From 045e481bb30bd4162a13a04ed491f5fbbf379eec Mon Sep 17 00:00:00 2001 From: Joy Nelson Date: Fri, 10 Feb 2017 18:30:58 +0000 Subject: [PATCH] Adding clarification about file types to authority export section. --- en/source/03_tools.rst | 6178 ++++++++++++++++++++++++------------------------ 1 files changed, 3089 insertions(+), 3089 deletions(-) diff --git a/en/source/03_tools.rst b/en/source/03_tools.rst index 4444e1c..2f146d1 100644 --- a/en/source/03_tools.rst +++ b/en/source/03_tools.rst @@ -1,3089 +1,3089 @@ -.. include:: images.rst - -Tools -===== - -Tools in Koha all perform some sort of action. Often many of the items -listed under Tools in Koha are referred to as 'Reports' in other library -management systems. - -- *Get there:* More > Tools - -`Patrons and Circulation <#patrontools>`__ ------------------------------------------- - -`Patron lists <#patronlists>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Patrons and Circulation > Patron lists - -Patron lists are a way to store a group of patrons for easy modification -via the `batch patron modification tool <#batchpatronmod>`__ or -reporting. - -Patron lists -|image245| - -To create a new list of patrons click the 'New patron list' button - -New patron list -|image246| - -Enter a list name and save the list. - -Empty patron list -|image247| - -Each list has an 'Actions' menu with more list options.Patron list -actions - -To add patrons to the list click the 'Add patrons' link in the 'Actions' -menu. - -Add patron to a list -|image248| - -Enter the patron's name or cardnumber in the search box and click on the -right result to add the patron. - -Patrons to add -|image249| - -Once you have all of the patrons you would like to add you can click the -'Add patrons' button to save them to the list. - -List of patrons -|image250| - -`Comments <#comments>`__ -~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Patrons and Circulation > Comments - -All comments added by patrons via the OPAC to bibliographic records -require moderation by the librarians. If there are comments awaiting -moderation they will be listed on the main page of the staff client -below the module list: - -Comments pending approval -|image251| - -and next to the Comments tool on the Tools ModuleComment count on Tools - -To moderate comments click on the notification on the main dashboard or -go directly to the Comments Tool and click 'Approve' or 'Delete' to the -right of the comments awaiting moderation. - -Comment awaiting moderation -|image252| - -If there are no comments to moderate you will see a message saying just -that - -No comments to moderate -|image253| - -You can also review and unapprove comments you have approved in the past -by choosing the 'Approved comments' tab - -Approved comments -|image254| - -`Patron Import <#patronimport>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Patrons and Circulation > Import Patrons - -The patron import tool can be used at any time to add patrons in bulk. -It is commonly used in universities and schools when a new batch of -students registers. - -`Creating Patron File <#createpatronfile>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -Your Koha installation comes with a blank CSV file that you can use as a -template for your patron records. If you would like to create the file -yourself, make sure that your file has the following fields in this -order as the header row: - -cardnumber, surname, firstname, title, othernames, initials, -streetnumber, streettype, address, address2, city, state, zipcode, -country, email, phone, mobile, fax, emailpro, phonepro, B\_streetnumber, -B\_streettype, B\_address, B\_address2, B\_city, B\_state, B\_zipcode, -B\_country, B\_email, B\_phone, dateofbirth, branchcode, categorycode, -dateenrolled, dateexpiry, gonenoaddress, lost, debarred, -debarredcomment, contactname, contactfirstname, contacttitle, -guarantorid, borrowernotes, relationship, ethnicity, ethnotes, sex, -password, flags, userid, opacnote, contactnote, sort1, sort2, -altcontactfirstname, altcontactsurname, altcontactaddress1, -altcontactaddress2, altcontactaddress3, altcontactstate, -altcontactzipcode, altcontactcountry, altcontactphone, smsalertnumber, -privacy, patron\_attributes - - **Important** - - The 'password' should be stored in plaintext, and will be converted - to a Bcrypt hash. - - If your passwords are already encrypted, talk to your systems - administrator about options - - **Important** - - Date formats should match your `system preference <#dateformat>`__, - and must be zero-padded, e.g. '01/02/2008'. - - **Important** - - The fields 'branchcode', 'categorycode' and all fields you have - defined in the `BorrowerMandatoryField <#BorrowerMandatoryField>`__ - preference are required and must match valid entries in your - database. - - **Note** - - If loading `patron attributes <#patronattributetypes>`__, the - 'patron\_attributes' field should contain a comma-separated list of - attribute types and values. - - - The attribute type code and a colon should precede each value. - - - For example: "INSTID:12345,BASEBALL:Cubs" - - - This field must be wrapped in quotes if multiple values are - defined. - - - Since values can contain spaces, additional doubled-quotes may - be required: - - - "INSTID:12345,BASEBALL:Cubs,""BASEBALL:White Sox""" - - - When replacing a patron record, any attributes specified in - the input file replace all of the attribute values of any type - that were previously assigned to the patron record. - -`Importing Patrons <#importpatrons>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -Once you have created your file, you can use the Patron Import Tool to -bring the data into Koha. - -- Choose your CSV file - - Import Patron Form - |image255| - -- Choose to match on 'Cardnumber' or 'Username' to prevent adding of - duplicate card numbers to the system - - Patron match options - |image256| - -- Next you can choose default values to apply to all patrons you are - importing - - - ex. If you're importing patrons specific to one branch you can use - the field on the Import form to apply the branch code to all those - you are importing. - -- Finally you need to decide on what data you want to replace if there - are duplicates. - - If match found - |image257| - - - A matching record is found using the field you chose for matching - criteria to prevent duplication - - - If you included patron attributes in your file you can decide - whether to add your values to existing values or erase existing - values and enter only your new values. - -`Notices & Slips <#notices>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Patrons and Circulation > Notices & Slips - -All notices and circulation receipts (or slips) generated by Koha can be -customized using the Notices & Slips Tool. The system comes with several -predefined templates that will appear when you first visit this tool. - -Notices & Slips Tool -|image258| - -Each notice can be edited, but only a few can be deleted, this is to -prevent system errors should a message try to send without a template. -Each notice and slip can be edited on a per library basis, by default -you will see the notices for all libraries. - -If you have a style you'd like applied to all slips you can point the -`SlipCSS <#SlipCSS>`__ preference to a stylesheet. The same is true for -notices, using the `NoticeCSS <#NoticeCSS>`__ preference to define a -stylesheet. - -You will also want to review the `Notices & Slips Field -Guide <#noticesfieldguide>`__ for more information on formatting these -notices. - -`Adding Notices & Slips <#addnotices>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -To add a new notice or slip - -- Click 'New Notice' - - New Notice Form - |image259| - -- Choose which library this notice or slip is for - - - **Important** - - Not all notices can be branch specific for more information - review the `Notices & Slips Field - Guide <#noticesfieldguide>`__ in this manual. - -- Choose the module this notice is related to - -- The Code is limited to 20 characters - - - **Important** - - When working with the overdue notices you want each notice at - each branch to have a unique code. Think about using the - branch code in front of the notice code for each branch. - -- Use the name field to expand on your Code - - - **Note** - - With overdue notices, be sure to put your branch name in the - description as well so that it will be visible when setting up - your `triggers <#noticetriggers>`__. - -- Next you can customize the notice for every possible delivery method - - - Every notice should have an Email template set for itNew Email - notice - - - If you're using the - `TalkingTechItivaPhoneNotification <#TalkingTechItivaPhoneNotification>`__ - service you can set up a Phone notificationNew Phone notice - - - If you plan on printing this notice you can set the Print template - nextNew Print notice - - - If you have enabled SMS notices with the - `SMSSendDriver <#SMSSendDriver>`__ preference you can set the text - for your SMS notices nextNew SMS notice - -- Each notice offers you the same options - - - If you plan on writing the notice or slip in HTML check the 'HTML - Message' box, otherwise the content will be generated as plain - text - - - Message Subject is what will appear in the subject line of the - email - - - In the message body feel free to type whatever message you feel is - best, use the fields on the left hand side to enter individualized - data from the from database. - - - **Note** - - Review the `Notices & Slip Field - Guide <#noticesfieldguide>`__ for info on what fields can - be used here. - - - **Important** - - Overdue notices can use <> tags by - themselves, or use to span all of the tags. - Learn more about the `Overdue Notice - Markup <#noticemarkup>`__ - - - On overdue notices make sure to use <> - tags to print out the data related to all items that are - overdue. - - - The other option, only for overdue notices, is to use - the tags to span the line so that it will - print out multiple lines One example for the - tag option is: - - "<>" by <>, - <>, Barcode: <> , - Checkout date: <>, Due date: - <> Fine: <> Due date: - <> - - - **Important** - - Only the overdue notices take advantage of the - tags, all other notices referencing items - need to use <> - - - **Note** - - To add today's date you can use the <> syntax - - - **Note** - - If you don't want to print the patron's full name on your - slips or notice you can enter data in the Other name or - Initials field for each patron and use that value instead. - -`Overdue Notice Markup <#noticemarkup>`__ -''''''''''''''''''''''''''''''''''''''''' - -When creating your overdue notices there are two tags in addition to the -various database fields that you can use in your notices. You will also -want to review the `Notices & Slips Field Guide <#noticesfieldguide>`__ -for information on formatting item information in these notices. - - **Important** - - These new tags only work on the overdue notices, not other - circulation related notices at this time. - -These tags are and which should enclose all fields from -the biblio, biblioitems, and items tables. - -An example of using these tags in a notice template might be like: - -:: - - The following item(s) is/are currently overdue: - - "<>" by <>, <>, Barcode: <> Fine: <> - -Which, assuming two items were overdue, would result in a notice like: - -:: - - The following item(s) is/are currently overdue: - - "A Short History of Western Civilization" by Harrison, John B, 909.09821 H2451, Barcode: 08030003 Fine: 3.50 - "History of Western Civilization" by Hayes, Carlton Joseph Huntley, 909.09821 H3261 v.1, Barcode: 08030004 Fine: 3.50 - -`Existing Notices & Slips <#existingnotices>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -Among the default notices are notices for several common actions within -Koha. All of these notices can be customized by altering their text via -the Notices & Slips tool and their style using the -`NoticeCSS <#NoticeCSS>`__ preference to define a stylesheet. You will -also want to review the `Notices & Slips Field -Guide <#noticesfieldguide>`__ for information on formatting item -information in these notices. Here are some of what those notices do: - -- ACCTDETAILS - - - Sent to patrons when their account is set up if the - `AutoEmailOPACUser <#AutoEmailOPACUser>`__ preference is set to - 'Send' - -- ACQCLAIM (Acquisition Claim) - - - Used in the claim acquisition module - - - *Get there:* More > Acquisitions > Late issues - -- CHECKIN - - - This notice is sent as the 'Check in' notice for all items that - are checked in - - - This notice is used if two criteria are met: - - 1. The - `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ - is set to 'Allow' - - 2. The patron has requested to receive this notice - - - *Get there:*\ OPAC > Login > my messaging - - - *Get there:*\ Staff Client > Patron Record > - `Notices <#patnotices>`__ - -- CHECKOUT - - - This notice is sent as the 'Check out' notice for all items that - are checked out - - - This notice is used if two criteria are met: - - 1. The - `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ - is set to 'Allow' - - 2. The patron has requested to receive this notice - - - *Get there:*\ OPAC > Login > my messaging - - - *Get there:*\ Staff Client > Patron Record > - `Notices <#patnotices>`__ - -- DUE - - - This notice is sent as the 'Item due' for an item is due - - - This notice is used if two criteria are met: - - 1. The - `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ - is set to 'Allow' - - 2. The patron has requested to receive this notice - - - *Get there:*\ OPAC > Login > my messaging - - - *Get there:*\ Staff Client > Patron Record > - `Notices <#patnotices>`__ - -- DUEDGST - - - This notice is sent as the 'Item due' for all items that are due - - - This notice is used if two criteria are met: - - 1. The - `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ - is set to 'Allow' - - 2. The patron has requested to receive this notice as a digest - - - *Get there:*\ OPAC > Login > my messaging - - - *Get there:*\ Staff Client > Patron Record > - `Notices <#patnotices>`__ - -- HOLD (Hold Available for Pickup) - - - This notice is used if two criteria are met: - - 1. The - `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ - is set to 'Allow' - - 2. The patron has requested to receive this notice - - - *Get there:*\ OPAC > Login > my messaging - - - *Get there:*\ Staff Client > Patron Record > - `Notices <#patnotices>`__ - - - When this notice references the branches table it is referring to - the pickup branch information. - -- HOLDPLACED (a notice to the library staff that a hold has been - placed) - - - This notice requires the - `emailLibrarianWhenHoldIsPlaced <#emailLibrarianWhenHoldIsPlaced>`__ - system preference to be set to 'Enable' - - - When this notice references the branches table it is referring to - the pickup branch information. - -- MEMBERSHIP\_EXPIRY - - - This notice can be sent to patrons to warn them that their cards - are expiring soon. - - - Requires that you have the - `MembershipExpiryDaysNotice <#MembershipExpiryDaysNotice>`__ set - and the `related cron job <#patronexpirycron>`__ set. - -- ODUE (Overdue Notice) - - - This notice is used to send Overdue Notices to Patrons - - - See a `Sample Overdue Notice <#samplenotice>`__ - - - Requires that you set `Overdue Notice/Status - Triggers <#noticetriggers>`__ - -- PREDUE - - - This notice is sent as the 'Advanced notice' for an item is due - - - This notice is used if two criteria are met: - - 1. The - `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ - is set to 'Allow' - - 2. The patron has requested to receive this notice - - - *Get there:*\ OPAC > Login > my messaging - - - *Get there:*\ Staff Client > Patron Record > - `Notices <#patnotices>`__ - -- PREDUEDGST - - - This notice is sent as the 'Advanced notice' for all items that - are due - - - This notice is used if two criteria are met: - - 1. The - `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ - is set to 'Allow' - - 2. The patron has requested to receive this notice as a digest - - - *Get there:*\ OPAC > Login > my messaging - - - *Get there:*\ Staff Client > Patron Record > - `Notices <#patnotices>`__ - -- RENEWAL - - - This notice is sent as the 'Check out' notice for all items that - are renewed - - - This notice is used if three criteria are met: - - 1. The - `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ - is set to 'Allow' - - 2. The `RenewalSendNotice <#RenewalSendNotice>`__ preference is - set to 'Send' - - 3. The patron has requested to receive the checkout notice - - - *Get there:*\ OPAC > Login > my messaging - - - *Get there:*\ Staff Client > Patron Record > - `Notices <#patnotices>`__ - -- RLIST (Routing List) - - - Used in the serials module to notify patrons/staff of new issues - of a serial - - - *Get there:* More > Serials > `New - Subscription <#newsubscription>`__ - - - You have the option to select the 'Routing List' notice when - creating a new subscription (Choose from the 'Patron notification' - drop down). - - - **Note** - - Notice also that if you'd like to notify patrons of new serial - issues, you can click on 'define a notice' which will take you - to the 'Notices' tool - -- SHARE\_ACCEPT - - - Used to notify a patron when another patron has accepted their - shared list. - - - Requires that you set - `OpacAllowSharingPrivateLists <#OpacAllowSharingPrivateLists>`__ - to 'Allow' - -- SHARE\_INVITE - - - Used to notify a patron that another patron would like to share a - list with them. - - - Requires that you set - `OpacAllowSharingPrivateLists <#OpacAllowSharingPrivateLists>`__ - to 'Allow' - -- TO\_PROCESS - - - Used to notify a staff member if a purchase suggestion has been - moved to the fund they manage - - - Requires the - `notice\_unprocessed\_suggestions <#emailsuggestfund>`__ cron job - -There are also a set of predefined slips (or receipts) listed on this -page. All of these slips can be customized by altering their text via -the Notices & Slips tool and their style using the -`SlipCSS <#SlipCSS>`__ preference to define a stylesheet. Here is what -those slips are used for: - -- ISSUEQSLIP - - - Used to print the quick slip in circulation - - - The quick slip only includes items that were checked out today - -- ISSUESLIP - - - Used to print a full slip in circulation - - - The slip or receipt will show items checked out today as well as - items that are still checked out - -- HOLD\_SLIP - - - Used to print a holds slip - - - The holds slip is generated when a hold is confirmed - -- TRANSFERSLIP - - - Used to print a transfer slip - - - The transfer slip is printed when you confirm a transfer from one - branch to another in your system - -`Overdue Notice/Status Triggers <#noticetriggers>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Patrons and Circulation > Overdue - Notice/Status Triggers - -In order to send the overdue notices that you defined using the -`Notices <#notices>`__ tool, you need to first set the triggers to have -these messages. - - **Important** - - In order to have overdue notices sent to your patrons, you need to - `set that patron category <#addingpatroncat>`__ to require overdue - notices. - - **Important** - - Depending on the value of your - `OverdueNoticeCalendar <#OverdueNoticeCalendar>`__ preference the - delay may or may not include days the library is closed based on the - `holiday calendar <#calholidays>`__. - -The Overdue Notice/Status Triggers tool gives the librarian the power to -send up to three notices to each patron type notifying them of overdue -items - -Overdue Notice/Status Triggers Tool -|image260| - -- Delay is the number of days after an issue is due before an action is - triggered. - - - **Important** - - If you want Koha to trigger an action (send a letter or - restrict member), a delay value is required. - -- To send additional notices, click on the tabs for 'Second' and - 'Third' notice - -- If you would like to prevent a patron from checking items out because - of their overdue items, check the 'Restrict' box, this will put a - notice on the patron's record at checkout informing the librarian - that the patron cannot check out due to overdue items. - - - If you choose to restrict a patron in this way you can also have - Koha automatically remove that restriction with the - `AutoRemoveOverduesRestrictions <#AutoRemoveOverduesRestrictions>`__ - preference. - -- Next you can choose the delivery method for the overdue notice. You - can choose from Email, Phone (if you are using the `iTiva Talking - Tech service <#TalkingTechItivaPhoneNotification>`__), Print and SMS - (if you have set your `SMSSendDriver <#SMSSendDriver>`__). - - - **Note** - - The Feed option is not yet a feature in Koha, it is there for - future development. - -- See a `Sample Overdue Notice <#samplenotice>`__ - -`Patron Card Creator <#patroncardcreator>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Patron Card Creator - -The Patron Card Creator allow you to use layouts and templates which you -design to print your custom patron cards on your printer. Here are some -of the features of the Patron Card Creator module: - -- Customize patron card layouts with text retrieved from the Koha - patron data - -- Design custom card templates for printed patron cards (to match the - label sheets) - -- Build and manage batches of patron cards to print - -- Export (as PDF) single or multiple batches to print - -- Export (as PDF) single or multiple patron cards from within a batch - -`Layouts <#cardlayouts>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^ - -- *Get there:* More > Tools > Patron Card Creator > Manage > Layouts - -A layout defines the text and images that will be printed on to the card -and where it will appear. - - **Note** - - Up to three lines of text, the patron's number in barcode - representation and up to two images can be printed on to the card. - -`Add a Layout <#addcardlayout>`__ -''''''''''''''''''''''''''''''''' - -If you have no layouts defined, you will add a new layout by clicking -the 'New' button and choosing 'Layout'.New layout button - -You may also choose to press 'Manage layout' on the left side. Here you -are offered a list of available layouts you can select for editing. But -at the top of the page there is still the 'New layout' button. - -Add New Layout -|image261| - -- The name you assign to the layout is for your benefit, name it - something that will be easy to identify at a later date - -- The Units pull down is used to define what measurement scale you're - going to be using for your layout. - - Units of Measurement - |image262| - - - **Note** - - A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch - is 25.4 SI Millimeters - -- Next note if this layout is for the front or the back of the patron - card - - - **Note** - - You will need a layout for both the front and back of your - card if you have 2-sided library cards, this option doesn't - allow you to print two sided cards, just lets you track which - side of the card you're designing. - -- You have the option of adding up to 3 lines of text to your card. - Your text can be static text of your choosing and/or fields from the - patron record. If you want to print fields from the patron record you - want to put the field names in brackets like so - - - - **Note** - - A full list of field names can be found in the database schema - at http://schema.koha-community.org - -- For each line of text, you can choose your font, font size and the - location of the text on the card using the lower X and Y coordinates - -- In order to show the barcode and the patron card number you will need - to check the 'Print Card Number as Barcode' option. This will turn - the patron card number into a barcode. If you want the number to - print in human readable format you will need to check the 'Print Card - Number as Text Under Barcode' option. - -- Finally you can choose up to two images to print on the card. - - - One can be the `patron image <#uploadpatronimages>`__ which you - can resize to meet your needs. - - - The other image can be