If you have the item-level\_itypes preference set to
1817 'specific item' and you have no items attached to a bib
1818 record it will not be exported. To get all bib records
1819 of a specific type you will need your item-level\_itypes
1820 preference set to 'biblio record'.
1822 - Limit to a specific library or group of libraries
1826 This is a filter: if you leave this set to the default
1827 (all libraries selected) or select one or more libraries,
1828 bib records with no items attached will not be exported. To get
1829 bib records with no items you will need to 'clear all'
1830 (i.e. de-select all libraries).
1832 - Limit to a call number range
1834 - Limit to an acquisition date range
1836 - If you'd like you can load a file of biblionumbers for the records
1837 you would like to export. File type needs to be .csv or .txt
1841 - Next choose what to skip when exporting
1845 - By default items will be exported, if you would like to only
1846 export bibliographic data, check the 'Don't export items' box
1848 - To limit your export only to items from the library you're
1849 logged in as (if you leave the 'Library' field set to 'All') or
1850 to the library you selected above check the 'Remove non-local
1853 - You can also choose what fields you don't want to export. This
1854 can be handy if you're sharing your data, you can remove all
1855 local fields before sending your data to another library
1857 - Finally choose the file type and file name
1861 - Choose to export your data in marc or marcxml format
1863 - Choose the name you want your file to save as
1865 - Click 'Export bibliographic records'
1867 .. _export-authority-records-label:
1869 Export Authority Records
1870 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
1872 At the top of the screen you need to pick what data you're exporting. If
1873 you're exporting authority records you want to click the 'Export
1874 authority records' tab.
1876 - Fill in the form in order to limit your export to a specific range or
1877 type of authority record (all fields are optional)
1881 - Or you can choose a file of authids to export
1885 File type needs to be .csv or .txt
1887 - Next choose fields that you would like to exclude from the export
1888 separated by a space (no commas)
1892 - If you'd like to exclude all subfields of the 200 for example just
1895 - If you'd like to exclude a specific subfield enter it beside the
1896 field value 100a will exclude just the subfield 'a' of the 100
1898 - Finally choose the file type and file name
1902 - Choose to export your data in marc or marcxml format
1904 - Choose the name you want your file to save as
1906 - Click 'Export authority records'
1908 .. _inventory-label:
1911 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
1913 - *Get there:* More > Tools > Catalog > Inventory
1915 Koha's Inventory Tool can be used in one of three ways:
1916 1. By printing out a shelf list that you can then mark items off on;
1917 2. By uploading a text file of barcodes gathered by a portable scanner;
1918 3. By comparing a text file of barcodes gathered by a portable scanner to a
1919 generated shelf list.
1921 If you do not have the ability to use your barcode scanner on the floor
1922 of the library, the option available to you is to generate a shelf
1923 list based on criteria you enter.
1927 First, choose the criteria for the items you want to print out on a list.
1928 All parameters are optional, but if none are selected, the resulting list
1929 might be quite large.
1931 - Library: choose the branch you want to check, as well as if that branch
1932 is the home library or the current of the items.
1933 - Shelving location (items.location) is: you can filter by location.
1934 - Item callnumber between ... and ...: you can also limit the list to a specific
1935 range of callnumbers.
1937 You can filter even more with item statuses (not for loan status, lost status,
1938 withdrawn status or damaged status). Check the boxes next to the statuses you
1939 want to include. For example, if you are using the list to shelf read, check
1940 only the 'for loan' status as the other items probably won't be on the shelves.
1942 - Last inventory date: enter a date here to skip items that have been marked
1944 - Skip items on loan: check this box to filter out loaned items from the list.
1946 - Export to CSV file: check this box to generate a CSV file for altering in an
1947 application on your desktop. If this box is unchecked, the list will be
1948 presented on the screen.
1950 Click on 'Submit' to generate your shelf list. You can then print it to use
1951 while walking around the library checking your collection or use it directly
1952 in Koha on a portable device.
1956 Once you have found the items on your shelves, return to this
1957 list and check the boxes next to the items you found. Next, click on one of
1958 the three buttons to continue:
1960 - Mark seen and quit: updates the 'last seen' date of the checked items to
1961 today and returns to the previous screen.
1962 - Mark seen and continue: updates the 'last seen' date of the checked items to
1963 today and shows the next page of the list.
1964 - Continue without marking: doesn't update any of the items on this page
1965 and shows the next page of the list.
1967 If you have a portable scanner (or a laptop and USB scanner) you can
1968 walk through the library with the scanner in hand and scan barcodes as
1969 you come across them (on a laptop, scan the barcodes into a text file). Once finished you can then upload the text
1970 file generated by the scanner to Koha.
