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Alexandria Getting Started.book

1. ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 159 Moving Patrons to a New Policy eee eeeeeeeeeeseeeeeeeeeeeeeeeeeeenaeeeeeeenaaes 161 Moving Items to a New POIiCy eee eeceeeeeseeeeeeeeeeeeeeeeeeneeeeeeenaeeeeeeeenaaes 163 Introduction tO Reports sssssseseeeeeeeseeeeeenseseneeeeseeeeesenseneeeeees 165 Saved Reports eei eina a diseases easel ig eee laden arnt 168 Circulation WindOW 2 sesssessseseeeseeceeseneeeneeeneseeeseeeseeeeeeeneees 169 Modes Commands and Help sssceeeeeeeeeeeeeeeeeeseeeaeaeessesssseees 170 Current Patron and Current Item Information 0 cccccceeeeeeeeeeeeeees 171 Using the Circulation WiNdOw cccceeeseeeeeeeeeneeeeeeeeaeeeeeeenaeeeeeeeenaees 172 Using the Actions Menu ceeeeseceeeeeeeneeeeeeeeeeeeeeeeeesaeeeeeeenaeeeeeeenaaes 173 Circulation Window TabS ccccceceeeeeeeeeeeeeeeeaaaeeeeeeeeeeeeeeeeeseeneaeeees 175 Permission Override cccccceceeeeeeeeeeeeeeceaaeeeeeeeeeeeeeseseeeenaaaeeaeeeeeeeeeess 175 Special SysteM Patrons eccccceeeeeeceeeeeeeeneeeeeeeeaeeeeeeeeeaeeeeeeeneeeeeeeas 177 Offline Modes ts c nedee ieee alee variants 179 Offline Mode k 4245 ao ee eA AL ee ee er a Aini Eni 179 Circulation COMMAMNGS seeeeeeeneeseeeeeeeeenneeneeeeeeeeeneeeeeeeeeeees 181 Circulation Command BaSiCS cccccceeeeeeeeeeeeneeeeeeeeeeeeeeteeeesennaeeeees 181 Make Iterm Patron
2. Export Reports System Reports Utilities SIF Management Alexandria Getting Started Guide 145 Importing Patrons and Items Importing Patron Information Click on the Patron Settings tab these settings determine what changes are made to a patron data file on import Status F Item Settings Patron Settings Browse Rg Schedule aa Locations A Starting Patron Barcode 1100001 School CDL Patron Policy Standard Patron v Allow Patron Updates A Use Existing Barcodes IMPORTANT During import if Alexandria detects a patron barcode that is less than three alphanumeric digits it will take the Next Patron Barcode specified in the Management tab of your Patrons System Preferences page 117 and assigns that barcode to the patron being imported e Starting Patron Barcode If a new patron barcode number is required Alexandria will begin assigning numbers beginning with this value Alexandria always checks to see if a value is already in use and if it is a new number is automatically selected e Patron School If the patron youre importing doesn t have a school defined in their import file this field will apply a school in their patron record e Patron Policy If the patron youre importing doesn t have a policy defined in their import file this policy will be applied as the default Default is Standard Patron Allow Patron Updates When this box is checked impor
3. Display Maximum Connection Errors http 209 210 70 183 8080Aogin m Display log messages To access Web Researcher http 209 210 70 153 8080 Enhanced w To install a client via the web http 209 210 70 153 8080 nstall Port ID usually 80 Sets the port number used for web interface this is usually 80 Web Librarian Timeout This drop down menu allows you to set how many minutes the Web Librarian can remain idle before logging out the current user Default is 20 Display Log Messages Log all remote commands from Web Librarian into the main Data Station s Circulation window just as commands that are typed into the command line are logged If left unchecked results of commands will be logged in the log file onk This checkbox will is only available if you have licensed use of Alexandria s Web Librarian Quick Links If licensed these services will be available in a web browser using the indicated HTTP addresses Alternately you can click on the addresses themselves they act as hyperlinks taking you immediately to the indicated address using your system s default web browser To access Web Librarian Click on this quick link to launch the Web Librarian client in your default web browser for more information please review the Web Librarian section of the Alexan dria Online Wiki To access Researcher Workstation Click on this quick link to launch the Researcher Work station in your default web br
4. Prefer LC Call Numbers When this checkbox is set Alexandria looks first for a Library of Congress Call Number in the 050 tag when looking for call numbers in an imported MARC record If no 050 tag is found Alexandria will look for call numbers in other tags Do not check this preference if you use Dewey call numbers Default is OFF Uppercase Call Numbers When this box is checked alphabetic characters in call numbers will be saved and displayed in uppercase Show Statement of Responsibility in the Title Field of the Items Window When this box is checked Alexandria shows the Statement of Responsibility tag 245_c in the title field of the Items management window Default is OFF Enable Add Title Assistant The Add Title Assistant is a guided cataloging helper useful in reducing the number of duplicate entries in your database by searching against the items in your local collection When you create an item record and this box is checked the Add Title Assis tant window will appear in lieu of an unlocked and empty item management record For those who do not wish the Add Title Assistant window to appear when adding new items to the database it can be disabled by removing the check from this box There is also an override key combination for this preference allowing the operator a single time use of the functionality in the reverse state of the current preference setting If enabled using the lt A1lt Ctr1 N gt Windo
5. The following item is required at the library Please return it as quickly as possible Reservation Notice Please note that you have a reservation on the following items Reserved items should be picked up in the morning of the reservation start date and returned by the evening of the due date Overdue Suspension Notice Your library privileges have been suspended because the fol lowing item has been overdue Patron Suspension Notice The library has suspended this account Until the suspension is cleared items cannot be checked out and holds and reservations cannot be placed If you have any questions please contact your library Account Access Information Here is your barcode username and password for accessing the library catalog This information is necessary for accessing your patron status details which includes a list of items you have checked out and their due dates holds and reservations you have placed and their expiration dates and any charges you owe the library You will need this infor mation to place holds or reservations if you are allowed to do so You may change your username and password using the Alexandria Researcher application or using the Alexandria Web Catalog Email Signature The default is left blank Usually this is the name address and phone num ber of the school library or institution Subscription Claim Letter Our library has yet to receive one or more issues
6. is used as a shortcut for the current item barcode For example if q g8 P you have a current patron H will place a hold on the current item 172 Alexandria Getting Started Guide Using the Actions Menu Circulation Window Using the Actions Menu Additional circulation commands are available from the Actions menu s These menus appears throughout the Circulation window You can either select a command directly from these menus or use the hot keys located in the right hand column of the Actions menu to execute commands Some of the commands in these menus require a current patron or current item For example you must have a current item to select Copy Status The Actions menu s show available commands in bold text For example if the current patron does not have any reserves the Remove Patron Holds and Remove Patron Reservations selections are grayed out in the menu and therefore non selectable The following commands are available in the Actions menu Start Bookdrop Cmnd Ctrl 1 Sets the current mode to Bookdrop In Bookdrop mode you enter barcodes for items you want to check in This option will toggle between Start Book drop and Start Check In Out mode Start Check In Out Cmnd Ctrl 1 Sets the current mode to Check Out This menu will toggle between Start Bookdrop and Start Check Out modes Make Charges Payments Cmnd Ctrl 2 Opens the Charges tab on the Circulation win dow you may add or r
7. Ale Step 1 Using the main tabs that cross the top select a specific utility category from Alexandria s Utilities window e g Titles tab Step 2 Next further focus your selection by choosing one of the subtabs located beneath the main tab selection e g Catalog subtab Saved Utilities Titles Copies Patrons Circulation Acquisitions Utilities Catalog Database New Tag Add a new Interest Code to all Items Type New Selected By All tems Favorite No Scheduled Never Repeat Never Edit Step 3 Alternately you may select the Saved Utilities tab followed by the Available subtab to get a complete list of Alexandria utilities Step 4 If there is an existing utility that you wish to modify or duplicate select highlight it from the list and then choose Duplicate Cmnd Ctrl D or Edit from the Actions menu Step 5 If none of the existing utilities meet your criteria press the Add button to create a new utility Step 6 Once the Editing New Utility window appears you ll find yourself on the main Over view tab Use the fields in this tab to Name and describe your new utility including any general notes you wish to add If youd like this utility to appear in the Saved Utilities gt Favorites subtab in the main utilities window check the Favorite box now Step 7 In the Selection tab choose the general Utility Type and format e g some utilities have a 1 Line and Detailed
8. Calendar Preferences on page 81 08 Policies Found in the Circulation section set guidelines for library operations see Policy Preferences on page 83 09 Rules Found in the Circulation section use this preference to configure information about temporary barcodes and determine how often the transaction log is saved Create text for inclusion in the body of patron notices see Rules Preferences on page 91 10 Textbook Tracker Found in the System Administration section use this preference to configure if youre licensed to use Textbook Tracker see Textbook Tracker Preferences on page 99 11 Items Found in the Management section use this preference to configure information about library items such as barcode ranges barcode leaders default policies terminology and catalogue settings see Items Preferences on page 101 12 Barcodes Found in the System Administration section use this preference to configure how Alexandria should increment new patron and item barcode numbers see Barcodes Prefer ences on page 105 13 Cataloging Found in the Management section use these preferences to configure general information about your subject sources medium pictures and leading articles see Cataloging Preferences on page 109 14 Patrons Found in the Management section use these preference to configure informa tion about library patrons such as barcode ranges barcod
9. No Items Checked Out No Fines Due i 1 of 1 copies available Unknown Replacement Cost 20 00 Details Notes Lookup Details Copy Stats l Notes Lookup Vv NOTE Many Alexandria functions depend on the current patron or item For example you must have a current patron to check out hold or reserve an item e Depending on your system preferences the current patron section can display the patron s most recent Lexile score and Reading Level also shown number of items checked out and fines or credits they have accrued e If available click the Details button in the current patron or item section to view detailed information about the patron item You can also select Show Patron Details or Show Item Details from the Actions menu to view the same information as the Details button s e If available click the Notes button in the current patron or item section to view notes entered for a particular patron item You enter the notes for a patron in the Notes tab of the Patrons management window see page 213 You enter notes for an item in the Copy Notes tab of the Items management window see page 197 Alexandria Getting Started Guide 171 Circulation Window Using the Circulation Window Using the Circulation Window This section describes how you perform basic operations in the Circulation window to complete transactions in your library Using the Command Line There are several ways to use the co
10. e Alexandria Controller allows you to house multiple Data Stations on a single centralized server This facilitates easy access to the server and saves travel time as well as the maintenance time required when individual library systems are stored on multiple servers 2 Alexandria Getting Started Guide Welcome to Alexandria Search Add on Modules e NetLink DartClix DartClix 4 Kids is COMPanion s collection of catalogued websites in MARC MARC 21 format DartClix helps patrons find clearly organized and recognizable library information by increasing your collection with thousands of professionally catalogued websites e netTrekker unlike ordinary search engines contains only academic focused websites that are organized around K 12 curricula A team of 400 educators and librarians evaluate websites for academic integrity and age appropriateness before they are considered for inclusion in net Trekker Using net Trekker students can safely search the internet for school projects and get high quality contextual results every time netTrekker provides a complete K 12 academic search tool for your entire district with content customized for Elementary K 5 or Secondary 6 12 e Sneak Peek users will enjoy title reviews summaries and cover art all from within Alexandria s search interfaces Hyperlinks connect patrons to this enhancement resource displayed within your chosen web browser Alexandria Sneak Peek offers a wealth of de
11. 128 Alexandria Getting Started Guide Operators tab Operators Preferences Adding Operators Click the Add Operator button the icon or use lt Cmnd N gt Macintosh or lt Ctr1 N gt Windows to add a new operator to Alexandria The Add Operator window will appear requesting that you provide specific new operator information District Administrator Add User mla Library Administrator a Librarian Library Staff Library Aide Student Aide aa v Self Service Copy Patron Picture Remove Patron Picture Change Window Color Load Default Color Cancel Enter the username a password confirmation password email address appropriate security Level for the new operator and then check any libraries that they will be permitted to access If you have not previously created any operators the Level drop down menu will be limited to District Library Administrator and you will be unable to change it Once you have created a District Library Administrator you can add other new operators with access levels other than Administration The District Administrator security level is only meaningful for multi library collection licenses Central Union WAN etc for all other licenses District Administrator security is identical to Library Administrator If you would like to add an operators picture at this time you can import a GIF BMB PIC JPG or any other standard image file here are some ways that you can
12. Cmnd Macintosh shortcut command Alexandria s System Preferences are grouped in an easy to use and easily identifiable layout divided into the following categories Management Circulation Network Services Search Add Ons System Administration and Other Once the System Preferences window appears click on the corresponding icon s to view the available preference settings Please keep in mind that certain preferences may not be available for certain clients An Alexandria Data Station may have more preferences than a Librarian Workstation or Web Librarian Some preferences will only become active after you have licensed them e g Z39 50 Services If you have not licensed a particular feature the corresponding icon will not appear in the System Preference window Alexandria Getting Started Guide 47 Setting System Preferences Getting Started Configuring System Preferences Although this is not a complete and comprehensive list of every one of Alexandrias System Preferences in their entirety the following provides a summary of the preferences that COMPanion recommends you initially set and the order in which you should set them after installation Review the corresponding preference sections for information on how to configure these initial settings for your library COMPanion recommends that you configure your System Preferences in the following order 01 Email Found in the Network Services section this preference de
13. Getting Started Creating an Exception To create or modify a circulation policy Step 1 Select System Preferences Cmnd CtrI L from the main Edit menu bar Step 2 Click on the Policies icon in the Circulation section of the System Preferences win dow Step 3 From the drop down menu select the Patron Policy that when combined with an Item Policy will create an exception Step 4 Next from the drop down menu select the Item Policy that when combined with your selected Patron Policy will create an exception Step 5 Click the Exceptions button it should turn red Step 6 Go through the various Policies tabs Check Out Overdue Hold Reservation and Other changing the appropriate values to the fields drop down menus and checkboxes Step 7 When you have successfully created your exceptions click the Save button NOTE Changing a policy will not affect past transactions The only two ways to change the fine rate on a book that is currently checked out is to check in the book forgive the fine and check out the book to the same patron for the old due date using a manual override date or to use the Utilities Circulation Update utility Alexandria Getting Started Guide 89 Policy Preferences Using the Policies System Preferences Policy Notes 90 Alexandria Getting Started Guide Rules Preferences eee Getting Started weal Step 1 Select System Preferences Cmnd CtrI L
14. local preferences tied to a specific operator Machine Preferences This selection opens the Machine Preferences window where set tings apply to just one computer Alexandria Getting Started Guide 37 Bulletin Board Dictionary Circulation Items Patrons Researcher Orders Budgets vendors Subscriptions Routes Alexandria Basics Show Menu Ctrl T Ctrl 1 Ctrl h Ctrl K Show Menu Use this menu to move between various Alexandria services and modules such as Patrons Items and Circulation For example if you need to manage patron information select Patrons from the Show menu To check items out or perform other transactions select Circulation Most of the selections in the Show menu have a corresponding section in this guide Refer to each specific section for detailed information about each function Bulletin Board Used to create an electronic library bulletin board Librarians can post items on the Bulletin Board which all patrons can view on the Researcher Workstation The Bulletin Board also allows the librarian to associate notes or library maps with item call numbers Thus when circulated item details are displayed if an associated note or library map is available it s automatically included for more information please review the Bulletin Board section of the Alex andria Online Wiki Dictionary Opens Alexandrias built in Dictionary This window allows users to look up word
15. lt return gt The doesn t mean anything but is a rather unusual character combination unlikely to be found at the beginning of most files If Alexandria discovers at the beginning of a file it assumes that the file is in a familiar format NOTE The Field Code numbers shown above don t have any special meaning other than acting as unique identifiers for each of the fields that can be imported or exported The header is optional If it s present Alexandria will automatically sort and organize the information and place it into the correct specified fields If there is no header Alexandria displays a Field Mapping window which allows you to specify the order and type of data getting imported A header is automatically created for all export files Since the header is automatically created on export the information can be transferred to another copy of Alexandria and automatically imported without the user knowing anything about the file structure This makes it easy for central administrators to transfer information to Alexandria operators In order to be consistent Alexandria assumes that the first line of any import file is a header However it only knows how to process headers in the format stated above Some fields allow multiple lines of information such as patron notes Any lt return gt located in a field is converted into the V character on export and on import the V character is restor
16. s temporary barcode scheme Special Handling Temporary Barcodes Any item with a barcode in this range will be automatically assigned temporary status Beginning Temporary Barcode Number 90000000 Ending Temporary Barcode Number 99999999 Default Temporary Item Standard Item v Beginning Temporary Barcode Number Enter the first number of the barcode range that you want dedicated to temporary items Alexandria will treat any barcodes entered within the Beginning Ending range as a temporary item if the number hasn t previously been assigned to a patron or item Default is 90000000 Ending Temporary Barcode Number Enter the last number of the barcode range you want dedicated to temporary items Alexandria will treat any barcodes entered within the Beginning Ending range as a temporary item if the number hasn t previously been assigned to a patron or item Default is 99999999 Default Temporary Item Policy Use this drop down menu to set the default policy that Alex andria should use when calculating due dates and fines on temporary items See page 83 for more information on Standard System Item policies Default is Standard Item Alexandria Getting Started Guide 105 Barcodes Preferences Special Handling tab Special Handling tab Configure these additional preferences that deal with your library s barcode scheme Special Handling Temporary Barcodes C Look for Follett Interleaved 2 of 5 _ Has Mangl
17. Current Item Record Pane c ccccccceeeeeeeeeeeeceneeeeeeeeeeeeeeeeeeeeeenaaeees 200 vi Alexandria Getting Started Guide Table of Contents Current Record Tabs and Subtabs 0 0 0 cceeeeeeeeeeeeeeneeeeeeeenneeeeeeenaees 202 Adding Titles And Copies sii sosirii airinn aia in daak 203 Duplicating Titles or COpiCS eceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeees 205 Modifying Titles and Copies saessssseeserseserrernnsrnnnnnrerannennrnnnnnnnnnnnnnna 207 Removing Titles and Copies ss ssssserseserernererennnrnnnnnnrnnnnnernnanneeennnnnne 209 Title Author and Subject Editor cccsccceeeeeeeeeeeeeeeeeeeeseeeaeeaaees 211 Patron Managementt sssesssesseeenenenenneeeeeeeeeeneeeeeneneeeneeeeeeees 213 Patron Information Fields ccccccceeeecceeeeeneeeeeeeeeeeeeeeeseneeneeeeeeeeeeeees 214 Gurrent Record Tabs aroi aE aee kaai a AT ES 214 Finding PatronS eeo r A deel 215 Adding PatrOns ieccccesceoreeizssedeeiedisdlte sees aA e ets aden eeet athens ieeeecte ey 216 Duplicate Patrong iini aaa aeaa iE aa Eaa aaa ea aaa EEA 217 Modifying FaonS onc ani E EINE TE 218 Removing FaronsS sreaarara amana E TE TS 219 Shortcut Keys a iah iaraa ee fe ceca etlesed ii wa cedecdetete sated diradas aaaea 221 Accelerator and Hotkey COMMANCS eseseceeeeeeeneeeeeeeeneeeeeeeeneeeees 221 Windows Shortcut KeyS siioni eiaa ea NORAS 221 Windows Circulation Shortcut COomMmandS essse
18. However please note that there are some exceptions to Closed dates when using Override Dates For instance you can change your preferences to stop fines from accruing on closed days Step 7 To change the Closed date for the same day of the week for the entire selected month click on one of the Sun through Sat buttons at the top of the calendar Step 8 To change the Closed date for the same day of the week for the entire year for example every Saturday hold down the lt A1t gt Windows lt Option gt Macintosh key and click on one of the Sun through Sat buttons at the top of the calendar Step 9 Mark the date s that you want alf materials to be returned to your library as Period Due e g a particular date near the end of the school year A Period Due date forces an item on a particular calendar to be due on that day check your Policies System Prefer ences to Apply Period Due Dates For example if you set a period due date of Septem ber 30 2012 all books checked out before September 30th that normally would have had a due date after the 30th will be assigned a new due date of September 30th Alexandria Getting Started Guide 81 Calendar Preferences Calendars tab Calendars tab You can lt shift click gt on a date to add a note Notes can be used to display automatic reminders on both Librarian and Researcher Workstations as well as provide private notes for the librarian and patrons When you ve created a note
19. Listening Algebra II Pre Calculus Calculus Trigonometry Consumer Math Lone lanes x Health amp Physical Ed Spanish Espafol German Deutsch Health Physical Ed Sport French le francais Latin me Zaiiloitosm Report z Link The web changes daily netTrekker a e a a 5 o g 5 a ry a a gt t sometimes you will see them before Performing a search in the netTrekker panel of a Researcher Workstation will automatically log you into the netTrekker website where students and researchers may perform web searches that yield educator approved and rated websites without worrying about having less scrupulous search results returned In order to successfully access the netTrekker website and fully utilize its capabilities you must have the correct netTrekker URL supplied in your netTrekker System Preferences 62 Alexandria Getting Started Guide 239 50 Services Preferences 0 NOTE weal Z39 50 Services are an optional feature of Alexandria You must have purchased a subscription license to use this feature When you have licensed use of this feature a Z39 50 Services icon will become available in the Network Services section of your System Preferences 9 UOISIIA Ale If you ve licensed use of the Z39 50 Services option your Alexandria Data Station will accept Z39 50 queries from standard Z39 50 clients Use the IP address of your Data Station for the Z39 50 serve
20. Smi for Smith Use the two More arrow buttons to show you more selections prior o or after your search entry Step by Step To look up a student by name e Either select Lookup from the Actions menu or type L in the command line e Type the student s last name and press lt enter gt or Go e Highlight the correct name and then press lt enter gt click Select or double click on the correct name from the results list Locate an Item by Title T Command T title Find Item by Title Use this command to search for a copy by title or a portion of the title For example to locate a title beginning with Foundation type T foundation and press lt enter gt The Lookup window appears starting with the title in your collection that most closely matches the information you supplied Step by Step To look up an item by title Step 1 Either select Lookup from the Actions menu or type T in the command line Step 2 Type the first part of the title and press lt enter gt or Go Step 3 Highlight the correct title and then press lt enter gt click Select or double click on the correct title from the results list 186 Alexandria Getting Started Guide Additional Circulation Commands Circulation Commands Placing a Hold Request on a Title H Command H itembarcode Placing a Hold Request Use the H command to place a hold on an item for the current patron or to begin Hold mode To hold an