something like a library logo or symbol - that you uploaded using the '`Manage - Images <#managecardimages>`__' module of the Patron Card Creator - Tool. - - **Important** - - It is the designers responsibility to define textlines, barcode and - images such that overlap is avoided. - -After saving, your layouts will appear on the 'Manage layouts' page. - -Manage Layouts -|image263| - -`Templates <#patrontemplate>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -- *Get there:* More > Tools > Patron Card Creator > Manage > Card - templates - -A template describes the arrangement of labels on the label sheet/card -stock you are using. This might be Avery 5160 for address labels, -Gaylord 47-284 for spine labels or Avery 28371 for your patron cards, -just to give a couple of examples. All of the information you will need -for setting up a template may be on the packaging, and if not it can -usually be found on the vendor's website or can be measured from a -sample sheet. - -`Add a Template <#addcardtemplate>`__ -''''''''''''''''''''''''''''''''''''' - -To add a new template click on the 'New template' button at the top of -your page which brings you to the Edit template form immediately. You -may also choose to press 'Manage templates' on the left side. Here you -are offered a list of available templates you can select for editing. -But in the top of the page there is still the 'New template' button. - -New template button -|image264| - -Using the form that appears after pressing either 'Edit' or 'New -template'you can define the template for your sheet of labels or cards. - -Add Patron Card Template -|image265| - -- Template ID is simply a system generated unique id - -- Template Code should be the name of this template to identify it on a - list of templates - -- You can use the Template Description to add additional information - about the template - -- The Units pull down is used to define what measurement scale you're - going to be using for the template. - - Measurement Units - |image266| - - - **Note** - - A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch - is 25.4 SI Millimeters - -- The measurements (page height, page width, card width, card height) - may be on the packaging, and if not it can usually be found on the - vendor's website or can be measured from a sample sheet. - -- A profile is a set of "adjustments" applied to a given template just - prior to printing which compensates for anomalies unique and peculiar - to a given printer (to which the profile is assigned). - - - Before defining a profile try printing some sample cards so that - you can take measurements to define a profile to perform the right - adjustments for your printer/template combination. - - - After finding and documenting any anomalies in the printed - document, then you can `create a profile <#addcardprofile>`__ and - assign it to the template. - - - **Important** - - Do not specify a profile unless needed, i.e. do not click to - define a printer profile. It is not possible to remove a - profile from a template but you can switch to another profile. - - - **Note** - - If you are using different printers you may be required to - define several templates that are identical only different - profiles are specified. - -After saving, your templates will appear on the 'Manage templates' page. - -Manage Templates -|image267| - -`Profiles <#patronprofile>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -- *Get there:* More > Tools > Patron Card Creator > Manage > Profiles - -A profile is a set of "adjustments" applied to a given -`template <#patrontemplate>`__ just prior to printing which compensates -for anomalies unique and peculiar to a given printer. This means if you -set a template up and then print a sample set of data and find that the -items are not all aligned the same on each card, you need to set up a -profile for each printer (or even different tray selections on the same -printer) to make up for the differences in printing styles, such as the -shifting of text to the left, right, top or bottom. - -If your cards are printing just the way you want, you will not need a -profile. - -`Add a Profile <#addcardprofile>`__ -''''''''''''''''''''''''''''''''''' - -To add a new profile, you want to click on the 'Profiles' button at the -top of your page and choose 'New Profile' - -New Profile Button -|image268| - -To add a new profile, you want to click on the 'New profile' button at -the top of your page. Using the form that appears you can define the -values to correct the card misalignments on your label sheet. You may -also choose 'Manage profiles' on the left side and select one of the -currently available profiles for editing. - -Add Printer Profile -|image269| - -- The Printer Name and Paper Bin do not have to match your printer - exactly, they are for your reference so you can remember what printer - you have set the profile for. - - - **Note** - - For example: if you want to use the Printer model number in - printer name you can, or you can call it 'the printer on my - desk' - -- Template will be filled in once you have chosen which template to - apply the profile to on the `template edit form <#addcardtemplate>`__ - -- The Units pull down is used to define what measurement scale you're - going to be using for your profile. - - Units of Measurement - |image270| - - - **Note** - - A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch - is 25.4 SI Millimeters - -- Offset should be used when the entire image is off center either - vertically or horizontally. Creep describes a condition where the - distance between the labels changes across the page or up and down - the page - - - For offset and creep values, negative numbers move the printed - information up and to the left on the printed sheet and positive - numbers move down and to the right - - - Example: the text is printed 0 .25" from the left edge of the - first label, 0 .28" from the left edge of the second label and 0 - .31" from the left edge of the third label. This means the - horizontal creep should be set to (minus) -0.03 " to make up for - this difference. - -After saving, your profiles will appear on the 'Manage Printer Profiles' -page. - -Manage Profiles -|image271| - -Once you have saved your new profile, you can return to the list of -templates and choose to edit the template that this profile is for. - -`Batches <#patroncardbatches>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -- *Get there:* More > Tools > Patron Card Creator > Manage > Card - batches - -A batch is a collection of patrons for whom you want to generate cards. - -`Add a Batch <#addcardbatch>`__ -''''''''''''''''''''''''''''''' - -To add a new batch, you want to click on the 'New batches' button at the -top of your page. Choosing the menu item 'Manage batches' on the left a -list of already defined batches is displayed. In this display you can -either select a batch for editing or add a new batch. - -New Batch Button -|image272| - -For a new batch a message pops up and directs you to select patrons to -be processed in this batch.No items in batch - -After choosing the 'Add item(s)' button the Patron Search window pops -up.Patron search - -From here you can search for patrons to add to your batch by any part of -their name, their category and/or library. Entering \* in the search box -will display all the patrons. Patron search results - -From the results you can add patrons to the batch by clicking the 'Add' -button. After adding patrons from the results you can start over and -perform another search or click 'Close' at the bottom of the screen to -indicate that you are done. You will then be presented with your -batch.Patron batch - -If you are satisfied with your batch you can proceed to export. If you -want to correct or even delete that batch the buttons to do so can be -found at the top of your screen. You can always come back here through -the 'Manage > Card batches' button. - -If you would like to export all patron cards you can click 'Export card -batch' otherwise you can choose specific patrons to print cards for by -checking the box to the right of their names and then choose 'Export -selected card(s)' at the top. - -The export menu will ask you to choose a template, a layout and starting -position (where on the sheet should printing begin). - - **Note** - - For the starting position if the first 6 labels have already been - used on your sheet you can start printing on label in position 7 on - the sheet. The labels are numbered left to right from top to bottom. - -Export batch - -Once you click 'Export' you will be presented with a PDF of your labels -for printingPDF Export - -When you open the PDF you will see the cards for printing - -Final cards -|image273| - -The above image shows a layout that is made up of two textlines. The -first one is just plain text, the second one is composed of the - fields. A patron image is printed (if available) -and the barcode of patrons number is displayed in code 39. All this is -printed on a template with three columns and 8 rows using position 1-3 -here. When printing this PDF please take care that your printer doesn't -rescale the PDF (e.g do not fit to paper size) otherwise the printer -will not be able to print to the right place per your templates. - -`Manage Images <#managecardimages>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -- *Get there:* More > Tools > Patron Card Creator > Manage > Images - -Images uploaded using this tool will appear on the menu when creating -`patron card layouts <#cardlayouts>`__. You are limited in how many -images you can upload (not counting patron images) by the -`ImageLimit <#ImageLimit>`__ system preference. - - **Important** - - Images must be under 500k in size. - - **Note** - - Pictures uploaded with this tool should be at least 300dpi which is - the minimum quality for a printable image. - -In the center of the screen is a simple upload form, simply browse for -the file on your computer and give it a name you'll recognize later. - -Upload Images -|image274| - -Once the file is uploaded you will be presented with a confirmation -message. - -Image Uploaded -|image275| - -And the image will be listed with all of your others on the right hand -side of the page. - -Images -|image276| - -To delete one or multiple of these images, click the checkbox to the -right of each image you want to delete and click the 'Delete' button. - -`Patrons (anonymize, bulk-delete) <#anonpatrons>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Patrons and Circulation > Patrons - (anonymize, bulk-delete) - -This tool allows you to bulk anonymize circulation histories (this means -that you keep records of how many times items were checked out - but not -the patrons who checked the items out) or bulk delete patrons (remove -them from the system completely). - - **Important** - - Patrons with outstanding fines or items checked out are not saved. - They are not completely removed from the system (they are only moved - to the delete\_borrowers table), but this tool does not provide as - many checks as one may desire. - - **Important** - - Before using this tool it is recommended that you backup your - database. Changes made here are permanent. - - **Important** - - The anonymization will fail quietly if - `AnonymousPatron <#AnonymousPatron>`__ preference does not contain a - valid value. - -Patron Anonymize/Bulk Delete Tool -|image277| - -To either delete or anonymize patrons - -- Check the 'Verify' box on the task you would like to complete (Delete - or Anonymize) - -- Enter a date before which you want to alter the data - -- If deleting patrons you can also choose to find patrons who - - - have not borrowed since a specific date - - - have accounts that will expire before a specific date - - - are in a specific `patron category <#patcats>`__ - - - are in a `patron list <#patronlists>`__ - -- Click 'Next' - -- A confirmation will appear asking if you're sure this is what you - want to happen - - Patron Anonymize/Bulk Delete Confirmation - |image278| - -- Clicking 'Finish' will delete or anonymize your data - - Completed Process - |image279| - -`Batch patron modification <#batchpatronmod>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Patrons and Circulation > Batch patron - modification - -With this tool you can make edits to a batch of patron records. Simply -load in a file of cardnumbers (one per line), choose from a `list of -patrons <#patronlists>`__ or scan patron card numbers in to the box -provided. - -Batch patron modification -|image280| - -Once you have the file loaded or the barcodes scanned click 'Continue.' -You will be presented with a list of the patrons and the changes you can -make. - -Patrons to modify -|image281| - -To the left of each text box there is a checkbox. Clicking that checkbox -will clear our the field values. - - **Important** - - If the field is mandatory you will not be able to clear the value in - it. - -If you have multiple patron attributes you can change them all by using -the plus (+) sign to the right of the text box. This will allow you to -add another attribute value. - -Editing patron attributes -|image282| - -Once you have made the changes you want, you can click 'Save' and Koha -will present you with the changed patron records. - -`Tag Moderation <#tagsmoderation>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Patrons and Circulation > Tags - -Depending on your `tagging system preferences <#taggingprefs>`__, -librarians may need to approve tags before they are published on the -OPAC. This is done via the Tag Moderation Tool. If there are tags -awaiting moderation they will be listed on the main staff dashboard -under the module labels: - -Tags pending approval -|image283| - -To moderate the tags visit the Tags tool. When first visiting the tool, -you will be presented with a list of tags that are pending approval or -rejection by a librarian - -Tags pending moderation -|image284| - -- To see all of the titles this tag was added to simply click on the - termTitles with a specific tag - - - From this list of titles you can remove a tag without outright - rejecting it from being used in the future by clicking the 'Remove - tag' button to the right of the title. - -- To approve a tag, you can either click the 'Approve' button in line - with the term, or check all terms you want to approve and click - 'Approve' below the table. - -- To reject a tag, you can either click the 'Reject' button in line - with the term, or check all terms you want to approve and click - 'Reject' below the table. - -Once a tag has been approved or rejected it will be moved to the -appropriate list of tags. A summary of all tags will appear on the right -of the screen. - -Summary of tags -|image285| - -Even though a tag is approved or rejected, it can still be moved to -another list. When viewing approved tags each tag has the option to -reject: - -Approved Tags -|image286| - -To check terms against the approved and rejected lists (and possibly -against `the dictionary <#TagsExternalDictionary>`__ you have assigned -for tag moderation) simply enter the term into the search box on the -bottom right of the screen to see the status of the term - -Sample Check list test search -|image287| - -Finally you can find tags by using the filters on the left. - -Tag filters -|image288| - -`Upload Patron Images <#uploadpatronimages>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Patrons and Circulation > Upload Patron - Images - -Patron images can be uploaded in bulk if you are `allowing patron -images <#patronimages>`__ to be attached to patron records. These images -can also be used when creating `patron cards <#patroncardcreator>`__. - -- Create a txt file and title it "DATALINK.TXT" or "IDLINK.TXT" - -- On each line in the text file enter the patron's card number followed - by comma (or tab) and then the image file name - - Sample file and image - |image289| - - - Make sure that your TXT file is a plain text document, not RTF. - -- Zip up the text file and the image files - -- Go to the Upload Patron Images Tool - - Upload Image Tool for Single Image - |image290| - -- For a single image, simply point to the image file and enter the - patron card number - -- For multiple images, choose to upload a zip file - -- After uploading you will be presented with a confirmation - - Image Upload Confirmation - |image291| - - **Important** - - There is a limit of 100K on the size of the picture uploaded and it - is recommended that the image be 200x300 pixels, but smaller images - will work as well. - -`Rotating Collections <#rotatingcollections>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Catalog > Rotating Collections - -Rotating Collections is a tool for managing collections of materials -that frequently get shifted from library to library. It adds the ability -to store not only an item's home library and current location but also -information about where it is supposed to be transferred to next to -ensure that all items in the collection are sent to the correct library. -When an item in a rotating collection is checked in, library staff is -notified that the item is part of a rotating collection and which branch -it should be sent to if it is not at the correct one. - - **Important** - - The `AutomaticItemReturn <#AutomaticItemReturn>`__ system preference - must be set to "Don't automatically transfer items to their home - library when they are returned" for Rotating Collections to function - properly. - -- To create a new rotating collection, click the "New Collection" - button, fill in the Title and Description, and click Submit. Once - submitted you'll see "Collection Name added successfully"; click - "Return to rotating collections home" to return to the main Rotating - Collections management page (or click Rotating Collections in the - sidebar). - -- To add items to a collection, click "Add or remove items" next to the - collection's name in the list of collections. Under "Add or remove - items" scan or type in the barcode of the item you wish to add to the - collection, and hit Enter or click Submit if necessary. - -- To remove an item from a collection, either click Remove next to the - item's barcode in the list of items within the collection or check - the "Remove item from collection" box next to the Barcode text box - under "Add or remove items, and scan or type in the barcode, clicking - Submit or hitting Enter if necessary. Note: The "Remove item from - collection" checkbox will remain checked as long as you are on the - "Add or remove items" page, unless you uncheck it, to facilitate - quickly removing a number of items at a time by scanning their - barcodes. - -`Transfer a Rotating Collection <#transferrotatingcollection>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -Transferring a collection will: - -- Change the current location of the items in that collection to the - library it is to be transferred to - -- Initiate a transfer from its original current location/holding - library to the current location/holding library it is to be rotated - to. When a library receives a collection they will need to check in - the items to complete the transfer. - -You can transfer a collection in one of two ways: - -- From the main Rotating Collections page, click on Transfer next to - the title of the collection you wish to transfer; choose the library - you wish to transfer the collection to and click "Transfer - collection". - -- Or, from the "add or remove items" page for a collection, you can - click the Transfer button, choose the library you wish to transfer - the collection to and click "Transfer Collection". - - **Important** - - In order to complete the transfer process, the library receiving the - rotating collection should check in all items from the collection as - they receive them. This will clear the transfer so that the items - are no longer shown as being "in transit". - -If an item in a rotating collection is checked in at a library other -than the one it is supposed to be transferred to, a notification will -appear notifying library staff that the item is part of a rotating -collection, also letting them know where the item needs to be sent. - -Rotating Collection Item Notification -|image292| - -`Catalog <#catalogtools>`__ ---------------------------- - -`Batch item modification <#batchmodifyitems>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Catalog > Batch item modification - -This tool will allow you to modify a batch of item records in Koha. - -Batch Modification Tool -|image293| - -From the tool you can choose to upload a file of barcodes or item ids, -or you can scan items one by one into the box below the upload tool. You -can also decide the items edited should be populated with the default -values you have defined in your `default -framework <#marcbibframeworks>`__. - -Once you have your file uploaded or the barcodes listed you can click -'Continue.' - -Batch Modify Summary -|image294| - -You will be presented with a summary of the items you want to modify. -From here you can uncheck the items you don't want to modify before -making changes in the form below. You can also hide columns you don't -need to see to prevent having to scroll from left to right to see the -entire item form. - - **Note** - - To uncheck all items thar are currently checked out you can click - the 'Clear on loan' link at the top of the form. - -Using the edit form you can choose which fields to make edits to. By -checking the checkbox to the right of each field you can clear the -values in that field for the records you are modifying. - -Choose fields you want to change in bulk -|image295| - -Once you have made you changes you will be presented with the resulting -items. - -Item results summary -|image296| - - **Note** - - You can also edit items on one bib record in a batch by going to the - bib record and clicking Edit > Edit items in batch - -Edit items in a batch -|image297| - -`Batch item deletion <#batchdeleteitems>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Catalog > Batch item deletion - -This tool will allow you to delete a batch of item records from Koha. - -From the tool you can choose to upload a file of barcodes or item ids, -or you can scan items one by one into the box below the upload tool. - -Batch Deletion Tool -|image298| - -Once you have your file uploaded or the barcodes scanned you can click -'Continue.' - -You will be presented with a confirmation screen. From here you can -uncheck the items you don't want to delete and decide if Koha should -delete the bib record if the last item is being deleted before clicking -'Delete selected items.' If you'd like you can delete the bibliogrphic -record if you're deleting the last item by clicking the checkbox next to -'Delete records if no items remain'. - -Confirm Deletion -|image299| - -If your file (or list of scanned barcodes) has more than 1000 barcodes, -Koha will be unable to present you with a list of the items. You will -still be able to delete them, but not able to choose which items -specifically to delete or delete the biblio records. - -More than 1000 records in the file -|image300| - -If the items are checked out you will be presented with an error after -clicking 'Delete selected items' and the items will not be deleted. - -Items not Deleted -|image301| - -If the items can be deleted they will be and you will be presented with -a confirmation of your deletion. - -Batch Deletion Confirmation -|image302| - -`Batch record deletion <#batchrecorddelete>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -This tool will take a batch of record numbers for either bibliographic -records or authority records and allow you to delete all those records -and any items attached to them in a batch. Batch record deletion - -First you need to tell the tool if you're deleting bibliographic or -authority records. Next you can load a file with biblionumbers or -authids or enter a list of those numbers in the box provided. Once you -submit the form you will be presented with a summary of the records you -are trying to delete.Summary - -If a record you want to delete can't be deleted it will