1974 Choose the text file and the date you want to mark all items as seen and
1975 then scroll to the very bottom and click 'Submit'. This will update all the
1976 items' 'last seen' date to the chosen date. By default, this will also check in
1977 the items scanned as it is assumed that they are on the shelf and so not loaned
1978 out. If you do not want to check in scanned items, check the 'Do not check in
1979 items scanned during inventory' before clicking 'Submit'.
1981 Alternatively, you can combine the two methods to automatically compare a list
1982 of scanned barcodes with a generated list. First, upload you barcode file and
1983 choose the date you want to appear in the items' 'last seen' field. Then, check
1984 the 'Compare barcodes list to results'. Choose the filters (library, shelving
1985 location, callnumbers or statuses) to generate a list with which to compare
1986 your barcodes. Click on 'Submit'.
1990 Depending on the number of barcodes you are comparing, this may take a few
1991 minutes. It is not recommended to compare lists of more than 1000 barcodes as
1992 this may cause a session timeout.
1994 Once Koha has finished comparing the barcodes file to the generated list, it
1995 will return the number of items updated and a list of problematic items.
1997 - Missing (not scanned): the item is in the generated list but not in the
1999 - Found in wrong place: the item is in the barcodes list, but not in the
2001 - Still checked out: the item is checked out, but is in the generated list. It
2002 was not automatically checked in.
2003 - Barcode not found: the barcode doesn't exist.
2004 - Item withdrawn: the item has 'withdrawn' status, but it is in the barcodes
2007 .. _label-creator-label:
2010 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2012 - *Get there:* More > Tools > Catalog > Label Creator
2014 The Label Creator allow you to use layouts and templates which you
2015 design to print a nearly unlimited variety of labels including barcodes.
2016 Here are some of the features of the Label Creator module:
2018 - Customize label layouts
2020 - Design custom label templates for printed labels
2022 - Build and manage batches of labels
2024 - Export single or multiple batches
2026 - Export single or multiple labels from within a batch
2028 - Export label data in one of three formats:
2030 - PDF - Readable by any standard PDF reader, making labels printable
2031 directly on a printer
2033 - CSV - Export label data after your chosen layout is applied
2034 allowing labels to be imported in to a variety of applications
2036 - XML - Included as an alternate export format
2038 .. _label-templates-label:
2041 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2043 - *Get there:* More > Tools > Label Creator > Manage > Label templates
2045 A template is based on the label/card stock you are using. This might be
2046 Avery 5160 for address labels, Gaylord 47-284 for spine labels or Avery
2047 28371 for your patron cards, just to give a couple of examples. These
2048 labels will include all of the information you will need for setting up
2049 a Koha, this information may be on the packaging, and if not it can
2050 usually be found on the vendor's website.
2052 .. _label-add-a-template-label:
2055 ''''''''''''''''''''''''''''''''''''''
2057 To add a new template, you want to click on the 'New' button at the top
2058 of the Label Creator and choosing 'Label template'.
2062 Using the form that appears you can define the template for your sheet
2067 - Template ID will be automatically generated after saving your
2068 template, this is simply a system generated unique id
2070 - Template Code should be something you can use to identify your
2071 template on a list of templates
2073 - You can use the Template Description to add additional information
2076 - The Units pull down is used to define what measurement scale you're
2077 going to be using for the template. This should probably match the
2078 unit of measurement used on the template description provided by the
2083 - The measurements, number of columns and number of rows can be found
2084 on the vendor product packaging or website.
2088 If you do not supply a left text margin in the template, a
2089 3/16" (13.5 point) left text margin will apply by default.
2091 - A profile is a set of "adjustments" applied to a given template just
2092 prior to printing which compensates for anomalies unique and peculiar
2093 to a given printer (to which the profile is assigned).
2095 - Before picking a profile try printing some sample labels so that
2096 you can easily define a profile that is right for your
2097 printer/template combination.
2099 - After finding any anomalies in the printed document, :ref:`create a
2100 profile <label-add-a-profile-label>` and assign it to the template.
2102 After saving, your templates will appear on the 'Manage' area under
2107 .. _label-profiles-label:
2110 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2112 - *Get there:* More > Tools > Label Creator > Manage > Printer Profiles
2114 A profile is a set of "adjustments" applied to a given
2115 :ref:`template <label-add-a-template-label>` just prior to printing which
2116 compensates for anomalies unique and peculiar to a given printer (to
2117 which the profile is assigned). This means if you set a template up and
2118 then print a sample set of data and find that the items are not all
2119 aligned the same on each label, you need to set up a profile for each
2120 printer to make up for the differences in printing styles, such as the
2121 shifting of text to the left, right, top or bottom.
2123 If your labels are printing just the way you want, you will not need a
2126 .. _label-add-a-profile-label:
2129 ''''''''''''''''''''''''''''''''''''
2131 To add a new profile, you want to click on the 'New' button at the top
2132 of the Label Creator tool and choose 'Printer profile'.