21. This allows you to save text from a COMPedit document as a Patron Item or Tech Support Message Revert to Saved Changes made to the current record are discarded and the original record is displayed in the window Import Transaction Script If you use a portable laser scanner for specific library duties and have downloaded the data to your hard drive use this command to import your data into Alex andria Archive Now Performs an immediate backup of your valuable Alexandria Data For more information on archiving please review How Archiving Works on page 51 Rebuild Now Performs an immediate Rebuild of your valuable Alexandria Data Before rebuilding Alexandria will ask if you would like to perform an archive before rebuilding strongly recommended and then ask if you would like to restart Alexandria after a successful rebuild Alexandria Getting Started Guide 35 Alexandria Basics File Menu Page Setup Operating system standard function that sets the page up for printing Print Cmnd Ctrl P Prints the information contained in the window with focus topmost window For example if the Patrons management window is current information for the selected patron is printed when this command is selected If the Circulation window has focus then the transaction log is printed Print to PDF This allows you to save any finished reports or COMPedit world processor docu ments as Adobe PDF files Macintosh o
22. complete regular copies of your valuable Alexandria Data and store them in a folder on your hard disk The major difference between a backup and an archive is that backups are made on removable media that can be physically stored away from the library Archiving provides a quick and automatic method of saving your database before you perform large changes e g importing updates utilities or machine upgrades How Archiving Works If the Archives To Keep drop down menu in the Scheduled Events tab of the Library Information System Preferences window is set to anything below four including zero the Archive First in the Status tab of the Data Import window checkbox page 141 and the Archive Now button page 54 will keep five manual archives as though the Archives To Keep preference was set to 5 and when a sixth manual archive is requested Alexandria will first create a new data archive before removing the oldest archive in the Current Archive Folder In other words every time you click the Archive Now button in the Scheduled Events tab or have the Archive First checkbox marked during import Alexandria will perform a manual archive even if your Archives To Keep is set to zero However if your Archives To Keep preference is set higher than 5 then the Archive Now and Archive First selections will no longer ignore the Archives To Keep preference in other words manual archives will now be restricted to the specified Archives To Keep
23. or saved reports These can be Alexandria system defaults or user created e The Favorite subtab contains a list of reports that have been favorited by an operator A particular report can be favorited by marking the Favorite checkbox in the Overview tab in each report s Edit window Once this box is checked the report will immediately appear in the Favorite subtab If the box is unchecked it will no longer appear in the Favorite subtab e The Available subtab contains a complete list of available report types saved or otherwise If you can t find the report template you are looking for chances are you will be able to find it here Step by Step Use the following steps to perform or delete one of the reports you ve saved Step 1 Select Reports from the Tools menu Step 2 Click on the Saved Reports tab followed by the Saved subtab Step 3 Highlight the report youd like to perform from the Saved Reports list you can sort this list by Report Type Report Name default Report Description and Scheduled Step 4 Double click on the report or click Print to prepare your highlighted saved report To remove a Saved Report select it and click the Delete Report button 168 Alexandria Getting Started Guide Circulation Window dd eee Use the Circulation window the main window of the District and Librarian Workstation to perform library transactions You can also issue books place hold requests and reservations proce
24. value Alexandria will perform an automatic archive based on the value specified in the Archives To Keep drop down menu Therefore if your Current Archive Folder contains more archives than the Archives To Keep preference states Alexandria will remove all of the surplus archives oldest archives first after it creates a new automatic archive For example if you have the Archives to Keep preference set to 2 and Alexandria has already created two automatic archives in the Current Archive Folder you will be able to add three additional manual archives to the folder equalling five total archives If the Archives to Keep preference is set to 10 and Alexandria has already created four automatic archives in the Application Support Archive folder you will be able to add six additional manual archives to the folder During an automatic archive if the Archives to Keep preference is set to 2 but you have manually created three additional archives Alexandria will create a new automatic archive before deleting the three oldest archives in the Current Archive Folder folder This way the number of remaining archives will match the value specified in the Archives to Keep preference in this instance two Use the Refresh button to update the dates and times for the Next Scheduled Archive and Last Archive in the Scheduled Events tab of the Library Information System Preference window 1 Clicking the Archive Now or Restore From Archive buttons can
25. 2022 Copy Collection 2023 852_a Copy Location 2024 852_b Copy Call Number 2025 852_h Copy Title Volume 2026 852_v Shelving Field 2027 Bibliographic Codes Keywords 2040 Separated by Curriculum Keywords 2041 Separated by Don t Show in Alexandria Researcher 2042 Yes or No 156 Alexandria Getting Started Guide Item Fields by Field Number Importing Patrons and Items Copy Count 2043 Export Only Available for Checkout 2044 Export Only Title Life to Date Usage Count 2045 Export Only SmartMARC Matching Score 2046 Export Only Title Accession Date 2047 Export Only First Use Date 2048 Export Only Last Use Date 2049 Export Only Last Modified Date 2050 Export Only Last Modified User ID 2051 Export Only Title Current Policy 2052 Export Only Title Previous Policy Short Code 2053 Export Only Last Validation Date 2054 Export Only Checked Out To 2055 Export Only Title Call Number 2063 Copy Volume 2064 Title RSN 2099 Export Only Primary Author 2100 From 100_a Full Title 2240 Title Subtitle Export Only Title 2245 245_a Subtitle 2246 245_b Statement of Responsibility 2247 245_c Medium 2248 245_h Edition 2250 250_a Publisher Place 2260 260_a Publisher 2261 260_b Publisher Year 2262 260_c Extent 2300 Full description Export Only Physical Description 2301 300_a Other Physical Details 2302 300_b Dimensions 2303 3
26. 239 50 Address Book Every Data Station has an address book called the Standard Address Book This Address Book contains all the items that are inventoried in your collection You may not edit or remove the Standard Address Book Using Researcher System Preferences you will be able to select the default Address Book that will be searched by all of the Researcher Workstations connected to your Data Station Furthermore each Researcher Workstation that is connected to your Data Station can be individually customized using the Config button to search a specified address book On a Researcher Workstation your Local Collection i e the addresses contained in the Standard Address Book will always be shown at the top of the Library Search list followed by groups and individual entries listed alphabetically If you dont want an Address Book to appear in this list select Hide on Researcher or Hide Everywhere from the Availability drop down menu when you Add or Edit an Address Alexandria Getting Started Guide 135 Address Book Preferences Adding New Address Books You may add as many different address books as you need to manage your library collections Since you can specify which address books your Researcher Workstation will use by default additional address books can be used for more extensive searches Click on the New button under the Address Books field to add a new address book Y
27. Barcodes Preferences Hidden Options tab Notes on Barcodes 108 Alexandria Getting Started Guide Cataloging Preferences eee Getting Started Use the Cataloging System Preferences to configure general information about your catalog headings default medium pictures and leading articles Step 1 Step 2 Step 3 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Click on the Cataloging icon in the Management section of the System Preferences window weal 9 UOISIIA Ale COMPanion recommends that you leave all of the default settings on the Subject Sources tab if your library is located within the United States Subject Sources tab These options tell Alexandria which subject headings you want catalogued Since cataloguing only occurs during an import or modification of records changes made here will only be reflected in new records unless you rebuild your database If you do not understand these settings please talk to a qualified MLS librarian or MARC expert or call COMPanion s Technical Support team Subject Sources Medium Pictures Leading Articles F Catalog LC Subject Headings F Catalog LC Juv Headings J Catalog National Library of Medicine Headings B Catalog National Agricultural Library Headings Catalog Source Not Specified Headings E Catalog Canadian Subject Headings J Catalog French Subject Headings ca Catalog Sears Headings B Catalog LC
28. Cancel button if Alexandria InstallShield Wizard License Agreement Please read the following license agreement carefully COMPanion Corporation Electronic End User License Agreement NOTICE TO USER THIS IS A CONTRACT BY INSTALLING THIS SOFTWARE OU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT Unauthorized use of this software or related materials can result in civil damages and criminal penalties I accept the terms in the license agreement OI do not accept the terms in the license agreement Installshield Alexandria Getting Started Guide 25 Installing Alexandria Installing Alexandria for Windows Step 5 Verify that the Destination Folder correctly indicates the location where you want Alex andria installed The default is the Program Files directory This is typically the best location to install Alexandria Click Next i Alexandria InstallShield Wizard Destination Folder Click Next to install to this folder or click Change to install to a different Install Alexandria to C Program Files COMPanion Corporation Alexandria Installshield Step 6 On the Ready to Install window click Install to continue i Alexandria InstallShield Wizard Ready to Install the Program The wizard is ready to begin installation Tf you want to review or change any of your installation settings click Back Click Cancel to exit the wizard Current Settings Setup Type Typical Destin
29. Ctrl 6 Show Item Details Ctrl 7 Adjust Item Holds Ctr1 8 Remove Copy Reservations Ctr1 R Renew Patron Items 222 Alexandria Getting Started Guide Accelerator and Hotkey Commands Shortcut Keys Accelerator keys lt An accelerator key is a keyboard shortcut that is accessed by holding down modifier keys lt shift gt lt ctrl gt lt alt gt or combinations of these and pressing another key on the keyboard Accelerator shortcuts appear to the right of a menu item text Macintosh Shortcut Keys 98 H Hide Alexandria Carbon xX 36 Hide Others Carbon f 36 N New Document 3g Open 36 W Close Window X 36tw Close All S Save xX 9gts Save As Text g6 P Print z FE Print to PDF f 36 E Restart 36 O Log Out Quit Alexandria 36 Undo fN 88 Z Redo 36 X Cut a6 C Copy 36 V Paste J A Select All sete Find ge G Find Again 36 Preferences 36 T Circulation 36 I Items 36 L Patrons 36 K Researcher Alexandria Getting Started Guide 223 Shortcut Keys Accelerator and Hotkey Commands Macintosh Circulation Shortcut Commands These shortcut commands allow you to quickly perform Circulation actions get1 Start Bookdrop 98 2 Make Charges Payments 9e 3 Show Patron Details ge 4 Remove Patron Holds get 5 Remove Patron Reservations ge 6 Show Item Details 98 7 Adjust Item Holds 8 Re
30. Current ccccceceeeeececennneeeeeeeeeeeeeeeeeceaaeeeeeeeeeeeeess 181 CHECKIOUEG Niruri a e a a d e EEN 182 Set Override Due Dates ccccccccceeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeeesenneaeeees 184 Bookdrop Mode B siscctiseccceredccevsiteshs coi aa e a a a Era eraai 185 Additional Circulation COoMmmandS sssssssssssenreesseserseennnnnnnnnnnenernnnnn 186 Locate a Patron by Last Name L cccceeeeeeeeeeeeeeeeeneeeeeeeeeeeeeees 186 Locate an Item by Title Tena ANRA 186 Placing a Hold Request on a Title H cccceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 187 Place a Forward Reservation on a Specific Copy Q ccceeeeeeeee 188 Renewing An Item R QE or RA c cccceeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeas 190 Renewing an Item n issi vei hittin Aicteadde te bie ne 191 Renew AICI dev cesecevaae bees ied ved des a a eaa attest 191 Special Circulation COMMANASS cceeeeeeeeeeeeeeeeeeeeeeeeeteeeeeeaaeaeeeees 193 Charging a FeedF aiuikengrsnen aa an a 193 Declarng aA Copy Lostin niin de E ARTNA 194 Checking Items Out To the Discarded Copies Special Patron 195 Item Management cccecceccceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 197 About MARC reCords cccccccceeeeeeeeeeeeceaeeeeeeeeeeeeeeeseceeaaeeeeeeeeeeeeeeeegs 197 Items Management WiINdOW eeeccceeeeeseeeeeeeeneeeeeeeeeaeeeeeeenaeeeeeeenaaes 198 The Items Management Window In More Detail 1 199
31. FileStorm 20 Alexandria Getting Started Guide Installing Alexandria for Macintosh Step 5 Installing Alexandria When the following window appears verify the destination disk where youd like Alexan dria installed The default is the hard drive where the currently active System Folder is located Unless special circumstances apply this is usually the best location to install Alex andria Select the icon of the hard drive so that a green arrow appears above it Click Install Select a destination disk to install the software Step 6 Hard Drive 57 26GB 25 94GB Free Installing this software requires 78 9MB of disk space m You have selected to install this software on the disk Hard Drive installations progress e00 Alexandria CD Installer During installation the License Agreement window will reappear showing you the Alexandria Setup License Agreement Select Destination Installing Finished Alexandriaapp SSS SS SS SS Installing COMPanion Corporation Electronic End User License Agreement NOTICE TO USER THIS IS A CONTRACT BY INSTALLING THIS SOFTWARE YOU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT Unauthorized use of this software or related materials can result in civil damages and criminal penalties This COMPanion Corporation COMPanion End User License Agreement accompanies an COMPanion software product and related explanatory
32. Home Page tab can display any HTML document stored inside the Web folder located inside the main Alexandria Support folder When this folder is created Alexandria will automatically generate a default home page for the Researcher Workstation The top left of the Home Page tab contains a drop down menu which allows you to customize and set up your Researcher Home Page The selections that this menu contains are described in more detail below Interface Rules Auto Hide Home Page Links Alexandria Generated Home Page v Home Page Fill in the information below to have Alexandria create a Home Page for you When the Home tab on Web Researcher is selected Alexandria will generate a home page using the information you provided Title Home Page Picture Browse Home Page Picture Link o Message Area Link s Description URL Add New Link Disable Home Page Tab selection If you select Disable Home Page Tab from the drop down menu and click Save the Home Page option will be disabled and the Home button will not be shown on the Researcher Work station Home Page Link selection URL TIf one already exists on the internet supply the URL web address of your main library institution home page in this field When the Home button is pressed on the Researcher Work station it will forward patrons to your main library institution home page Alexandria Getting Started Guide 125 Resea
33. Mylar can be placed on these to extend their lives Although the cost of these labels is less than photocomposed labels the protection and labor they require can cause them in some cases to cost more Printed labels without extra protection are most cost effective when printed by you in your library and used for temporary items such as magazines and newspapers One and Two Part Labels You can purchase either one or two part barcode labels depending on how you plan to use them One part labels include the library name barcode and written number COMPanion Library 206212345 If you want to place a barcode label in two different locations on an item you can order two copies of these one part labels Two part labels include the same information as the one part label The two part labels also include a second portion on the label which display the written barcode number COMPanion Library A ALI I 206212345 206212345 Part 2 Number only The second part of the label is useful to attach to a shelf list card or to place on the book in a different location than the upper portion Two part labels provide the benefit of having two labels for each item at a lower overall cost Alexandria Getting Started Guide 13 Preparing for Alexandria Barcode Your Collection Where to Place Barcode Labels You can place barcode labels on the inside or outside of items A label on the outside is easy to locate but is sub
34. NN Security Level Alex Andrea District Administrator Butch Baird Library Administrator Colin Crais Librarian Dick Darger Library Staff Earl Evans Library Aide Frank Farnsworth Student Aide Gary Garner Self Service Removing Operators To remove an Alexandria operator select highlight the operator Name from the Alexandria Operators field and click the Remove Operator button the icon when asked if you wish to delete the operator choose Yes If you have Alexandria Operators with security levels other than Administrator e g Librarian or Aide you will be unable to remove the District Library Administrator unless you have an additional District Library Administrator Edit Operators You may edit the username password email address and security level of any existing Alexandria operator To edit an existing operators information double click on a operators name in the Alexandria Operators field Alternately you may select highlight the operators name from the Alexandria Operators field and select Edit Operator from the Actions menu located at the bottom left hand side of the window Doing this opens the Edit Operator window similar to the Add Operator window described on page 129 using this window you may change any of the operator information fields If you have Alexandria Operators with security levels other than Administrator e g Librarian or Aide you will be unable to change or remove the District L
35. Out mode does depends on two things the Check Out Options preference which allows you to change the behavior of Check Out mode see page 91 and the status of the patron and the item If the item is available it will be checked out to the current patron when scanned If the item is already checked out to the current patron it will be checked in when scanned If the item is currently checked out to a different patron a message will appear allowing the operator to either check it in from the other patron and out to the current patron or leave it checked out to the other patron As you are checking items out Alexandria will alert you to special conditions that may affect circulation For example if you enter a barcode for a book that is already checked out a warning message will appear You can choose to check this book in or cancel the request to check it out If checking an item out to a patron violates a set policy Alexandria will alert you For example if a patron exceeds the number of items they can check out or exceeds the overdue limit a warning message will appear If more than one policy setting is violated the messages will appear in a single window If you have the authority to override policies the window will include the Override option You can allow the patron to check the item out even though it exceeds the specified limit or cancel their request to check it out If you don t have the authority to override policies a war
36. Page 239 50 Address Book Lexile Help checked v 20 v English v Gaou Title v Standard Address Book v My Data Station v 15 v Standard Z39 50 Address Book w Alexandria Getting Started Guide 119 Researcher Preferences Interface tab Allow View MARC Records When unchecked the View MARC Record hyperlink that appears on the bottom of an item s details window is disabled Show MARC Display Shows a hyperlink to the title s MARC record Default is OFF Show Citation References Shows citation references for creating quick bibliographies Default is ON Sounds Like Prompt Check this box if you want a window to appear when a search finds no matches The window will remind the patron of the Sounds Like search which sometimes finds matches when other searches do not Limit Copy Availability by Library ID Code If this box is checked the Researcher will only show available copies which have your matching library ID code Sitch tecnica Show Amazon com Links in Search Details Choose whether or not to display links to amazoncom Amazon com at the bottom of the Researcher Details window If a search is successfully per aen formed clicking on the graphic link shown to the left will open an Amazon com web browser with the closest possible match Show Available at Local Library in Saved Lists If this box is checked then the simple print option for saved lists in the Researc
37. Patrons tab as the main category selection at the top of the Utilities window Next choose the utilities subcategory from the subtab menus located directly below From the Utility Type list that appears click Edit in the Change Patron Policy utility Under the Selection tab of the Change Patron Policy utility window set the With drop down menu e g 3rd Grade Next set the Select By to the desired criteria e g Homeroom Grade Policy Provide the Starting With Ending With fields or the From Through drop down menus with the appropriate information e g Standard System Patrons Click on Run Remember if you are asked whether or not you want to archive the answer is always Yes Once you have switched all your patrons to the new policies statistics will begin to be kept according to the new policies Prior statistics can not and will not be changed Alexandria Getting Started Guide 161 Performing Utilities Moving Patrons to a New Policy Moving Patrons to a New Homeroom If the patron information you receive from your SIS Student Information System does not include the homeroom use this utility to change the default homeroom for a selection of patrons overview Selection Schedule Replace Information X Homeroom P Smith Ending With Smith To change the default homeroom for a selection of patrons Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Select
38. Payment Charge Overdue Fine window appears when a lost item with an overdue fine is found Returned Lost Item Fine Fine to withhold when refunding the fine for a lost item that has been found Returned Lost Item Fine Amount Amount of fine to withhold when refunding the fine for a lost item that has been found Enable Deferred Refunds If this option is checked when lost items are located there will be an option in the dialog box to defer payment of the refund by creating a credit 94 Alexandria Getting Started Guide Rules tab Rules Preferences Enable Payment Note Only If this option is checked when a lost item is checked in and there is a payment due or refund due and the current Alexandria operator does not have payment or refund permissions they will be allowed to enter a note Transaction Log Save Frequency Select Daily Weekly Monthly or Never Archived logs are placed in the Log folder which is located in Alexandria s shared application support folder see page 6 for more information Default is Weekly Any Librarian Workstation that connects to the main Data Station will also create a Log folder where archived logs are saved The transaction log will contain everything that is displayed in the Circulation window and any additional special notes that may be useful Every Alexandria machine will keep a transaction log that contains a history of everything that has occurred It can be a valuable document if you
39. Preferences Allow Patron to Check Status and Patron Details This checkbox allows a patron to check their status from a Researcher Workstation The patron status report includes information about what items they have checked out have on hold or reserved If this setting is enabled patrons will be able to change their own password Allow Patron to Request Password Allow patrons to request a forgotten password via email Allow Patron to Edit Email Address Allows patrons to modify their own email address Allow Patrons to Edit Remove Reservations When checked users can edit or remove their own reservations Allow Patron to Edit Password When checked patrons who have successfully logged into the Researcher Workstation are able to change their own password Allow Patron to Change Username When checked a patron can change their username to something unique Allow Patron to Edit Personal Information When unchecked patrons are unable to edit personal information using the Researcher Patron editing require a patron barcode number and password If this setting is enabled patrons will be able to change their own password address phone number and email address Allow Patron to Renew Items When unchecked patron renewals of any items that the patron has checked out will be disabled over the web Patron renewals require a patron barcode number and password Allow Holds When unchecked patron hold requests from a Re
40. Step 2 Next type the Fee F command followed by the fee amount and the description of the fee Press lt enter gt when the description is as desired e g F 3 00 Water damage on item 3027 Step 3 Once you enter a charge you can edit it if you made a mistake In the Charges mode and tab of the Circulation window select highlight the charge from the list and click on the Edit Charges button You can modify either the Fee Comment or the Fee Amount except on overdue fees which are still accruing Alexandria Getting Started Guide 193 Circulation Commands Special Circulation Commands Declaring a Copy Lost Use the Lost Copies special patron to flag copies for later removal Use this feature at the end of the year when you must account for how many copies were lost and their accumulated worth When an item that is checked out to a patron is declared Lost i e checked out to the Lost Copies patron the Lost Book Charge window appears allowing you to fine the patron who has lost the item Step by Step To declare an item lost Step 1 While in Check In Out mode type 1 in the command line and press lt enter gt Step 2 The Lost Copies patron will appear as the current patron Step 3 Type the barcode of the copy that was lost Remember to press lt enter gt after each bar code Step 4 When a copy has been lost by a specific patron you don t need to check the item in first just check it out to the Lost Copies