be highlighted. - -Check the records you want to delete and click the 'Delete selected -records' button to finish the process. - -`Batch Record Modification <#batchrecordmod>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Catalog > Batch record modification - -This tool will allow you to edit batches of bibliographic and/or -authority records using `MARC Modification -Templates <#marcmodtemplates>`__. Before visiting this tool you will -want to set up at least one MARC modification template. - -Batch record modification -|image303| - -When you visit the tool it will ask you: - -- Choose whether you're editing bibliographic or authority records - -- Enter the biblionumbers or authids - - - You can upload a file of these numbers or - - - Enter the numbers (one per line) in the box provided - -- Finally choose the MARC Modification Template you'd like to use to - edit these records. - -Once you've entered your critera click 'Continue'Records to edit - -You will be presented with a list of records that will be edited. Next -to each one is a checkbox so you can uncheck any items you would rather -not edit at this time. - -Clicking Preview MARC will allow you to see what edits will be made when -you finalize the edit.Modified MARC Preview - -Once you're sure everything is the way you want you can click the -'Modify selected records' button and your records will be modified. - -`Automatic item modifications by age <#autoitemagemod>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Catalog > Automatic item modifications by - age - -This tool allows librarians to update item specific fields when an item -reaches a certain age. - - **Note** - - Staff need the items\_batchmod permission to access this tool - - **Important** - - The settings in this tool will be acted upon by the `corresponding - cron job <#autoitemupdatecron>`__ - -If you haven't created any rules you will see the option to 'Add rules' -on the Tool page. Click this button to create rules.Automatic item -modifications by age - -If you have rules already there will be a button that reads 'Edit -rules'. To create a new rule click the 'Edit rules' button at the top of -the page - -List of rules -|image304| - -You will be brought to a page where you can edit exisitng rules or -create a new rule - -Add/Edit rules -|image305| - -In the form that appears you can set : - -- the age in days at which the item will update (Age) - -- what criteria is needed to trigger the update (Conditions) - -- what changes are made when the script runs (Substitutions) - -New rule -|image306| - -Once you're done you can click the 'Add this rule' link and then add -additional rules or you can click the 'Submit these rules' button to -save your changes. - -List of rules -|image307| - -`Export Data (MARC & Authorities) <#exportbibs>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Catalog > Export Data - -Koha comes with a tool that will allow you to export your bibliographic, -holdings and/or authority data in bulk. This can be used to send your -records to fellow libraries, organizations or services; or simply for -backup purposes. - -`Export Bibliographic Records <#exportmarc>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -At the top of the screen you need to pick what data you're exporting. If -you're exporting bibliographic records with or without the holdings -information you want to click the 'Export bibliographic records' tab. - -- Fill in the form in order to limit your export to a specific range - (all fields are optional) - - Select Records to Export - |image308| - - - Choose to limit your export by any one or more of the following - options - - - Limit to a bib number range - - - Limit to a specific item type - - - **Important** - - This limit will use the type you have defined in the - `item-level\_itypes <#item-level_itypes>`__ preference. - If you have the item-level\_itypes preference set to - 'specific item' and you have no items attached to a bib - record it will not be exported. To get all bib records - of a specific type you will need your item-level\_itypes - preference set to 'biblio record'. - - - Limit to a specific library or group of libraries - - - Limit to a call number range - - - Limit to an acquisition date range - - - If you'd like you can load a file of biblionumbers for the records - you would like to export. File type needs to be .csv or .txt - - File of Records to Export - |image309| - - - Next choose what to skip when exporting - - Export options - |image310| - - - By default items will be exported, if you would like to only - export bibliographic data, check the 'Don't export items' box - - - To limit your export only to items from the library you're - logged in as (if you leave the 'Library' field set to 'All') or - to the library you selected above check the 'Remove non-local - items' box - - - You can also choose what fields you don't want to export. This - can be handy if you're sharing your data, you can remove all - local fields before sending your data to another library - - - Finally choose the file type and file name - - File export format - |image311| - - - Choose to export your data in marc or marcxml format - - - Choose the name you want your file to save as - - - Click 'Export bibliographic records' - -`Export Authority Records <#exportauthority>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -At the top of the screen you need to pick what data you're exporting. If -you're exporting authority records you want to click the 'Export -authority records' tab. - -- Fill in the form in order to limit your export to a specific range or - type of authority record (all fields are optional) - - Export authorities - |image312| - -- Or you can choose a file of authids to exportAuthorities file - -- Next choose fields that you would like to exclude from the export - separated by a space (no commas) - - Authority export options - |image313| - - - If you'd like to exclude all subfields of the 200 for example just - enter 200 - - - If you'd like to exclude a specific subfield enter it beside the - field value 100a will exclude just the subfield 'a' of the 100 - -- Finally choose the file type and file name - - Export format - |image314| - - - Choose to export your data in marc or marcxml format - - - Choose the name you want your file to save as - -- Click 'Export authority records' - -`Inventory/Stocktaking <#inventory>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Catalog > Inventory/Stocktaking - -Koha's Inventory Tool can be used in one of two ways, the first is by -printing out a shelf list that you can then mark items off on, or by -uploading a text files of barcodes gathered by a portable scanner. - -If you do not have the ability to use your barcode scanner on the floor -of the library, the first option available to you is to generate a shelf -list based on criteria you enter. - -Inventory & Stocktaking Tool -|image315| - -Choose which library, shelving location, call number range, item status -and when the item was last seen to generate a shelf list that you can -then print to use while walking around the library checking your -collection - -Shelf List -|image316| - -Alternatively you can export the list to a CSV file for altering in an -application on your desktop. Simply check the box next to 'Export to csv -file' to generate this file. - -Once you have found the items on your shelves you can return to this -list and check off the items you found to have the system update the -last seen date to today. - -If you have a portable scanner (or a laptop and USB scanner) you can -walk through the library with the scanner in hand and scan barcodes as -you come across them. Once finished you can then upload the text file -generated by the scanner to Koha - -Barcode Import for Inventory Tool -|image317| - -Choose the text file and the date you want to mark all items as seen and -then scroll to the very bottom and click 'Submit.' - -`Label Creator <#labelcreator>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Catalog > Label Creator - -The Label Creator allow you to use layouts and templates which you -design to print a nearly unlimited variety of labels including barcodes. -Here are some of the features of the Label Creator module: - -- Customize label layouts - -- Design custom label templates for printed labels - -- Build and manage batches of labels - -- Export single or multiple batches - -- Export single or multiple labels from within a batch - -- Export label data in one of three formats: - - - PDF - Readable by any standard PDF reader, making labels printable - directly on a printer - - - CSV - Export label data after your chosen layout is applied - allowing labels to be imported in to a variety of applications - - - XML - Included as an alternate export format - -`Templates <#labeltemplates>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -- *Get there:* More > Tools > Label Creator > Manage > Label templates - -A template is based on the label/card stock you are using. This might be -Avery 5160 for address labels, Gaylord 47-284 for spine labels or Avery -28371 for your patron cards, just to give a couple of examples. These -labels will include all of the information you will need for setting up -a Koha, this information may be on the packaging, and if not it can -usually be found on the vendor's website. - -`Add a Template <#addlabeltemplate>`__ -'''''''''''''''''''''''''''''''''''''' - -To add a new template, you want to click on the 'New' button at the top -of the Label Creator and choosing 'Label template'. - -New Label Template Option -|image318| - -Using the form that appears you can define the template for your sheet -of labels or cards. - -Label Template Form -|image319| - -- Template ID will be automatically generated after saving your - template, this is simply a system generated unique id - -- Template Code should be something you can use to identify your - template on a list of templates - -- You can use the Template Description to add additional information - about the template - -- The Units pull down is used to define what measurement scale you're - going to be using for the template. This should probably match the - unit of measurement used on the template description provided by the - product vendor. - - Measurement Units - |image320| - -- The measurements, number of columns and number of rows can be found - on the vendor product packaging or website. - - - **Important** - - If you do not supply a left text margin in the template, a - 3/16" (13.5 point) left text margin will apply by default. - -- A profile is a set of "adjustments" applied to a given template just - prior to printing which compensates for anomalies unique and peculiar - to a given printer (to which the profile is assigned). - - - Before picking a profile try printing some sample labels so that - you can easily define a profile that is right for your - printer/template combination. - - - After finding any anomalies in the printed document, `create a - profile <#addlabelprofile>`__ and assign it to the template. - -After saving, your templates will appear on the 'Manage' area under -'Label templates'. - -List of label templates -|image321| - -`Profiles <#labelprofiles>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -- *Get there:* More > Tools > Label Creator > Manage > Printer Profiles - -A profile is a set of "adjustments" applied to a given -`template <#addlabeltemplate>`__ just prior to printing which -compensates for anomalies unique and peculiar to a given printer (to -which the profile is assigned). This means if you set a template up and -then print a sample set of data and find that the items are not all -aligned the same on each label, you need to set up a profile for each -printer to make up for the differences in printing styles, such as the -shifting of text to the left, right, top or bottom. - -If your labels are printing just the way you want, you will not need a -profile. - -`Add a Profile <#addlabelprofile>`__ -'''''''''''''''''''''''''''''''''''' - -To add a new profile, you want to click on the 'New' button at the top -of the Label Creator tool and choose 'Printer profile'. - -New Profile Button -|image322| - -Using the form that appears you can create a profile to fix any problems -with your template. - -Create a Printer Profile -|image323| - -- The Printer Name and Paper Bin do not have to match your printer - exactly, they are for your reference so you can remember what printer - you have set the profile for. So if you want to use the Printer model - number in printer name or you can call it 'the printer on my desk' - -- Template will be filled in once you have chosen which template to - apply the profile to on the `template edit - form <#addlabeltemplate>`__ - -- The Units pull down is used to define what measurement scale you're - going to be using for your profile. - - Units of Measurement - |image324| - -- Offset describes what happens when the entire image is off center - either vertically or horizontally and creep describes a condition - where the distance between the labels changes across the page or up - and down the page - - - For these values, negative numbers move the error up and to the - left and positive numbers move the error down and to the right - - - Example: the text is .25" from the left edge of the first label, - .28" from the left edge of the second label and .31" from the left - edge of the third label. This means the horizontal creep should be - set to .03" to make up for this difference. - -After saving, your profiles will appear on the 'Manage' area under -'Printer profiles'. - -List of Profiles -|image325| - -Once you have saved your new profile, you can return to the list of -templates and choose to edit the template that this profile is for. - -`Layouts <#labellayouts>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -- *Get there:* More > Tools > Label Creator > Manage > Layouts - -A layout is used to define the fields you want to appear on your labels. - -`Add a Layout <#addlabellayout>`__ -'''''''''''''''''''''''''''''''''' - -To add a new layout, you want to click on the 'New' button at the top of -the Label Creator tool and choose 'Layout'. - -New Layout Button -|image326| - -Using the form that appears you can create a profile to fix any problems -with your template. - -Add New Layout -|image327| - -- The name of your layout can be anything you'd like to help you - identify it later. - -- If this is a barcode label you'll want to choose the encoding (Code - 39 is the most common) - -- The layout type can be any combination of bibliographic information - and/or barcode. For example a spine label would just be Biblio - whereas a label for your circulation staff to use to checkout the - book would probably be Biblio/Barcode. - -- The Bibliographic Data to Print includes any of the data fields that - may be mapped to your MARC frameworks. You can choose from the preset - list of fields or you can click on 'List Fields' and enter your own - data. In 'List Fields', you can specify MARC subfields as a - 4-character tag-subfield string: (ie. 254a for the title field), You - can also enclose a whitespace-separated list of fields to concatenate - on one line in double quotes. (ie. "099a 099b" or "itemcallnumber - barcode"). The fields available are from the database tables list - below. Finally you could add in static text strings in single-quote - (ie. 'Some static text here.') - - - You can use the schema viewer (http://schema.koha-community.org) - with the following tables to find field names to use: - - - Currently all fields in the following tables are used: items, - biblioitems, biblio, branches - - List fields - |image328| - -- Choose if the label maker should print out the guidelines around each - label - -- Choose if you'd like Koha to try to split your call numbers (usually - used on Spine Labels) - -- Finally choose your text settings such as alignment, font type and - size. - -After saving, your layouts will appear on the 'Manage Layouts' page. - -`Batches <#labelbatches>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -- *Get there:* More > Tools > Label Creator > Manage > Label batches - -Batches are made up of the barcodes you would like to print. Once in -this tool you can search for the item records you would like to print -out labels for. - -`Add a Batch <#addlabelbatch>`__ -'''''''''''''''''''''''''''''''' - -Batches can be created in one of two ways. The first is to click the -'Create Label Batch' link on the '`Staged MARC -Management <#managestaged>`__' page: - -Create Label Batch Link on Staged Records List -|image329| - -The other is to choose to create a new batch from the label creator tool - -Create New Batch -|image330| - -You will be brought to an empty batch with a box to scan barcodes or -itemnumbers in to and an 'Add item(s)' button at the bottom of the page. - -Add Items -|image331| - -You can either scan barcodes in to the box provided and click the 'Add -item(s)' button or you can click the 'Add item(s)' button with the -barcodes box empty. Clicking 'Add item(s)' with nothing in the barcodes -box will open a search window for you to find the items you want to add -to the batch. - -Search for items for a Batch -|image332| - -From the search results, click the check box next to the items you want -to add to the batch and click the 'Add checked' button. You can also add -items one by one by clicking the 'Add' link to the left of each item. - -Batch search results -|image333| - -Once you have added all of the items click the 'Done' button. The -resulting page will list the items you have selected. - -List of items in the batch -|image334| - -To print your labels, click the 'Export full batch' button. To print -only some of the labels, click the 'Export selected item(s)' button. -Either way you will be presented with a confirmation screen where you -can choose your template and layout. - -Start batch export -|image335| - -You will then be presented with three download options: PDF, Excel, and -CSV. - -Batch save options -|image336| - -After saving your file, simply print to the blank labels you have in -your library. - -`Quick Spine Label Creator <#quicklabelcreator>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Catalog > Quick Spine Label Creator - - **Note** - - This tool does not use the label layouts or templates, it simply - prints a spine label in the first spot on the label sheet. - - - Define the fields you want to print on the spine label in the - `SpineLabelFormat <#SpineLabelFormat>`__ system preference - - - Format your label printing by editing spinelabel.css found in - koha-tmpl/intranet-tmpl/prog/en/css/ - -To use this tool you simply need the barcode for the book you'd like to -print the spine label for. - -Quick Spine Label Creator -|image337| - -`MARC modification templates <#marcmodtemplates>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -The MARC Modification Templates system gives Koha users the power to -make alterations to MARC records automatically while staging MARC -records for import. - -This tool is useful for altering MARC records from various -venders/sources work with your MARC framework. The system essentially -allows one to create a basic script using actions to Copy, Move, Add, -Update and Delete fields. - -Start by adding a new template (a template can be made up of one or more -actions) by entering a name and clicking 'Create template'. - -Add a new template -|image338| - -Next you can add actions to the template by filling in the Action box. -For example if you're loading in a batch of files from your EBook vendor -you might want to add the biblio item type of EBOOK to the 942$c.Add -action - -- Choose 'Add/Update' - -- Enter the field 942 and subfield c - -- Enter the value of 'EBOOK' (or whatever your ebook item type code is) - -- Provide a description so you can identify this action later - -- Click 'Add action' - -Each action can also have an optional condition to check the value or -existance of another field. For example you might want to add the call -number to the item record if it's not already there. - -Add conditional action -|image339| - -- Choose 'Copy' - -- Decide if you want to copy the first occurance or all occurances of - the field - -- Enter the field 090 (or other biblio call number field) and subfield - a to copy - -- Enter the 952 field and o subfield to copy to - -- Choose 'if' - -- Enter the 952 field and o subfield - -- Choose "doesn't exist" - -- Provide a description so you can identify this action later - -- Click 'Add action' - -The Copy & Move actions also support Regular Expressions, which can be -used to automatically modify field values during the copy/move. An -example would be to strip out the '$' character in field 020$c. - -Add regex action -|image340| - -- Choose 'Copy and replace' - -- Decide if you want to copy the first occurance or all occurances of - the field - -- Enter the field 020 and subfield c to copy - -- Enter the 020 field and c subfield to copy to - -- Check the 'RegEx' box and enter your regular expression (in this case - s/\\$// ) - -- Choose 'if' - -- Enter the 020 field and c subfield - -- Choose "matches" - -- Check the 'RegEx' box and enter your regular expression (in this case - m/^\\$/ ) - -- Provide a description so you can identify this action later - -- Click 'Add action' - - **Note** - - The value for an update can include variables that change each time - the template is used. Currently, the system supports two variables, - \_\_BRANCHCODE\_\_ which is replaced with the branchcode of the - library currently using the template, and \_\_CURRENTDATE\_\_ which - is replaced with the current date in ISO format ( YYYY-MM-DD ). - -You could also use regular expressions to add your library's proxy URL -in front of links in your MARC record.Add proxy URL - -- Choose 'Copy and replace' - -- Decide if you want to copy the first occurance or all occurances of - the field - -- Enter the field 856 and subfield u to copy - -- Enter the 856 field and u subfield to copy to - -- Check the 'RegEx' box and enter your regular expression (in this case - s/^/PROXY\_URL/ ) - -- Provide a description so you can identify this action later - -- Click 'Add action' - -When choosing between 'Copy' and 'Copy and replace' keep the following -example in mind: - -:: - - 245 _aThe art of computer programming _cDonald E. Knuth. - 300 _aA_exists _bB_exists - -If we apply action (a) Copy the whole field 245 to 300, we get: - -:: - - 245 _aThe art of computer programming _cDonald E. Knuth. - 300 _aA_exists _bB_exists - 300 _aThe art of computer programming _cDonald E. Knuth. - -If we apply action (b) Copy the subfield 245$a to 300$a, we get: - -:: - - 245 _aThe art of computer programming _cDonald E. Knuth. - 300 _aThe art of computer programming _bB_exists - -Once your actions are saved you can view them at the top of the screen. -Actions can be moved around using the arrows to the left of them. - -View actions -|image341| - -Depending on your actions the order may be very important. For example -you don't want to delete a field before you copy it to another field. - -To add another template you can either start fresh or click the -'Duplicate current template' checkbox to create a copy of an existing -template to start with. - -Duplicate template -|image342| - -Once your template is saved you will be able to pick it when using the -`Stage MARC Records for Import <#stagemarc>`__ tool. - -Choose template -|image343| - -`Stage MARC Records for Import <#stagemarc>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Catalog > Stage MARC records for import - -This tool can be used to import both bibliographic and authority records -that are saved in MARC format. Importing records into Koha includes two -steps. The first is to stage records for import. - -- First find the MARC file on your computer - - Stage MARC Records for Import - |image344| - -- Next you will be presented with options for record matching and item - imports - - Upload options - |image345| - - - Enter 'Comments about this file' to identify your upload when - going to the '`Manage Staged