2136 Using the form that appears you can create a profile to fix any problems
2141 - The Printer Name and Paper Bin do not have to match your printer
2142 exactly, they are for your reference so you can remember what printer
2143 you have set the profile for. So if you want to use the Printer model
2144 number in printer name or you can call it 'the printer on my desk'
2146 - Template will be filled in once you have chosen which template to
2147 apply the profile to on the :ref:`template edit
2148 form <label-add-a-template-label>`
2150 - The Units pull down is used to define what measurement scale you're
2151 going to be using for your profile.
2155 - Offset describes what happens when the entire image is off center
2156 either vertically or horizontally and creep describes a condition
2157 where the distance between the labels changes across the page or up
2160 - For these values, negative numbers move the error up and to the
2161 left and positive numbers move the error down and to the right
2163 - Example: the text is .25" from the left edge of the first label,
2164 .28" from the left edge of the second label and .31" from the left
2165 edge of the third label. This means the horizontal creep should be
2166 set to .03" to make up for this difference.
2168 After saving, your profiles will appear on the 'Manage' area under
2173 Once you have saved your new profile, you can return to the list of
2174 templates and choose to edit the template that this profile is for.
2176 .. _label-layouts-label:
2179 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
2181 - *Get there:* More > Tools > Label Creator > Manage > Layouts
2183 A layout is used to define the fields you want to appear on your labels.
2185 .. _label-add-a-layout-label:
2188 ''''''''''''''''''''''''''''''''''
2190 To add a new layout, you want to click on the 'New' button at the top of
2191 the Label Creator tool and choose 'Layout'.
2195 Using the form that appears you can create a profile to fix any problems
2200 - The name of your layout can be anything you'd like to help you
2203 - If this is a barcode label you'll want to choose the encoding (Code
2204 39 is the most common)
2206 - The layout type can be any combination of bibliographic information
2207 and/or barcode. For example a spine label would just be Biblio
2208 whereas a label for your circulation staff to use to checkout the
2209 book would probably be Biblio/Barcode.
2211 - The Bibliographic Data to Print includes any of the data fields that
2212 may be mapped to your MARC frameworks. You can choose from the preset
2213 list of fields or you can click on 'List Fields' and enter your own
2214 data. In 'List Fields', you can specify MARC subfields as a
2215 4-character tag-subfield string: (ie. 254a for the title field), You
2216 can also enclose a whitespace-separated list of fields to concatenate
2217 on one line in double quotes. (ie. "099a 099b" or "itemcallnumber
2218 barcode"). The fields available are from the database tables list
2219 below. Finally you could add in static text strings in single-quote
2220 (ie. 'Some static text here.')
2222 - You can use the schema viewer (http://schema.koha-community.org)
2223 with the following tables to find field names to use:
2225 - Currently all fields in the following tables are used: items,
2226 biblioitems, biblio, branches
2230 - Choose if the label maker should print out the guidelines around each
2233 - Choose if you'd like Koha to try to split your call numbers (usually
2234 used on Spine Labels)
2236 - Finally choose your text settings such as alignment, font type and
2239 After saving, your layouts will appear on the 'Manage Layouts' page.
2241 .. _label-batches-label:
2244 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
2246 - *Get there:* More > Tools > Label Creator > Manage > Label batches
2248 Batches are made up of the barcodes you would like to print. Once in
2249 this tool you can search for the item records you would like to print
2252 .. _label-add-a-batch-label:
2255 ''''''''''''''''''''''''''''''''
2257 Batches can be created in one of two ways. The first is to click the
2258 'Create Label Batch' link on the ':ref:`Staged MARC
2259 Management <staged-marc-record-management-label>`' page:
2263 The other is to choose to create a new batch from the label creator tool
2267 You will be brought to an empty batch with a box to scan barcodes or
2268 itemnumbers in to and an 'Add item(s)' button at the bottom of the page.
2272 You can either scan barcodes in to the box provided and click the 'Add
2273 item(s)' button or you can click the 'Add item(s)' button with the
2274 barcodes box empty. Clicking 'Add item(s)' with nothing in the barcodes
2275 box will open a search window for you to find the items you want to add
2280 From the search results, click the check box next to the items you want
2281 to add to the batch and click the 'Add checked' button. You can also add
2282 items one by one by clicking the 'Add' link to the left of each item.
2286 Once you have added all of the items click the 'Done' button. The
2287 resulting page will list the items you have selected.
2291 To print your labels, click the 'Export full batch' button. To print
2292 only some of the labels, click the 'Export selected item(s)' button.
2293 Either way you will be presented with a confirmation screen where you
2294 can choose your template and layout.
2298 You will then be presented with three download options: PDF, Excel, and
2303 After saving your file, simply print to the blank labels you have in
2306 .. _quick-spine-label-creator-label:
2308 Quick Spine Label Creator
2309 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2311 - *Get there:* More > Tools > Catalog > Quick Spine Label Creator
2315 This tool does not use the label layouts or templates, it simply
2316 prints a spine label in the first spot on the label sheet.