41. Subject Headings Default is ON Catalog LC Juv Headings Default is ON Catalog National Library of Medicine Headings Default is OFF Catalog National Agricultural Library Headings Default is OFF Catalog Source Not Specified Headings Default is ON Catalog Canadian Subject Headings Default is OFF Catalog French Subject Headings Default is OFF Catalog Sears Headings Default is ON Index 700_t as a Title Default is OFF Index 700_t as a Title Alexandria Getting Started Guide 109 Cataloging Preferences Medium Pictures tab Medium Pictures tab The Medium Pictures tab allows users to apply pictures to individual or default mediums by dragging and dropping their own GIFs BMPs PNGs PICs JPGs or most standard image files onto the Medium Picture field Once this is done a new medium picture will be applied Users can reset to the default medium picture by left clicking in the Medium Picture or Default Picture section and selecting Restore From Defaults If you have a pictureless medium e g in the case of a newly created medium the Default Picture field is applied to any and all mediums lacking an individualized Medium Picture The default medium picture will appear on the Circulation window every time there is a current item unless an item has cover art applied to it from within the Item Management window see Item Management on page 197 Subject Sources Medium Pictures Leadi
42. Utilities from the Tools menu Select the Patrons tab as the main category selection at the top of the Utilities window Next choose the utilities subcategory from the subtab menus located directly below From the Utility Type list that appears click Edit in the Change Patron Homeroom utility Under the Selection tab of the Change Patron Homeroom utility window enter the name of the homeroom in the With drop down menu e g Brown Next set the Select By to the desired criteria e g Homeroom Grade Policy Provide the Starting With Ending With fields or the From Through drop down menus with the appropriate information e g Standard System Patrons Click on Run Remember if you are asked whether or not you want to archive the answer is always Yes 162 Alexandria Getting Started Guide Moving Items to a New Policy Performing Utilities Moving Items to a New Policy Now you are ready to switch your items from the generic Standard Item policy to a more specific policy This will be quite easy since you ve probably used call number ranges or prefixes such as FIC as the basis for your new Item policies The example pictured below demonstrates how to switch items within a specific call number range to the corresponding policy To switch items to a new item policy Overview if Selection N Schedule Replace Information as Copy Policy X Non Fiction v Titles amp Copies X Step 1 Select Utilities f
43. Utilities subtab Step 3 Choose to perform either the Remove Lost Copies or Remove Discarded Copies utility Step 4 If you wish limit which copies to remove using the Select By drop down menu options under the Selection tab of the Edit Utilities window Step 5 Click the Run button to perform the utility NOTE As with every utility run an Archive or make a backup copy of your Data file prior to running the utility to remove all discarded or lost items 196 Alexandria Getting Started Guide Item Management eee This section provides a brief overview on how to manage the resources in your library weal NOTE If you are using a Central Union license for Alexandria all libraries share title information thus all other libraries can view the changes you make 9 UOISIIA Ale The Alexandria Librarian Workstation allows you to view and edit titles from every collection in your district but only your title statistics and copy information may be modified from your Workstation The District Librarian Workstation allows viewing and editing of all database information across all collections About MARC records All Alexandria item data is saved in MARC MAchine Readable Cataloging record format the standard for bibliographic data around the world If you don t know MARC standards Alexandria has an easy entry editor that lets you view and edit MARC data without any technical MARC knowl
44. When an item that is checked out to a patron is declared Lost the Lost Book Charge window will appear Step by Step Use the following steps to charge a Lost Item fee Step 1 The Total Patron Fines Due is pulled from the item copy Replacement Cost field or your Default Replacement Purchase Value policy field You may enter any additional charges or processing fees in the Additional Charge field Step 2 If applicable enter an amount of the accrued fine or lost book charge to be forgiven in the Forgiven Amount field Step 3 If the current patron has a credit balance on their account you may choose to make a pay ment against the charge From Credit If credit is available the From Credit field becomes modifiable and their current credit balance is shown between the parentheses Step 4 If you supply a Payment amount the Payment Method drop down menu becomes selectable you may then choose from Cash Check Charge or Other When you are satisfied with the fee you have charged click the Charge Fine or Charge Fine and Print Receipt buttons to charge the fee and print an optional receipt These receipts can either be given to the patron at time of charge or filed by the library for safekeeping If you would like to forgive the current charge plus any additional amounts minus the amount of payment click Forgive Fine 194 Alexandria Getting Started Guide Special Circulation Commands Circulation Commands Checking Items Out To the
45. a date into the Run next on field Select how often to repeat the rebuild using the Repeat drop down menu You can choose Never Daily Weekly Monthly or Yearly Click on each of those days weeks months or years so that they appear selected or use the On The checkbox and correspond ing drop down menus Set the Hours 11 30 PM is suggested to whatever time you would like to run the rebuild It should be done late at night when people are not normally accessing your cata log this way it doesn t appear that your catalog is frozen Alexandria cannot perform searches or circulation activities during an Rebuild Click on Save in the upper right corner of the window 56 Alexandria Getting Started Guide Email Preferences eee Getting Started weal Step 1 Go to Edit on the menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the Email icon in the Network Services section of the System Preferences window 9 UOISIIA Ale Step 3 To successfully use built in or external SMTP you must provide both a valid Library Email Address see Library tab on page 77 for more information and a valid Email Address for one of your District Administrators see Adding Operators on page 129 Step 4 Supply your SMTP Server information Port and if Use Authentication is needed check that box and provide your Log In and Password Also check Use SSL if needed Step 5 Click Save in the upper right corner
46. a school for the In Transit patron the time period days that items will be held on In Stock Hold after they have been delivered This does not apply to items sent to a school to be placed on In Stock Hold for other patrons Default is 7 98 Alexandria Getting Started Guide Textbook Tracker Preferences NOTE weal You only need to set your Textbook Tracker System Preferences if you have purchased and licensed use COMPanion s Textbook Tracker application 9 UOISIIA Ale Textbook Tracker tab Alexandria can gather information from a Textbook Tracker Data Station and or launch it directly from the Show menu depending on the information that you provide here Textbook Tracker Textbook Tracker Server Address Alexandria can gather information from a Textbook Tracker data station B Include Textbook Tracker in Patron Details Textbook Tracker Application Location Browse Clear Textbook Tracker Server Address Enter your Textbook Tracker Data Station s remote IP address e g 123 45 67 890 Include Textbook Tracker in Patron Details If this box is checked the Q command will automatically include Textbook Tracker patron details If not use the QT command to include Textbook Tracker patron details Textbook Tracker Application Location Click the Browse button to open a standard oper ating system explorer finder window Guide Alexandria to the directory folder containing your T
47. amp Rebuild see page 51 Step 5 Set what COMPanion considers to be your essential System Preferences see pages47 through 135 Step 6 Add your item and patron information see page 141 Step 7 Develop an Alexandria machine maintenance strategy see page 15 Step 8 Evaluate the security of your Data Station see page 15 Alexandria Getting Started Guide 7 Preparing for Alexandria Develop a Secure Backup Strategy NOTE Alexandrias Archive Utilities do not substitute for a proper backup Develop a Secure Backup Strategy Backups are duplicated computer files that should be saved to an external source You should have a backup strategy in place to ensure that you always have a current backup of your Alexandria data files Daily backups of your Alexandria data are highly recommended Backing Up Your Data What to Backup Your data files change every time you use the Alexandria system For example each time you update an item or patron record check an item in or out or perform any other transaction in Alexandria the data files are modified to reflect your changes All Alexandria information is stored in the Data folder see page 6 to find out where your Data folder is located this makes it easy to backup your data on a regular basis Why You Must Backup Your Data Inevitably sometime during the life of your computer you will suffer hardware malfunction When this happens your data can be irreparably corrupted or
48. an override date Step 1 First enter the desired mode Step 2 Then type MMDDYY or MM DD YYYY or M D YY etc and press lt enter gt To clear an override date c Step 3 Type and press lt enter gt 184 Alexandria Getting Started Guide Circulation Command Basics Circulation Commands Bookdrop Mode B Command B optional barcode Using Bookdrop Mode Use the bookdrop command to check in items for one or for many patrons In Bookdrop mode all the item barcodes you scan or enter are checked in This allows you to check in a large number of books without worrying about patron barcodes For example this mode provides a quick way to check in the large number of books returned at the end of the day week month or year While in Bookdrop mode Alexandria assumes you are only checking items in If you type or scan a barcode for an item that is not checked out an error message will appear in the transaction log If you enter a patron barcode Alexandria switches to Check Out mode and makes this patron the current patron Step by Step To check in a single item Step 1 To check in one item type B in the command line followed by the copy barcode num ber and press lt enter gt To check in multiple items Step 1 Enter Bookdrop mode by typing B and pressing lt enter gt or choosing Start Book drop Ctrl Cmnd 1 from the Actions menu You can also select Bookdrop B from the Ac
49. and change any of the drop down menus in order to define the privileges allowed to patrons when they access the Alexandria Researcher For instance checking the Sounds Like Prompt box will activate the Sounds Like search so that if a patron types gost and no search results are found the patron will be asked if a Sounds Like search should be performed and if it is it will find all records with the word ghost If you wish availability to be limited to what is in your library then check the Limit Copy Availability by Library ID Code box Interface tab Use these preferences to set your Researcher Workstation defaults these preferences will be used as default for every Researcher Workstation that connects to your Data Station Interface Rules Auto Hide Home Page Allow View MARC Records o C Show MARC Display C Show Citation References C Sounds Like Prompt C Hide Browse Button C Limit Copy Availability by Library ID Code C Show Amazon com Links in Search Details C Show Available at Local Library in Saved Lists Dont Show Title Availability Display Copyright in Results Display Lexile in Results Display Reading Level in Results Show Lexile Indicator in Saved Lists Show Item Images Show Lexile Search RWS Timeout Default Language Maximum Hits Sort Search Results By Search Address Book Local Collection Max Results
50. can view which records have been modified Before you use any Utility you need to Archive your data Thus if you discover that youve performed an operation that has damaged your data you can recover from a previous archive iWARNING 1 Since Alexandria allows you to customize certain terms for Patrons and Items the term names you use may not be reflected in this guide For purposes of illustration the sample library we ve used in this guide is a School Library and thus Community ID Patron Number Location Homeroom Level Grade and so forth 160 Alexandria Getting Started Guide Moving Patrons to a New Policy Performing Utilities Moving Patrons to a New Policy Now that you have set up your new Patron policies you can use Utilities to switch your patrons If your new policies are set up by grade this will be very easy to accomplish If you are using some other identifier e g Homeroom find the most common value for those people and use it as your Select By criteria The example pictured below demonstrates how to switch patrons on the 3rd Grade policy to the 4th Grade policy using Grade as the Select By criteria oveni Selection Schedule Replace Information hs Patron Policy v 4th grade abe 3rd Grade To change the default policy for a selection of patrons Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Select Utilities from the Tools menu Select the
51. checked out to the Lost Item patron does not have its inventory date renewed If the item is ever found simply check it in and it s available for circula tion again If an item is already checked out a real patron checking it out to the Lost Item patron causes a window to appear so you can charge a fine to the patron who has lost the item The lost item will appear on several patron status details reports Although you may permanently remove an item from the Alexandria system when it s lost lost items are quite often found again later Checking an item out to the Lost Item patron makes it easier to return it to the system because you simply check the item back in when it s found Using the Lost Copies patron also makes it easy to keep track of which items have been lost so you can order new copies There are Utilities available to remove lost items according to your policies and the criteria you select Discarded Copies barcode 2 To track items in the library that are not circulated but have not yet been permanently removed check them out to this patron To return a discarded item back to in stock simply check it in To permanently remove discarded items use the corresponding Item Utility For more information on checking items out to the Discarded Item special patron please review page 195 of this guide For Library Use barcode 3 To keep items available for use only within the library check the items out t
52. criteria will be displayed in the user specified Sort By order in the Item Selection window Highlighting selecting an entry in the Item Records List will make that item record current in the right hand section of the Items management window The area situated below the record list field contains several Tools icons that are used for adding removing browsing and finding item records Remove Previous Find or a CEEI Add Actions Next Alexandria Getting Started Guide 199 Item Management Current Item Record Pane Current Item Record Pane The right hand section of the Items management window is dedicated to the current item record which displays full record details for the record selected from the items list on the left At the top of the current item record pane is a for displaying status information Save and Revert the Wiki Help icon the Lock Unlock icon and a second Actions menu which contains functions specific unique to the current record Unlock Lock Item Title Wiki Help at Sample Item o Actions Unlock Lock Icon When the Items management window is opened the default state of the lock icon is usually locked When locked records can be viewed but can not be edited Click ing on the lock unlocks the window it stays unlocked until the operator clicks on the lock icon again or the window is closed Actions This gear cog menu contains record specific actions and other tools that don t fit as well with
53. custom security levels by manipulating a list of permissions Until you set up a District or Library Administrator operator and enable Require Operator Login Alexandria will launch with full administrative privileges An Administrator is the only security level that allows you create new Alexandria operators Once you ve established an Administrator if no other security level is selected then Administrator level access will be the default upon launch If the Require Operator Login box is checked see Activating Security on page 128 for more information you may select Restart or Log Out from the File menu to access Alexandria as an operator with a different security level 132 Alexandria Getting Started Guide Security tab s Security Preferences Adding Editing and Removing Custom Security Levels Operators with the appropriate authority can add edit or remove any of Alexandria s security levels with the exception of the default security levels which can be edited but not removed or renamed Add This button the icon located in the lower left corner of the Security System Prefer ence window opens the Create New Security Level window Remove Operators with the appropriate authority can remove an operator created security level by highlighting selecting the level from the Security Groups section of the Security Sys tem Preference window and clicking the Remove button the icon Operators will be aske
54. groupings are supported Get from O S Pressing this button will automatically import localized currency settings from your Data Station s operating system Alexandria Getting Started Guide 71 Terminology Preferences Currency tab Dates tab The Dates tab allows you to customize date formats for use in Alexandria Currency Dates Patron item Short Date Format M DIY Normal Date Format With Day W M D Y Normal Date Format No Day M D Y Long Date Format With Day W M D Y Long Date Format No Day M D Y Short Date Format The short date format would typically be set as M D Y if you want month first providing output like 3 14 07 or D M Y to put the day first as in 14 3 07 Remember date input will be parsed according to this format and the date separator will be set based on the separator used here Default is M D Y Normal Date Format With Day The normal date format with day will typically be set as w M D Y if you want the month first providing output like Wed Mar 13 2007 or WDM Y to put the day first as in Wed 14 Mar 2007 Default is WMD Y Normal Date Format No Day The normal date format no day will typically be set MD Y if you want the month first providing output like Mar 14 2007 or D M Y to put the day first asin 14 Mar 2007 Default is MD Y Long Date Format With Day The long date format with day will typically be set as WM D Y if yo
55. in backing up your Data folder Alexandria Getting Started Guide 15 Preparing for Alexandria Evaluate the Security of Your Data Station Preparation Notes 16 Alexandria Getting Started Guide Installing Alexandria a eee This section will teach you how to install the Alexandria Data Station and other standard Alexandria clients The instructions in this section assume that you have a basic working knowledge of your computer s operating system weal Before you install Alexandria make sure that you have the registration letter that came with your program it contains essential information that is required during the installation process Hardware and Operating System Recommendations Alexandria has been developed to work under both Windows and Macintosh based operating systems With the exception of subtle differences between the controls at the tops of windows and minor differences in operating system functionality the program operates identically across both platforms Here are the minimal recommended hardware and operating system requirements for Alexandria Alexandria Hardware amp System Requirements G4 Pentium 4 or equivalent 1 GB of RAM or higher 20 GB of Free HD 100 000 Items 1024 x 768 Screen Resolution Minimum Recommended Alexandria Mac OS 10 4 Mac OS 10 5 Data Stations Windows XP Windows XP or 2003 X86 Multi Core Processor Alexandria Central Union Data Stations M
56. item for the current patron type H and then type or scan the item s barcode number and press lt enter gt Em If you do not know the items barcode number locate it using the Lookup T command To start Hold mode type H and press lt enter gt A hold request is placed on each item whose barcode number you type or scan while in Hold mode To exit Hold mode type or scan a new patron barcode ED 9 number or use the X or command A current patron is required e Holds are against a single item record If one copy of that title is available the hold becomes an in stock hold waiting for the patron to pick up the item e Ifa hold is placed on a title that has available copies the hold will be converted to an in stock hold on a specific copy e In stock holds are removed when the copy is checked out Checking out a different copy of the same title does not remove the in stock hold SHORTCUT An equal sign is used as a shortcut for the current item barcode For example if you have a current patron and item H will place a hold on the current item Step by Step To place a hold Step 1 First scan or type the student s barcode to make them the current patron Step 2 Next use the Lookup command T and enter the name of the title Step 3 Select the correct title from the Lookup window by double clicking on the name or by highlighting the correct title and pre
57. libraries this defaults to Grade For other libraries this defaults to Level Alexandria Getting Started Guide 73 Terminology Preferences Currency tab Term for Government ID This field is used for national ID numbers In the United States this is typically the Social Security Number Default value is SSN Term for Community ID This field is used for community or local ID purposes For school libraries this defaults to Student for other libraries this defaults to ID Term for Login Name Field This field changes the terminology anywhere that a user identifi cation number is required Generally this is simply Login or User ID Term for Reading Level This field is used for reading level terminology anywhere that it is required Typically this is simply Reading Level If your school site or institution doesn t use the reading level terminology this field can be used for other info such as AUP acceptable usage policy status Term for Additional Contact This field is used to change the terminology for emergency or secondary contacts Default is Parent Guardian Term for Optional Date Field If you would like to change the terminology for the optional date field supply it here Default is Graduation Date 74 Alexandria Getting Started Guide Currency tab Terminology Preferences Item tab This preference allows you customize item related terms
58. lost Although you can reinstall the Alexandria application from the original CD ROM doing so will not retrieve your data files Your only options for recovering data when you have suffered a hardware malfunction are to either re enter all of your data by hand or to recover your most recent data from a backup copy and then update only the data that has changed since the last backup was made The more current the backup copy of your data the less data you will have to re enter You should have a backup strategy in place to ensure that you always have a current backup of your Alexandria data files With adequate backup procedures in place only small amounts of information will ever be lost even after the worst conceivable failure Your backup procedure for Alexandria should copy the entirety of the Data folder Some automation systems only backup your transactions on a daily basis Although this technique results in a fast backup it s not complete and recovery can take much longer than a full backup If you make a backup copy of the Data folder at the end of each day you ll be able to recover all the changes you ve made through the end of that day you can then recover the data quickly and easily should it be required For the purpose of backups there are two kinds of files Program Files are the files that make your applications run These files are sent to you on CD or are downloaded from the internet and you install them In the c
59. newly added records Default is Book 102 Alexandria Getting Started Guide Management tab Items Preferences Other Settings Local Call Number Tag During import if your call numbers are not kept in the customary location within the MARC record Alexandria uses 852_a use this preference to configure where Alexandria should check first for the call number If you enter a valid tag_subfield Alexandria will scan that point in the MARC record to find the call number If your call numbers are typically in tag 900a enter 900a in this field The default setting is blank Preserve Existing Call Numbers When this checkbox is set existing call numbers will never be modified during an import or during automatic SmartMARC record updating Default is ON Require Matching Library Code on Import When this box is checked only copy informa tion with your library code or no library code in the 852_a tag is imported must match Library ID Code set in the Library Information window page 77 All other library codes are ignored Default is OFF Some districts keep a Central Union catalog with all district holdings When these records are transferred to an individual library each title may contain holding information for other libraries in the district This option allows each library to import the holding records that belong only to that library Other holding records are automatically removed from the MARC record before it s saved
60. not installed with the application You can double click the documentation icon on the CD ROM to open it directly or you can copy it to your hard drive and open it there If the documentation is copied into the Link Menu folder you can access it from within Alexan dria If you dont have Adobe s Acrobat Reader installed on your machine an installer is included in the Utilities folder of the COMPanion CD or from Adobe s website http www adobe com Step 12 Double click the Alexandria icon to start the program iWARNING If you have PPP installed but not running the Alexandria Data Station may try to connect through PPP If the connection window appears click Stop to keep the Data Station from connecting through PPP Step 13 When you start Alexandria the following window appears If you have not yet registered Alexandria a registration window appears described in Step 14 Otherwise the Circula tion window appears Alexandria4E Data Station 6 0 0b5 Running at 209 210 70 153 Copyright 1989 2009 Evelyn Manufacturing Inc All Rights Reserved Distributed under exclusive license by COMPanion Corporation Quit 28 Alexandria Getting Started Guide Installing Alexandria for Windows Installing Alexandria Step 14 The first time you start the Data Station the Setup Manager window appears Enter your Registered To name Product Codes Serial Number and Validation Code from your registration letter