MARC Records <#managestaged>`__' tool - - - Tell Koha which type of file this is, bibliographic or authority - - Record type - |image346| - - - Choose the character encoding - - Chracter encoding - |image347| - - - Choose if you would like to use a `MARC Modification - Template <#marcmodtemplates>`__ to alter the data you're about to - import - - Choose modification template - |image348| - - - Choose whether or not you want to look for matching records - - Look for matches - |image349| - - - You can set up `record matching rules <#recordmatchingrules>`__ - through the administration area - - Matching rules - |image350| - - - When using the ISBN matching rule Koha will find only exact - matches. If you find that the ISBN match is not working to - your satisfaction you can change the - `AggressiveMatchOnISBN <#AggressiveMatchOnISBN>`__ - preference to 'Do' and then run your import again. - - - Next choose what to do with matching records if they are found - - - Finally choose what to do with records that are unique - - - Next you can choose whether or not to import the item data found - in the MARC records (if the file you're loading is a bibliographic - file) - - Import items - |image351| - - - From here you can choose to always add items regardless of - matching status, add them only if a matching bib was found, add - items only if there was no matching bib record, replace items - if a matching bib was found (The match will look at the - itemnumbers and barcodes to match on for items. Itemnumbers - take precendence over barcodes), or Ignore items and not add - them. - -- Click 'Stage for import' - -- You will be presented with a confirmation of your MARC import - - MARC Import Confirmation - |image352| - -- To complete the process continue to the `Manage Staged MARC Records - Tool <#managestaged>`__ - -`Staged MARC Record Management <#managestaged>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Catalog > Staged MARC Record Management - -Once you have `staged <#stagemarc>`__ your records for import you can -complete the import using this tool. - -List of Staged MARC Records -|image353| - -- From the list of staged records, click on the file name that you want - to finish importing - - - You will note that records that have already been imported will - say so under 'Status' - -- A summary of your import will appear along with the option to change - your matching rules - - Manage Staged Records Batch - |image354| - -- Below the summary is the option to import the batch of bib records - using a specific framework - - Choose Framework to Import Into - |image355| - - - Choosing a framework other than 'Default' isn't necessary, but - it's helpful for running reports and having the right bib level - item type selected on import. - -- Below the framework selection there will be a list of the records - that will be imported - - List of Staged Records - |image356| - - - Review your summary before completing your import to make sure - that your matching rule worked and that the records appear as you - expect them to - - - Matches will appear with info under the 'Match details column' - - Matched record - |image357| - - and when clicking the 'View' link under 'Diff' you can see the - difference between versions. - - Record differences - |image358| - -- Click 'Import into catalog' to complete the import - - Import summary - |image359| - -- Once your import is complete a link to the new bib records will - appear to the right of each title that was imported - -- You can also undo your import by clicking the 'Undo import into - catalog' button - -Records imported using this tool remain in the 'reservoir' until they -are cleaned. These items will appear when searching the catalog from the -`Cataloging <#cataloging>`__ tool: - -Reservoir Results -|image360| - -To clean items out of the 'reservoir': - -- Visit the main screen of the Manage Staged MARC Records tool - - List of Staged MARC Records - |image361| - -- To clean a batch, click the 'Clean' button to the right - -- You will be presented with a confirmation message - - Clean MARC Records Confirmation - |image362| - - - Accept the deletion and the records will be removed from the - reservoir and the status will be changed to 'cleaned' - -`Upload Local Cover Image <#uploadlocalimages>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Catalog > Upload Local Cover Image - -This tool will allow you to upload cover images for the materials in -your catalog. To access this tool, staff will need the -`upload\_local\_cover\_images permission <#toolspermissions>`__. In -order for images to show in the staff client and/or OPAC you will need -to set your `LocalCoverImages <#LocalCoverImages>`__ and/or -`OPACLocalCoverImages <#OPACLocalCoverImages>`__ preferences to -'Display.' Images can be uploaded in batches or one by one. - - **Note** - - Koha does not have a maximum file size limit for this tool, but - Apache may limit the maximum size of uploads (talk to your sys - admin). - - **Note** - - When you want to upload multiple images onto a bib record, they will - display left to right (then top to bottom, depending on screen real - estate) in order of uploading, and the one on the left (the first - one uploaded) will be the one used as a thumbnail cover in search - results and on the detail page. There is no way to reorder cover - images uploaded in this way, so be sure to upload them in the order - you'd like them to appear.Multiple cover images on one record - -If uploading a single image: - -- Visit the tool and click the 'Browse' button to browse to the image - on your local machine. - - Upload single cover image - |image363| - -- Click 'Upload file' - -- Choose 'Image file' under the 'File type' section - -- Enter the biblionumber for the record you're attaching this image to. - This is not the same as the barcode, this is the system generated - number assigned by Koha. - - - Find the biblionumber by looking at the end of the URL in the - address bar when on the detail page - - Biblionumber in URL - |image364| - - - or by clicking on the MARC tab on the detail page in the staff - client - - Biblionumber on MARC Record - |image365| - -- If you would like to replace any other cover images you may have - uploaded in the past, check the 'Replace existing covers' box under - the 'Options' section - -- Click 'Process images' - -- You will be presented with a summary of the upload and a link to the - record you have just added the image to - -If uploading a batch of images at once you will need to prepare a ZIP -file first. - -- Enter in to the ZIP file all the images you are uploading - -- Also include a text file (\*.TXT) named either datalink.txt or - idlink.txt listing the biblionumber followed by the image name for - each image one per line - - - ex. 4091,image4091.jpg - - ZIP File Contents - |image366| - -- Browse your local computer to the ZIP file - -- Click 'Upload file' - -- Choose 'Zip file' under the 'File type' section - -- If you would like to replace any other cover images you may have - uploaded in the past, check the 'Replace existing covers' box under - the 'Options' section - -- Click 'Process images' - -- You will be presented with a summary of the upload - - Upload Summary - |image367| - - **Important** - - The source image is used to generate a 140 x 200 px thumbnail image - and a 600 x 800 px full-size image. The original sized image - uploaded will not be stored by Koha - -You will be able to see your cover images in the staff client on the -detail page under the 'Image' tab in the holdings table at the bottom - -Cover images in the staff client -|image368| - -In the OPAC the cover images will also appear in the images tab, as well -as next to the title and on the search results. - -If you would like to remove a cover image you can click 'Delete image' -below the image if you have the `upload\_local\_cover\_images -permission <#toolspermissions>`__. - -`Additional Tools <#additionaltools>`__ ---------------------------------------- - -`Calendar <#calholidays>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Additional Tools > Calendar - -Libraries can define library closings and holidays to be used when -calculating due dates. You can make use of the Calendar by turning on -the proper system preferences: - -- *Get there:*\ More > Administration > Global System Preferences > - Circulation > `useDaysMode <#useDaysMode>`__ - - - Choose the method for calculating due date - either include days - the library is closed in the calculation or don't include them. - -- *Get there:* More > Administration > Global System Preferences > - Circulation > `finescalendar <#finesCalendar>`__ - - - This will check the holiday calendar before charging fines - -Calendar & Holidays Tools -|image369| - -`Adding Events <#addevents>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -Before adding events, choose the library you would like to apply the -closings to. When adding events you will be asked if you would like to -apply the event to one branch or all branches. To add events, simply - -- Click on the date on the calendar that you would like to apply the - closing to - - Calendar Add Form - |image370| - -- In the form that appears above the calendar, enter the closing - information (for more info on each option click the question mark [?] - to the right of the option) - - - Library will be filled in automatically based on the library you - chose from the pull down at the top of the page - - - The day information will also be filled in automatically based on - the date you clicked on the calendar - - - In the description enter the reason the library is closed - - - Next you can choose if this event is a one time event or if it is - repeatable. - - - If this is a one day holiday choose 'Holiday only on this day' - - - If this is a weekly closing (like a weekend day) then you can - choose 'Holiday repeated every same day of the week' - - - If this is an annual holiday closing choose 'Holiday repeated - yearly on the same date' - - - If the library is going to be closed for the week or a range of - time choose 'Holiday on a range' and enter a 'To Date' at the - top - - - If the library is going to be closed for a range of time each - year (such as summer holidays for schools) choose 'Holiday - repeated yearly on a range' and enter a 'To Date' at the top - - - Finally decide if this event should be applied to all libraries or - just the one you have originally selected - - - If you'd rather enter all the holidays and then copy them all - to another branch all at once you can use the copy menu below - the calendar - - Copy holidays - |image371| - -- After saving you will see the event listed in the summary to the - right the calendar - - Calendar Summary - |image372| - -`Editing Events <#editevents>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -To edit events - -- Click on the event on the calendar that you want to change (do this - by clicking on the date on the calendar, not the event listed in the - summary) - - Edit holiday form - |image373| - -- From this form you can make edits to the holiday or delete the - holiday completely. - - - All actions require that you click 'Save' before the change will - be made. - -- Clicking on repeatable events will offer slightly different options - - Edit repeatable event - |image374| - - - In the form above you will note that there is now an option to - 'Generate an exception for this repeated holiday,' choosing this - option will allow you to make it so that this date is not closed - even though the library is usually closed on this date. - - - All actions require that you click 'Save' before the change - will be made. - -`Additional Help <#calendarhelp>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -When adding or editing events you can get additional help by clicking on -the question mark next to various different options on the form - -Additional Calendar Help Buttons -|image375| - -`CSV Profiles <#csvprofiles>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Additional Tools > CSV Profiles - -CSV Profiles are created to define how you would like your cart or list -to export. - -`Add CSV Profiles <#addcsvprofile>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -To add a CSV Profile - -- Click 'CSV Profiles' from the Tools menu - -- The 'Profile type' determines what type of fields you plan to use - (MARC or SQL) to define your profile - - - If you choose MARC then you will need to enter MARC fields - - MARC CSV Profile - |image376| - - - If you choose SQL then you will need to enter SQL database fields - - SQL CSV Profile - |image377| - - - The 'Profile name' will appear on the export pull down list when - choosing 'Download' from your cart or list - - Download List - |image378| - - - The 'Profile description' is for your own benefit, but will also - appear in the OPAC when patrons download content, so make sure - it's clear to your patrons as well - - - The 'CSV separator' is the character used to separate values and - value groups - - **Note** - - The most common option here is comma because most spreadsheet - applications know how to open files split by commas. - - - The 'Field separator' is the character used to separate duplicate - fields - - - Example: You may have multiple 650 fields and this is the - character that will appear in between each one in the column - - Field separators in between multiple subjects - |image379| - - - The 'Subfield separator' is the character used to separate - duplicate subfields - - - Example: You may have multiple $a subfields in a field - - - The 'Encoding' field lets you define the encoding used when saving - the file - - - Finally format your CSV file using the 'Profile MARC' or 'Profile - SQL' field - - - Define which fields or subfields you want to export, separated - by pipes. Example : 200\|210$a\|301 for MARC and - biblio.title\|biblio.author for SQL - - - **Note** - - You can also use your own headers (instead of the ones from - Koha) by prefixing the field number with an header, - followed by the equal sign. Example : Personal - name=100\|title=245$a\|300 - - When you have entered in all of the information for you profile, - simply click 'Submit' and you will be presented with a confirmation - that your profile has been saved. - - Confirmation of new CSV profile - |image380| - -`Modify CSV Profiles <#editcsvprofile>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -Once you have created at least one CSV Profile an 'Edit profile' tab -will appear next to the 'New profile' button. - -Modify CSV Profiles -|image381| - -- Choose the profile you would like to edit and alter the necessary - fields. - -- After submitting your changes you will be presented with a - confirmation message at the top of the screen - - Confirmation of CSV modification - |image382| - -- To delete a profile, check the 'Delete selected profile' option - before clicking 'Submit Query' - - Delete an existing CSV Profile - |image383| - -`Using CSV Profiles <#usecsvprofiles>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -Your CSV Profiles will appear on the export list or cart menu under the -'Download' button in both the staff client and the OPAC - -CSV Profiles on Download Menu in the Staff Client -|image384| - -`Log Viewer <#logviewer>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Additional Tools > Log Viewer - -Actions within the Koha system are tracked in log files. Your `system -preferences <#logs>`__ can be changed to prevent the logging of -different actions. These logs can be viewed using the Log Viewer Tool. - -Log Viewer -|image385| - -Choosing different combinations of menu options will produce the log -file for that query. - -A query for all logs related to the Circulation module produces a result -like this -|image386| - -`News <#newstool>`__ -~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Additional Tools > News - -Koha's news module allows librarians to post news to the OPAC, staff -interface and circulation receipts. - -Koha News Module -|image387| - -To add news to either the OPAC, the Staff Client or a Circulation -receipt: - -- Click 'New Entry' - - Add Koha News Form - |image388| - - - Under 'Display Location' choose whether to put the news on the - OPAC, Slip (circulation receipt) or the Librarian (Staff) - Interface.Display location - - - Choose the library this news item will show for - - - Choose a title for your entry - - - Using the publication and expiration date fields you can control - from which date and for how long your news item appears - - - Examples: (these assume today's date as 07-May-2015) - - - Publish on current date: set publication date as 07-May-2015 - - - Schedule for publishing in future: set date later than - 07-May-2015 - - - Backdate the news item: set date earlier than 07-May-2015 - - - 'Appear in position' lets you decide what order your news items - appear in - - - The 'News' box allows for the use of HTML for formatting of your - news item - -- After filling in all of the fields, click 'Submit' - -- News in the OPAC will appear above the - `OpacMainUserBlock <#OpacMainUserBlock>`__ - - News in the OPAC - |image389| - - - Below the news in the OPAC there will be an RSS icon allowing you - to subscribe to library newsNews RSS feed - -- News in the Staff Client will appear on the far left of the screen - - News in the Staff Client - |image390| - -- News on the circulation receipts will appear below the items that are - checked out - - News at the bottom of the circulation receipt - |image391| - -- Depending on your choice for the - `NewsAuthorDisplay <#NewsAuthorDisplay>`__ preference you will also - see the person who created the news item (this uses the logged in - person) - -`Task Scheduler <#taskscheduler>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Additional Tools > Task Scheduler - -The task scheduler is a way to schedule reports to run whenever you -want. - -To schedule a task, visit the Task Scheduler and fill in the form - -Task Scheduler -|image392| - -- Current Server Time shows the time on your server (schedule all of - your reports to run based on that time - not on your local time) - -- Time should be entered as hh:mm (2 digit hour, 2 digit minute) - -- Date should be entered using the calendar pop up - -- From Report choose the report you want to schedule - -- Choose whether to receive the text of or a link to the results - -- In the Email filed enter the email of the person you want to receive - your report - -Below the task scheduler form, there is a list of scheduled reports - -Scheduled Tasks -|image393| - -You can also schedule reports directly from the list of saved reports by -clicking the 'Schedule' link - -Saved Reports List -|image394| - -`Troubleshooting <#taskscedtroubleshoot>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -Task scheduler will not work if the user the web server runs as doesn't -have the permission to use it. To find out if the right user has the -permissions necessary, check /etc/at.allow to see what users are in it. -If you don't have that file, check etc/at.deny. If at.deny exists but is -blank, then every user can use it. Talk to your system admin about -adding the user to the right place to make the task scheduler work. - -`Quote of the Day (QOTD) Editor <#QOTDEditor>`__ -~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Additional Tools > Edit quotes for QOTD - feature - -This tool will allow you to add and edit quotes to show on the OPAC if -you're using the Quote of the Day (QOTD) feature. - -To turn this feature on set the `QuoteOfTheDay <#QuoteOfTheDay>`__ -preference to 'Enable and add at least one quote via the Quote of the -Day Editor. Once these steps are complete you will see your quotes above -the `OpacMainUserBlock <#OpacMainUserBlock>`__ in the OPAC: - -Quote in the OPAC -|image395| - -`Add a Quote <#addquote>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -To add a quote: - -- Click the 'Add quote' button in the toolbar and an empty quote entry - will be added to the end of the current quote list. - - Add quote button - |image396| - - - **Important** - - Both the 'Source' and the 'Text' fields must be filled in in - order to save the new quote. - - Add quote - |image397| - -- When finished filling in both fields, press the key on your - keyboard to save the new quote. - -- The list will update and the new quote should now be visible in the - list. - - **Note** - - You may cancel the addition of a new quote any time prior to saving - it simply by pressing the key on your keyboard. - -`Edit/Delete a Quote <#editquote>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -Once the current quote pool has been loaded into the editing table, you -may edit the quote source and text. - -- Edit either the 'Source' or 'Text' fields by clicking on the desired - field. - - Edit quote - |image398| - -- When you are finished editing a field, press the key on your - keyboard to save the changes. - -The list will be updated, the edits saved, and visible. - -If you'd like you can also delete quote(s). - -- Select the quote(s) you desire to delete by clicking on the - corresponding quote id. - -- Once quote selection is finished, simply click the 'Delete quote(s)' - button. - -- You will be prompted to confirm the deletion. - -- After confirming the deletion, the list will update and the quote(s) - will no longer appear. - -`Import Quotes <#importquote>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -If you'd like you can import a batch of quotes as a CSV file. Your file -must contain two columns in the form: "source","text" with no header -row. - - **Note** - - You will be prompted to confirm upload of files larger than 512KB. - -- To start the import process click the 'Import quotes' button at the - top of the screen - - Import quotes button - |image399| - -- Once on the import quotes screen you can browse your computer for the - file you would like to import - - Import quotes - |image400| - -- After selecting the CSV file, click the 'Open' button and the file - will be uploaded into a temporary editing table. - - Imported quotes - |image401| - -- From the listing you can edit either the 'Source' or 'Text' fields by - clicking on the desired field. When you are finished editing a field, - press the key on your keyboard to save the changes. - - Edit imported quote - |image402| - -- You can also delete quotes from this listing before completing the - import. - - - Select the quote(s) you desire to delete by clicking on the - corresponding quote id. - - Selected for deletion - |image403| - - - Once quote selection is finished, simply click the 'Delete - quote(s)' key. - - Delete quote(s) - |image404| - - - You will be prompted to confirm the deletion. - - Confirm deletion - |image405| - - - After confirming the deletion, the list will update and the - quote(s) will no longer appear. - -- Once you are satisfied with the quotes, click the 'Save quotes' - button in the toolbar at the top and the quotes will be saved. - - Save quotes button - |image406| - -`Upload <#uploadtool>`__ -~~~~~~~~~~~~~~~~~~~~~~~~ - -- *Get there:* More > Tools > Additional Tools > Upload - -This tool will allow you to upload files to your Koha system for -selection from the `Cataloging form <#uploadbibfile>`__. - -`Upload Files <#uploadfiles>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -When you first visit the Upload tool you might see a warning about -missing a category.Upload to temprorary - -Categories are defined in the `authorized value <#authorizedvalues>`__ -in the UPLOAD category. If you do not have upload categories then your -files will be temporary and will be deleted the next time the server is -rebooted. Once you have a value in the UPLOAD authorized value category -you will see a Category pull down below the 'Browse' button.Upload to -category - -Browse your computer a file, choose a category and decide if the public -will be able to download this file via the OPAC. Once your file is -uploaded you will be presented with a confirmation.Upload confirmation - -`Search Files <#searchuploads>`__ -^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ - -All uploaded files are searchable from below the upload form. Using the -form you can search any part of the filename and/or the Hashvalue.Search -uploaded files - -You will be presened with the results of your search.Search results +.. include:: images.rst + +Tools +===== + +Tools in Koha all perform some sort of action. Often many of the items +listed under Tools in Koha are referred to as 'Reports' in other library +management systems. + +- *Get there:* More > Tools + +`Patrons and Circulation <#patrontools>`__ +------------------------------------------ + +`Patron lists <#patronlists>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Patrons and Circulation > Patron lists + +Patron lists are a way to store a group of patrons for easy modification +via the `batch patron modification tool <#batchpatronmod>`__ or +reporting. + +Patron lists +|image245| + +To create a new list of patrons click the 'New patron list' button + +New patron list +|image246| + +Enter a list name and save the list. + +Empty patron list +|image247| + +Each list has an 'Actions' menu with more list options.Patron list +actions + +To add patrons to the list click the 'Add patrons' link in the 'Actions' +menu. + +Add patron to a list +|image248| + +Enter the patron's name or cardnumber in the search box and click on the +right result to add the patron. + +Patrons to add +|image249| + +Once you have all of the patrons you would like to add you can click the +'Add patrons' button to save them to the list. + +List of patrons +|image250| + +`Comments <#comments>`__ +~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Patrons and Circulation > Comments + +All comments added by patrons via the OPAC to bibliographic records +require moderation by the librarians. If there are comments awaiting +moderation they will be listed on the main page of the staff client +below the module list: + +Comments pending approval +|image251| + +and next to the Comments tool on the Tools ModuleComment count on Tools + +To moderate comments click on the notification on the main dashboard or +go directly to the Comments Tool and click 'Approve' or 'Delete' to the +right of the comments awaiting moderation. + +Comment awaiting moderation +|image252| + +If there are no comments to moderate you will see a message saying just +that + +No comments to moderate +|image253| + +You can also review and unapprove comments you have approved in the past +by choosing the 'Approved comments' tab + +Approved comments +|image254| + +`Patron Import <#patronimport>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Patrons and Circulation > Import Patrons + +The patron import tool can be used at any time to add patrons in bulk. +It is commonly used in universities and schools when a new batch of +students registers. + +`Creating Patron File <#createpatronfile>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Your Koha installation comes with a blank CSV file that you can use as a +template for your patron records. If you would like to create the file +yourself, make sure that your file has the following fields in this +order as the header row: + +cardnumber, surname, firstname, title, othernames, initials, +streetnumber, streettype, address, address2, city, state, zipcode, +country, email, phone, mobile, fax, emailpro, phonepro, B\_streetnumber, +B\_streettype, B\_address, B\_address2, B\_city, B\_state, B\_zipcode, +B\_country, B\_email, B\_phone, dateofbirth, branchcode, categorycode, +dateenrolled, dateexpiry, gonenoaddress, lost, debarred, +debarredcomment, contactname, contactfirstname, contacttitle, +guarantorid, borrowernotes, relationship, ethnicity, ethnotes, sex, +password, flags, userid, opacnote, contactnote, sort1, sort2, +altcontactfirstname, altcontactsurname, altcontactaddress1, +altcontactaddress2, altcontactaddress3, altcontactstate, +altcontactzipcode, altcontactcountry, altcontactphone, smsalertnumber, +privacy, patron\_attributes + + **Important** + + The 'password' should be stored in plaintext, and will be converted + to a Bcrypt hash. + + If your passwords are already encrypted, talk to your systems + administrator about options + + **Important** + + Date formats should match your `system preference <#dateformat>`__, + and must be zero-padded, e.g. '01/02/2008'. + + **Important** + + The fields 'branchcode', 'categorycode' and all fields you have + defined in the `BorrowerMandatoryField <#BorrowerMandatoryField>`__ + preference are required and must match valid entries in your + database. + + **Note** + + If loading `patron attributes <#patronattributetypes>`__, the + 'patron\_attributes' field should contain a comma-separated list of + attribute types and values. + + - The attribute type code and a colon should precede each value. + + - For example: "INSTID:12345,BASEBALL:Cubs" + + - This field must be wrapped in quotes if multiple values are + defined. + + - Since values can contain spaces, additional doubled-quotes may + be required: + + - "INSTID:12345,BASEBALL:Cubs,""BASEBALL:White Sox""" + + - When replacing a patron record, any attributes specified in + the input file replace all of the attribute values of any type + that were previously assigned to the patron record. + +`Importing Patrons <#importpatrons>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Once you have created your file, you can use the Patron Import Tool to +bring the data into Koha. + +- Choose your CSV file + + Import Patron Form + |image255| + +- Choose to match on 'Cardnumber' or 'Username' to prevent adding of + duplicate card numbers to the system + + Patron match options + |image256| + +- Next you can choose default values to apply to all patrons you are + importing + + - ex. If you're importing patrons specific to one branch you can use + the field on the Import form to apply the branch code to all those + you are importing. + +- Finally you need to decide on what data you want to replace if there + are duplicates. + + If match found + |image257| + + - A matching record is found using the field you chose for matching + criteria to prevent duplication + + - If you included patron attributes in your file you can decide + whether to add your values to existing values or erase existing + values and enter only your new values. + +`Notices & Slips <#notices>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Patrons and Circulation > Notices & Slips + +All notices and circulation receipts (or slips) generated by Koha can be +customized using the Notices & Slips Tool. The system comes with several +predefined templates that will appear when you first visit this tool. + +Notices & Slips Tool +|image258| + +Each notice can be edited, but only a few can be deleted, this is to +prevent system errors should a message try to send without a template. +Each notice and slip can be edited on a per library basis, by default +you will see the notices for all libraries. + +If you have a style you'd like applied to all slips you can point the +`SlipCSS <#SlipCSS>`__ preference to a stylesheet. The same is true for +notices, using the `NoticeCSS <#NoticeCSS>`__ preference to define a +stylesheet. + +You will also want to review the `Notices & Slips Field +Guide <#noticesfieldguide>`__ for more information on formatting these +notices. + +`Adding Notices & Slips <#addnotices>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +To add a new notice or slip + +- Click 'New Notice' + + New Notice Form + |image259| + +- Choose which library this notice or slip is for + + - **Important** + + Not all notices can be branch specific for more information + review the `Notices & Slips Field + Guide <#noticesfieldguide>`__ in this manual. + +- Choose the module this notice is related to + +- The Code is limited to 20 characters + + - **Important** + + When working with the overdue notices you want each notice at + each branch to have a unique code. Think about using the + branch code in front of the notice code for each branch. + +- Use the name field to expand on your Code + + - **Note** + + With overdue notices, be sure to put your branch name in the + description as well so that it will be visible when setting up + your `triggers <#noticetriggers>`__. + +- Next you can customize the notice for every possible delivery method + + - Every notice should have an Email template set for itNew Email + notice + + - If you're using the + `TalkingTechItivaPhoneNotification <#TalkingTechItivaPhoneNotification>`__ + service you can set up a Phone notificationNew Phone notice + + - If you plan on printing this notice you can set the Print template + nextNew Print notice + + - If you have enabled SMS notices with the + `SMSSendDriver <#SMSSendDriver>`__ preference you can set the text + for your SMS notices nextNew SMS notice + +- Each notice offers you the same options + + - If you plan on writing the notice or slip in HTML check the 'HTML + Message' box, otherwise the content will be generated as plain + text + + - Message Subject is what will appear in the subject line of the + email + + - In the message body feel free to type whatever message you feel is + best, use the fields on the left hand side to enter individualized + data from the from database. + + - **Note** + + Review the `Notices & Slip Field + Guide <#noticesfieldguide>`__ for info on what fields can + be used here. + + - **Important** + + Overdue notices can use <> tags by + themselves, or use to span all of the tags. + Learn more about the `Overdue Notice + Markup <#noticemarkup>`__ + + - On overdue notices make sure to use <> + tags to print out the data related to all items that are + overdue. + + - The other option, only for overdue notices, is to use + the tags to span the line so that it will + print out multiple lines One example for the + tag option is: + + "<>" by <>, + <>, Barcode: <> , + Checkout date: <>, Due date: + <> Fine: <> Due date: + <> + + - **Important** + + Only the overdue notices take advantage of the + tags, all other notices referencing items + need to use <> + + - **Note** + + To add today's date you can use the <> syntax + + - **Note** + + If you don't want to print the patron's full name on your + slips or notice you can enter data in the Other name or + Initials field for each patron and use that value instead. + +`Overdue Notice Markup <#noticemarkup>`__ +''''''''''''''''''''''''''''''''''''''''' + +When creating your overdue notices there are two tags in addition to the +various database fields that you can use in your notices. You will also +want to review the `Notices & Slips Field Guide <#noticesfieldguide>`__ +for information on formatting item information in these notices. + + **Important** + + These new tags only work on the overdue notices, not other + circulation related notices at this time. + +These tags are and which should enclose all fields from +the biblio, biblioitems, and items tables. + +An example of using these tags in a notice template might be like: + +:: + + The following item(s) is/are currently overdue: + + "<>" by <>, <>, Barcode: <> Fine: <> + +Which, assuming two items were overdue, would result in a notice like: + +:: + + The following item(s) is/are currently overdue: + + "A Short History of Western Civilization" by Harrison, John B, 909.09821 H2451, Barcode: 08030003 Fine: 3.50 + "History of Western Civilization" by Hayes, Carlton Joseph Huntley, 909.09821 H3261 v.1, Barcode: 08030004 Fine: 3.50 + +`Existing Notices & Slips <#existingnotices>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Among the default notices are notices for several common actions within +Koha. All of these notices can be customized by altering their text via +the Notices & Slips tool and their style using the +`NoticeCSS <#NoticeCSS>`__ preference to define a stylesheet. You will +also want to review the `Notices & Slips Field +Guide <#noticesfieldguide>`__ for information on formatting item +information in these notices. Here are some of what those notices do: + +- ACCTDETAILS + + - Sent to patrons when their account is set up if the + `AutoEmailOPACUser <#AutoEmailOPACUser>`__ preference is set to + 'Send' + +- ACQCLAIM (Acquisition Claim) + + - Used in the claim acquisition module + + - *Get there:* More > Acquisitions > Late issues + +- CHECKIN + + - This notice is sent as the 'Check in' notice for all items that + are checked in + + - This notice is used if two criteria are met: + + 1. The + `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ + is set to 'Allow' + + 2. The patron has requested to receive this notice + + - *Get there:*\ OPAC > Login > my messaging + + - *Get there:*\ Staff Client > Patron Record > + `Notices <#patnotices>`__ + +- CHECKOUT + + - This notice is sent as the 'Check out' notice for all items that + are checked out + + - This notice is used if two criteria are met: + + 1. The + `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ + is set to 'Allow' + + 2. The patron has requested to receive this notice + + - *Get there:*\ OPAC > Login > my messaging + + - *Get there:*\ Staff Client > Patron Record > + `Notices <#patnotices>`__ + +- DUE + + - This notice is sent as the 'Item due' for an item is due + + - This notice is used if two criteria are met: + + 1. The + `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ + is set to 'Allow' + + 2. The patron has requested to receive this notice + + - *Get there:*\ OPAC > Login > my messaging + + - *Get there:*\ Staff Client > Patron Record > + `Notices <#patnotices>`__ + +- DUEDGST + + - This notice is sent as the 'Item due' for all items that are due + + - This notice is used if two criteria are met: + + 1. The + `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ + is set to 'Allow' + + 2. The patron has requested to receive this notice as a digest + + - *Get there:*\ OPAC > Login > my messaging + + - *Get there:*\ Staff Client > Patron Record > + `Notices <#patnotices>`__ + +- HOLD (Hold Available for Pickup) + + - This notice is used if two criteria are met: + + 1. The + `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ + is set to 'Allow' + + 2. The patron has requested to receive this notice + + - *Get there:*\ OPAC > Login > my messaging + + - *Get there:*\ Staff Client > Patron Record > + `Notices <#patnotices>`__ + + - When this notice references the branches table it is referring to + the pickup branch information. + +- HOLDPLACED (a notice to the library staff that a hold has been + placed) + + - This notice requires the + `emailLibrarianWhenHoldIsPlaced <#emailLibrarianWhenHoldIsPlaced>`__ + system preference to be set to 'Enable' + + - When this notice references the branches table it is referring to + the pickup branch information. + +- MEMBERSHIP\_EXPIRY + + - This notice can be sent to patrons to warn them that their cards + are expiring soon. + + - Requires that you have the + `MembershipExpiryDaysNotice <#MembershipExpiryDaysNotice>`__ set + and the `related cron job <#patronexpirycron>`__ set. + +- ODUE (Overdue Notice) + + - This notice is used to send Overdue Notices to Patrons + + - See a `Sample Overdue Notice <#samplenotice>`__ + + - Requires that you set `Overdue Notice/Status + Triggers <#noticetriggers>`__ + +- PREDUE + + - This notice is sent as the 'Advanced notice' for an item is due + + - This notice is used if two criteria are met: + + 1. The + `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ + is set to 'Allow' + + 2. The patron has requested to receive this notice + + - *Get there:*\ OPAC > Login > my messaging + + - *Get there:*\ Staff Client > Patron Record > + `Notices <#patnotices>`__ + +- PREDUEDGST + + - This notice is sent as the 'Advanced notice' for all items that + are due + + - This notice is used if two criteria are met: + + 1. The + `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ + is set to 'Allow' + + 2. The patron has requested to receive this notice as a digest + + - *Get there:*\ OPAC > Login > my messaging + + - *Get there:*\ Staff Client > Patron Record > + `Notices <#patnotices>`__ + +- RENEWAL + + - This notice is sent as the 'Check out' notice for all items that + are renewed + + - This notice is used if three criteria are met: + + 1. The + `EnhancedMessagingPreferences <#EnhancedMessagingPreferences>`__ + is set to 'Allow' + + 2. The `RenewalSendNotice <#RenewalSendNotice>`__ preference is + set to 'Send' + + 3. The patron has requested to receive the checkout notice + + - *Get there:*\ OPAC > Login > my messaging + + - *Get there:*\ Staff Client > Patron Record > + `Notices <#patnotices>`__ + +- RLIST (Routing List) + + - Used in the serials module to notify patrons/staff of new issues + of a serial + + - *Get there:* More > Serials > `New + Subscription <#newsubscription>`__ + + - You have the option to select the 'Routing List' notice when + creating a new subscription (Choose from the 'Patron notification' + drop down). + + - **Note** + + Notice also that if you'd like to notify patrons of new serial + issues, you can click on 'define a notice' which will take you + to the 'Notices' tool + +- SHARE\_ACCEPT + + - Used to notify a patron when another patron has accepted their + shared list. + + - Requires that you set + `OpacAllowSharingPrivateLists <#OpacAllowSharingPrivateLists>`__ + to 'Allow' + +- SHARE\_INVITE + + - Used to notify a patron that another patron would like to share a + list with them. + + - Requires that you set + `OpacAllowSharingPrivateLists <#OpacAllowSharingPrivateLists>`__ + to 'Allow' + +- TO\_PROCESS + + - Used to notify a staff member if a purchase suggestion has been + moved to the fund they manage + + - Requires the + `notice\_unprocessed\_suggestions <#emailsuggestfund>`__ cron job + +There are also a set of predefined slips (or receipts) listed on this +page. All of these slips can be customized by altering their text via +the Notices & Slips tool and their style using the +`SlipCSS <#SlipCSS>`__ preference to define a stylesheet. Here is what +those slips are used for: + +- ISSUEQSLIP + + - Used to print the quick slip in circulation + + - The quick slip only includes items that were checked out today + +- ISSUESLIP + + - Used to print a full slip in circulation + + - The slip or receipt will show items checked out today as well as + items that are still checked out + +- HOLD\_SLIP + + - Used to print a holds slip + + - The holds slip is generated when a hold is confirmed + +- TRANSFERSLIP + + - Used to print a transfer slip + + - The transfer slip is printed when you confirm a transfer from one + branch to another in your system + +`Overdue Notice/Status Triggers <#noticetriggers>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Patrons and Circulation > Overdue + Notice/Status Triggers + +In order to send the overdue notices that you defined using the +`Notices <#notices>`__ tool, you need to first set the triggers to have +these messages. + + **Important** + + In order to have overdue notices sent to your patrons, you need to + `set that patron category <#addingpatroncat>`__ to require overdue + notices. + + **Important** + + Depending on the value of your + `OverdueNoticeCalendar <#OverdueNoticeCalendar>`__ preference the + delay may or may not include days the library is closed based on the + `holiday calendar <#calholidays>`__. + +The Overdue Notice/Status Triggers tool gives the librarian the power to +send up to three notices to each patron type notifying them of overdue +items + +Overdue Notice/Status Triggers Tool +|image260| + +- Delay is the number of days after an issue is due before an action is + triggered. + + - **Important** + + If you want Koha to trigger an action (send a letter or + restrict member), a delay value is required. + +- To send additional notices, click on the tabs for 'Second' and + 'Third' notice + +- If you would like to prevent a patron from checking items out because + of their overdue items, check the 'Restrict' box, this will put a + notice on the patron's record at checkout informing the librarian + that the patron cannot check out due to overdue items. + + - If you choose to restrict a patron in this way you can also have + Koha automatically remove that restriction with the + `AutoRemoveOverduesRestrictions <#AutoRemoveOverduesRestrictions>`__ + preference. + +- Next you can choose the delivery method for the overdue notice. You + can choose from Email, Phone (if you are using the `iTiva Talking + Tech service <#TalkingTechItivaPhoneNotification>`__), Print and SMS + (if you have set your `SMSSendDriver <#SMSSendDriver>`__). + + - **Note** + + The Feed option is not yet a feature in Koha, it is there for + future development. + +- See a `Sample Overdue Notice <#samplenotice>`__ + +`Patron Card Creator <#patroncardcreator>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Patron Card Creator + +The Patron Card Creator allow you to use layouts and templates which you +design to print your custom patron cards on your printer. Here are some +of the features of the Patron Card Creator module: + +- Customize patron card layouts with text retrieved from the Koha + patron data + +- Design custom card templates for printed patron cards (to match the + label sheets) + +- Build and manage batches of patron cards to print + +- Export (as PDF) single or multiple batches to print + +- Export (as PDF) single or multiple patron cards from within a batch + +`Layouts <#cardlayouts>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^ + +- *Get there:* More > Tools > Patron Card Creator > Manage > Layouts + +A layout defines the text and images that will be printed on to the card +and where it will appear. + + **Note** + + Up to three lines of text, the patron's number in barcode + representation and up to two images can be printed on to the card. + +`Add a Layout <#addcardlayout>`__ +''''''''''''''''''''''''''''''''' + +If you have no layouts defined, you will add a new layout by clicking +the 'New' button and choosing 'Layout'.New layout button + +You may also choose to press 'Manage layout' on the left side. Here you +are offered a list of available layouts you can select for editing. But +at the top of the page there is still the 'New layout' button. + +Add New Layout +|image261| + +- The name you assign to the layout is for your benefit, name it + something that will be easy to identify at a later date + +- The Units pull down is used to define what measurement scale you're + going to be using for your layout. + + Units of Measurement + |image262| + + - **Note** + + A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch + is 25.4 SI Millimeters + +- Next note if this layout is for the front or the back of the patron + card + + - **Note** + + You will need a layout for both the front and back of your + card if you have 2-sided library cards, this option doesn't + allow you to print two sided cards, just lets you track which + side of the card you're designing. + +- You have the option of adding up to 3 lines of text to your card. + Your text can be static text of your choosing and/or fields from the + patron record. If you want to print fields from the patron record you + want to put the field names in brackets like so - + + - **Note** + + A full list of field names can be found in the database schema + at http://schema.koha-community.org + +- For each line of text, you can choose your font, font size and the + location of the text on the card using the lower X and Y coordinates + +- In order to show the barcode and the patron card number you will need + to check the 'Print Card Number as Barcode' option. This will turn + the patron card number into a barcode. If you want the number to + print in human readable format you will need to check the 'Print Card + Number as Text Under Barcode' option. + +- Finally you can choose up to two images to print on the card. + + - One can be the `patron image <#uploadpatronimages>`__ which you + can resize to meet your needs. + + - The other image can be something like a library logo or symbol + that you uploaded using the '`Manage + Images <#managecardimages>`__' module of the Patron Card Creator + Tool. + + **Important** + + It is the designers responsibility to define textlines, barcode and + images such that overlap is