2318 - Define the fields you want to print on the spine label in the
2319 :ref:`SpineLabelFormat` system preference
2321 - Format your label printing by editing spinelabel.css found in
2322 koha-tmpl/intranet-tmpl/prog/en/css/
2324 To use this tool you simply need the barcode for the book you'd like to
2325 print the spine label for.
2329 .. _marc-modification-templates-label:
2331 MARC modification templates
2332 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2334 The MARC Modification Templates system gives Koha users the power to
2335 make alterations to MARC records automatically while staging MARC
2338 This tool is useful for altering MARC records from various
2339 vendors/sources work with your MARC framework. The system essentially
2340 allows one to create a basic script using actions to Copy, Move, Add,
2341 Update and Delete fields.
2343 Start by adding a new template (a template can be made up of one or more
2344 actions) by entering a name and clicking 'Create template'.
2348 Next you can add actions to the template by filling in the Action box.
2349 For example if you're loading in a batch of files from your EBook vendor
2350 you might want to add the biblio item type of EBOOK to the 942$c.
2354 - Choose 'Add/Update'
2356 - Enter the field 942 and subfield c
2358 - Enter the value of 'EBOOK' (or whatever your ebook item type code is)
2360 - Provide a description so you can identify this action later
2362 - Click 'Add action'
2364 Each action can also have an optional condition to check the value or
2365 existence of another field. For example you might want to add the call
2366 number to the item record if it's not already there.
2372 - Decide if you want to copy the first occurrence or all occurrence of
2375 - Enter the field 090 (or other biblio call number field) and subfield
2378 - Enter the 952 field and o subfield to copy to
2382 - Enter the 952 field and o subfield
2384 - Choose "doesn't exist"
2386 - Provide a description so you can identify this action later
2388 - Click 'Add action'
2390 The Copy & Move actions also support Regular Expressions, which can be
2391 used to automatically modify field values during the copy/move. An
2392 example would be to strip out the '$' character in field 020$c.
2396 - Choose 'Copy and replace'
2398 - Decide if you want to copy the first occurrence or all occurrences of
2401 - Enter the field 020 and subfield c to copy
2403 - Enter the 020 field and c subfield to copy to
2405 - Check the 'RegEx' box and enter your regular expression (in this case
2410 - Enter the 020 field and c subfield
2414 - Check the 'RegEx' box and enter your regular expression (in this case
2417 - Provide a description so you can identify this action later
2419 - Click 'Add action'
2423 The value for an update can include variables that change each time
2424 the template is used. Currently, the system supports two variables,
2425 \_\_BRANCHCODE\_\_ which is replaced with the branchcode of the
2426 library currently using the template, and \_\_CURRENTDATE\_\_ which
2427 is replaced with the current date in ISO format ( YYYY-MM-DD ).
2429 You could also use regular expressions to add your library's proxy URL
2430 in front of links in your MARC record.
2434 - Choose 'Copy and replace'
2436 - Decide if you want to copy the first occurrence or all occurrences of
2439 - Enter the field 856 and subfield u to copy
2441 - Enter the 856 field and u subfield to copy to
2443 - Check the 'RegEx' box and enter your regular expression (in this case
2446 - Provide a description so you can identify this action later
2448 - Click 'Add action'
2450 When choosing between 'Copy' and 'Copy and replace' keep the following
2455 245 _aThe art of computer programming _cDonald E. Knuth.
2456 300 _aA_exists _bB_exists
2458 If we apply action (a) Copy the whole field 245 to 300, we get:
2462 245 _aThe art of computer programming _cDonald E. Knuth.
2463 300 _aA_exists _bB_exists
2464 300 _aThe art of computer programming _cDonald E. Knuth.
2466 If we apply action (b) Copy the subfield 245$a to 300$a, we get:
2470 245 _aThe art of computer programming _cDonald E. Knuth.
2471 300 _aThe art of computer programming _bB_exists
2473 Once your actions are saved you can view them at the top of the screen.
2474 Actions can be moved around using the arrows to the left of them.
2478 Depending on your actions the order may be very important. For example
2479 you don't want to delete a field before you copy it to another field.
2481 To add another template you can either start fresh or click the
2482 'Duplicate current template' checkbox to create a copy of an existing
2483 template to start with.
2487 Once your template is saved you will be able to pick it when using the
2488 :ref:`Stage MARC Records for Import` tool.
2492 .. _stage-marc-records-for-import-label:
2494 Stage MARC Records for Import
2495 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2497 - *Get there:* More > Tools > Catalog > Stage MARC records for import
2499 This tool can be used to import both bibliographic and authority records
2500 that are saved in MARC format. Importing records into Koha includes two
2501 steps. The first is to stage records for import.