61. of the indicated periodicals Approximate dates for the missing issues are listed below Please send us the missing issues in a timely manner Circulation Notice The following items are overdue Please return them to the library as quickly as possible so that others may use these resources Circulation Notice Email Subject Notice from your Library Alexandria Getting Started Guide 97 Rules Preferences In Transit tab Getting Started Step 1 For those using the Central Union system set the In Transit periods required on this tab In Transit tab Use the In Transit tab to set the default time period in days to allow for items in transit or in stock before showing up in the In Transit Late In Arriving report User Interaction it Rules Receipts Letters Condition Codes Damage Codes In Transit Average In Transit Period 7 The time period days that you wish to specify to allow items to be delivered from one school to another In Stock Hold Period 7 For items sent to a school for the In Transit patron the time period days that items will be held on In Stock hold after they have been delivered This does not apply to items sent to a school to be placed on In Stock hold for other patrons Average In Transit Period Use this field to set the time period in days that you wish to allow items to be delivered from one school to another Default is 7 In Stock Hold Period For items sent to
62. other general information about your patrons including the Patron Server if you re a licensed user weal lt Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L A Step 2 Click on the Patrons icon in the Management section of the System Preferences S o window zA Step 3 Using the Rules tab check whether you want to keep patron history and whether or not to disable patron expiration dates CPE Step 4 Use the Grade Table tab to create the grades that are in your school The Add will allow you to add a grade level The Remove icon allows you to delete a selected highlighted grade Step 5 Using the Management tab set the Default Patron Policy and the Next Barcode that Alexandria should use for a patron Rules tab Rules Grade Table Default Pictures Management Patron Server C Keep History for all Patrons Disable Expiration Dates Mandatory Authority Control Keep History for all Patrons Check this box if you want Alexandria to keep a transaction his tory for all the patrons who use your library Default is OFF Disable Expiration Dates When checked Alexandria will ignore a patrons Card Expiration Date and hide the Card Expiration Date field in Patrons management window Mandatory Authority Control This makes Authority Control active and mandatory when you add new patrons or change fields that are authority controlle
63. own ret rospective conversion this is the best alternative e Import item records into Alexandria from an outside source You can import information using any database program that can create a text file in a tab delimited format e Enter the information directly into Alexandria This direct approach is more time consuming but moderately more cost effective Many book vendors offer MARC MicroLIF records on disk or CD ROM for the items they sell Conveniently Alexandria can read MARC or MicroLIF records directly saving you the time and energy of typing item information directly into the computer If you are automating a new library ask for these records when you order new items 150 Alexandria Getting Started Guide Importing Item Information Importing Patrons and Items Rules for Importing Item Information When importing item records Alexandria first determines if the item is a new record or an existing record that needs updating e Alexandria looks for a header that contains a file designation of FT01 to specify item information H EFTOL ieldcode fieldcode lt return gt e During import Alexandria attempts to locate an existing record that matches the newly imported record If an existing record is located and the Allow Title Updates box is checked in the Item Settings tab of the Data Import window the existing record is updated using the imported information If Allow Title Updates is unchecked matching r
64. reservation on the calendar for single or multiple copies Use the Cancel button if you want to exit the window without placing a reservation To print reports for copies with reservations select the Circulation tab from the Reports menu and choose the Reservations subtab Using the Edit Selection options for the Reservations report you can specify which reservations to print NOTE Reservations are against specific copies for specific days Only the patron who placed the reservation can check out that copy during the time of the reservation Step by Step To create a forward reservation Step 1 First scan or type the patron s barcode to make them the current patron Step 2 Next type G and type or scan the barcode of the copy on which to place the reserva tion Step 3 Select highlight on the dates for the patron s reservation of that copy Step 4 Click Save when finished NOTE Make sure the reservation dates are correct before you save They cannot be changed later To change dates you must delete the incorrect reservation and place a correct one Alexandria Getting Started Guide 189 Circulation Commands Additional Circulation Commands Renewing An Item R QE or RA Command QE Renewing an Item Displays a list of all the books checked out to the current patron allowing you to choose which books to renew or declare lost both are also menu options Patron R
65. special device designed to read a barcode number and enter the corre sponding value into the computer This device is called a barcode reader or scanner There are a number of different types of barcode readers available including light pen readers laser readers and portable readers The device you choose depends on your budget and the library s requirements Wand or pen type readers are the least expensive devices for reading barcodes CCD wedge or laser scanners are more expensive but do a better job reading the labels especially in those hard to reach item places Portable readers give you the freedom of going to your bookshelves to scan labels rather than having to take the books to the computer to be scanned Portable readers are especially useful during inventory 14 Alexandria Getting Started Guide Develop Maintenance Strategies Preparing for Alexandria Develop Maintenance Strategies a Develop a Machine Maintenance Strategy Although computers today are very useful tools they can experience damage through excessive use power fluctuations crashes and incorrect operations To discover or postpone such damage you should run maintenance utilities such as Scandisk or Disk Defragment on Windows and Norton Disk Doctor on Macintosh Alexandria should not be running during any machine maintenance operations In addition you should regularly perform a virus scan with products such as Norton Anti Virus or McAfee Virus Scan A
66. supported platforms e A class library for developing cross platform human interfaces e A proprietary toolbox of code used by all subsystems e A fully distributed transaction based client server architecture The server Data Station processes requests from all clients Only information necessary for processing is moved between clients and the Data Station This places very low demands on overloaded wide area networks Alexandria Getting Started Guide 5 Welcome to Alexandria Communication Protocols Communication Protocols Alexandria Workstations communicate with the Data Station using TCP IP communication protocols With Bonjour formerly Rendezvous clients are able to rediscover and reconnect to the Data Station on a local area network should the IP address be changed or lost Alexandria does not support Macintosh s AppleTalk protocol If you use clients the Alexandria Data Station should ideally have a fixed TCP IP address Although the address for the Alexandria Data Station can be dynamically allocated COMPanion recommends it be static TCP IP Transmission Control Protocol Internet Protocol is the protocol used for the inter net and is supported as part of the basic operating systems for both Macintosh and Windows Where is My Alexandria Data Folder Located Your Alexandria Data folder is stored in your operating system s shared application support folder On Macintosh OSX machines this folder is located in
67. the Select By drop down menu Date Range fields will appear allowing you to enter a starting and ending date value If you enter only a Starting With selection Alexandria will select all records where the Grade begins with the entered text For example entering GR1 would select GR100 GR10 and GR1B37 1 Since Alexandria allows you to customize certain terms for Patrons and Items the term names you use may not be reflected in this guide For purposes of illustration the sample library we ve used in this guide is a School Library and thus Community ID Patron Number Locati on Homeroom Level Grade and so forth 166 Alexandria Getting Started Guide Introduction to Reports To do an exact match for a text field range enter an Ending With value that matches the Starting With value followed by space and exclamation point For example Starting With GR1 and Ending With GR1 unless you really have data named GR1 Step 9 Ifyou don t want to immediately initiate the utility you can use the Schedule tab to set up a one time or repeating utility operation Provide a valid Run Next On and Repeat frequency in order to establish a schedule Step 10 Click the Print button As Alexandria builds your report the status of the report appears at the top of the Report Results window Step 11 As the report is processing you can perform other tasks check items in and out o
68. the machine you are going to use for your Data Station insert the COMPanion CD ROM If it doesn t auto start you may locate it using the My Computer icon on your Desktop Double click the CD icon and then double click on the Alexandria folder The Alexandria installer Alexandria Installer exe is located inside this folder You may also go to COMPanion s website www companioncorp com and download the latest Alex andria Installer Step 2 Double click the Alexandria Installer exe icon When the Alexandria Setup splash screen appears click Next to continue i Alexandria InstallShield Wizard Alevandria Version 6 Einion Copyright 1989 2009 Evelyn Manufacturing Inc All Rights Reserved Distributed underexclusive license by COMPanion Corporation 24 Alexandria Getting Started Guide Installing Alexandria for Windows Installing Alexandria Step 3 On the Welcome window click Next to continue i Alexandria InstallShield Wizard Welcome to the InstallShield Wizard for Alexandria The InstallShield R Wizard will install Alexandria on your computer To continue click Next WARNING This program is protected by copyright law and international treaties as Step 4 The COMPanion Corporation Electronic End User License Agreement appears Read the license carefully and choose the accept the terms in the license agreement option followed by Next If you do not accept the terms of the license click the
69. the world Application q a C Program Files Alexandria v5 Folder Link Menu v B Go Sales Department framework to approact Ad Support Department In conjunction with Big6 Learning Tool Toll Free 896 TurboTools the software solutil Links gp windows Marketplace 1 800 347 6439 more productive and successful using U S amp Canada exclusive reseller of Big6 TurboTools Name Size Type F 7 fal About COMPanion Link Menu vwp 3KB Alex Virtual Word Processor document General Phone Learn more about Big6 Associates fal Decl of Independence vwp 274KB Alex Virtual Word Processor document tet ONAK Learn more about Big6 Turbo Tools 1 US Constitution vwp 67KB Alex Virtual Word Processor document IMPanion Corporation 1KB Internet Shortcut Boodle 1KB Internet Shortcut Apple 1KB Internet Shortcut Microsoft Corporation 1KB Internet Shortcut v lt The Link Menu folder is automatically created in your Alexandria Support folder Any document program URL shortcut or alias you place in this folder gets displayed in the Links menu When you make a selection from this menu that linked document program URL shortcut or alias is launched The contents of the Link Menu folder on the Data Station are automatically copied to the Link Menu folder of Librarian Workstations the very first time that Workstation client is run After the Link Menu folder has been i
70. want to examine any Workstation s history The following choices are available Daily The transaction log is archived at the beginning of each day and is placed in the Log folder with a name such as Circ Log for day 20050120 yyyymmdd Weekly The transaction log is archived every week a week starts on Monday and is placed in the Log folder with a name such as Circ Log for week 20050120 yyyymmdd Monthly The transaction log is archived at the beginning of every month and is placed in the Log folder with a name such as Cire Log for month 200501 yyyymm Never The transaction log is saved but never archived Under this option the transaction log can grow to be very large this can cause difficulty when attempting to search for a specific transaction Commands Require Spaces Checking this box will require that all Alexandria Circulation window commands or remote transaction import scripts have spaces between the actual com mand and any additional command information For example if this box is checked Alexandria wont be able to recognize the command F4 50 a charge of four dollars and fifty cents How ever if you enter F 4 50 with a space between the F and the 4 then Alexandria will be able to process the command This preference exists for schools who use barcodes that start with letters of the alphabet that in case they are imported they are not misinterpreted as Alexandria com mands This preference will be au
71. you want Alexandria to create new title records for each MARC record imported uncheck this option On TIf the title or copy data is matched existing title record is modified whether that means adding copies or updating copy and title info Off Existing titles are never modified by import If a barcode matches another it is reassigned Title records are added copies may or may not be added Require Exact Title Match When checked information will only be imported if there is an exact title match Require Matching Library Code When checked copy data is ignored where the 852_a library code doesnt match the current library identification code specified on the Library Information System Preferences window When there is no 852_a information it is assumed to be the local collection code When unchecked all copies are imported no matter what the 852_a tag contains Require Matching Location When this box is checked only copy information with your data station s location code or no location code is imported All other library codes are ignored Use Policy Mapping When checked any call numbers within the call number range specified in your System Policies System Preferences window will be assigned to that particular item policy See your Policies and Call Number Mapping System Preferences for more information on Policy Mapping 154 Alexandria Getting Started Guide Importing Item Information Importing Patrons an
72. 00_c Accompanying Material 2304 300_e Series Title 2440 830 Alexandria Getting Started Guide 157 Importing Patrons and Items Item Fields by Field Number General Note 2500 500_a Content Note 2501 Summary 2520 520_a Target Audience Note 2521 52 lai Review Source 2522 521_b Before Previous Patron Barcode 2 2600 Export Only Before Previous Patron Barcode 3 2601 Export Only First Subject 2651 650_a 650_x 650_y 650_z Second Subject 2652 650_a 650_x 650_y 650_z Third Subject 2653 650_a 650_x 650_y 650_z Fourth Subject 2654 650_a 650_x 650_y 650_z Fifth Subject 2655 650_a 650_x 650_y 650_z Author List 2700 Export Only Study Program Name 2750 Study Program Interest Code 2751 Study Program Reading Level 2752 Study Program Point Count 2753 Study Program Test Number 2754 Study Program Holding Code 2755 Last Library 2756 Export Only Lexile 2757 Lexile Code 2758 158 Alexandria Getting Started Guide Performing Utilities cS ee Getting Started Remember you must have your Policies System Preferences established before you can perform any utilities that migrate items or patrons to a different policy If you are ever encouraged to Archive before performing a utility the correct response is always Yes How to Initiate a Utility Follow the subsequent steps to perform any general patron item utility weal 9 UOISIIA
73. Alexandria Version 6 Getting Started Guide For Macintosh and Windows Alexandria v6 0 Copyright Notice 2004 2009 Evelyn Manufacturing Inc All Rights Reserved Distributed under exclusive license by COMPanion Corporation This work is protected under the copyright laws of the United States Any reproduction of this manual or our software in whole or in part is not permitted without the proper express written authorization of Evelyn Manufacturing except in the normal use of the software and as described in the Software License Agreement All permitted copies shall contain the same proprietary and copyright notices as were affixed to the original The software described in this book is furnished under a licensed agreement and may be used only in accordance with the terms of that agreement NOTE Unauthorized use of this software or related materials can result in civil damages and criminal penalties Alexandria Getting Started Guide Printed November 10th 2009 v6 01 Printed in the United States of America by COMPanion Corporation 1831 Fort Union Boulevard Salt Lake City Utah 84121 3041 USA 801 943 7277 voice worldwide 800 347 6439 voice Sales US amp Canada 800 347 4942 voice Tech Support US amp Canada Tech Support worldwide support companioncorp com 801 943 7752 FAX worldwide Sales info goalexandria com Web http www goalexandria com To subscribe to the free Alexandria Discussion Grou
74. Checkpoint s SIP2 hardware is in use SIP2 hardware is not interchangeable between manufacturers Make sure all SIP2 settings are correct and that you have an FTP server running on the same machine as your Alexandria Data Station The ILS server will place an inventory file on your Data Station If you are not running an FTP server on your Data Station the inventory file will need to be placed manually Settings Checkpoint ILS Use Checkpoint ILS with SIP2 cd ILS Server Address 0 0 0 0 ILS FTP Path FTP Username Username FTP User Password Inventory File Browse Synchronization Folder Browse Use Checkpoint ILS with SIP2 This box should only be enabled if Checkpoints SIP2 hard ware is in use ILS Server Address This is the web address of the ILS FTP server youd like to connect with An FTP address looks a lot like an HTTP website or IP address except it uses the prefix ftp instead of http and can be any combination of letters and numbers ILS FTP Path This is the directory path on the ILS FTP server where Alexandria will send its data Having the wrong FTP path is one of the most common connection errors If you get an error message when trying to connect be sure to check your FTP path Default is FTP Username The login user name used to access the ILS FTP server FTP User Password The login password used to access the ILS FTP server Inventory File The director
75. Choose Find Cmnd Ctrl F from the Edit drop down menu and locate the item using the Item Selection window e Use the Remove Title button or command lt Cmnd Ctr1 R gt or select Remove Copy from the Actions menu e A warning window will ask you to verify that you want the title permanently removed Click the Remove button to permanently remove the title or the Keep button to ignore the request to remove the title Step by Step To remove a copy e Choose Items Cmnd Ctrl l from the main Show drop down menu e Choose Find Cmnd Ctrl F from the Edit drop down menu and locate the copy using the Item Selection window e Click on the Copy Information tab Locate the copy by Barcode Copy ID or Copy Call Number you wish to edit using the left and right arrow icons and Browse Copies By drop down menu e Select Remove Copy lt Cmnd Ctrl Shift R gt from the Actions menu e A warning window will ask you to verify that you want the copy permanently removed Click the Remove button to permanently remove the copy or the Keep button to ignore the request to remove the copy e Click Save in the upper right corner of the main Items management window to save your changes to the copy record 210 Alexandria Getting Started Guide Title Author and Subject Editor Item Management Title Author and Subject Editor e The Title and Author Editor windows can be accessed from the Actions menus located to the right of th
76. Discarded Copies Special Patron Use the Discarded Copies special patron to flag copies for later removal Use this feature at the end of the year when you must account for how many copies were discarded and their accumulated worth When checking an item out to the Discarded Copies patron barcode 2 you are allowed to indicate the reason for the item s disposal 000 Discarded Item Window v Damaged e Weeded Discard and Change Mode You may choose three different options from the drop down menu of the Discarded Item Window Click OK or press lt enter gt when the correct reason for item s disposal is selected Damaged If the damaged item is not checked out to a patron you may check it out to the Dis carded Items patron Special Patron 2 with the Reason as Damaged Nothing will happen to the item other than it is marked as Discarded Damaged This is similar to declaring an item that was not checked out to a patron as lost However if the damaged item is checked out to a patron and is then checked out to the Dis carded Copies patron without being checked in first then the Discarded Items Window will change and display the item s Replacement Cost allowing you to charge a fine to the patron who last borrowed the book and presumably damaged it Clicking on Charge Fine and Print Receipt or Charge Fine will charge a fine to the offending patron and place a note in the trans action log However you may also choose Forg
77. Drop and Inventory modes do not require patron record information As transactions are entered into the Offline Window they are put in a separate Offline Transactions log stored in an Offline Transactions file kept in the main Alexandria Support folder This log is accessed for information when moving back to normal online operations Message Connection regained Send commands to server and exit Offline Mode When the main Data Station is detected again the Offline Window informs the operator and allows them to exit Offline Mode As they exit Offline Mode the Librarian Workstation looks through the Offline Transactions log and sends outstanding commands to the Data Station as if the user had imported them using the existing Import Transaction Script utility As transactions are processed they are removed from the Offline Transactions log until there are none remaining Transactions will be moved to the standard Alexandria Transaction log as they are processed while unprocessed transactions remain in the Offline Transactions log in case the Librarian Workstation loses communications with the Data Station during the procedure 180 Alexandria Getting Started Guide Circulation Commands 0 Circulation Command Basics When typing rather than scanning barcodes always follow the barcode with an lt enter gt weal Make a Patron Current Command P patron barcode Make a Patron Current Use this command to make a specific
78. Fiction and a Non Fiction policy instead but consider being even more detailed in setting your policies instead of just Non Fiction think of the benefits of having a 000s policy a 100s policy a 200s policy etc Now your statistics become very useful So what exactly is a Standard Item and who is a Standard Patron All of a sudden these designations seem much less useful when compared to the other statistics mentioned above Just think about how much more valuable these statistics could be if Non Fiction was divided by the major divisions of the Dewey Decimal system 1 A Stat Group is a way to group policies for statistical reporting Alexandria Getting Started Guide 85 Policy Preferences Using the Policies System Preferences Using the Policies System Preferences The Policies window is divided into two distinct sections that function independently of one another and allow you to create or customize the settings of a particular Patron or Item policy An operator can move through any of the tabs that line the top of the window Check Out Overdue Hold Reservation and Other at any time no matter the current mode i e Standard or Exceptions Check Out Overdue Hold Reservation Other reee aare Patron Policy Section aren an Item Policy Section Premena re IL ln Standard Patron STD 1001 Standard Item STD 1001 Stat Group System Patron v Stat Group Standard Item v Standard Mode Every patron must bel
79. Groups field of the Security System Preference window From this point on you may treat the newly created duplicated security level as you would any existing security level it may be edited renamed or it may be completely removed from the system NOTE By default only the District and Library Administrator can add custom or edit existing security levels Alexandria Getting Started Guide 133 Security Preferences Security tab s NOTE If you would like more information on a specific security permission you can examine their Tool Tips by holding down the lt Ctrl gt Windows or lt Option gt Macintosh key and moving over the permission names Editing A New Security Level This ability to edit an existing custom or default security level can be accessed by selecting highlighting one of the Security Groups on the Security preference window and then toggling any of the drop down menus located in the Security tabs Section 1 3 You can use these drop down menus as a quick reference to see how other security levels operate or to quickly change a specific permission on several different security levels You may edit the name of the current security level by selecting Rename from the Actions menu Doing so will open the Query window Input the new security level name and click OK when you are satisfied with your changes Operators will be unable to change the names of Alexandrias default starting security leve
80. MARC records book vendors or patron information from a central database The process of adding information into Alexandria from outside sources is called importing 9 UOISIOA Ale Alexandria supports the importation of patron item and transaction command information Once an older Alexandria version data file has been imported or rebuilt into v6 it can not be downgraded Therefore it is essential to archive and backup your data prior to installing the v6 upgrade Computerized Records Before we go further it will help to understand some basic concepts about computerized records In order to exchange information between different programs or even between different computer systems one needs to get the information into a format that many different programs can understand The standard lled ASCII is widely used hange information b diff d i calle is widely used to exchange information between different programs and operating systems Sometimes an ASCII file is called a text file txt because all it contains is textual information ASCII files contain two types of characters standard visible characters such as numbers and letters of the alphabet and special characters that are called Control Characters Control Characters are used for special purposes to control the display or interpret the information in the file If you have computerized data you may be familiar with the lt tab gt and lt return gt