avoided. + +After saving, your layouts will appear on the 'Manage layouts' page. + +Manage Layouts +|image263| + +`Templates <#patrontemplate>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +- *Get there:* More > Tools > Patron Card Creator > Manage > Card + templates + +A template describes the arrangement of labels on the label sheet/card +stock you are using. This might be Avery 5160 for address labels, +Gaylord 47-284 for spine labels or Avery 28371 for your patron cards, +just to give a couple of examples. All of the information you will need +for setting up a template may be on the packaging, and if not it can +usually be found on the vendor's website or can be measured from a +sample sheet. + +`Add a Template <#addcardtemplate>`__ +''''''''''''''''''''''''''''''''''''' + +To add a new template click on the 'New template' button at the top of +your page which brings you to the Edit template form immediately. You +may also choose to press 'Manage templates' on the left side. Here you +are offered a list of available templates you can select for editing. +But in the top of the page there is still the 'New template' button. + +New template button +|image264| + +Using the form that appears after pressing either 'Edit' or 'New +template'you can define the template for your sheet of labels or cards. + +Add Patron Card Template +|image265| + +- Template ID is simply a system generated unique id + +- Template Code should be the name of this template to identify it on a + list of templates + +- You can use the Template Description to add additional information + about the template + +- The Units pull down is used to define what measurement scale you're + going to be using for the template. + + Measurement Units + |image266| + + - **Note** + + A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch + is 25.4 SI Millimeters + +- The measurements (page height, page width, card width, card height) + may be on the packaging, and if not it can usually be found on the + vendor's website or can be measured from a sample sheet. + +- A profile is a set of "adjustments" applied to a given template just + prior to printing which compensates for anomalies unique and peculiar + to a given printer (to which the profile is assigned). + + - Before defining a profile try printing some sample cards so that + you can take measurements to define a profile to perform the right + adjustments for your printer/template combination. + + - After finding and documenting any anomalies in the printed + document, then you can `create a profile <#addcardprofile>`__ and + assign it to the template. + + - **Important** + + Do not specify a profile unless needed, i.e. do not click to + define a printer profile. It is not possible to remove a + profile from a template but you can switch to another profile. + + - **Note** + + If you are using different printers you may be required to + define several templates that are identical only different + profiles are specified. + +After saving, your templates will appear on the 'Manage templates' page. + +Manage Templates +|image267| + +`Profiles <#patronprofile>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +- *Get there:* More > Tools > Patron Card Creator > Manage > Profiles + +A profile is a set of "adjustments" applied to a given +`template <#patrontemplate>`__ just prior to printing which compensates +for anomalies unique and peculiar to a given printer. This means if you +set a template up and then print a sample set of data and find that the +items are not all aligned the same on each card, you need to set up a +profile for each printer (or even different tray selections on the same +printer) to make up for the differences in printing styles, such as the +shifting of text to the left, right, top or bottom. + +If your cards are printing just the way you want, you will not need a +profile. + +`Add a Profile <#addcardprofile>`__ +''''''''''''''''''''''''''''''''''' + +To add a new profile, you want to click on the 'Profiles' button at the +top of your page and choose 'New Profile' + +New Profile Button +|image268| + +To add a new profile, you want to click on the 'New profile' button at +the top of your page. Using the form that appears you can define the +values to correct the card misalignments on your label sheet. You may +also choose 'Manage profiles' on the left side and select one of the +currently available profiles for editing. + +Add Printer Profile +|image269| + +- The Printer Name and Paper Bin do not have to match your printer + exactly, they are for your reference so you can remember what printer + you have set the profile for. + + - **Note** + + For example: if you want to use the Printer model number in + printer name you can, or you can call it 'the printer on my + desk' + +- Template will be filled in once you have chosen which template to + apply the profile to on the `template edit form <#addcardtemplate>`__ + +- The Units pull down is used to define what measurement scale you're + going to be using for your profile. + + Units of Measurement + |image270| + + - **Note** + + A Postscript Point is 1/72" an Adobe Agate is 1/64", an Inch + is 25.4 SI Millimeters + +- Offset should be used when the entire image is off center either + vertically or horizontally. Creep describes a condition where the + distance between the labels changes across the page or up and down + the page + + - For offset and creep values, negative numbers move the printed + information up and to the left on the printed sheet and positive + numbers move down and to the right + + - Example: the text is printed 0 .25" from the left edge of the + first label, 0 .28" from the left edge of the second label and 0 + .31" from the left edge of the third label. This means the + horizontal creep should be set to (minus) -0.03 " to make up for + this difference. + +After saving, your profiles will appear on the 'Manage Printer Profiles' +page. + +Manage Profiles +|image271| + +Once you have saved your new profile, you can return to the list of +templates and choose to edit the template that this profile is for. + +`Batches <#patroncardbatches>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +- *Get there:* More > Tools > Patron Card Creator > Manage > Card + batches + +A batch is a collection of patrons for whom you want to generate cards. + +`Add a Batch <#addcardbatch>`__ +''''''''''''''''''''''''''''''' + +To add a new batch, you want to click on the 'New batches' button at the +top of your page. Choosing the menu item 'Manage batches' on the left a +list of already defined batches is displayed. In this display you can +either select a batch for editing or add a new batch. + +New Batch Button +|image272| + +For a new batch a message pops up and directs you to select patrons to +be processed in this batch.No items in batch + +After choosing the 'Add item(s)' button the Patron Search window pops +up.Patron search + +From here you can search for patrons to add to your batch by any part of +their name, their category and/or library. Entering \* in the search box +will display all the patrons. Patron search results + +From the results you can add patrons to the batch by clicking the 'Add' +button. After adding patrons from the results you can start over and +perform another search or click 'Close' at the bottom of the screen to +indicate that you are done. You will then be presented with your +batch.Patron batch + +If you are satisfied with your batch you can proceed to export. If you +want to correct or even delete that batch the buttons to do so can be +found at the top of your screen. You can always come back here through +the 'Manage > Card batches' button. + +If you would like to export all patron cards you can click 'Export card +batch' otherwise you can choose specific patrons to print cards for by +checking the box to the right of their names and then choose 'Export +selected card(s)' at the top. + +The export menu will ask you to choose a template, a layout and starting +position (where on the sheet should printing begin). + + **Note** + + For the starting position if the first 6 labels have already been + used on your sheet you can start printing on label in position 7 on + the sheet. The labels are numbered left to right from top to bottom. + +Export batch + +Once you click 'Export' you will be presented with a PDF of your labels +for printingPDF Export + +When you open the PDF you will see the cards for printing + +Final cards +|image273| + +The above image shows a layout that is made up of two textlines. The +first one is just plain text, the second one is composed of the + fields. A patron image is printed (if available) +and the barcode of patrons number is displayed in code 39. All this is +printed on a template with three columns and 8 rows using position 1-3 +here. When printing this PDF please take care that your printer doesn't +rescale the PDF (e.g do not fit to paper size) otherwise the printer +will not be able to print to the right place per your templates. + +`Manage Images <#managecardimages>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +- *Get there:* More > Tools > Patron Card Creator > Manage > Images + +Images uploaded using this tool will appear on the menu when creating +`patron card layouts <#cardlayouts>`__. You are limited in how many +images you can upload (not counting patron images) by the +`ImageLimit <#ImageLimit>`__ system preference. + + **Important** + + Images must be under 500k in size. + + **Note** + + Pictures uploaded with this tool should be at least 300dpi which is + the minimum quality for a printable image. + +In the center of the screen is a simple upload form, simply browse for +the file on your computer and give it a name you'll recognize later. + +Upload Images +|image274| + +Once the file is uploaded you will be presented with a confirmation +message. + +Image Uploaded +|image275| + +And the image will be listed with all of your others on the right hand +side of the page. + +Images +|image276| + +To delete one or multiple of these images, click the checkbox to the +right of each image you want to delete and click the 'Delete' button. + +`Patrons (anonymize, bulk-delete) <#anonpatrons>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Patrons and Circulation > Patrons + (anonymize, bulk-delete) + +This tool allows you to bulk anonymize circulation histories (this means +that you keep records of how many times items were checked out - but not +the patrons who checked the items out) or bulk delete patrons (remove +them from the system completely). + + **Important** + + Patrons with outstanding fines or items checked out are not saved. + They are not completely removed from the system (they are only moved + to the delete\_borrowers table), but this tool does not provide as + many checks as one may desire. + + **Important** + + Before using this tool it is recommended that you backup your + database. Changes made here are permanent. + + **Important** + + The anonymization will fail quietly if + `AnonymousPatron <#AnonymousPatron>`__ preference does not contain a + valid value. + +Patron Anonymize/Bulk Delete Tool +|image277| + +To either delete or anonymize patrons + +- Check the 'Verify' box on the task you would like to complete (Delete + or Anonymize) + +- Enter a date before which you want to alter the data + +- If deleting patrons you can also choose to find patrons who + + - have not borrowed since a specific date + + - have accounts that will expire before a specific date + + - are in a specific `patron category <#patcats>`__ + + - are in a `patron list <#patronlists>`__ + +- Click 'Next' + +- A confirmation will appear asking if you're sure this is what you + want to happen + + Patron Anonymize/Bulk Delete Confirmation + |image278| + +- Clicking 'Finish' will delete or anonymize your data + + Completed Process + |image279| + +`Batch patron modification <#batchpatronmod>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Patrons and Circulation > Batch patron + modification + +With this tool you can make edits to a batch of patron records. Simply +load in a file of cardnumbers (one per line), choose from a `list of +patrons <#patronlists>`__ or scan patron card numbers in to the box +provided. + +Batch patron modification +|image280| + +Once you have the file loaded or the barcodes scanned click 'Continue.' +You will be presented with a list of the patrons and the changes you can +make. + +Patrons to modify +|image281| + +To the left of each text box there is a checkbox. Clicking that checkbox +will clear our the field values. + + **Important** + + If the field is mandatory you will not be able to clear the value in + it. + +If you have multiple patron attributes you can change them all by using +the plus (+) sign to the right of the text box. This will allow you to +add another attribute value. + +Editing patron attributes +|image282| + +Once you have made the changes you want, you can click 'Save' and Koha +will present you with the changed patron records. + +`Tag Moderation <#tagsmoderation>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Patrons and Circulation > Tags + +Depending on your `tagging system preferences <#taggingprefs>`__, +librarians may need to approve tags before they are published on the +OPAC. This is done via the Tag Moderation Tool. If there are tags +awaiting moderation they will be listed on the main staff dashboard +under the module labels: + +Tags pending approval +|image283| + +To moderate the tags visit the Tags tool. When first visiting the tool, +you will be presented with a list of tags that are pending approval or +rejection by a librarian + +Tags pending moderation +|image284| + +- To see all of the titles this tag was added to simply click on the + termTitles with a specific tag + + - From this list of titles you can remove a tag without outright + rejecting it from being used in the future by clicking the 'Remove + tag' button to the right of the title. + +- To approve a tag, you can either click the 'Approve' button in line + with the term, or check all terms you want to approve and click + 'Approve' below the table. + +- To reject a tag, you can either click the 'Reject' button in line + with the term, or check all terms you want to approve and click + 'Reject' below the table. + +Once a tag has been approved or rejected it will be moved to the +appropriate list of tags. A summary of all tags will appear on the right +of the screen. + +Summary of tags +|image285| + +Even though a tag is approved or rejected, it can still be moved to +another list. When viewing approved tags each tag has the option to +reject: + +Approved Tags +|image286| + +To check terms against the approved and rejected lists (and possibly +against `the dictionary <#TagsExternalDictionary>`__ you have assigned +for tag moderation) simply enter the term into the search box on the +bottom right of the screen to see the status of the term + +Sample Check list test search +|image287| + +Finally you can find tags by using the filters on the left. + +Tag filters +|image288| + +`Upload Patron Images <#uploadpatronimages>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Patrons and Circulation > Upload Patron + Images + +Patron images can be uploaded in bulk if you are `allowing patron +images <#patronimages>`__ to be attached to patron records. These images +can also be used when creating `patron cards <#patroncardcreator>`__. + +- Create a txt file and title it "DATALINK.TXT" or "IDLINK.TXT" + +- On each line in the text file enter the patron's card number followed + by comma (or tab) and then the image file name + + Sample file and image + |image289| + + - Make sure that your TXT file is a plain text document, not RTF. + +- Zip up the text file and the image files + +- Go to the Upload Patron Images Tool + + Upload Image Tool for Single Image + |image290| + +- For a single image, simply point to the image file and enter the + patron card number + +- For multiple images, choose to upload a zip file + +- After uploading you will be presented with a confirmation + + Image Upload Confirmation + |image291| + + **Important** + + There is a limit of 100K on the size of the picture uploaded and it + is recommended that the image be 200x300 pixels, but smaller images + will work as well. + +`Rotating Collections <#rotatingcollections>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Catalog > Rotating Collections + +Rotating Collections is a tool for managing collections of materials +that frequently get shifted from library to library. It adds the ability +to store not only an item's home library and current location but also +information about where it is supposed to be transferred to next to +ensure that all items in the collection are sent to the correct library. +When an item in a rotating collection is checked in, library staff is +notified that the item is part of a rotating collection and which branch +it should be sent to if it is not at the correct one. + + **Important** + + The `AutomaticItemReturn <#AutomaticItemReturn>`__ system preference + must be set to "Don't automatically transfer items to their home + library when they are returned" for Rotating Collections to function + properly. + +- To create a new rotating collection, click the "New Collection" + button, fill in the Title and Description, and click Submit. Once + submitted you'll see "Collection Name added successfully"; click + "Return to rotating collections home" to return to the main Rotating + Collections management page (or click Rotating Collections in the + sidebar). + +- To add items to a collection, click "Add or remove items" next to the + collection's name in the list of collections. Under "Add or remove + items" scan or type in the barcode of the item you wish to add to the + collection, and hit Enter or click Submit if necessary. + +- To remove an item from a collection, either click Remove next to the + item's barcode in the list of items within the collection or check + the "Remove item from collection" box next to the Barcode text box + under "Add or remove items, and scan or type in the barcode, clicking + Submit or hitting Enter if necessary. Note: The "Remove item from + collection" checkbox will remain checked as long as you are on the + "Add or remove items" page, unless you uncheck it, to facilitate + quickly removing a number of items at a time by scanning their + barcodes. + +`Transfer a Rotating Collection <#transferrotatingcollection>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Transferring a collection will: + +- Change the current location of the items in that collection to the + library it is to be transferred to + +- Initiate a transfer from its original current location/holding + library to the current location/holding library it is to be rotated + to. When a library receives a collection they will need to check in + the items to complete the transfer. + +You can transfer a collection in one of two ways: + +- From the main Rotating Collections page, click on Transfer next to + the title of the collection you wish to transfer; choose the library + you wish to transfer the collection to and click "Transfer + collection". + +- Or, from the "add or remove items" page for a collection, you can + click the Transfer button, choose the library you wish to transfer + the collection to and click "Transfer Collection". + + **Important** + + In order to complete the transfer process, the library receiving the + rotating collection should check in all items from the collection as + they receive them. This will clear the transfer so that the items + are no longer shown as being "in transit". + +If an item in a rotating collection is checked in at a library other +than the one it is supposed to be transferred to, a notification will +appear notifying library staff that the item is part of a rotating +collection, also letting them know where the item needs to be sent. + +Rotating Collection Item Notification +|image292| + +`Catalog <#catalogtools>`__ +--------------------------- + +`Batch item modification <#batchmodifyitems>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Catalog > Batch item modification + +This tool will allow you to modify a batch of item records in Koha. + +Batch Modification Tool +|image293| + +From the tool you can choose to upload a file of barcodes or item ids, +or you can scan items one by one into the box below the upload tool. You +can also decide the items edited should be populated with the default +values you have defined in your `default +framework <#marcbibframeworks>`__. + +Once you have your file uploaded or the barcodes listed you can click +'Continue.' + +Batch Modify Summary +|image294| + +You will be presented with a summary of the items you want to modify. +From here you can uncheck the items you don't want to modify before +making changes in the form below. You can also hide columns you don't +need to see to prevent having to scroll from left to right to see the +entire item form. + + **Note** + + To uncheck all items thar are currently checked out you can click + the 'Clear on loan' link at the top of the form. + +Using the edit form you can choose which fields to make edits to. By +checking the checkbox to the right of each field you can clear the +values in that field for the records you are modifying. + +Choose fields you want to change in bulk +|image295| + +Once you have made you changes you will be presented with the resulting +items. + +Item results summary +|image296| + + **Note** + + You can also edit items on one bib record in a batch by going to the + bib record and clicking Edit > Edit items in batch + +Edit items in a batch +|image297| + +`Batch item deletion <#batchdeleteitems>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Catalog > Batch item deletion + +This tool will allow you to delete a batch of item records from Koha. + +From the tool you can choose to upload a file of barcodes or item ids, +or you can scan items one by one into the box below the upload tool. + +Batch Deletion Tool +|image298| + +Once you have your file uploaded or the barcodes scanned you can click +'Continue.' + +You will be presented with a confirmation screen. From here you can +uncheck the items you don't want to delete and decide if Koha should +delete the bib record if the last item is being deleted before clicking +'Delete selected items.' If you'd like you can delete the bibliogrphic +record if you're deleting the last item by clicking the checkbox next to +'Delete records if no items remain'. + +Confirm Deletion +|image299| + +If your file (or list of scanned barcodes) has more than 1000 barcodes, +Koha will be unable to present you with a list of the items. You will +still be able to delete them, but not able to choose which items +specifically to delete or delete the biblio records. + +More than 1000 records in the file +|image300| + +If the items are checked out you will be presented with an error after +clicking 'Delete selected items' and the items will not be deleted. + +Items not Deleted +|image301| + +If the items can be deleted they will be and you will be presented with +a confirmation of your deletion. + +Batch Deletion Confirmation +|image302| + +`Batch record deletion <#batchrecorddelete>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +This tool will take a batch of record numbers for either bibliographic +records or authority records and allow you to delete all those records +and any items attached to them in a batch. Batch record deletion + +First you need to tell the tool if you're deleting bibliographic or +authority records. Next you can load a file with biblionumbers or +authids or enter a list of those numbers in the box provided. Once you +submit the form you will be presented with a summary of the records you +are trying to delete.Summary + +If a record you want to delete can't be deleted it will be highlighted. + +Check the records you want to delete and click the 'Delete selected +records' button to finish the process. + +`Batch Record Modification <#batchrecordmod>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Catalog > Batch record modification + +This tool