2503 - First find the MARC file on your computer
2507 - Next you will be presented with options for record matching and item
2512 - Enter 'Comments about this file' to identify your upload when
2513 going to the ':ref:`Manage Staged MARC Records <staged-marc-record-management-label>`' tool
2515 - Tell Koha which type of file this is, bibliographic or authority
2519 - Choose the character encoding
2523 - Choose if you would like to use a :ref:`MARC Modification
2524 Template <marc-modification-templates-label>` to alter the data you're about to
2529 - Choose whether or not you want to look for matching records
2533 - You can set up :ref:`record matching rules <record-matching-rules-label>`
2534 through the administration area
2538 - When using the ISBN matching rule Koha will find only exact
2539 matches. If you find that the ISBN match is not working to
2540 your satisfaction you can change the
2541 :ref:`AggressiveMatchOnISBN`
2542 preference to 'Do' and then run your import again.
2544 - Next choose what to do with matching records if they are found
2546 - Finally choose what to do with records that are unique
2548 - Next you can choose whether or not to import the item data found
2549 in the MARC records (if the file you're loading is a bibliographic
2554 - From here you can choose to always add items regardless of
2555 matching status, add them only if a matching bib was found, add
2556 items only if there was no matching bib record, replace items
2557 if a matching bib was found (The match will look at the
2558 itemnumbers and barcodes to match on for items. Itemnumbers
2559 take precendence over barcodes), or Ignore items and not add
2562 - Click 'Stage for import'
2564 - You will be presented with a confirmation of your MARC import
2568 - To complete the process continue to the :ref:`Manage Staged MARC Records
2569 Tool <staged-marc-record-management-label>`
2571 .. _staged-marc-record-management-label:
2573 Staged MARC Record Management
2574 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2576 - *Get there:* More > Tools > Catalog > Staged MARC Record Management
2578 Once you have :ref:`staged <stage-marc-records-for-import-label>` your records for import you can
2579 complete the import using this tool.
2583 - From the list of staged records, click on the file name that you want
2586 - You will note that records that have already been imported will
2587 say so under 'Status'
2589 - A summary of your import will appear along with the option to change
2594 - Below the summary is the option to import the batch of bib records
2595 using a specific framework
2599 - Choosing a framework other than 'Default' isn't necessary, but
2600 it's helpful for running reports and having the right bib level
2601 item type selected on import.
2603 - Below the framework selection there will be a list of the records
2604 that will be imported
2608 - Review your summary before completing your import to make sure
2609 that your matching rule worked and that the records appear as you
2612 - Matches will appear with info under the 'Match details column'
2616 and when clicking the 'View' link under 'Diff' you can see the
2617 difference between versions.
2621 - Click 'Import into catalog' to complete the import
2625 - Once your import is complete a link to the new bib records will
2626 appear to the right of each title that was imported
2628 - You can also undo your import by clicking the 'Undo import into
2631 Records imported using this tool remain in the 'reservoir' until they
2632 are cleaned. These items will appear when searching the catalog from the
2633 `Cataloging <#cataloging>`__ tool:
2637 To clean items out of the 'reservoir':
2639 - Visit the main screen of the Manage Staged MARC Records tool
2643 - To clean a batch, click the 'Clean' button to the right
2645 - You will be presented with a confirmation message
2649 - Accept the deletion and the records will be removed from the
2650 reservoir and the status will be changed to 'cleaned'
2652 .. _upload-local-cover-image-label:
2654 Upload Local Cover Image
2655 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2657 - *Get there:* More > Tools > Catalog > Upload Local Cover Image
2659 This tool will allow you to upload cover images for the materials in
2660 your catalog. To access this tool, staff will need the
2661 :ref:`upload\_local\_cover\_images permission <granular-tools-permissions-label>`. In
2662 order for images to show in the staff client and/or OPAC you will need
2663 to set your :ref:`LocalCoverImages` and/or
2664 :ref:`OPACLocalCoverImages` preferences to
2665 'Display.' Images can be uploaded in batches or one by one.
2669 Koha does not have a maximum file size limit for this tool, but
2670 Apache may limit the maximum size of uploads (talk to your sys
2675 When you want to upload multiple images onto a bib record, they will
2676 display left to right (then top to bottom, depending on screen real
2677 estate) in order of uploading, and the one on the left (the first
2678 one uploaded) will be the one used as a thumbnail cover in search
2679 results and on the detail page. There is no way to reorder cover
2680 images uploaded in this way, so be sure to upload them in the order
2681 you'd like them to appear.
2685 If uploading a single image:
2687 - Visit the tool and click the 'Browse' button to browse to the image
2688 on your local machine.
2692 - Click 'Upload file'
2694 - Choose 'Image file' under the 'File type' section
2696 - Enter the biblionumber for the record you're attaching this image to.
2697 This is not the same as the barcode, this is the system generated
2698 number assigned by Koha.