81. Number Patron Fields by Field Number Barcode 000 Community ID Code 001 Government ID Code 002 Password 003 Location 004 2nd Location 005 Last Name 006 First Name 007 Middle Initial 008 Level 010 Address 011 City 012 State 013 Postal Code 014 Country 016 Phone Number 017 Fax 018 Email 019 Contact Notes 020 General Notes 021 Alert Notes 022 Categories 025 Separate category terms with Status 026 1 Active 2 Card Lost 3 Usage Blocked 4 Transferred 5 Inactive 6 Other Library Code 027 For multi collection databases Policy 028 Uses policy short code Previous Policy 029 Uses policy short code Total Fines 030 Export Only Total Payments 031 Export Only Sex Gender 032 Unknown 0 or U Male 1 or M Female 2 or F Life to Date Usage Count 033 Export Only 148 Alexandria Getting Started Guide Patron Fields by Field Number Importing Patrons and Items Number of items currently checked out 1034 Export Only Life to Date Overdue Count 035 Export Only Number of items currently overdue 036 Export Only Number of items currently on hold 1037 Export Only Current Reservations Count 038 Export Only In Stock Holds Count 1039 Export Only Reserves Count 040 Export Only Keep Patron History 1041 Yes or No Last Use Date 1042 Ex
82. Patrons on page 177 COMPanion recommends that you only remove those items that may never return to your collection Use the Remove Title button or command lt Cmnd Ctr1 Shift R gt to permanently remove the selected current title and all its copies The Remove Copy command is only available when there are copies belonging to the main title record Selecting this option will remove the currently selected copy whether it is lost or available When a title is removed all associated information is also removed A title that has a copy checked out to a patron can not be removed However copies that are checked out to the Lost Discarded On Repair On Order Archived or Unknown patrons can be removed The Remove Copy command only removes the selected copy record iWARNING Removing items is permanent and cannot be undone If you remove an item in error you will have to re enter the information or recover it from a backup copy of your data If you need to report on items that are lost or discarded for the year you should check those items out to the corresponding special patron Run all necessary reports such as Super Summary before removing these items Once they are removed they are unavailable for any future reports Alexandria Getting Started Guide 209 Item Management Removing Titles and Copies Step by Step To remove a title e Choose Items Cmnd Ctrl l from the main Show drop down menu e
83. WiINdOWS ccceeeseeeeeeeeeneeeeeeeeneeeeeeeeneeeeees 24 Installing Alexandria Librarians ee eeeeeeeeeeeeeeeeeeeeeneeeeeeeeneeeeeeeeneeeeees 30 Configuring Alexandria Web Librarian ceeeseeeeeeeeeneeeeeeeeeneeeeeeeeaes 32 Alexandria BaSiCs 1cccccceceeccneeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeenseneeenneenseneas 33 Macintosh amp Windows Command Differences s es 33 Alexandria Wiki Help cccccceeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeaaaeeeeeeeeeeeeeeeeeeee 34 Helo Menti siaaa eaaa adai aaa a ARE E dente seaskenseedecaneveane dy aaas 34 File MENU siaa aaaea aa bende aa aaa het Aa aeaa a e aaa a 35 Edit Menu eenaa aeee a see a E E Eea a A a 37 SHOW MENU wisi cece ianiai aaaasaa datana a aara lies eaaa a EEEE EEEa 38 TOOS MEMU sc ec cece vactshedececatasaueecavhubontndshthesesk aiusadeasatchetpechiantanpherateacaeds 40 Links M si erian asaan eaaa a dace E E A Aa A EARR i 41 District Menu District Librarian Only sssessssssssssnrenssesnesssrrnrnnnrnnseesrrene 42 Window M NUsve 30 22 ccesnerdecee ites sinense cea riena dadana a aaa naaa ia 42 COMPedit The Alexandria Word Processor cceesscceeeeeeeseeeeeeeenaees 43 Performing Alexandria Software Updates ceesseeeeeeeeneeeeeeeeeneeeees 45 Adaptive Dales reira aA e aea a ea S A 46 Setting System PreferenCeS ssssssssssnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn 47 Schedule Archives and RebuildS ccccssseeeeeeeeeeeeeeeeeeene
84. _c tag Term for Special Funds This field allows you to customize the term used for your special funds Although you can change this term this guide will use the generic term Funding Source This field allows you to keep better track of where special funding for an item came from For example if you have to report the status of items purchased using government grants or special funds enter the grant number or special fund name in this field You can then generate reports using this field Default setting is Funding Source Alexandria Getting Started Guide 75 Terminology Preferences Currency tab Terminology Notes 76 Alexandria Getting Started Guide Library Information Preferences Getting Started Step 1 Step 2 Step 3 Step 4 Step 5 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Click on the Library Information icon in the System Administration section of the System Preferences window Provide the required Library tab information weal 9 WOISIIA Ale Next configure your Web Settings tab as desired set the Librarian Timeout and check or uncheck the option to Display log messages If you have a site license this does not apply to you After you have configured your Library Information preferences click on Save in the upper right corner of the window Library tab Enter the name of your library The default is your library license name You must e
85. a including the ability to examine and change registered operators Operators with this security level can only edit preferences for their assigned collection Librarian Full access to every control and setting within Alexandria except the ability to exam ine registered operators and Address Books Library Staff Access to all system functions and reports except System Preferences Import and Utilities Library Aide Access to Alexandria Librarian capabilities and standard circulation commands with the authority to allow restricted actions For example if a patron has too many books issued a warning message appears when the patron tries to check out another book With this security level the library aide can override the message and allow the patron to check out another book Student Aide Access to Alexandria Librarian capabilities and standard circulation commands but no authority to allow restricted actions See the description of Library Aide listed above for an example of a restricted action Self Service Supports Student Aide privileges with the addition of Check In and Bookdrop circulation commands and the bookdrop capability The Circulation window is allowed for Bookdrop mode only see Bookdrop Mode B on page 185 At this security level overdue fines are automatically recorded with no opportunity to accept payment or forgive adjust fines Fines are still displayed in the transaction log Alexandria Getting S
86. able Reasons For Creating Your Own Special System Patrons You can create and remove your own special patrons to track items with a unique status as needed for your library Use barcodes 30 50 for special patrons barcodes 20 and under are exclusively reserved for COMPanion use These patrons are assigned the System policy which does not restrict the number of items they can check out The following are examples of uses for special patrons you create e Instead of using the For Library Use patron to reserve holiday books create a Interlibrary Loan patron and check out seasonal books to this patron e Instead of using the On Repair patron create a special patron for each vendor that repairs your items When you send an item to that vendor check it out to them for the period of time they will have the item e Instead of using the On Order patron create a special patron for each vendor from whom you order items When you order items from that vendor check them out to that vendor and enter an override date that matches the scheduled delivery date 178 Alexandria Getting Started Guide Offline Mode Circulation Window Offline Mode Alexandria v6 contains an Offline Mode for Librarian Workstations Alexandrias Offline Mode offers additional peace of mind for librarians when things go wrong such as a network failure especially in systems where longer network distances make failure more feasible When the Librarian Workstation n
87. ac OS 10 4 Windows XP G5 or X86 Dual Processor Core 2 GB of RAM 20 GB of Free HD 100 000 Items 1024 x 768 Screen Resolution Mac OS 10 5 Windows 2003 X86 Multi Core Processor 4 GB of RAM or higher 200 MB of Free HD 1024 x 768 Screen Resolution TCP IP Network TCP IP Network Alexandria Mac OS 10 4 Mac OS 10 5 Controller Windows XP Windows 2003 G5 or X86 Dual Processor Core X86 Multi Core Processor 2 GB of RAM 4 GB of RAM or higher 20 GB of Free HD 100 000 Items 1024 x 768 Screen Resolution TCP IP Network Alexandria Mac OS 10 4 Mac OS 10 5 Librarian Windows XP Windows XP or Vista Workstations G4 Pentium 4 or equivalent 512 MB of RAM or higher 256 MB of RAM Alexandria Getting Started Guide 17 9 UOISIIA Installing Alexandria Installation Summary read this first Installation Summary read this first If one doesn t already exist the installer will create an Alexandria folder and extract the Alexandria program there All of your library information data will be stored in an Alexandria Support folder located in the system shared application directory Once installed the Alexandria Data Station will facilitate the installation of other clients The Data Station can perform the same basic circulation functions and beyond that the Librarian and Researcher Workstations i e clients are capable of performing Your Data Station does not count as a client unless you h
88. ailable Five seconds is generally more than enough time but the default is set to 30 Max Results This drop down menu allows you to specify the maximum number of records that will be returned for each search and then display on the MARC Search Results window You can select 50 100 150 200 250 500 or 1000 Default is 50 Z39 50 Address Book Choose the collection of Z39 50 addresses that you would like to have available at Researcher Workstations for searching Search for books You can force MARC Search to only search for books by checking the Search for books box One of these two options Search for books or Search for non books must be checked or MARC Search will never locate any matching records Search for non books You can include items that are not books by selecting the Search for non books checkbox One of these two options Search for books or Search for non books must be checked or MARC Search will never locate any matching records 64 Alexandria Getting Started Guide 239 50 Services Preferences Public Library Cross Check tab The Z39 50 information you supply in this tab is used to determine if an item in your collection is also available in a public library for which your students have access The Flag Items Also in Public Library utility will use this information to determine if an item is available using the items ISBN After performing the utility if an item in your collection was also found at the pu
89. an Standard Code for Information Interchange ASCII 2 Since Tab and Return characters aren t visible they are represented in this guide as lt tab gt and lt return gt Alexandria Getting Started Guide 141 Importing Patrons and Items Tab Delimited Records Tab Delimited Records A very common method of exchanging record information between programs is the tab delimited ASCII file In the tab delimited format fields are separated by the lt tab gt control character and the end of the record contains the lt return gt control character John lt tab gt Smith lt return gt Bill lt tab gt Jones lt return gt My First Name lt tab gt My Last Name lt return gt Using tab delimited patron import files you can transfer information about patrons stored in other computer systems For example a school can use this capability to transfer student information from the school administration computer system into Alexandria or transfer library information back to the administration system Alexandria s Tab Delimited Import File Format In Alexandria weve enhanced the tab delimited format by adding special information on the first line of the file used to interpret the data in the file This first line is called a header because it s at the head or beginning of the file The header allows programs to figure out where the data in the file belongs Alexandria headers look like this Fi leCode FieldCode FieldCode FieldCode
90. an icon will appear on the calendar day Alert notes are only active for the Standard calendar and are ignored on other calendars General Notes are available for all calendars Standard Monday amp Thursday Delivery Tuesday amp Friday Delivery The library will be closed all next week This note is displayed on the Researcher window when the Researcher is reset Library note sneed to be clered today This note is recorded in the transaction log at the beginning of each day This note is just for the librarian To add a new or delete an existing calendar i Step 1 Click the New button a New Calendar window will appear O New Calendar Step 2 Enter the New Calendar name in the blank field Step 3 If this new calendar is to be a duplicate of the current calendar i e used as a template for a new one check the Duplicate Current Calendar box Step 4 Click on OK to save the new calendar and make it current alternately click Cancel to abort the process Step 5 Click Save to keep your changes or Revert to cancel them Step 6 To delete a calendar make it the current calendar and click the Remove button Any policies that were using the deleted calendar will be reassigned to the Standard cal endar You cannot delete the Standard calendar 82 Alexandria Getting Started Guide Policy Preferences DDD eee Use the Policies System Preference window to establish rules that regulate how
91. and Textbook Tracker Data Station address types For example let s say that there are ten different library collections all stored on one Central Union Data Station If you would like to create an individual address for each of these ten collec tions you will need some way to distinguish one from another Because these collections all use the same IP address you will need to supply each address that you create with a specific Library ID Code When you choose to search an address that has a specified Library ID Code then only that library will be searched instead of every collection contained on the Central Union Data Sta tion This is only available in Alexandria and Textbook Tracker Data Station address types Authentication An Authentication Code is an optional added level of security for Alexandria users If you only want specific pre determined Data Station s connecting to your Data Station s library collection you can require them to have an Authentication Code that you create and enter into this field This code may be changed at any time and must match the Data Station s Authentication Code in order for outside systems to search the indicated Data Station or library This is only available in Alexandria and Textbook Tracker Data Station address types Database Users will be routed to the Z39 50 database that they have indicated in this field This selection is only available for Z39 50 Site Port This is the port requir
92. and click OK to continue through the Setup Manager Language English v Welcome to Alexandria This setup manager will assist you with configuring some basic preferences that are required to use the software Please enter your registration information in the spaces provided This information is printed on the registration letter you received with your product Product Codes Serial Number Validation Code Please select any additional modules you have purchased for use with Alexandria If you would like information on any of these services please contact our sales department at 1 800 347 6439 out G Step 15 That s it You ve installed your Alexandria Data Station If youve purchased a single user license youre finished installing If you ve licensed additional clients continue to the next section Step 16 If you have questions or problems during installation contact COMPanion s Technical Support Service at 800 347 4942 or 801 943 7277 by fax at 801 943 7752 by toll free fax at 888 515 3883 or by email via support companioncorp com Alexandria Getting Started Guide 29 Installing Alexandria Installing Alexandria Librarians Installing Alexandria Librarians If you have a license that supports multiple clients you can install Librarian Workstations on other computers in your library Alexandria will install clients over the world wide web To install clients over the world wide w
93. archer Workstations i e clients are capable of performing Alexandria allows for a variety of expanded modules and client programs that can access the information on your Data Station your license determines which clients and modules you can use Modules and clients are available for both the Macintosh and Windows operating systems and can easily access and communicate with the same Data Station to perform specific library functions Alexandria Getting Started Guide 1 Welcome to Alexandria Alexandria Modules e SIF ensures that K 12 instructional and administrative software applications work together more effectively SIF is an industry supported blueprint that enables diverse applications to interact and share data seamlessly SIF reduces the redundancy of data entry and allows data to be efficiently exchanged among different applications using a standard set of specifications e SIP2 allows you to utilize SIP2 hardware e g Checkpoint 3M etc by supporting the SIP2 protocol Make your library more efficient with enhanced inventory and security features Empower your patrons with self service check in and out modes allowing you more time to focus on patron information needs e Advanced Bookings provides a valuable extension to the reservation capabilities that come standard with Alexandria This useful module streamlines the management of centralized media centers that process numerous requests each day e Alexandria WAN w
94. arcodes that begin with the character may be used The Change Barcode circulation command will only be available if Commands Require Spaces sce Rules tab on page 93 is checked However barcodes may be changed in the Items and Patrons window Barcode Settings Ignore Patron Barcode Leader of If you are using patron barcode numbers not designed for Alexandria you can have Alexandria automatically ignore leading characters For example if your patron barcodes have the text PAT in front of each barcode enter PAT in this field Alexan dria will ignore the PAT at the beginning of each barcode label If you don t require this feature leave the field blank Ignore Item Barcode Leader of If you are using item barcode numbers not designed for Alexandria you can specify that Alexandria automatically ignore leading characters For example your item barcodes may have the text ITM in front of each barcode enter ITM in the Ignore Barcode Leader of field Alexandria will ignore the ITM at the beginning of the barcode label If you have no need of this feature leave the field blank 106 Alexandria Getting Started Guide Hidden Options tab Barcodes Preferences Barcode Incrementing Increment Rightmost Numerics When this option is selected new barcodes should only increment the rightmost numeric digits even when using alphanumeric barcodes In other words when incrementing rightmost num
95. ary Library Name 3002 A typical barcode label consists of three pieces of information Wand Readable Number User Readable Number e The name of the library school or company e The barcode usually printed in the middle of the label e The barcode number written in numerals at the bottom of the label A barcode can be read quickly by powerful low cost scanning devices that you can purchase from COMPanion Using a barcode reader makes your job easier and reduces the chance for errors If you don t have a scanner you can type the user readable number in the command line The format of the barcode is called its symbology The symbology COMPanion uses Code 39 also known as Code 3 of 9 is the industry standard for industrial and commercial applications including libraries This symbology provides a high level of data security with error rates between 1 in 3 million and 1 in 70 million characters scanned Code 39 does not require a check character in normal commercial and industrial applications It is also bi directional which means it can be scanned from left to right or from right to left You will need barcode labels on all of the items in your library that are to be managed with Alexandria You may also want to barcode objects such as audio visual equipment computers desks and tables so you can use Alexandria to inventory these items You can also keep temporary item records such as magazines and newspapers Tempo
96. ary to understand how Alexandria does what it does this section is for the technical person who wants to know more about the inner workings of Alexandria Alexandria v6 is built on top of a proprietary cross platform Windows and Macintosh development system designed specifically for Alexandria The core components of this system consist of the following unique technologies e A prioritized multi threaded scheduling system that manages all the executable components of the program All processes within Alexandria are prioritized and queued automatically by our scheduler e A powerful communications system that supports TCP IP communications protocols and addressing This system can handle thousands of simultaneous messages All messages are encrypted for communications confidentiality Only authorized messages are processed by the system e An integrated web server provides many researcher options via standard web browsers across all platforms that support web protocols e A powerful database engine optimized for storing and accessing library information Saved data is encrypted for added data security The database is very high performance on an older G3 processor with a standard disk drive it can fully catalog up to 15 35 MARC records per second e A powerful incorporated word processor that uses its own virtual memory manager to support very large documents within a small amount of physical memory Documents can be freely moved between
97. ase of hardware failure you can reinstall these program files For this reason you are allowed to make one backup copy of the original CDs to archive before storing both the original and backup copy in a safe place e Data Files are where your system information is stored When you input and change information using Alexandria your data files are updated Because these files can change every time you use the application and because losing all the data you have manually entered can be a major loss you must make backup copies of your data on a regular basis 8 Alexandria Getting Started Guide Develop a Secure Backup Strategy Preparing for Alexandria Determining a Backup Strategy A backup strategy is a schedule for performing backups at regular intervals It is highly recommended that you use the following guidelines in your backup strategy e Before using a new system perform an initial backup to create a permanent archive of your data NOTE e Backup your Data folder at the end of every day Daily backups of your e Make additional backups before and after you make any major changes to your system For oink recommended example after you perform an inventory and use Utilities to update your records at year end you should backup your data e To minimize data loss due to bad backup devices such as damaged tape avoid using the same tape disk or CD RW for consecutive backups e Make more than one backup copy of data and keep
98. ation Folder C Program Files COMPanion Corporation Alexandrial User Information Name David Scott Forsythe Company COMPanion Corporation InstallShield 26 Alexandria Getting Started Guide Installing Alexandria for Windows Installing Alexandria Step 7 During installation a window similar to the following will show the installer s progress To abort the installation click the Cancel button if Alexandria InstallShield Wizard Installing Alexandria The program features you selected are being installed Please wait while the InstallShield Wizard installs Alexandria This may take several minutes Status Installshield Cancel Step 8 When the installation is complete a confirmation window will appear Click Finish if Alexandria InstallShield Wizard InstallShield Wizard Completed The InstallShield Wizard has successfully installed Alexandria Click Finish to exit the wizard Launch the program ae e Step 9 Eject the CD ROM and store it in a safe place for future use Alexandria Getting Started Guide 27 Installing Alexandria Installing Alexandria for Windows Step 10 An Alexandria folder is now installed Below is an example of the window that appears when you install a site license f Alexandria File Edit View Favorites Tools Help w Alexandria Remove Alexandria Step 11 Note This Getting Started Guide is included on the Alexandria CD ROM but is
99. ation window Preferences is open and active and the Patrons and System Preferences windows are also open Bring all windows into view To choose a window select it from this menu The window you select gets focus and becomes the active window If you select Bring all windows into view all minimized windows will appear with focus placed on the Circulation window When you close a window it is removed from this menu 42 Alexandria Getting Started Guide COMPedit The Alexandria Word Processor Alexandria Basics COMPedit The Alexandria Word Processor Integrated into Alexandria is a powerful word processor These days everyone owns at least one word processor Why then is the Alexandria approach to an integrated word processor any different Well here are a few reasons e COMPedit is available integrated within Alexandria and as a stand alone product e The word processor is used throughout Alexandria to display reports and other informational windows In most programs this information is displayed in a standard system window e Allows users to save reports for future reference COMPedit documents can be viewed saved and printed e Allows users to customize reports You can pick the font eliminate unwanted information enter notes change the font size update the heading and much more You can have your reports done your way e Quickly create your own reports by cutting and pasting pieces of information from dif
100. ave purchased a single user license this license doesn t allow any other clients If you only have a couple of computers you may want your main circulation machine to also be your Data Station In this case you wouldn t typically install another Librarian Your Data Station will be used by the Librarian for circulation and reporting In a middle sized configuration you may have a machine in the back room or server closet that is only used for infrequent librarian maintenance Install the Data Station on this machine and your Alexandria Librarians on other machines If you are planning to have a large number of clients you ll want to install your Data Station on a dedicated machine i e a machine that will ony run the Data Station and will not typically be used by an operator In this configuration youll be running Librarians and Researchers on other machines Detailed below are the general steps required to install Alexandria Individualized instructions depending on your operating system can be found throughout the remaining pages of this section Step 1 On the machine you are going to use for your Data Station visit COMPanion s website www goalexandria com and download the latest Alexandria Installer You can also insert the Alexandria CD ROM and double click on the Alexandria folder The Alexandria Installer is located inside this folder Step 2 Once Alexandria has been installed double click on the Alexandr