will allow you to edit batches of bibliographic and/or +authority records using `MARC Modification +Templates <#marcmodtemplates>`__. Before visiting this tool you will +want to set up at least one MARC modification template. + +Batch record modification +|image303| + +When you visit the tool it will ask you: + +- Choose whether you're editing bibliographic or authority records + +- Enter the biblionumbers or authids + + - You can upload a file of these numbers or + + - Enter the numbers (one per line) in the box provided + +- Finally choose the MARC Modification Template you'd like to use to + edit these records. + +Once you've entered your critera click 'Continue'Records to edit + +You will be presented with a list of records that will be edited. Next +to each one is a checkbox so you can uncheck any items you would rather +not edit at this time. + +Clicking Preview MARC will allow you to see what edits will be made when +you finalize the edit.Modified MARC Preview + +Once you're sure everything is the way you want you can click the +'Modify selected records' button and your records will be modified. + +`Automatic item modifications by age <#autoitemagemod>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Catalog > Automatic item modifications by + age + +This tool allows librarians to update item specific fields when an item +reaches a certain age. + + **Note** + + Staff need the items\_batchmod permission to access this tool + + **Important** + + The settings in this tool will be acted upon by the `corresponding + cron job <#autoitemupdatecron>`__ + +If you haven't created any rules you will see the option to 'Add rules' +on the Tool page. Click this button to create rules.Automatic item +modifications by age + +If you have rules already there will be a button that reads 'Edit +rules'. To create a new rule click the 'Edit rules' button at the top of +the page + +List of rules +|image304| + +You will be brought to a page where you can edit exisitng rules or +create a new rule + +Add/Edit rules +|image305| + +In the form that appears you can set : + +- the age in days at which the item will update (Age) + +- what criteria is needed to trigger the update (Conditions) + +- what changes are made when the script runs (Substitutions) + +New rule +|image306| + +Once you're done you can click the 'Add this rule' link and then add +additional rules or you can click the 'Submit these rules' button to +save your changes. + +List of rules +|image307| + +`Export Data (MARC & Authorities) <#exportbibs>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Catalog > Export Data + +Koha comes with a tool that will allow you to export your bibliographic, +holdings and/or authority data in bulk. This can be used to send your +records to fellow libraries, organizations or services; or simply for +backup purposes. + +`Export Bibliographic Records <#exportmarc>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +At the top of the screen you need to pick what data you're exporting. If +you're exporting bibliographic records with or without the holdings +information you want to click the 'Export bibliographic records' tab. + +- Fill in the form in order to limit your export to a specific range + (all fields are optional) + + Select Records to Export + |image308| + + - Choose to limit your export by any one or more of the following + options + + - Limit to a bib number range + + - Limit to a specific item type + + - **Important** + + This limit will use the type you have defined in the + `item-level\_itypes <#item-level_itypes>`__ preference. + If you have the item-level\_itypes preference set to + 'specific item' and you have no items attached to a bib + record it will not be exported. To get all bib records + of a specific type you will need your item-level\_itypes + preference set to 'biblio record'. + + - Limit to a specific library or group of libraries + + - Limit to a call number range + + - Limit to an acquisition date range + + - If you'd like you can load a file of biblionumbers for the records + you would like to export. File type needs to be .csv or .txt + + File of Records to Export + |image309| + + - Next choose what to skip when exporting + + Export options + |image310| + + - By default items will be exported, if you would like to only + export bibliographic data, check the 'Don't export items' box + + - To limit your export only to items from the library you're + logged in as (if you leave the 'Library' field set to 'All') or + to the library you selected above check the 'Remove non-local + items' box + + - You can also choose what fields you don't want to export. This + can be handy if you're sharing your data, you can remove all + local fields before sending your data to another library + + - Finally choose the file type and file name + + File export format + |image311| + + - Choose to export your data in marc or marcxml format + + - Choose the name you want your file to save as + + - Click 'Export bibliographic records' + +`Export Authority Records <#exportauthority>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +At the top of the screen you need to pick what data you're exporting. If +you're exporting authority records you want to click the 'Export +authority records' tab. + +- Fill in the form in order to limit your export to a specific range or + type of authority record (all fields are optional) + + Export authorities + |image312| + +- Or you can choose a file of authids to exportAuthorities file. File type needs to be .csv or .txt + +- Next choose fields that you would like to exclude from the export + separated by a space (no commas) + + Authority export options + |image313| + + - If you'd like to exclude all subfields of the 200 for example just + enter 200 + + - If you'd like to exclude a specific subfield enter it beside the + field value 100a will exclude just the subfield 'a' of the 100 + +- Finally choose the file type and file name + + Export format + |image314| + + - Choose to export your data in marc or marcxml format + + - Choose the name you want your file to save as + +- Click 'Export authority records' + +`Inventory/Stocktaking <#inventory>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Catalog > Inventory/Stocktaking + +Koha's Inventory Tool can be used in one of two ways, the first is by +printing out a shelf list that you can then mark items off on, or by +uploading a text files of barcodes gathered by a portable scanner. + +If you do not have the ability to use your barcode scanner on the floor +of the library, the first option available to you is to generate a shelf +list based on criteria you enter. + +Inventory & Stocktaking Tool +|image315| + +Choose which library, shelving location, call number range, item status +and when the item was last seen to generate a shelf list that you can +then print to use while walking around the library checking your +collection + +Shelf List +|image316| + +Alternatively you can export the list to a CSV file for altering in an +application on your desktop. Simply check the box next to 'Export to csv +file' to generate this file. + +Once you have found the items on your shelves you can return to this +list and check off the items you found to have the system update the +last seen date to today. + +If you have a portable scanner (or a laptop and USB scanner) you can +walk through the library with the scanner in hand and scan barcodes as +you come across them. Once finished you can then upload the text file +generated by the scanner to Koha + +Barcode Import for Inventory Tool +|image317| + +Choose the text file and the date you want to mark all items as seen and +then scroll to the very bottom and click 'Submit.' + +`Label Creator <#labelcreator>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Catalog > Label Creator + +The Label Creator allow you to use layouts and templates which you +design to print a nearly unlimited variety of labels including barcodes. +Here are some of the features of the Label Creator module: + +- Customize label layouts + +- Design custom label templates for printed labels + +- Build and manage batches of labels + +- Export single or multiple batches + +- Export single or multiple labels from within a batch + +- Export label data in one of three formats: + + - PDF - Readable by any standard PDF reader, making labels printable + directly on a printer + + - CSV - Export label data after your chosen layout is applied + allowing labels to be imported in to a variety of applications + + - XML - Included as an alternate export format + +`Templates <#labeltemplates>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +- *Get there:* More > Tools > Label Creator > Manage > Label templates + +A template is based on the label/card stock you are using. This might be +Avery 5160 for address labels, Gaylord 47-284 for spine labels or Avery +28371 for your patron cards, just to give a couple of examples. These +labels will include all of the information you will need for setting up +a Koha, this information may be on the packaging, and if not it can +usually be found on the vendor's website. + +`Add a Template <#addlabeltemplate>`__ +'''''''''''''''''''''''''''''''''''''' + +To add a new template, you want to click on the 'New' button at the top +of the Label Creator and choosing 'Label template'. + +New Label Template Option +|image318| + +Using the form that appears you can define the template for your sheet +of labels or cards. + +Label Template Form +|image319| + +- Template ID will be automatically generated after saving your + template, this is simply a system generated unique id + +- Template Code should be something you can use to identify your + template on a list of templates + +- You can use the Template Description to add additional information + about the template + +- The Units pull down is used to define what measurement scale you're + going to be using for the template. This should probably match the + unit of measurement used on the template description provided by the + product vendor. + + Measurement Units + |image320| + +- The measurements, number of columns and number of rows can be found + on the vendor product packaging or website. + + - **Important** + + If you do not supply a left text margin in the template, a + 3/16" (13.5 point) left text margin will apply by default. + +- A profile is a set of "adjustments" applied to a given template just + prior to printing which compensates for anomalies unique and peculiar + to a given printer (to which the profile is assigned). + + - Before picking a profile try printing some sample labels so that + you can easily define a profile that is right for your + printer/template combination. + + - After finding any anomalies in the printed document, `create a + profile <#addlabelprofile>`__ and assign it to the template. + +After saving, your templates will appear on the 'Manage' area under +'Label templates'. + +List of label templates +|image321| + +`Profiles <#labelprofiles>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +- *Get there:* More > Tools > Label Creator > Manage > Printer Profiles + +A profile is a set of "adjustments" applied to a given +`template <#addlabeltemplate>`__ just prior to printing which +compensates for anomalies unique and peculiar to a given printer (to +which the profile is assigned). This means if you set a template up and +then print a sample set of data and find that the items are not all +aligned the same on each label, you need to set up a profile for each +printer to make up for the differences in printing styles, such as the +shifting of text to the left, right, top or bottom. + +If your labels are printing just the way you want, you will not need a +profile. + +`Add a Profile <#addlabelprofile>`__ +'''''''''''''''''''''''''''''''''''' + +To add a new profile, you want to click on the 'New' button at the top +of the Label Creator tool and choose 'Printer profile'. + +New Profile Button +|image322| + +Using the form that appears you can create a profile to fix any problems +with your template. + +Create a Printer Profile +|image323| + +- The Printer Name and Paper Bin do not have to match your printer + exactly, they are for your reference so you can remember what printer + you have set the profile for. So if you want to use the Printer model + number in printer name or you can call it 'the printer on my desk' + +- Template will be filled in once you have chosen which template to + apply the profile to on the `template edit + form <#addlabeltemplate>`__ + +- The Units pull down is used to define what measurement scale you're + going to be using for your profile. + + Units of Measurement + |image324| + +- Offset describes what happens when the entire image is off center + either vertically or horizontally and creep describes a condition + where the distance between the labels changes across the page or up + and down the page + + - For these values, negative numbers move the error up and to the + left and positive numbers move the error down and to the right + + - Example: the text is .25" from the left edge of the first label, + .28" from the left edge of the second label and .31" from the left + edge of the third label. This means the horizontal creep should be + set to .03" to make up for this difference. + +After saving, your profiles will appear on the 'Manage' area under +'Printer profiles'. + +List of Profiles +|image325| + +Once you have saved your new profile, you can return to the list of +templates and choose to edit the template that this profile is for. + +`Layouts <#labellayouts>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +- *Get there:* More > Tools > Label Creator > Manage > Layouts + +A layout is used to define the fields you want to appear on your labels. + +`Add a Layout <#addlabellayout>`__ +'''''''''''''''''''''''''''''''''' + +To add a new layout, you want to click on the 'New' button at the top of +the Label Creator tool and choose 'Layout'. + +New Layout Button +|image326| + +Using the form that appears you can create a profile to fix any problems +with your template. + +Add New Layout +|image327| + +- The name of your layout can be anything you'd like to help you + identify it later. + +- If this is a barcode label you'll want to choose the encoding (Code + 39 is the most common) + +- The layout type can be any combination of bibliographic information + and/or barcode. For example a spine label would just be Biblio + whereas a label for your circulation staff to use to checkout the + book would probably be Biblio/Barcode. + +- The Bibliographic Data to Print includes any of the data fields that + may be mapped to your MARC frameworks. You can choose from the preset + list of fields or you can click on 'List Fields' and enter your own + data. In 'List Fields', you can specify MARC subfields as a + 4-character tag-subfield string: (ie. 254a for the title field), You + can also enclose a whitespace-separated list of fields to concatenate + on one line in double quotes. (ie. "099a 099b" or "itemcallnumber + barcode"). The fields available are from the database tables list + below. Finally you could add in static text strings in single-quote + (ie. 'Some static text here.') + + - You can use the schema viewer (http://schema.koha-community.org) + with the following tables to find field names to use: + + - Currently all fields in the following tables are used: items, + biblioitems, biblio, branches + + List fields + |image328| + +- Choose if the label maker should print out the guidelines around each + label + +- Choose if you'd like Koha to try to split your call numbers (usually + used on Spine Labels) + +- Finally choose your text settings such as alignment, font type and + size. + +After saving, your layouts will appear on the 'Manage Layouts' page. + +`Batches <#labelbatches>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +- *Get there:* More > Tools > Label Creator > Manage > Label batches + +Batches are made up of the barcodes you would like to print. Once in +this tool you can search for the item records you would like to print +out labels for. + +`Add a Batch <#addlabelbatch>`__ +'''''''''''''''''''''''''''''''' + +Batches can be created in one of two ways. The first is to click the +'Create Label Batch' link on the '`Staged MARC +Management <#managestaged>`__' page: + +Create Label Batch Link on Staged Records List +|image329| + +The other is to choose to create a new batch from the label creator tool + +Create New Batch +|image330| + +You will be brought to an empty batch with a box to scan barcodes or +itemnumbers in to and an 'Add item(s)' button at the bottom of the page. + +Add Items +|image331| + +You can either scan barcodes in to the box provided and click the 'Add +item(s)' button or you can click the 'Add item(s)' button with the +barcodes box empty. Clicking 'Add item(s)' with nothing in the barcodes +box will open a search window for you to find the items you want to add +to the batch. + +Search for items for a Batch +|image332| + +From the search results, click the check box next to the items you want +to add to the batch and click the 'Add checked' button. You can also add +items one by one by clicking the 'Add' link to the left of each item. + +Batch search results +|image333| + +Once you have added all of the items click the 'Done' button. The +resulting page will list the items you have selected. + +List of items in the batch +|image334| + +To print your labels, click the 'Export full batch' button. To print +only some of the labels, click the 'Export selected item(s)' button. +Either way you will be presented with a confirmation screen where you +can choose your template and layout. + +Start batch export +|image335| + +You will then be presented with three download options: PDF, Excel, and +CSV. + +Batch save options +|image336| + +After saving your file, simply print to the blank labels you have in +your library. + +`Quick Spine Label Creator <#quicklabelcreator>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Catalog > Quick Spine Label Creator + + **Note** + + This tool does not use the label layouts or templates, it simply + prints a spine label in the first spot on the label sheet. + + - Define the fields you want to print on the spine label in the + `SpineLabelFormat <#SpineLabelFormat>`__ system preference + + - Format your label printing by editing spinelabel.css found in + koha-tmpl/intranet-tmpl/prog/en/css/ + +To use this tool you simply need the barcode for the book you'd like to +print the spine label for. + +Quick Spine Label Creator +|image337| + +`MARC modification templates <#marcmodtemplates>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +The MARC Modification Templates system gives Koha users the power to +make alterations to MARC records automatically while staging MARC +records for import. + +This tool is useful for altering MARC records from various +venders/sources work with your MARC framework. The system essentially +allows one to create a basic script using actions to Copy, Move, Add, +Update and Delete fields. + +Start by adding a new template (a template can be made up of one or more +actions) by entering a name and clicking 'Create template'. + +Add a new template +|image338| + +Next you can add actions to the template by filling in the Action box. +For example if you're loading in a batch of files from your EBook vendor +you might want to add the biblio item type of EBOOK to the 942$c.Add +action + +- Choose 'Add/Update' + +- Enter the field 942 and subfield c + +- Enter the value of 'EBOOK' (or whatever your ebook item type code is) + +- Provide a description so you can identify this action later + +- Click 'Add action' + +Each action can also have an optional condition to check the value or +existance of another field. For example you might want to add the call +number to the item record if it's not already there. + +Add conditional action +|image339| + +- Choose 'Copy' + +- Decide if you want to copy the first occurance or all occurances of + the field + +- Enter the field 090 (or other biblio call number field) and subfield + a to copy + +- Enter the 952 field and o subfield to copy to + +- Choose 'if' + +- Enter the 952 field and o subfield + +- Choose "doesn't exist" + +- Provide a description so you can identify this action later + +- Click 'Add action' + +The Copy & Move actions also support Regular Expressions, which can be +used to automatically modify field values during the copy/move. An +example would be to strip out the '$' character in field 020$c. + +Add regex action +|image340| + +- Choose 'Copy and replace' + +- Decide if you want to copy the first occurance or all occurances of + the field + +- Enter the field 020 and subfield c to copy + +- Enter the 020 field and c subfield to copy to + +- Check the 'RegEx' box and enter your regular expression (in this case + s/\\$// ) + +- Choose 'if' + +- Enter the 020 field and c subfield + +- Choose "matches" + +- Check the 'RegEx' box and enter your regular expression (in this case + m/^\\$/ ) + +- Provide a description so you can identify this action later + +- Click 'Add action' + + **Note** + + The value for an update can include variables that change each time + the template is used. Currently, the system supports two variables, + \_\_BRANCHCODE\_\_ which is replaced with the branchcode of the + library currently using the template, and \_\_CURRENTDATE\_\_ which + is replaced with the current date in ISO format ( YYYY-MM-DD ). + +You could also use regular expressions to add your library's proxy URL +in front of links in your MARC record.Add proxy URL + +- Choose 'Copy and replace' + +- Decide if you want to copy the first occurance or all occurances of + the field + +- Enter the field 856 and subfield u to copy + +- Enter the 856 field and u subfield to copy to + +- Check the 'RegEx' box and enter your regular expression (in this case + s/^/PROXY\_URL/ ) + +- Provide a description so you can identify this action later + +- Click 'Add action' + +When choosing between 'Copy' and 'Copy and replace' keep the following +example in mind: + +:: + + 245 _aThe art of computer programming _cDonald E. Knuth. + 300 _aA_exists _bB_exists + +If we apply action (a) Copy the whole field 245 to 300, we get: + +:: + + 245 _aThe art of computer programming _cDonald E. Knuth. + 300 _aA_exists _bB_exists + 300 _aThe art of computer programming _cDonald E. Knuth. + +If we apply action (b) Copy the subfield 245$a to 300$a, we get: + +:: + + 245 _aThe art of computer programming _cDonald E. Knuth. + 300 _aThe art of computer programming _bB_exists + +Once your actions are saved you can view them at the top of the screen. +Actions can be moved around using the arrows to the left of them. + +View actions +|image341| + +Depending on your actions the order may be very important. For example +you don't want to delete a field before you copy it to another field. + +To add another template you can either start fresh or click the +'Duplicate current template' checkbox to create a copy of an existing +template to start with. + +Duplicate template +|image342| + +Once your template is saved you will be able to pick it when using the +`Stage MARC Records for Import <#stagemarc>`__ tool. + +Choose template +|image343| + +`Stage MARC Records for Import <#stagemarc>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Catalog > Stage MARC records for import + +This tool can be used to import both bibliographic and authority records +that are saved in MARC format. Importing records into Koha includes two +steps. The first is to stage records for import. + +- First find the MARC file on your computer + + Stage MARC Records for Import + |image344| + +- Next you will be presented with options for record matching and item + imports + + Upload options + |image345| + + - Enter 'Comments about this file' to identify your upload when + going to the '`Manage Staged MARC Records <#managestaged>`__' tool + + - Tell Koha which type of file this is, bibliographic or authority + + Record type + |image346| + + - Choose the character encoding + + Chracter encoding + |image347| + + - Choose if you would like