2700 - Find the biblionumber by looking at the end of the URL in the
2701 address bar when on the detail page
2705 - or by clicking on the MARC tab on the detail page in the staff
2710 - If you would like to replace any other cover images you may have
2711 uploaded in the past, check the 'Replace existing covers' box under
2712 the 'Options' section
2714 - Click 'Process images'
2716 - You will be presented with a summary of the upload and a link to the
2717 record you have just added the image to
2719 If uploading a batch of images at once you will need to prepare a ZIP
2722 - Enter in to the ZIP file all the images you are uploading
2724 - Also include a text file (\*.TXT) named either datalink.txt or
2725 idlink.txt listing the biblionumber followed by the image name for
2726 each image one per line
2728 - ex. 4091,image4091.jpg
2732 - Browse your local computer to the ZIP file
2734 - Click 'Upload file'
2736 - Choose 'Zip file' under the 'File type' section
2738 - If you would like to replace any other cover images you may have
2739 uploaded in the past, check the 'Replace existing covers' box under
2740 the 'Options' section
2742 - Click 'Process images'
2744 - You will be presented with a summary of the upload
2750 The source image is used to generate a 140 x 200 px thumbnail image
2751 and a 600 x 800 px full-size image. The original sized image
2752 uploaded will not be stored by Koha
2754 You will be able to see your cover images in the staff client on the
2755 detail page under the 'Image' tab in the holdings table at the bottom
2759 In the OPAC the cover images will also appear in the images tab, as well
2760 as next to the title and on the search results.
2762 If you would like to remove a cover image you can click 'Delete image'
2763 below the image if you have the :ref:`upload\_local\_cover\_images
2764 permission <granular-tools-permissions-label>`.
2766 .. _additional-tools-label:
2769 ---------------------------------------
2774 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
2776 - *Get there:* More > Tools > Additional Tools > Calendar
2778 Libraries can define library closings and holidays to be used when
2779 calculating due dates. You can make use of the Calendar by turning on
2780 the proper system preferences:
2782 - *Get there:*\ More > Administration > Global System Preferences >
2783 Circulation > :ref:`useDaysMode`
2785 - Choose the method for calculating due date - either include days
2786 the library is closed in the calculation or don't include them.
2788 - *Get there:* More > Administration > Global System Preferences >
2789 Circulation > :ref:`finescalendar <finescalendar-label>`
2791 - This will check the holiday calendar before charging fines
2795 .. _adding-events-label:
2798 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2800 Before adding events, choose the library you would like to apply the
2801 closings to. When adding events you will be asked if you would like to
2802 apply the event to one branch or all branches. To add events, simply
2804 - Click on the date on the calendar that you would like to apply the
2809 - In the form that appears above the calendar, enter the closing
2810 information (for more info on each option click the question mark [?]
2811 to the right of the option)
2813 - Library will be filled in automatically based on the library you
2814 chose from the pull down at the top of the page
2816 - The day information will also be filled in automatically based on
2817 the date you clicked on the calendar
2819 - In the description enter the reason the library is closed
2821 - Next you can choose if this event is a one time event or if it is
2824 - If this is a one day holiday choose 'Holiday only on this day'
2826 - If this is a weekly closing (like a weekend day) then you can
2827 choose 'Holiday repeated every same day of the week'
2829 - If this is an annual holiday closing choose 'Holiday repeated
2830 yearly on the same date'
2832 - If the library is going to be closed for the week or a range of
2833 time choose 'Holiday on a range' and enter a 'To Date' at the
2836 - If the library is going to be closed for a range of time each
2837 year (such as summer holidays for schools) choose 'Holiday
2838 repeated yearly on a range' and enter a 'To Date' at the top
2840 - Finally decide if this event should be applied to all libraries or
2841 just the one you have originally selected
2843 - If you'd rather enter all the holidays and then copy them all
2844 to another branch all at once you can use the copy menu below
2849 - After saving you will see the event listed in the summary to the
2854 .. _editing-events-label:
2857 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2861 - Click on the event on the calendar that you want to change (do this
2862 by clicking on the date on the calendar, not the event listed in the
2867 - From this form you can make edits to the holiday or delete the
2870 - All actions require that you click 'Save' before the change will
2873 - Clicking on repeatable events will offer slightly different options
2877 - In the form above you will note that there is now an option to
2878 'Generate an exception for this repeated holiday,' choosing this
2879 option will allow you to make it so that this date is not closed
2880 even though the library is usually closed on this date.