101. blic library you provided in the Public Library Z39 50 Information section of the Public Library Cross Check tab a note will appear in the Researcher Workstation s Search Details window to inform the patron Public Library Cross Check 239 50 Server This Z39 50 information is for use in determining if an item in your collection is also available in a public library that is available to students The Flag Items Also in Public Library utility will use this information to determine if an item is available The search uses the item s ISBN After this utility is run if an item in your collection was found to also be available in the public library you ve indicated below a note will appear in search item details to let the patron know Public Library Z39 50 Information Name Address Port 210 Database Username Password Public Library Z39 50 Information Name Enter the name of the public library here Address Internet Protocol IP address for the Z39 50 server e g 192 168 0 1 Port Port number to the Z39 50 server e g 210 Database Name of the Z39 50 server e g INNOPAC Username Username required to access your Z39 50 server If a username is ot required please leave blank Password Password required to access your Z39 50 server If a password is not required please leave blank Alexandria Getting Started Guide 65 239 50 Services Preferences 239 50 Server tab Public Library Cross Ch
102. bscriptions management window Select this command to examine add modify or remove subscription records Routes Opens shows the Routes management window Select this command to examine add modify or remove route records Run Textbook Tracker If a Textbook Tracker Data Station is installed on the same computer Alexandria is able to quickly launch it if you select Run Textbook Tracker from the Show menu In order to use this feature you must first provide the correct directory path information in the Textbook Tracker Application Location field located in the Textbook Tracker tab of the System Preferences see Textbook Tracker Preferences on page 99 Alexandria Getting Started Guide 39 Alexandria Basics Tools Menu Tools Menu exist Authority Control Opens the Authority Control window Select this command if you would Explore Builder like to find add duplicate remove or view the authority controlled fields in your database Circulation Statistics Map Editor Opens the Map Editor window and allows you to attach a picture or map of your Export Import library to Alexandria Bulletin Boards for more information please review the Map Editor sec Inventory Helper r n a paru tion of the Alexandria Online Wiki sie Reparts Explore Builder Opens the Explore Builder window allowing you to create a fun and attrac cand tive iconic interface which patrons can use to search local collections and other s
103. by Step In review to renew all items e If you do not know the item barcode or the item is not present enter the patron s barcode number Then type QE lt enter gt Select the titles to be renewed or click on the Renew All button e Alternately you may click on the Renewals subtab of the main Circulation window s Circulation tab highlight the items to renewed from the list and click the Renew All button e Or if the items are not present and the patron wishes to renew all the titles type RA into the command line of the main Circulation window followed by the patron s barcode number and press lt enter gt This will automatically renew all items checked out to that patron Alexandria Getting Started Guide 191 Circulation Commands Additional Circulation Commands Adding Items On the Fly To add an item on the fly Step 1 Type or scan the patron s barcode number Step 2 Place a barcode label on the item and type or scan the number The following window will appear gy Unknown Barcode Create New Item Create New Patron Step 3 Click on Create New Item Depending on your preferences see Management tab on page 102 and or license privileges either a blank Items management window or the Add Title Assistant window will appear Step 4 Fill in the fields you desire Barcode Title and Policy are the only fields that are required in both the Add Title Assistant and the Items management wi
104. choose between Title Author and Call Number Search Address Book This drop down menu lets you select the default address book that will be used for a Researcher Workstation The default selection is always the Standard Address Book Local Collection This drop down menu lets you select the default collection that a Researcher will search Max Results Page This drop down menu allows you to set the maximum number of search results to display per page during a Researcher search Valid ranges are from 10 to 100 Z39 50 Address Book This drop down menu allows you to select the default Z390 50 server used during a Z39 50 search on an Alexandria Researcher Workstation Alexandria Getting Started Guide 121 Researcher Preferences Rules tab Getting Started The Rules system preferences tab controls what patrons may or may not do Make your selections thoughtfully to prevent any problems that might arise when patrons attempt to access certain areas Step 1 Click on the Rules tab Step 2 Check or uncheck the boxes to define the privileges allowed to patrons when they access the Alexandria Researcher Step 3 It is suggested that you only check Require ID Password if you want viewing access lim ited to just your patrons Rules tab The Rules tab determines what searching and general circulation actions a user may perform from a Researcher Workstation 122 Alexandria Getting Started Guide Rules tab Researcher
105. ck the lock icon Y d To override the current operators permissions click on the lock icon Doing so will open the Permission Override window When the Permission Override window appears you are required to input an appropriate Username and optional Password in order to access Alexandria as the new operator Permission Override DER Cancel 1 If a password was not supplied when creating a new user in the Add Operator window page 129 then this field will not be re quired Alexandria Getting Started Guide 175 Circulation Window Circulation Window Tabs If you are the Alexandria operator without the necessary security permissions to complete a required action you must find someone who has the authority to override your permissions and who is willing to permit the action From the Duration section of the Permission Override window choose the duration of the user override You can override the specific action for one time only or for the duration of the current login This Time Only Checking this radio button will allow the operator to enter the otherwise locked Alexandria function for one time only The moment that the operator exits the window the function will be re locked and the lock icon will reappear the next time the current operator attempts to access this feature For example if you allow your operator to access Alexandria Charges using the This Time Only option then they wont be able to open the Charg
106. click in the corresponding field To change a selection in a drop down menu using only your keyboard use the lt up gt and lt down gt arrow keys when the drop down menu is outlined with a blue focus ring When a button is outlined and you wish to perform that action press the lt spacebar gt When you enter any type of specially formatted information such as dates phone numbers or social security numbers you can enter values in a wide range of formats For example you can enter the date of December 1 2010 as Dec 1 2010 or 12 1 10 or 12 1 10 or 12 1 10 If using the current TONS year you can just enter 12 1 If the current month is December you can just enter 1 When you have entered all the information for this record click the Save button in the upper right hand side of the window The record has now been saved If you want to discard the information you have entered click the Revert button and the previous record information will be restored If you try to select another record or leave the window without saving your changes a warning message will appear asking if youd like to Discard or Cancel If you click on Cancel you ll return to the previous window with your newly entered information still intact Click the Diseard button if you want to disregard the data you just entered Otherwise click the Save button to save your input The minimum of required fields for new titles are Title Ind
107. control characters that are used to make text more legible When dealing with computerized information systems you often hear the terms field record and file A field is the smallest unit of information stored An example of a field is a book s title A record is a related group of fields Many records of the same type saved together are called a file For example in a file of names a record consists of the fields First Name and Last Name A more complex file may include records with other fields such as Phone Number and Address In other words records contain fields filled with information and files contain many records In the library world there is a fairly well defined method of exchanging bibliographic information between computers This format is called MARC for MAchine Readable Cataloguing Another format of the MARC is called MicroLIF for Microcomputer Library Information Format Alexandria has been programmed to recognize both MARC and MicroLIF files automatically during import Alexandria can also export in both formats In addition to importing and exporting MARC and MicroLIF records Alexandria is capable of importing and exporting files in a tab delimited format This format can be used to exchange information with other programs that utilize more complex MARC standards Most database spreadsheet and word processing programs on personal computers support files in a tab delimited format 1 Americ
108. copies off location This protects your data in case of fire or theft in the library Some institutions will choose to take backup copies off location each week others daily and others monthly Remember the more recent the backup the less information that will need to be re entered e Test your backup strategy and recovery procedures to make sure they work and that you know how to recover data Do this before you have a problem so you ll know that you can recover data in an emergency Backup Hardware Although you can use any computer mass storage device for backups the most reliable and cost effective choices are tape DAT DLT etc and removable media USB Flash CD R CD RW etc COMPanion recommends that you DO NOT backup on any hard disks connected to your computer For reliability s sake backup media should be stored away from your computer in case of theft fire or other physical loss If you have a large amount of data tape backup is the most reliable cost effective and efficient method With tape drives you can set backup procedures to run at a predetermined day and time without operator interaction Modern tape drives hold several gigabytes of data on a single tape cartridge If you have smaller amounts of data removable media devices such as external hard drives provide ease of use and security Your choice of backup hardware will depend on your budget the amount of data you need to backup and the policies and procedure
109. ct the correct fields in the Field Mapping window in Alexandria Alexandria Getting Started Guide 143 Importing Patrons and Items Importing Patron Information Authority Control Map Editor Explore Builder Circulation Statistics Export Reports System Reports Utilities SIF Management Importing Patron Information Imported patron data can come from any source that provides a text file in a tab delimited file format most word processing and spreadsheet applications support files in tab delimited format In many cases patron data is available in machine readable format from your school s office or from the district office Check with your school or district office to find out how patron data is stored For example you might be able to get patron information from the administrative office student database and import it into Alexandria When students graduate from elementary to middle school you can provide patron records that the middle school can import into its Alexandria system Another use for export import is to modify information in a group of records Patron information can be exported opened in another computer program modified then returned to Alexandria Sometimes this is much easier than modifying records one at a time in Alexandria If you have a student information system that can export data on your students in a tab delimited format please review the Patrons management window page 213 to determine wha
110. ctor of Media or Library Specialist this title can also be included on form letters Default is Librarian Library Email Address This is the library s email address which is used as the return mail address for overdue notices and other email messages sent by Alexandria To guarantee that your email notifications are being sent please check the list of requirements located under your Email preferences on page 57 You must enter a valid email address to use most email services including COMPanion s Technical Support services Language Select a default language from the list of available languages Default is English unless otherwise set by activation codes Currently Alexandria only supports the English and Spanish language Automatically Show Tool Tips If this preference is unchecked Alexandrias tool tips those short pieces of descriptive text that appear when you hover your mouse cursor over buttons will only appear when the lt Ctr1 gt Windows or lt Option gt Macintosh key is held down Automatically Save when Closing Deactivating a Window When this box is checked changes made in Alexandria can be saved automatically when closing deactivating windows or switching records Default is OFF Database Management Windows Locked by Default When this box is checked all win dows are locked to prevent unwanted changes When not checked changes can be made without unlocking the window Use this option cautio
111. d Interface Rules Auto Hide HomePage Links Items can be automatically hidden in the Researcher and made visible again based on changes in their status For example if Lost is checked an item marked lost will be hidden and if it is found and checked back in it will be made visible again tems whose Don t Show in Researcher flags are already set will not be affected Status Lost Discarded Library Use On Repair On Order Archived Unknown In Transit In Processing Titles can be automatically hidden in the Researcher when all associated items are hidden automatically or not Automatically hidden titles will be shown if any items are unhidden but manually hidden titles will not unless Auto Show is checked _ Auto Hide Titles Titles can be automatically hidden in the Researcher when all associated copies are hidden automatically or not Automatically hidden titles will be shown if any associated copies also become shown but manually hidden titles will not Auto Hide Titles Auto hide titles if all associated copies are hidden automatically hidden titles will be shown if any associated copies are shown Auto Hide Titles is effective whether copies are hidden shown automatically or manually but manually hidden titles will stay hidden 124 Alexandria Getting Started Guide Auto Hide tab Researcher Preferences Homepage tab The
112. d For example Location 2nd location and Level are all authority controlled Alexandria Getting Started Guide 113 Patrons Preferences Grade Table tab Grade Table tab Most grading and attendance software is capable of exporting Grade Level Those who are unable to import using the Grade Level terminology can still assign grades by graduation date using the Replace Information Utility Rules Grade Table Default Pictures Management Patron Server Here you can change add or remove Grade codes and their descriptions Grade Description PS Preschool JK Junior Kindergarten K Kindergarten 1 1st Grade 2 2nd Grade 3 3rd Grade 4 4th Grade 5 5th Grade 6 6th Grade 7 7th Grade 8 8th Grade 9 Sth Grade 10 10th Grade 11 11th Grade 12 12th Grade H H al Last Grade Graduated Last day of school Jul 1 2010 Last Advanced Date Registered as a School Library Advance All Patron Utilities The Grade field is a simple list where the user can enter each grade level for their school in the order they should be sorted and incremented This field is also drag and drop enabled so that users can change the grade level order as necessary when new grades are added or existing grades are eliminated The top selection in the Grade field will be the first grade level the second will be the next grade level etc The terms in the Grade table are fully customizable allowing administrators to use whateve
113. d Items Step 6 Click the Start button to begin the item import If the item import file is recognized Alexandria will automatically sort and organize the information into the correct specified fields Step 7 Ifthe item import file is not recognized Alexandria will ask you to specify the type of data getting imported Choose Item The Field Mapping window will then appear so that you may match data in the item import file to specific Alexandria fields Field Mapping Field Order amp Selection Data found in unrecognized item import file txt Field Type Item Fields Barcode Title Sub Title Copy Volume Title Volume Copy Call Number Title Call Number Primary Author Series Content Notes Edition Summary LCCN ISBN Location Shelving Vendor Publisher Publisher Place Publication Year Copy Notes XXX AAAI APP IC Use the Field Type drop down menu to specify Item Fields The data from the import file is shown on the left of the window Alexandria field names are shown on the right hand side Use the arrow buttons on the bottom left of the window to examine different records in the import file If you want to skip some of the records in the import file you can specify an Initial Records to Skip value Default is 0 To adjust the order of the Alexandria fields highlight and drag the field names Align the Alexandria field names i
114. d if they are sure they would like to remove the selected security level click OK to proceed or Cancel to abort the removal Operators will mot be able to remove any of Alexandrias default security levels Actions This menu located on the lower left corner of the Security System Preference window allows you to Remove Duplicate Export Import or Print any of the selected high lighted security groups Creating A New Security Level This window which allows operators to create their own custom security levels can be accessed by clicking on the Add button the icon located on the lower left corner of the Security preference window Please specify a Security Group name Cancel Gmo If you would like to create a new security level based on an existing security level and its list of enabled and disabled security options select highlight the security level that you would like to have duplicated from the Security Group field and select Duplicate Cmnd Ctr1 D from the Actions menu You may also choose to create a new security level that isn t based on any that currently exist in your system In this instance some operators will find it easier to have all of their security options enabled or disabled when creating a new security level from scratch Choose Yes to have all access turned on or No to have all access turned off After you have successfully created duplicated a new security level it will appear in the Security
115. d when you click on the current items Details button When OFF receipts can be printed manually using the lt D gt command in the Circulation window at the end of a transac tion Always Print Receipts for Renewals When checked Alexandria will automatically print a receipt for every item that is renewed This receipt contains information similar to that which is displayed when you click on the current item s Details button When OFF receipts can be printed manually using the lt D gt command in the Circulation window at the end of a transac tion Default is Print for In Stock Hold Receipts When checked Alexandria will automatically print a receipt when an item becomes an in stock hold Default is Print for Payments and Refunds Receipts When checked Alexandria will auto matically print receipts for payments and refunds Optional additional text for slip printer receipts This is a user defined text header that appears before the general header or after the patron name on in stock hold receipts This header will be centered horizontally and can be as many lines as are required by the user This field is most often used to house the name and address of your school or library This is an optional feature of Alexandria you must be purchase a Slip Printer registration license in order for this preference to appear Print this logo on slip printer receipts The slip printer uses thermal paper which can repro duce simple ima
116. daptive date can be substituted for an actual date anywhere within Alexandria Here are the terms you can substitute for an actual date in the Alexandria Date Range selection fields today or td Entering these commands into a date field is the same as entering today s date For example if today s date is April 7th 2010 then entering td or today is the same as entering 4 7 2010 Y yesterday or yd Entering these commands into a date field is the same as entering yester day s date For example if yesterday s date was April 6th 2010 then entering yd or yester day is the same as entering 4 6 2010 Ytomorrow or tm Entering these commands into a date field is the same as entering tomorrow s date For example if tomorrow s date is April 8th 2010 then entering btm or S tomorrow is the same as entering 4 8 2010 lastweek or lw Entering the lw or Y lastweek command will subtract seven days from today s date For example if the current date is April 7th 2010 then entering 1lw or lastweek is the same as entering 3 31 2010 March 31st 2010 Y nextweek or nw Entering the nw or Y nextweek command will add seven days from today s date For example if the current date is April 7th 2010 then entering nw or nex tweek is the same as entering 4 14 2010 April 14th 2010 lastmonth or lm Entering the lm or lastmonth command will subtract thirty days from today s date For example if the curren
117. dd a new Address Your new address will appear in the Addresses section of the Address Books preference window Click the Add Address button located below the Addresses section of the Address Books window An Add Site Address window will appear as shown below Add Site Address Address Type Data Station v Availability Available Name PAESE Textbook Tracker Data Station IP Address 239 50 Site Library ID Code Dictionary Site Embedded Book Authentication Code a Keep window open after adding Cancel quidem Using the Add Site Address window choose the type of address youd like to add from the Address Type drop down menu The Add Site Address window options will vary depending on the Address Type you choose Some Address Type s may not be avail able if your data is not registered for a particular feature or module e g Z39 50 Site These different Address Types will be described in the Address Books section of the Alexandria Online Wiki If you are going to be adding an additional address after you have finished the one you are currently working on check the Keep window open after adding box You may continue to add addresses to your address book as necessary Click Add when you are done or Cancel to close the Add Site Address window without applying any of your changes Once all Address Book changes have been made click the Add button Then click the Save button on the Address Book win
118. de Modifying Titles and Copies Item Management Modifying Titles and Copies You can edit record information directly on the Items management window or in any of the tabs contained within the window For example you can place your cursor in a field with an existing value and type additional information You can also highlight the entire value and type over it Before records can be changed they must be unlocked using the Unlock Cmnd Ctrl U command NOTE Title changes must be NOTE saved before you can view or modify copy If your preferences are set to automatically lock records you ll have to unlock the record by manually clicking on the lock icon from the upper left hand side of the window or selecting Unlock Cmnd Ctr1 D from the Items menu before you can make changes to the record information To move to the next data entry field press the lt tab gt key To move to the previous data entry field press lt shift tab gt To select a data entry field to edit click in the same data field To select from a drop down menu lt tab gt until the drop down menu you desire is highlighted and use the lt up gt and lt down gt arrow keys to make your selection To modify copy information click on the Copy Information tab or Find Cmnd Ctrl F the copy to modify When you have modified all the record information you want click the Save button in the upper right corner of the window The record is now saved I
119. do this Drag and drop Drag the graphic from the desktop or program onto the Add Operator win dow in Alexandria As you drag the picture a box outline shows where the picture is to be placed to help you align it properly Paste and Copy Operator Picture Select a graphic and copy it to your operating system clipboard this is usually done with commands such as Select All Copy and Cut under the Edit menu in the program Go back to your Alexandria Add Operator window and choose Paste Patron Picture by right clicking or Ctrl clicking using a one button mouse in the patron pic ture field The picture should now appear in the area located to the right of information fields 1 If you choose a username that is already in use Alexandria will ask you to choose another 2 Passwords are not case sensitive Upper and lowercase characters match Although you may leave the Password field blank meaning that a operator requires no password upon Log In it is strongly recommended that this is not done 3 Windows operators are required to have Apple s QuickTime installed to view some picture formats Alexandria Getting Started Guide 129 Operators Preferences Operators tab When you click the OK button the new operator Name and Security Level will appear in the Alexandria Operators field of the Operators tab Users Require User Login Require password when quitting from the login window Alexandria Users 1 Ie
120. dow is launched this will be the default record that is displayed in Items management window If there is no item current in the current item section of the Circulation window when the Items management window is opened the default selection will be the last fifty modified titles If your database contains vo item records COMPanion will always offer a sample record the Alexandria User s Manual If the Items management window is launched while the lt Alt gt lt Option gt key is depressed the default selection will be the last fifty titles added to Alexandria ordered by Sequence Number also a Sort By Copy Sequence selection will be available in the Item Selection Window in both Simple and Advanced Title Copy 198 Alexandria Getting Started Guide Items Management Window Item Management The Items Management Window In More Detail The Items management window consists of two distinct areas The left hand side of the Items management window belongs to the Item Records List and related tools The larger right hand portion of the Items management window consists of the current item record pane where the selected item record is displayed in full along with associated tools that help perform operations on said record Item Records List and Associated Tools The left hand section of the Items management window contains the Item Records List pane where all item records matching an operator s Find lt Ctr1 F gt selection