to use a `MARC Modification + Template <#marcmodtemplates>`__ to alter the data you're about to + import + + Choose modification template + |image348| + + - Choose whether or not you want to look for matching records + + Look for matches + |image349| + + - You can set up `record matching rules <#recordmatchingrules>`__ + through the administration area + + Matching rules + |image350| + + - When using the ISBN matching rule Koha will find only exact + matches. If you find that the ISBN match is not working to + your satisfaction you can change the + `AggressiveMatchOnISBN <#AggressiveMatchOnISBN>`__ + preference to 'Do' and then run your import again. + + - Next choose what to do with matching records if they are found + + - Finally choose what to do with records that are unique + + - Next you can choose whether or not to import the item data found + in the MARC records (if the file you're loading is a bibliographic + file) + + Import items + |image351| + + - From here you can choose to always add items regardless of + matching status, add them only if a matching bib was found, add + items only if there was no matching bib record, replace items + if a matching bib was found (The match will look at the + itemnumbers and barcodes to match on for items. Itemnumbers + take precendence over barcodes), or Ignore items and not add + them. + +- Click 'Stage for import' + +- You will be presented with a confirmation of your MARC import + + MARC Import Confirmation + |image352| + +- To complete the process continue to the `Manage Staged MARC Records + Tool <#managestaged>`__ + +`Staged MARC Record Management <#managestaged>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Catalog > Staged MARC Record Management + +Once you have `staged <#stagemarc>`__ your records for import you can +complete the import using this tool. + +List of Staged MARC Records +|image353| + +- From the list of staged records, click on the file name that you want + to finish importing + + - You will note that records that have already been imported will + say so under 'Status' + +- A summary of your import will appear along with the option to change + your matching rules + + Manage Staged Records Batch + |image354| + +- Below the summary is the option to import the batch of bib records + using a specific framework + + Choose Framework to Import Into + |image355| + + - Choosing a framework other than 'Default' isn't necessary, but + it's helpful for running reports and having the right bib level + item type selected on import. + +- Below the framework selection there will be a list of the records + that will be imported + + List of Staged Records + |image356| + + - Review your summary before completing your import to make sure + that your matching rule worked and that the records appear as you + expect them to + + - Matches will appear with info under the 'Match details column' + + Matched record + |image357| + + and when clicking the 'View' link under 'Diff' you can see the + difference between versions. + + Record differences + |image358| + +- Click 'Import into catalog' to complete the import + + Import summary + |image359| + +- Once your import is complete a link to the new bib records will + appear to the right of each title that was imported + +- You can also undo your import by clicking the 'Undo import into + catalog' button + +Records imported using this tool remain in the 'reservoir' until they +are cleaned. These items will appear when searching the catalog from the +`Cataloging <#cataloging>`__ tool: + +Reservoir Results +|image360| + +To clean items out of the 'reservoir': + +- Visit the main screen of the Manage Staged MARC Records tool + + List of Staged MARC Records + |image361| + +- To clean a batch, click the 'Clean' button to the right + +- You will be presented with a confirmation message + + Clean MARC Records Confirmation + |image362| + + - Accept the deletion and the records will be removed from the + reservoir and the status will be changed to 'cleaned' + +`Upload Local Cover Image <#uploadlocalimages>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Catalog > Upload Local Cover Image + +This tool will allow you to upload cover images for the materials in +your catalog. To access this tool, staff will need the +`upload\_local\_cover\_images permission <#toolspermissions>`__. In +order for images to show in the staff client and/or OPAC you will need +to set your `LocalCoverImages <#LocalCoverImages>`__ and/or +`OPACLocalCoverImages <#OPACLocalCoverImages>`__ preferences to +'Display.' Images can be uploaded in batches or one by one. + + **Note** + + Koha does not have a maximum file size limit for this tool, but + Apache may limit the maximum size of uploads (talk to your sys + admin). + + **Note** + + When you want to upload multiple images onto a bib record, they will + display left to right (then top to bottom, depending on screen real + estate) in order of uploading, and the one on the left (the first + one uploaded) will be the one used as a thumbnail cover in search + results and on the detail page. There is no way to reorder cover + images uploaded in this way, so be sure to upload them in the order + you'd like them to appear.Multiple cover images on one record + +If uploading a single image: + +- Visit the tool and click the 'Browse' button to browse to the image + on your local machine. + + Upload single cover image + |image363| + +- Click 'Upload file' + +- Choose 'Image file' under the 'File type' section + +- Enter the biblionumber for the record you're attaching this image to. + This is not the same as the barcode, this is the system generated + number assigned by Koha. + + - Find the biblionumber by looking at the end of the URL in the + address bar when on the detail page + + Biblionumber in URL + |image364| + + - or by clicking on the MARC tab on the detail page in the staff + client + + Biblionumber on MARC Record + |image365| + +- If you would like to replace any other cover images you may have + uploaded in the past, check the 'Replace existing covers' box under + the 'Options' section + +- Click 'Process images' + +- You will be presented with a summary of the upload and a link to the + record you have just added the image to + +If uploading a batch of images at once you will need to prepare a ZIP +file first. + +- Enter in to the ZIP file all the images you are uploading + +- Also include a text file (\*.TXT) named either datalink.txt or + idlink.txt listing the biblionumber followed by the image name for + each image one per line + + - ex. 4091,image4091.jpg + + ZIP File Contents + |image366| + +- Browse your local computer to the ZIP file + +- Click 'Upload file' + +- Choose 'Zip file' under the 'File type' section + +- If you would like to replace any other cover images you may have + uploaded in the past, check the 'Replace existing covers' box under + the 'Options' section + +- Click 'Process images' + +- You will be presented with a summary of the upload + + Upload Summary + |image367| + + **Important** + + The source image is used to generate a 140 x 200 px thumbnail image + and a 600 x 800 px full-size image. The original sized image + uploaded will not be stored by Koha + +You will be able to see your cover images in the staff client on the +detail page under the 'Image' tab in the holdings table at the bottom + +Cover images in the staff client +|image368| + +In the OPAC the cover images will also appear in the images tab, as well +as next to the title and on the search results. + +If you would like to remove a cover image you can click 'Delete image' +below the image if you have the `upload\_local\_cover\_images +permission <#toolspermissions>`__. + +`Additional Tools <#additionaltools>`__ +--------------------------------------- + +`Calendar <#calholidays>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Additional Tools > Calendar + +Libraries can define library closings and holidays to be used when +calculating due dates. You can make use of the Calendar by turning on +the proper system preferences: + +- *Get there:*\ More > Administration > Global System Preferences > + Circulation > `useDaysMode <#useDaysMode>`__ + + - Choose the method for calculating due date - either include days + the library is closed in the calculation or don't include them. + +- *Get there:* More > Administration > Global System Preferences > + Circulation > `finescalendar <#finesCalendar>`__ + + - This will check the holiday calendar before charging fines + +Calendar & Holidays Tools +|image369| + +`Adding Events <#addevents>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Before adding events, choose the library you would like to apply the +closings to. When adding events you will be asked if you would like to +apply the event to one branch or all branches. To add events, simply + +- Click on the date on the calendar that you would like to apply the + closing to + + Calendar Add Form + |image370| + +- In the form that appears above the calendar, enter the closing + information (for more info on each option click the question mark [?] + to the right of the option) + + - Library will be filled in automatically based on the library you + chose from the pull down at the top of the page + + - The day information will also be filled in automatically based on + the date you clicked on the calendar + + - In the description enter the reason the library is closed + + - Next you can choose if this event is a one time event or if it is + repeatable. + + - If this is a one day holiday choose 'Holiday only on this day' + + - If this is a weekly closing (like a weekend day) then you can + choose 'Holiday repeated every same day of the week' + + - If this is an annual holiday closing choose 'Holiday repeated + yearly on the same date' + + - If the library is going to be closed for the week or a range of + time choose 'Holiday on a range' and enter a 'To Date' at the + top + + - If the library is going to be closed for a range of time each + year (such as summer holidays for schools) choose 'Holiday + repeated yearly on a range' and enter a 'To Date' at the top + + - Finally decide if this event should be applied to all libraries or + just the one you have originally selected + + - If you'd rather enter all the holidays and then copy them all + to another branch all at once you can use the copy menu below + the calendar + + Copy holidays + |image371| + +- After saving you will see the event listed in the summary to the + right the calendar + + Calendar Summary + |image372| + +`Editing Events <#editevents>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +To edit events + +- Click on the event on the calendar that you want to change (do this + by clicking on the date on the calendar, not the event listed in the + summary) + + Edit holiday form + |image373| + +- From this form you can make edits to the holiday or delete the + holiday completely. + + - All actions require that you click 'Save' before the change will + be made. + +- Clicking on repeatable events will offer slightly different options + + Edit repeatable event + |image374| + + - In the form above you will note that there is now an option to + 'Generate an exception for this repeated holiday,' choosing this + option will allow you to make it so that this date is not closed + even though the library is usually closed on this date. + + - All actions require that you click 'Save' before the change + will be made. + +`Additional Help <#calendarhelp>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +When adding or editing events you can get additional help by clicking on +the question mark next to various different options on the form + +Additional Calendar Help Buttons +|image375| + +`CSV Profiles <#csvprofiles>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Additional Tools > CSV Profiles + +CSV Profiles are created to define how you would like your cart or list +to export. + +`Add CSV Profiles <#addcsvprofile>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +To add a CSV Profile + +- Click 'CSV Profiles' from the Tools menu + +- The 'Profile type' determines what type of fields you plan to use + (MARC or SQL) to define your profile + + - If you choose MARC then you will need to enter MARC fields + + MARC CSV Profile + |image376| + + - If you choose SQL then you will need to enter SQL database fields + + SQL CSV Profile + |image377| + + - The 'Profile name' will appear on the export pull down list when + choosing 'Download' from your cart or list + + Download List + |image378| + + - The 'Profile description' is for your own benefit, but will also + appear in the OPAC when patrons download content, so make sure + it's clear to your patrons as well + + - The 'CSV separator' is the character used to separate values and + value groups + + **Note** + + The most common option here is comma because most spreadsheet + applications know how to open files split by commas. + + - The 'Field separator' is the character used to separate duplicate + fields + + - Example: You may have multiple 650 fields and this is the + character that will appear in between each one in the column + + Field separators in between multiple subjects + |image379| + + - The 'Subfield separator' is the character used to separate + duplicate subfields + + - Example: You may have multiple $a subfields in a field + + - The 'Encoding' field lets you define the encoding used when saving + the file + + - Finally format your CSV file using the 'Profile MARC' or 'Profile + SQL' field + + - Define which fields or subfields you want to export, separated + by pipes. Example : 200\|210$a\|301 for MARC and + biblio.title\|biblio.author for SQL + + - **Note** + + You can also use your own headers (instead of the ones from + Koha) by prefixing the field number with an header, + followed by the equal sign. Example : Personal + name=100\|title=245$a\|300 + + When you have entered in all of the information for you profile, + simply click 'Submit' and you will be presented with a confirmation + that your profile has been saved. + + Confirmation of new CSV profile + |image380| + +`Modify CSV Profiles <#editcsvprofile>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Once you have created at least one CSV Profile an 'Edit profile' tab +will appear next to the 'New profile' button. + +Modify CSV Profiles +|image381| + +- Choose the profile you would like to edit and alter the necessary + fields. + +- After submitting your changes you will be presented with a + confirmation message at the top of the screen + + Confirmation of CSV modification + |image382| + +- To delete a profile, check the 'Delete selected profile' option + before clicking 'Submit Query' + + Delete an existing CSV Profile + |image383| + +`Using CSV Profiles <#usecsvprofiles>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Your CSV Profiles will appear on the export list or cart menu under the +'Download' button in both the staff client and the OPAC + +CSV Profiles on Download Menu in the Staff Client +|image384| + +`Log Viewer <#logviewer>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Additional Tools > Log Viewer + +Actions within the Koha system are tracked in log files. Your `system +preferences <#logs>`__ can be changed to prevent the logging of +different actions. These logs can be viewed using the Log Viewer Tool. + +Log Viewer +|image385| + +Choosing different combinations of menu options will produce the log +file for that query. + +A query for all logs related to the Circulation module produces a result +like this +|image386| + +`News <#newstool>`__ +~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Additional Tools > News + +Koha's news module allows librarians to post news to the OPAC, staff +interface and circulation receipts. + +Koha News Module +|image387| + +To add news to either the OPAC, the Staff Client or a Circulation +receipt: + +- Click 'New Entry' + + Add Koha News Form + |image388| + + - Under 'Display Location' choose whether to put the news on the + OPAC, Slip (circulation receipt) or the Librarian (Staff) + Interface.Display location + + - Choose the library this news item will show for + + - Choose a title for your entry + + - Using the publication and expiration date fields you can control + from which date and for how long your news item appears + + - Examples: (these assume today's date as 07-May-2015) + + - Publish on current date: set publication date as 07-May-2015 + + - Schedule for publishing in future: set date later than + 07-May-2015 + + - Backdate the news item: set date earlier than 07-May-2015 + + - 'Appear in position' lets you decide what order your news items + appear in + + - The 'News' box allows for the use of HTML for formatting of your + news item + +- After filling in all of the fields, click 'Submit' + +- News in the OPAC will appear above the + `OpacMainUserBlock <#OpacMainUserBlock>`__ + + News in the OPAC + |image389| + + - Below the news in the OPAC there will be an RSS icon allowing you + to subscribe to library newsNews RSS feed + +- News in the Staff Client will appear on the far left of the screen + + News in the Staff Client + |image390| + +- News on the circulation receipts will appear below the items that are + checked out + + News at the bottom of the circulation receipt + |image391| + +- Depending on your choice for the + `NewsAuthorDisplay <#NewsAuthorDisplay>`__ preference you will also + see the person who created the news item (this uses the logged in + person) + +`Task Scheduler <#taskscheduler>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Additional Tools > Task Scheduler + +The task scheduler is a way to schedule reports to run whenever you +want. + +To schedule a task, visit the Task Scheduler and fill in the form + +Task Scheduler +|image392| + +- Current Server Time shows the time on your server (schedule all of + your reports to run based on that time - not on your local time) + +- Time should be entered as hh:mm (2 digit hour, 2 digit minute) + +- Date should be entered using the calendar pop up + +- From Report choose the report you want to schedule + +- Choose whether to receive the text of or a link to the results + +- In the Email filed enter the email of the person you want to receive + your report + +Below the task scheduler form, there is a list of scheduled reports + +Scheduled Tasks +|image393| + +You can also schedule reports directly from the list of saved reports by +clicking the 'Schedule' link + +Saved Reports List +|image394| + +`Troubleshooting <#taskscedtroubleshoot>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Task scheduler will not work if the user the web server runs as doesn't +have the permission to use it. To find out if the right user has the +permissions necessary, check /etc/at.allow to see what users are in it. +If you don't have that file, check etc/at.deny. If at.deny exists but is +blank, then every user can use it. Talk to your system admin about +adding the user to the right place to make the task scheduler work. + +`Quote of the Day (QOTD) Editor <#QOTDEditor>`__ +~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Additional Tools > Edit quotes for QOTD + feature + +This tool will allow you to add and edit quotes to show on the OPAC if +you're using the Quote of the Day (QOTD) feature. + +To turn this feature on set the `QuoteOfTheDay <#QuoteOfTheDay>`__ +preference to 'Enable and add at least one quote via the Quote of the +Day Editor. Once these steps are complete you will see your quotes above +the `OpacMainUserBlock <#OpacMainUserBlock>`__ in the OPAC: + +Quote in the OPAC +|image395| + +`Add a Quote <#addquote>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +To add a quote: + +- Click the 'Add quote' button in the toolbar and an empty quote entry + will be added to the end of the current quote list. + + Add quote button + |image396| + + - **Important** + + Both the 'Source' and the 'Text' fields must be filled in in + order to save the new quote. + + Add quote + |image397| + +- When finished filling in both fields, press the key on your + keyboard to save the new quote. + +- The list will update and the new quote should now be visible in the + list. + + **Note** + + You may cancel the addition of a new quote any time prior to saving + it simply by pressing the key on your keyboard. + +`Edit/Delete a Quote <#editquote>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +Once the current quote pool has been loaded into the editing table, you +may edit the quote source and text. + +- Edit either the 'Source' or 'Text' fields by clicking on the desired + field. + + Edit quote + |image398| + +- When you are finished editing a field, press the key on your + keyboard to save the changes. + +The list will be updated, the edits saved, and visible. + +If you'd like you can also delete quote(s). + +- Select the quote(s) you desire to delete by clicking on the + corresponding quote id. + +- Once quote selection is finished, simply click the 'Delete quote(s)' + button. + +- You will be prompted to confirm the deletion. + +- After confirming the deletion, the list will update and the quote(s) + will no longer appear. + +`Import Quotes <#importquote>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +If you'd like you can import a batch of quotes as a CSV file. Your file +must contain two columns in the form: "source","text" with no header +row. + + **Note** + + You will be prompted to confirm upload of files larger than 512KB. + +- To start the import process click the 'Import quotes' button at the + top of the screen + + Import quotes button + |image399| + +- Once on the import quotes screen you can browse your computer for the + file you would like to import + + Import quotes + |image400| + +- After selecting the CSV file, click the 'Open' button and the file + will be uploaded into a temporary editing table. + + Imported quotes + |image401| + +- From the listing you can edit either the 'Source' or 'Text' fields by + clicking on the desired field. When you are finished editing a field, + press the key on your keyboard to save the changes. + + Edit imported quote + |image402| + +- You can also delete quotes from this listing before completing the + import. + + - Select the quote(s) you desire to delete by clicking on the + corresponding quote id. + + Selected for deletion + |image403| + + - Once quote selection is finished, simply click the 'Delete + quote(s)' key. + + Delete quote(s) + |image404| + + - You will be prompted to confirm the deletion. + + Confirm deletion + |image405| + + - After confirming the deletion, the list will update and the + quote(s) will no longer appear. + +- Once you are satisfied with the quotes, click the 'Save quotes' + button in the toolbar at the top and the quotes will be saved. + + Save quotes button + |image406| + +`Upload <#uploadtool>`__ +~~~~~~~~~~~~~~~~~~~~~~~~ + +- *Get there:* More > Tools > Additional Tools > Upload + +This tool will allow you to upload files to your Koha system for +selection from the `Cataloging form <#uploadbibfile>`__. + +`Upload Files <#uploadfiles>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +When you first visit the Upload tool you might see a warning about +missing a category.Upload to temprorary + +Categories are defined in the `authorized value <#authorizedvalues>`__ +in the UPLOAD category. If you do not have upload categories then your +files will be temporary and will be deleted the next time the server is +rebooted. Once you have a value in the UPLOAD authorized value category +you will see a Category pull down below the 'Browse' button.Upload to +category + +Browse your computer a file, choose a category and decide if the public +will be able to download this file via the OPAC. Once your file is +uploaded you will be presented with a confirmation.Upload confirmation + +`Search Files <#searchuploads>`__ +^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^ + +All uploaded files are searchable from below the upload form. Using the +form you can search any part of the filename and/or the Hashvalue.Search +uploaded files + +You will be presened with the results of your search.Search results -- 1.7.2.5