2882 - All actions require that you click 'Save' before the change
2885 .. _additional-help-label:
2888 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2890 When adding or editing events you can get additional help by clicking on
2891 the question mark next to various different options on the form
2895 .. _csv-profiles-label:
2898 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
2900 - *Get there:* More > Tools > Additional Tools > CSV Profiles
2902 CSV Profiles are created to define how you would like your cart or list
2905 .. _add-csv-profiles-label:
2908 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2910 To add a CSV Profile
2912 - Click 'CSV Profiles' from the Tools menu
2914 - The 'Profile type' determines what type of fields you plan to use
2915 (MARC or SQL) to define your profile
2917 - If you choose MARC then you will need to enter MARC fields
2921 - If you choose SQL then you will need to enter SQL database fields
2925 - The 'Profile name' will appear on the export pull down list when
2926 choosing 'Download' from your cart or list
2930 - The 'Profile description' is for your own benefit, but will also
2931 appear in the OPAC when patrons download content, so make sure
2932 it's clear to your patrons as well
2934 - The 'CSV separator' is the character used to separate values and
2939 The most common option here is comma because most spreadsheet
2940 applications know how to open files split by commas.
2942 - The 'Field separator' is the character used to separate duplicate
2945 - Example: You may have multiple 650 fields and this is the
2946 character that will appear in between each one in the column
2950 - The 'Subfield separator' is the character used to separate
2953 - Example: You may have multiple $a subfields in a field
2955 - The 'Encoding' field lets you define the encoding used when saving
2958 - Finally format your CSV file using the 'Profile MARC' or 'Profile
2961 - Define which fields or subfields you want to export, separated
2962 by pipes. Example : 200\|210$a\|301 for MARC and
2963 biblio.title\|biblio.author for SQL
2967 You can also use your own headers (instead of the ones from
2968 Koha) by prefixing the field number with an header,
2969 followed by the equal sign. Example : Personal
2970 name=100\|title=245$a\|300
2972 When you have entered in all of the information for you profile,
2973 simply click 'Submit' and you will be presented with a confirmation
2974 that your profile has been saved.
2978 .. _modify-csv-profiles-label:
2981 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
2983 Once you have created at least one CSV Profile an 'Edit profile' tab
2984 will appear next to the 'New profile' button.
2988 - Choose the profile you would like to edit and alter the necessary
2991 - After submitting your changes you will be presented with a
2992 confirmation message at the top of the screen
2996 - To delete a profile, check the 'Delete selected profile' option
2997 before clicking 'Submit Query'
3001 .. _using-csv-profiles-label:
3004 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3006 Your CSV Profiles will appear on the export list or cart menu under the
3007 'Download' button in both the staff client and the OPAC
3011 .. _log-viewer-label:
3014 ~~~~~~~~~~~~~~~~~~~~~~~~~~~
3016 - *Get there:* More > Tools > Additional Tools > Log Viewer
3018 Actions within the Koha system are tracked in log files. Your :ref:`system
3019 preferences <logs-label>` can be changed to prevent the logging of
3020 different actions. These logs can be viewed using the Log Viewer Tool.
3024 Choosing different combinations of menu options will produce the log
3025 file for that query.
3027 A query for all logs related to the Circulation module produces a result
3033 ~~~~~~~~~~~~~~~~~~~~
3035 - *Get there:* More > Tools > Additional Tools > News
3037 Koha's news module allows librarians to post news to the OPAC, staff
3038 interface and circulation receipts.
3042 To add news to either the OPAC, the Staff Client or a Circulation
3049 - Under 'Display Location' choose whether to put the news on the
3050 OPAC, Slip (circulation receipt) or the Librarian (Staff)
3055 - Choose the library this news item will show for
3057 - Choose a title for your entry
3059 - Using the publication and expiration date fields you can control
3060 from which date and for how long your news item appears
3062 - Examples: (these assume today's date as 07-May-2015)
3064 - Publish on current date: set publication date as 07-May-2015
3066 - Schedule for publishing in future: set date later than
3069 - Backdate the news item: set date earlier than 07-May-2015
3071 - 'Appear in position' lets you decide what order your news items
3074 - The 'News' box allows for the use of HTML for formatting of your
3077 - After filling in all of the fields, click 'Submit'
3079 - News in the OPAC will appear above the
3080 :ref:`OpacMainUserBlock`
3084 - Below the news in the OPAC there will be an RSS icon allowing you
3085 to subscribe to library news
3089 - News in the Staff Client will appear on the far left of the screen
3093 - News on the circulation receipts will appear below the items that are
3098 - Depending on your choice for the
3099 :ref:`NewsAuthorDisplay` preference you will also
3100 see the person who created the news item (this uses the logged in
3103 .. _task-scheduler-label:
3106 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3108 - *Get there:* More > Tools > Additional Tools > Task Scheduler
3110 The task scheduler is a way to schedule reports to run whenever you
3113 To schedule a task, visit the Task Scheduler and fill in the form
3117 - Current Server Time shows the time on your server (schedule all of
3118 your reports to run based on that time - not on your local time)
3120 - Time should be entered as hh:mm (2 digit hour, 2 digit minute)
3122 - Date should be entered using the calendar pop up
3124 - From Report choose the report you want to schedule
3126 - Choose whether to receive the text of or a link to the results
3128 - In the Email filed enter the email of the person you want to receive
3131 Below the task scheduler form, there is a list of scheduled reports
3135 You can also schedule reports directly from the list of saved reports by
3136 clicking the 'Schedule' link
3140 .. _troubleshooting-label:
3143 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3145 Task scheduler will not work if the user the web server runs as doesn't
3146 have the permission to use it. To find out if the right user has the
3147 permissions necessary, check /etc/at.allow to see what users are in it.