121. dow to save all your changes or Revert to undo them all 138 Alexandria Getting Started Guide Address Book Preferences Address Types Choose Alexandria Data Station Textbook Tracker Data Station Z39 50 Site Dictionary Site or Embedded Book as the address youd like to add from the Address Type drop down menu The text fields and drop down menus of the Add Site Address window will vary depending on the Address Type you choose Here are explanations of all your Address Type settings Availability Use this drop down menu to determine whether this address will be available to everyone hidden from every connected Researcher Workstation or hidden from everyone alto gether This selection is available for al address types Name Use this field to name your new address book e g Central Library or My Data Station This field is available in a address types IP Address Using this field supply the IP address of the machine to which you are trying to connect Leave this field blank if you only want to search your local collection i e your Data Sta tion This field is available in all address types except for Embedded Book Library ID Code A Central Union Data Station houses multiple collections under one static IP address Those who are licensed users of Alexandria s Central Union can use the Library ID Code field to specify a single searchable library collection within that database This is only available in Alexandria
122. ds and lists Holding down the control key while tabbing temporarily reverses this preference Filter results by Library ID Code Alexandria Getting Started Guide 77 Library Information Preferences Library tab Library Hours Field Any text you enter in this field will be displayed when you click on the Library Information link in your Researcher Workstation Describe your library hours e g 9 00 a m 6 00 p m Monday through Friday with any combination of numbers and hours If you decide to leave this field blank the text Library Hours Not Specified will appear in the Library Information section Information Section Library ID Code This is the library location identification code This is a short code that is used for the MARC location code at 852_a in the Copy Collection field The default is the first four characters of your library name If you change this value all matching copy records are auto matically updated to the new value This preference is absolutely critical to Central Union circu lation therefore the Institution Site fields in the Personal Info tab of the Patrons management window and the Copy Info subtab of the Copy Information tab of the Items management window must exactly match or there may be problems Librarian This is the name that appears at the bottom of form letters Enter your head librar ian s name here Librarian Title The librarian s title For example Librarian Dire
123. ds drop down menus and checkboxes in each of the Patrons management tabs such as first and last name address and so forth to add a new record Alexandria will automatically copy the City State Postal Code and Country from your library address see Library Information Preferences on page 77 for the new patron You may type over these values to change them To move to the next blank data entry field press the lt tab gt key To move to the previous blank data entry field press lt shift tab gt To select a particular data entry field to edit click in the field To select from a drop down menu lt tab gt until the drop down menu you desire is highlighted and use the lt up gt and lt down gt arrow keys to make your selection The Barcode Last Name Policy Status and Password fields are all required in order to add a new patron All these fields except for Password and Last Name will be defaulted Alexandria automatically assigns a barcode number based on the value you ve provided in the Next Barcode field in the Patron System Preferences window documented on page 113 When you have added all the information you need for this patron click the Save button in the upper right corner of the Patrons management window If you want to ignore the information you have entered click the Revert button and the previous patron will be displayed You can add many patrons quickly if you have their data in electronic format Step by St
124. e Each patron will have a unique barcode number that is either assigned by Alexandria or entered manually This barcode can contain up to 15 digits and must be unique It may contain numbers and or letters but no punctuation characters or spaces However if you attempt to manually enter a patron barcode number that is less than three alpha numeric characters Alexandria will display a warning message and disable the Save feature until the user has changed the barcode Patron Policy The policy that you assign to a patron determines the library rules to which this patron must adhere To choose a policy for a patron click the arrow at the end of the Policy drop down menu and select a value The default policy for new patrons is automatically assigned based upon the Patrons system preferences Current Record Tabs The greater half of the current record pane consists of the Patron management tabs these tabs contain the editable fields drop down menus and checkboxes that are used to manage information related to the students in your school or district For more information please review the Patron Management tab sections of the Alexandria Online Wiki 214 Alexandria Getting Started Guide Finding Patrons Patron Management Finding Patrons The Find Cmnd Ctrl F command under the Actions menu can be used to locate a specific patron For example if you are looking for a patron with the last name Anderson Alexandria fi
125. e Command Line Override Date Wiki Help one rculation Vi N db Check Out mi Enter a Command or Barcode ne iiicerienion e A mode is simply a function for which you may want to process many patrons or items For example Bookdrop Check Out Bookdrop Hold and Renew are all modes e The Command Line is where you enter a barcode for a patron or item or you may enter a command If you enter only a barcode the current mode shown to the left of the command line will determine the action that is performed e Click the round Help button at the top of the Circulation window to open your default web browser to the main page of Alexandrias online Wiki Help If you don t have an internet connection an offline version of Help can be activated if installed on your system Offline Help documents are installed in the Help folder inside your Alexandria folder To get the latest offline Help files please contact Alexandria s 24 hour Technical Support team 170 Alexandria Getting Started Guide Current Patron and Current Item Information Circulation Window Current Patron and Current Item Information Just below the top portion see Modes Commands and Help on the previous page for more information of the Circulation window is where general information about the current patron and current item is displayed Current Patron 1100000 Standard Patron Current Item 200 Standard Item Ji Available
126. e Spanish as the default language instead of English e User Preferences are a way of setting local preferences tied to a specific user For instance if you want English to be the main language of choice for all Alexandria connections it makes sense to set this once in System Preferences for all computers instead of having to go from computer to computer However if you wanted every computer that you or another operator log into to be set to a specific language e g Spanish then you must configure your User Preferences Then when your log in your User Preferences e g Spanish are applied System Preferences determine how your patrons use the library how your items are managed and how your library operates they are used to customize Alexandria s circulation settings default values for barcodes settings for cataloguing and restrictions for Researcher and Librarian Workstations With System Preferences you can also configure your library policies i e the rules that dictate how your resources are used You can set policies that determine how each item in your collection circulates and how certain patron groups are allowed to use your library You can also configure policies that determine how long an item can be checked out how long a hold request can be kept etc To set up or change Alexandria preferences you must first open the System Preferences window using the Edit menu You may also use the Ctr1 Windows or
127. e Supports restricted column viewing for tabbed columns When this is turned on text that might overflow into another column is visibly truncated so that printed columns look nice Since the data is still in the report adjusting column width will expose more data This is a very useful feature for viewing tabular type reports e Supports internal hot links for URL COMPedit links and multi media display Ctrl Cmnd click on a URL in COMPedit to open the link in your selected browser This capability is currently only available for documents created by Alexandria e You can move your COMPedit documents to other word processing programs using the Save As Text option However you ll lose all document formatting Inversely you can move other word processing documents into COMPedit using their Save As Text option COMPedit can open all standard TxT documents However you ll lose all document formatting 44 Alexandria Getting Started Guide Performing Alexandria Software Updates Alexandria Basics Performing Alexandria Software Updates There are several ways you can perform software updates from within Alexandria If you have an internet connection you can check for Alexandria updates using COMPanion s Update Server If you perform the Check for Updates utility and an update is available a description of the update is shown under the Get Read Me selection From there you can choose to update your Alexandria Data Station or wait for a futur
128. e date If you are sure you want to update to the newest version of Alexandria an easier method is to use the Check for Program Updates Now button located in your Updates System Preferences You can also select Check For Updates from the main system Help menu You can also download the newest COMPanion and Alexandria software updates from the official website www companioncorp com Just follow the Products and Software Updates hyperlinks You must enter your Alexandria registration name email address school company and serial code in order to proceed with the download these can be found on the registration letter you received when you purchased Alexandria or when you renewed your support contract If you have accidentally misplaced your registration letter COMPanion s 24 hour Technical Support team will be able to assist you For convenience larger organizations may license the use of an Alexandria Update Server contact your sales representative at 800 347 6439 for information and pricing If you don t have a reliable internet connection or are unable to download the newest updates you can contact COMPanion via email or Tech Support at 800 347 4942 and request that an Alexandria Update CD ROM be sent to your location NOTE Make sure to read the Read Me file thoroughly for important information regarding the update Alexandria Getting Started Guide 45 Alexandria Basics Adaptive Dates Adaptive Dates An a
129. e leaders default policy and grade table see Patrons Preferences on page 113 15 Researcher Found in the Management section use these preference to define initial set tings for your Researcher Workstation see Researcher Preferences on page 119 16 Operators Found in the System Administration section use this preference to set up users and access levels activate passwords see Operators Preferences on page 127 17 Security Found in the System Administration section use this preference to this prefer ence is used to assign access levels for operators An operators access level determines what actions they are allowed to perform see Security Preferences on page 131 18 Address Book Found in the System Administration section use this preference to con figure address books for wide area or multi collection access see Address Book Preferences on page 135 Alexandria Getting Started Guide 49 Setting System Preferences General System Preference Notes 50 Alexandria Getting Started Guide Schedule Archives and Rebuilds Archiving Your Data Setting automatic Archives in Alexandria v6 is a two fold process You must configure settings in both your Library Information System Preferences Scheduled Events tab and your Database Utilities weal Alexandria has an archiving utility see Rebuild Utility on page 56 that can be configured to make 9 UOISIOA Ale
130. e or Revert before toggling between any other security levels or leaving the Security window 1 In technical terms toggle means to alternate between two or more electronic mechanical or computer related options usually by the operation of a single switch drop down menu or keystroke e g toggled back and forth between two windows on the screen 134 Alexandria Getting Started Guide Address Book Preferences eee NOTE weal Both Alexandria WAN access and Z39 50 capabilities are optional features of Alexandria You must purchase separate licenses to use these features If you have not purchased these options WAN and Z39 50 capabilities will not be active in your system 9 UOISIIA Ale Getting Started Address Books allow your Librarian and Researcher Workstations to communicate with other Alexandria Data Stations in your district With the optional Z39 50 or wide area network WAN feature of Alexandria you are granted access to these interconnected library collections If the only library collection you require access to is the one stored on your main Data Station or you don t have a WAN or a Central Union license you wont need to set up any address books Alexandria defaults will be set to the appropriate configuration Address Books Address Books 4 Addresses 7 Standard Address Book Type Name Address Availability Dictionary Site Book District Address Book Search All Libraries Standard
131. e respective entry fields Using these editors you can easily enter multiple detailed subfields and new tags to any item e The Title Editor enables you to add uniform titles etc e Use the Author Editor to add illustrators editors additional authors translators and more to the title record e The Subject Editor subtab in the Title Information tab provides an easy way of adding additional subject tags Title Information Copy Information Publication Subjects Categories Notes Summary Statistics Links SP Serengeti Plain Tanzania av For more information on the Title Author or Subject Editor please review the correspond ing sections of the Alexandria Online Wiki Alexandria Getting Started Guide 211 Item Management Title Author and Subject Editor Notes 212 Alexandria Getting Started Guide Patron Management The Patrons window contains information about the patrons in your library To view the Patrons window select Patrons Cmnd Ctrl L from the Show menu wey ay eg Patrons File Edit Show Tools Links Window Help 0 Patron Sample 9 TOISIA Ale 1100000 _ Standard Patron p Personal Info ar 2 2010 100000 The top third of the window contains primary information about the current patron This includes the patron First and Last Name Barcode and Policy More information about the patron is contained on the bottom half o
132. e the selected archive from your archive folder upon successful restoration 1 Clicking the Archive Now or Restore From Archive buttons can initiate the Remote Control window see Remote Control on page 445 Alexandria Getting Started Guide 53 Schedule Archives and Rebuilds Archive Utility NOTE Archives are not a backup Keeping an offsite backup is highly recommended Archives come in handy when trying to fix a bad import but are entirely useless in the event of a system crash Archive Utility The Archive Utility allows you to schedule automatic backup copies of your valuable Alexandria Data Editing Archive DER File Edit Show Tools Links Window Help Revert Selection Schedule a Gm CD When it s time for an archive all information in the Data folder is copied the Current Archive Folder you have set in the Scheduled Events tab sce page 56 During archiving all library services on the Data Station are disabled and if any clients are connected the Remote Control window will appear see Remote Control on page 445 Although you can disable the automatic archiving function this is not recommended Your most recent archives combined with your off site backup are invaluable in securing the safety of your library data see page 4 for more information NOTE The Data Station must be turned on and running when you have the archive scheduled to take place Thus if the admini
133. eb make sure that you have an Administrator User Name and Password set up in the Operators system preferences of your the Data Station Step 1 Step 2 Step 3 DEK Your main Alexandria Data Station must be running in order for you to install clients Determine which computer the client will be installed on On that machine open an internet web browser e g an Internet Explorer or Firefox web browsing window In the browser Address field located in the upper left corner of the window type the IP address of your Alexandria Data Station followed by insta11 for Windows users or those running Macintosh OSX or instal 1_mac for those running Macintosh OS9 Client Installation 1 Click the download link below Windows Librarian OSX Librarian 2 Pick a location to save the download ji File Download Do you want to open or save this file d Name OSX Librarian zip Type Compressed zipped Folder 19 8MB From V Always ask before opening this type of file An 1 While files from the Intemet can be useful some files can potentially Q harm your computer if you do not trust the source do not open or save this file What s the risk internet 100 v 1 If you don t have the correct Java applet installed on your computer in this case Java Plug in 1 3 or higher you will be required to install it before you can download clients Your browser should au
134. ecify the number of times an item can be renewed in your Policies see Policy Preferences on page 83 To renew an item e If the item is present type R and scan or type the barcode number for the copy and press lt enter gt If your Policies allow this item is renewed to the patron who has it checked out That patron also becomes the current patron e If you do not know the item barcode or the item is not present enter the patron s barcode number Then type QE lt enter gt Select the title to be renewed and click on the Renew button Alternately you may click on the Renewals subtab of the main Circulation window s Circulation tab highlight the item to renew from the list and click the Renew button e To start Renew mode type R and press lt enter gt All item barcodes you scan or type while in this mode are renewed To exit Renew mode enter a patron barcode number or use the x gt or command If renewal is not allowed a message will appear to inform you A renewal is not allowed when the Policy is set to refuse renewals or when renewing an item would take it into a reserved date range Renew All Items Command RA Renewing an Item When you have a current patron this command renews all the items checked out to that patron The Renew All command is different from the Renew command in that it overrides every policy restriction except for a renewal with holds on the item Step
135. eck 239 50 Server Disable 239 50 Server Port 2200 Disable Z39 50 Server When this box is checked your Alexandria Data Station cannot be used as a Z39 50 server and remote Data Stations will not be able to search your collection via Z39 50 however you will still be able to use other services Port This is the port required by Alexandria in order to successfully make your Data Station a searchable Z39 50 database Default is 2200 66 Alexandria Getting Started Guide S IP2 Preferences eee NOTE weal SIP2 and Checkpoint ILS are an optional feature of Alexandria You must have purchased a subscription license to use these features When you have licensed use of these features a SIP2 icon will become available in the Circulation section of your System Preferences 9 UOISIOA Ale SIP2 allows you to utilize SIP2 hardware e g Checkpoint 3M etc by supporting the SIP2 protocol making your library more efficient with enhanced inventory and security features Empower your students with self service check in and out modes allowing you more time to focus on patron information needs Getting Started You will only need to provide information for these preferences if your school has SIP2 and you have purchased the SIP2 module for Alexandria Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the SIP2 icon in the Circulation section of the System P
136. ecked Show Patron Name in Reservations Window When unchecked patron barcodes are dis played in the reservations window When checked the patron s last name is shown in the reserva tions window Default is checked Allow Reservations to Begin on Closed Dates When checked this option allows users to place reservations that begin on closed library dates Default is unchecked Allow Reservations to End on Closed Dates When checked this option allows users to place reservations that end on closed library dates Default is unchecked Don t Show Overdue Notice When In Bookdrop Mode When checked a patron will be automatically fined when an overdue book is dropped Alexandria Getting Started Guide 93 Rules Preferences Rules tab Email Librarian on In Stock Hold When checked Alexandria will email the librarian s when an item status changes to In Stock Hold Days to Look Ahead When Checking Out Reservations This sets the number of calendar days that Alexandria looks ahead for reservations when items are checked in During check in if a reservation is detected within this specified time period Alexandria displays a notice for the user The GG and GPP circulation commands also take this date into account before checking reservation items out to patrons Default is set to 5 days Enable Automatic Email Notifications Check this box if you want Alexandria to automati cally send email confirmations and
137. ecords from the import file are ignored If no records in the system match a new record is added e In looking for matching records Alexandria first checks the copy barcode then the ISBN and LCCN If Alexandria finds an exact match for the barcode ISBN or LCCN then the matching record is updated If the previous check fails Alexandria then checks for matching title author medium call number publication year publisher extent and volume if a matching record is located it s updated e For updated records if the imported record is MicroLIF or MARC and doesn t contain copy information a new copy is added to the updated record if Always Add Copies is selected for Item Import Settings Alexandria performs an analysis on each and every MARC record imported so that information is correctly imported from a wide number of vendors If you find records that don t import correctly send them to COMPanion and we ll reprogram Alexandria to properly import them Alexandria correctly imports records from the following sources 1987 MicroLIF 1991 MicroLIF US MARC Communication amp MARC 21 SunLink WisCAT Laser Cat Dynix Follett Canadian MARC and many others since the printing of this document 1 The file designator consists of two letters followed by two numbers The letter will never be an O so you can be sure that 0 means zero Alexandria Getting Started Guide 151 Importing Patrons and Items Import
138. ed Barcodes Keep the first five If checked when scanning 13 or 14 digit barcodes Alexandria will strip the first 5 characters take the next 8 digits and ignore anyting else If Keep the first five is checked the first five digits will not be stripped fin Patron Barcodes If checked patron barcodes may be used which being with the character The change barcode command will only be available if Commands Require Spaces is checked However barcodes may be changed in the Item and Patron windows Ignore Patron Barcode Leader of Ignore Item Barcode Leader of E Look for Follett and Use Ignore Barcode Leaders Barcode Incrementing Increment Rightmost Numerics O Increment Entire Barcode Including Alphas Special Handling Look for Follett Interleaved 2 of 5 If you have any items with Follett interleaved 2 of 5 bar code labels check this box This setting looks for all barcodes that are exactly 10 digits long and removes the last three digits that Follett uses as check digits Default is OFF Has Mangled Barcodes If checked when scanning 13 or 14 digit barcodes Alexandria will strip off the first 5 characters take the next 8 digits and ignore any remaining characters Check ing this box activates the Keep the first five checkbox which if marked ensures that the first five digits will zor be stripped when using Has Mangled Barcodes Default is OFF for both P in Patron Barcodes If checked patron b
139. ed by Alexandria in order to successfully search the indicated Z39 50 database Default is 210 This selection is only available for Dictionary and Z39 50 Site Username and Password Some Z39 50 servers will require a username and password If they are required and you know them provide them in the allotted spaces Please keep in mind the case sensitivity of usernames and passwords These fields are only available for Dictionary and Z39 50 Site Treat As Search Group This selection can be used two ways Users can drag and drop address books into the addresses windows of existing address books to create submenus if you have Treat As Search Group checked then searches are performed across a the Data Stations contained within the address book fields including submenus and groups This checkbox is only for Embedded Book address types Keep window open after adding If you are going to be adding multiple Data Station addresses check this box to keep the Add Site Address window open after you have successfully added an address This checkbox is available on a address types Alexandria Getting Started Guide 139 Address Book Preferences Duplicating An Address Book Select highlight an address book in the Address Books field by clicking on it Once an address book has been selected highlighted select Duplicate from the Actions menu located near the bottom of the Address Books field A Duplicate Book window will appear At this
140. ed to a lt return gt Generally you don t need to know about this however if you were to examine an exported file youd see these characters Also if you wanted to add a lt return gt into a file that is getting imported you can use the V character to make it happen 142 Alexandria Getting Started Guide Tab Delimited Records Importing Patrons and Items An Example of an Alexandria Import File A sample patron import or export file might look like this PTO1 1000 1007 1006 lt return gt 1100000 lt tab gt Bill lt tab gt Smith lt return gt 1100001 lt tab gt John lt tab gt Jones lt return gt In the example above the header field codes 1000 1007 1006 specify that the fields are ordered by barcode first name and last name An item record will be in a similar format except that different field codes are used and different types of field information are entered e g title or author of the item A simple way to study these formats is to export a few records then examine the export file with COMPedit Alexandria s integrated word processor If you export from Microsoft Works you ll notice that Works also places a header at the beginning of its files The header contains the titles of the columns in the file youve exported If you want you can open your export file with Works and replace the Works header with a valid Alexandria header If you don t do this manually you ll have to make sure you sele