3148 If you don't have that file, check etc/at.deny. If at.deny exists but is
3149 blank, then every user can use it. Talk to your system admin about
3150 adding the user to the right place to make the task scheduler work.
3152 .. _quote-of-the-day-(qotd)-editor-label:
3154 Quote of the Day (QOTD) Editor
3155 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3157 - *Get there:* More > Tools > Additional Tools > Edit quotes for QOTD
3160 This tool will allow you to add and edit quotes to show on the OPAC if
3161 you're using the Quote of the Day (QOTD) feature.
3163 To turn this feature on set the :ref:`QuoteOfTheDay`
3164 preference to 'Enable and add at least one quote via the Quote of the
3165 Day Editor. Once these steps are complete you will see your quotes above
3166 the :ref:`OpacMainUserBlock` in the OPAC:
3170 .. _add-a-quote-label:
3173 ^^^^^^^^^^^^^^^^^^^^^^^^^^^
3177 - Click the 'Add quote' button in the toolbar and an empty quote entry
3178 will be added to the end of the current quote list.
3184 Both the 'Source' and the 'Text' fields must be filled in in
3185 order to save the new quote.
3189 - When finished filling in both fields, press the <Enter> key on your
3190 keyboard to save the new quote.
3192 - The list will update and the new quote should now be visible in the
3197 You may cancel the addition of a new quote any time prior to saving
3198 it simply by pressing the <Esc> key on your keyboard.
3200 .. _edit/delete-a-quote-label:
3203 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3205 Once the current quote pool has been loaded into the editing table, you
3206 may edit the quote source and text.
3208 - Edit either the 'Source' or 'Text' fields by clicking on the desired
3213 - When you are finished editing a field, press the <Enter> key on your
3214 keyboard to save the changes.
3216 The list will be updated, the edits saved, and visible.
3218 If you'd like you can also delete quote(s).
3220 - Select the quote(s) you desire to delete by clicking on the
3221 corresponding quote id.
3223 - Once quote selection is finished, simply click the 'Delete quote(s)'
3226 - You will be prompted to confirm the deletion.
3228 - After confirming the deletion, the list will update and the quote(s)
3229 will no longer appear.
3231 .. _import-quotes-label:
3234 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3236 If you'd like you can import a batch of quotes as a CSV file. Your file
3237 must contain two columns in the form: "source","text" with no header
3242 You will be prompted to confirm upload of files larger than 512KB.
3244 - To start the import process click the 'Import quotes' button at the
3249 - Once on the import quotes screen you can browse your computer for the
3250 file you would like to import
3254 - After selecting the CSV file, click the 'Open' button and the file
3255 will be uploaded into a temporary editing table.
3259 - From the listing you can edit either the 'Source' or 'Text' fields by
3260 clicking on the desired field. When you are finished editing a field,
3261 press the <Enter> key on your keyboard to save the changes.
3265 - You can also delete quotes from this listing before completing the
3268 - Select the quote(s) you desire to delete by clicking on the
3269 corresponding quote id.
3273 - Once quote selection is finished, simply click the 'Delete
3278 - You will be prompted to confirm the deletion.
3282 - After confirming the deletion, the list will update and the
3283 quote(s) will no longer appear.
3285 - Once you are satisfied with the quotes, click the 'Save quotes'
3286 button in the toolbar at the top and the quotes will be saved.
3293 ~~~~~~~~~~~~~~~~~~~~~~~~
3295 - *Get there:* More > Tools > Additional Tools > Upload
3297 This tool will allow you to upload files to your Koha system for
3298 selection from the :ref:`Cataloging form <attaching-files-to-records-label>`.
3300 .. _upload-files-label:
3303 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3305 When you first visit the Upload tool you might see a warning about
3310 Categories are defined in the :ref:`authorized value <authorized-values-label>`
3311 in the UPLOAD category. If you do not have upload categories then your
3312 files will be temporary and will be deleted the next time the server is
3313 rebooted. Once you have a value in the UPLOAD authorized value category
3314 you will see a Category pull down below the 'Browse' button.
3318 Browse your computer a file, choose a category and decide if the public
3319 will be able to download this file via the OPAC. Once your file is
3320 uploaded you will be presented with a confirmation.
3324 .. _search-files-label:
3327 ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
3329 All uploaded files are searchable from below the upload form. Using the
3330 form you can search any part of the filename and/or the Hashvalue.Search
3333 You will be presened with the results of your search.