141. edge For those who are familiar with MARC standards our powerful MARC View editor is available for correcting your data You can switch between the two editors using an Actions menu selection or the lt Cmnd Ctrl1 Shift M gt keystroke Although it s hidden from you Alexandria saves additional information in the MARC record for library automation duties This information is Alexandria specific and is not included in the MARC editor However if you export data to transfer into another Alexandria Data Station or COMPanion application the export functions will include this Alexandria specific information The MARC standard is complex and ever changing Thus there may be information in your MARC records that is valid MARC data but unused by Alexandria It may be that newer versions of Alexandria will use this data so it s carefully saved with the rest of the MARC data If you have MARC information that you d like Alexandria to process send a written request to Alexandria MARC Suggestions COMPanion Corporation 1831 Fort Union Boulevard Salt Lake City Utah 84121 Or send an email to ideas companioncorp com Your request will be examined and you ll receive a response 1 To learn more about MARC tags and subfields visit the Library of Congress website http www loc gov marc Alexandria Getting Started Guide 197 Item Management Items Management Window Items Management Window To open the Items management wind
142. eds to buy in to making the changes especially for Item policies since Call Number Mapping might become useless if you do not keep things standard and simple For instance if you have a fiction policy that is different for each school Call Number Mapping will not know which fiction policy to use for items that have call numbers beginning with FIC This could lead to a great deal of extra work every time you import items Alexandria Getting Started Guide 83 Policy Preferences Statistical Reports Why Do We Need Policies Although you may feel that your needs will be satisfied by the barest basic statistical data such as number of items checked out for the week month or year you may not realize the powerful statistics that Alexandria can provide We would like to pose a few thought provoking questions for you to consider e What role do statistics play in your library or district e Will you be referring to the statistical data that Alexandria gathers for you e Would more detailed statistics be beneficial to you and how e Is there a way to achieve very detailed statistical data Statistical Reports Alexandria has many statistical report options available The Super Summary report details an amazing amount of statistical data about your collection number of titles and copies value number or lost and discarded copies collection age and collection usage by call number item policy and medium Other reports
143. eeeeeeeeeeeeeaaeeeeeeeeeeeeeeeeeneee 99 IteMS Preferences cssseeeseeeseeeeenenenseeneeeeeeeeeeneneeeneeeneeeneeeneeees 101 Management tab c ccccccceeeeeeeeeeeeeeeeceeeeeeeeeeeeeeeeeegaaeeeeeeeeeeeeeeeeeeeeed 102 Barcodes Preference ssssssssssseesseneeeeeeeneeseeseneseneseeeseeesaees 105 Temporary Barcodes tab ee eeescceeeeeeneeeeeeeeeeeeeeeeseaeeeeeeseaeeeeeeeeeeeeees 105 Special Handling taNo a n E E 106 Hidden Options tab isesi itia aeaaea aae aieas 107 Cataloging Preferences ss sseeeseeeseeeneenneneneeneeeeeeeeeeeeeeeeneeees 109 Subject SOurCes tab zsrsr irinta a eine si Aa aada iaeia eaaa 109 Medium Pictures tab ossesesssnnnneereeeererrnnnnnnnnnnsrrrrrtennnnnnnnneeernnnnnnnn 110 Leading Articles tab nairde aa nirai ainaani 111 Patrons Preferences 2 sseessesssesennseneeceeeeneeeeeseneseeeseeeseeeseees 113 OE ie a A E A AA SAT 113 Grade Table taD netee a aaae a a A 114 Default Pictures tab nrinn aea ea aai aeai aiaa 116 Management tab odse eneren e ee aA EA EANO A ETIEN EAREN KK 117 Researcher Preferences sssessesseeseeeeennensneeneeeeneneeeeeseeeeees 119 Interface tabs r a ae aeaaea ile etie taped aitees aaa aTa 119 Rules Tab iss harara n Benes datas a ea a Pete aE i a 122 A to Hide taD a a a paa aan e aad a Eaa ees 124 Operators Preferences sccccccescesssssesessneeeeeseeseeeenseneneeeeseeseeoons 127 Operators t o PEE AATTEET 127 Ac
144. eeeeeeeeenseees 51 Archiving Your Data fcectic icdectunai te titeeslieecebivd a 51 Alexandria Getting Started Guide iii Table of Contents How Archiving WOKS osaid a a a ara ai 51 Scheduled Events tab ccccccceecccceeeeeeeeeeeeeeeeneaaeeeeeeeeeeeeeeseeeeeneeaeees 52 Archive tility ice AG Wad Gas a ka CARANE ee 54 Rebut UY seara a E EE E dtl 56 Email Preferences cccssiisssccsescscccessasessccnsscceenesansssdevsescanencnenanasssesees soe 57 Emailtab EE A A T 57 SMTP apuaseina a a a a hivestinettacsteas 58 Search Add Ons Preferences nnennsennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnna 59 System Preferences SearChALL ecccceeesseeeeeeseeeeeeeeeeneeeeeeeseeeeeeeeaes 60 System Preferences Sneak Peek eeeecceeeeeesneeeeeeeeneeeeeeeesnaeeeeeeeaes 60 System Preferences netTrekker sssssssssssrusserernesernnnnrernnnnrernnnareennnnnne 61 Z39 50 Services PreferenCeS s ssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnn 63 MARC Search tab ccccccccceeeeeeeeeeeeeseneeceeeeeeeeeeeneeeaaaeeeaaseeeeeeeeeneenenaas 64 Public Library Cross Check tab eeeeseeeeeeeseeeeeeeeeneeeeeseeneeeeeseeeeeeees 65 239750 SOMer tapisa anaapa raa a a ctaehlsas sateen ss eaaa anaa Sabana 66 SIP2 PrelerenGeS wisi iisscecsccstscecesveieed sccecaecedsesaesasdecesscasasaesssasscteceaasaess 67 SEMINGS tab E E wesre i daewteicte A E S ta eit 68 Checkpoint IES taD nip an aeee raa aaeanoa i raaa eare iiaea 69 Terminology Prefe
145. een filled in click the Save button Step by Step To add a copy e Locate the main title record for which a new copy should be added e Press the Add Record button or select lt Cmnd Ctr1 N gt from the Actions menu e Provide the necessary information in the Copy Info Copy Notes or Copy Status tabs by tabbing between fields e When all the appropriate fields have been filled in click Save in the upper right corner of the main Items management window to save the copy 204 Alexandria Getting Started Guide Duplicating Titles or Copies Item Management Duplicating Titles or Copies Use the Duplicate Cmnd Ctrl D command or selection from the Actions menu to make copies of existing titles You can then modify information for the newly created title This saves valuable data entry time when you are adding new items that have similar information such as author publisher and series After choosing to Duplicate the selected title the Duplicate Title Copy window appears gy Duplicate Copy Duplicate Title Insects Duplicate Copy Current copy Copy ID1 Barcode 3077 Beginning barcode 1300006 Number of copies 1 Barcodes created are not guaranteed to be contiguous but will skip over any existing item barcodes _ Duplicate highlighted copy s information Increment volume numbers Select whether you want to add a Duplicate Title or Duplicate Copy Duplicate Copy Alexandria a
146. emove fines accept payments for fines incurred and issue refunds for pay ments made You must have a current patron to select this item Show Patron Details Cmnd Ctrl 3 Shows the current patron s complete details including all transactions fines requests and so forth You must have a current patron to select this option Performs the same function as the Details icon Show Patron History Cmnd Ctrl Shift H Shows the current patron s complete history including all transactions fines requests and so forth To select this option you must have a cur rent patron who has the Keep Patron History Statistics tab box checked in their patron record Remove Patron Holds Cmnd Ctrl 4 Opens the Holds tab on the Circulation window and shows which items the current patron has on hold You must have a current patron with hold requests to select this item Remove Patron Reservations Cmnd Ctrl 5 Opens the Reservations tab on the Circula tion window and shows items with reservations pending for the current patron You must have a current patron with reservations to select this item v Toggle Mode Help Start Bookdrop Make Charges Payments Show Patron Details Show Patron History Remove Patron Holds Remove Patron Reservations Show Item Details Adjust Item Holds Remove Copy Reservations Renew Patron Items Broadcast message to clients Display all connected clients Advanced Bookings Process pending bookings C
147. emove them etcetera for more information please review the System Reports section of the Alexandria Online Wiki Mitinet Opens the Mitinet Management window allowing you to easily clean complete and update your bibliographic records by searching from a number of on line resources including AccessMARC MARC On Demand and Mechanic Express for more information please review the Mitinet section of the Alexandria Online Wiki SIF Management Opens the SIF Management window allowing you to set up and manage your Schools Interoperability Framework SIF an industry supported technical protocol that ensures that diverse primary and secondary K 12 instructional and administrative software applications share information data formats and work together seamlessly for more information please review the SIF Management section of the Alexandria Online Wiki 40 Alexandria Getting Started Guide Links Menu Alexandria Basics Links Menu The Links menu provides an easy way for you to quickly jump to other programs and world wide web resources that you may need for your work Tools Help panioncorp com OWI anion Customer Favorites COMPanion Partners Specials Tradeshows T Big6 Learning Resource MET ATENT Berkowitz is the creat b 4 problem solving proced File Edit View Favorites Tools Help o Serve Yo lp and widely used appra p Q tex Q i p gt Search j Folders E
148. enewals Arches Sunny Ralph DER File Edit Show Tools Links Window Help Renewals The Netherlands C RenewAll Declare Lost NOTE Although you can use the QE command it s functionality has been usurped by the Renewals subtab of the main Circulation window this is discussed in more depth on the Circulation tabs section of the Alexandria Online Wiki The Renew All button will fail to renew items that have holds placed on them if your policy preferences indicate that renewing items with holds is disallowed If you want the override this and renew them all anyway highlight all of the items by clicking on the first item in the list while holding down the lt shift gt key and then proceed to click on the last item in the list Then click the Renew button The renew option will generate any override dialogues as appropriate and allow authorized users to override them as desired Renew All Renews all of the current patron s items Declare Lost The selected highlighted items will be assigned to the Lost Copies System Patron All items you have selected will be then registered as lost Renew Renews one item at a time also renews a range of selected highlighted items 190 Alexandria Getting Started Guide Additional Circulation Commands Circulation Commands Renewing an Item Command R itembarcode Renewing an Item Use this command to renew an item or activate Renew mode You can sp
149. ent tab by checking the appropriate box making a selection from the drop down menu s or providing information in blank fields Alexandria Getting Started Guide 101 Items Preferences Management tab Management tab Management Barcode Settings Next Barcode 1300006 Policy and Medium Default Policy Standard Item X Default Medium book X Other Settings Local Call Number Tag Examples 852 h 852 k h i 099 ab Preserve Existing Call Numbers i ing Li wust match Library ID Code set i z DERE ides Code on Import pre E bs n refer all Numbers E Uppercase call numbers C Show Statement of Responsibility in the Title Field of the Items Window Al Enable Add Title Assistant Barcode Settings Next Barcode This field contains the next available item barcode number When you enter a new copy record Alexandria will automatically assign the next available barcode unless you assign a number manually You should set this field when you first configure Alexandria so that any copies you add are assigned an item barcode number that coincides with your numbering strategy Policy and Medium Default Policy Using this drop down menu you can set the default item policy for newly added records The default is Standard Item If you assign an item policy that is later removed from the system the Default Policy will return to Standard Item Default Medium Using this drop down menu you can set the default item medium for
150. ep To add a patron record Step 1 From the main Show Cmnd Ctrl L drop down menu choose Patrons Step 2 From the Actions menu choose New Record Cmnd Ctrl N Step 3 Tab from field to field as you enter the information about this patron Step 4 Use the drop down menus to indicate policy status and gender for the patron Step 5 Click on the Notes tab to add any patron alert notes Step 6 Click the Save button 1 The password default is the patron s last name 216 Alexandria Getting Started Guide Duplicate Patrons Patron Management Duplicate Patrons Use the Duplicate Cmnd Ctrl D command to make a copy of an existing patron You can then modify the duplicated information to create a new patron This will save data entry time when you add patrons that have similar information such as location graduation date policy and status When you select the Duplicate Cmnd Ctrl D command the Patrons management window will appear with information copied from the last selected patron Alexandria will have automatically assigned the Next Barcode see Patrons Preferences on page 113 rather than duplicating the barcode from the original record Replace any information in the Patrons management window with information that is specific to the new patron Step by Step To duplicate a patron record Step 1 From the main Show Cmnd Ctrl L drop down menu choose Patrons Step 2 From the Actions menu choose Duplicate Rec
151. er Name and Password Your user name and password are the same found on the Administration preferences window of your Alexandria Data Station Step 5 From the provided links select the appropriate Librarian Workstation to install Windows Librarian or OSX Librarian Step 6 The client installer will be downloaded to your machine After it has finished download ing an Alexandria folder will appear on your operating system desktop with the appro priate installation files inside this folder can be moved anywhere on your machine it s only installed on the desktop to make it easier to find Step 7 Double click on the Alexandria installer icon to begin installation Alexandria Getting Started Guide 31 Installing Alexandria Configuring Alexandria Web Librarian Client Installer Resources If you have a persistent internet connection i e you dont have to dial up to establish a connection Alexandria will automatically verify that you have the necessary client Installer Resources If any are missing they will be automatically downloaded from our COMPanion server or created by the Data Station However if this process fails you ll have to manually place these resources into your Alexandria Support folder If this is necessary please contact our Technical Support team and follow their guided step by step instructions Installer Resource files can be found on COMPanion CD ROMs or downloaded from the COMPanion website www companionco
152. erics the barcode increments to the right and grows to the right For example the barcode following aaa999 should be aaa1000 This is the default setting Increment Entire Barcode Including Alphas When this option is selected new barcodes modify both alpha and numeric characters increment to the right and grow to the left For example the barcode following aaa999 would be aab000 The barcode zzz999 becomes laaa000 then 1aaa001 then 1aaa002 and so on and so forth eventually becoming 1zzz999 which then turns to 2aaa000 Remember that with this formula Z 1 1A Hidden Options tab If you need to enable disable this tab please contact COMPanion s Technical Support team Repair Trailing Alpha Check Digit If this box is checked items that would match a scanned barcode if they had the exact same trailing alpha check digit are repaired so that their barcodes match exactly Repair Trailing Numeric Check Digit When this box is checked items that would match a scanned barcode if they had the same trailing numeric check digit are repaired so that their bar codes match exactly Ignore Leading Zeros on Barcodes When checked if barcodes begin with zeroes those zeroes must be entered in the data if they are scannable barcodes Allow Spaces in Barcodes If checked scanned barcodes will be tested to see if they are bar codes before they are tested to see if they are commands Alexandria Getting Started Guide 107
153. es tab again after it has been closed This Login Only Checking this radio button will temporarily unlock the specified Alexandria function for the current operator s entire session The selected window will remain unlocked until the next time Alexandria is restarted For example if you allow your operator to access Alex andria Utilities using the This Login Only option then operators will be able to access the Charges tab even after this tab has been closed for the duration of the current operator s login After you have input your username optional password and specified a duration click OK to access Alexandria The username that was used to override the permission will be recorded to the Transaction log 176 Alexandria Getting Started Guide Special System Patrons Circulation Window Special System Patrons There are several special patrons that Alexandria uses to track items with a special status such as lost archived or out for repair For example to track items that have been lost you can check them out to the Lost Copies barcode 1 Special patrons use the System policy which has no restriction on the number of items that may be checked out at one time You can check items out to special patrons just as you would with any other patron Here are Alexandria s special patrons Lost Copies barcode 1 To keep track of items that have been lost check them out to this patron Unlike other items an item that is
154. es with two standard patron policies Standard Patron and System Patron and two standard item policies Standard Item and System Item System Patrons Items are used by Alexandria to set Lost and Discarded copies etc Most operators will establish their own policies Generally these are kept very simple such as Student and Teacher or Book and Reference Let s look at how we can make these policies provide more meaningful statistics To achieve greater detail in your statistics we suggest a policy or Stat Group for each specific group of patrons or items that you wish to follow In a school setting this might be a policy for each grade or even each grade gender e g 6th Grade Girls however a public library might want to follow users from a geographical area and or age e g Norton Township or Norton Township Adults Children Even if the circulation privileges of the group are the same as other groups you should still create policies that are going to identify the patron groups you wish to follow With more detail specific policies you can now see how many items are being checked out by each of these patron groups Let s take this idea a bit further by providing more detail in your item policies Perhaps you ve set your item policies to general groups based upon the length of the checkout period books for two weeks reference with no circulation audio visual for one week etc Let s break this down a bit more True you could have a
155. evel defined in the Grade table up one level each time it is pressed COMPanion recommends that you perform an Archive before using the Advance Grade button Patrons whose grade level are not found or defined in the Grade field will not advance Alexandria Getting Started Guide 115 Patrons Preferences Default Pictures tab Default Pictures tab If your school or library doesn t have individual pictures attached to patrons within the Patron Management window you can apply generic Male Female or Unknown identifiers to patrons based on the Gender field The Default Patron Pictures preference window allows users drag and drop their own GIFs BMPs PCTs PNGs JPGs or most standard image files onto the default Patron Picture field Once this is done a new default patron picture is applied Users can reset to the default patron picture by left clicking the patron picture and selecting Reset From Defaults y Rules Grade Table Default Pictures Management Patron Server e x Male Female Unknown Getting Started Follow these steps to apply a new default patron picture Step 1 Select highlight which default patron picture you would like to change Step 2 Drag and drop your new default patron image on to the Default Patron Picture field Images can also be pasted into the Default Patron Picture field from your operating sys tem standard clipboard Step 3 Click Save to apply your changes or Revert to discard t
156. extbook Tracker application Once you have supplied a working directory and selected the Text book Tracker application the Run Textbook Tracker option appears in Alexandrias Show menu see Show Menu on page 38 for more information Alexandria Getting Started Guide 99 Textbook Tracker Preferences Textbook Tracker tab Textbook Tracker Notes 100 Alexandria Getting Started Guide Items Preferences eee Getting Started Not all of the preferences in the Management tab need to be configured when performing your initial setup of Alexandria Listed below are those that COMPanion suggest that you set immediately weal S Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L S Step 2 Click on the Items icon in the Management section of the System Preferences win lt dow zA Step 3 Enter the Next Item Barcode to be used during cataloging or importing Please note that this must be set individually for each school library site Step 4 If there is a MARC tag and subfield where the Local Call Number Tag is to be stored provide it in this field If the Local Call Number Tag is used for an identifier in a Central Union environment do not enter one Step 5 Ifyou wish to use your existing call numbers instead of pulling from the call number tags included in imported MARC records check the Preserve Existing Call Numbers box Step 6 Configure any other preferences on the Managem
157. f the window within associated tabs Click on these tabs to reveal more patron information The patron you are presently viewing is called the current patron Switching from the Patrons management window to the Circulation window will make that patron current in the Circulation management window Likewise if you have a patron current on the Circulation window and activate the Patrons window that patron s record information will be displayed You can view modify add and remove patron information using the Patrons management window and the commands in the Actions menu Alexandria Getting Started Guide 213 Patron Management Patron Information Fields Patron Information Fields The following section provides a brief overview for all the data fields in the Patrons management window When a field has an obvious meaning or use such as City or Phone it will not be included in the explanation unless there are special circumstances about how it can be used Primary Patron Information The top third of the Patrons window contains information about the current patron This includes the patron name barcode and policy Patron Sample 1100000 These are fields that cross the top of the Patrons window Patron First Name Enter the patron s first name or the first name and middle initial Patron Last Name Enter the patron s last name This field is required you cannot save a patron record without a last name Patron Barcod
158. f you want to ignore the information you have entered click Revert to discard your changes If you try to select another record or leave the Items management window without saving your changes the following warning message appears The current record has not been saved Do you wish to A save it before viewing another record or window Discard Save Click the Cancel button to return to the Items management window with your changes still intact Click the Discard button if you want to ignore all of the information you ve entered Click the Save button or lt enter gt to save your changes Alexandria Getting Started Guide 207 Item Management Modifying Titles and Copies Step by Step To modify title information e Choose Items Cmnd Ctrl l from the main Show drop down menu e Select Find Cmnd Ctrl F from the Edit drop down menu and locate the title using the Item Selection window e Click on the Title Information tab e Unlock the record if necessary by clicking on the Lock icon or choosing Unlock Cmnd Ctrl U from the Actions menu e Make any desired changes to the fields in the record moving between Publication Subjects Categories Notes Summary and SP tabs e When all the appropriate fields have been modified click Save in the upper right corner of the main Items management window to save the title record Step by Step To modify copy information e Choose Items Cmnd Ctrl l from the main S
159. ferent Alexandria reports e Send reports to others via email attachments since you can save reports electronically you can send them electronically e COMPedit uses a highly efficient virtual memory scheme which allows it to support very large documents in a limited amount of memory Therefore you can view large import files before you import them even 100MB files e Since all reports are created as word processor documents you can preview each report before you print them Other word processors might allow you to view reports on screen but usually only one page at a time or a very limited page range With COMPedit you can see it all e COMPedit can provide your institution with a standard cross platform tool for creating and exchanging reports All documents are supported for both Macintosh and Windows based operating systems a document created on one system can be viewed on the other e Alexandria can prepare several reports for printing simultaneously Most systems won t let you print more than one report at the same time after all in what order would the pages come out of the printer With the Alexandria approach all reports are prepared in COMPedit and can be printed at a later time e COMPedit has the ability to support picture files created in drawing or paint programs just paste them into your document e Special support is specifically provided for code 39 barcodes so that they are printed at the highest possib
160. for use within Alexandria including those found in the Items management window Long terms may be cut off in various areas of the program it is better to keep them short and succinct Currency Dates Patron item Term for Copy Site Field Copy Library Term for Copy Location Field Copy Location Term for Shelving Location Shelving Term for Special Funds Funding Source Long terms may be cut off in various areas of the program it is better to keep them short and succinct Term for Copy Site Field This preference lets you configure the term used for Copy Site for example Copy Library Term for Copy Location Field This preference lets you configure the term used for the Copy Location field For example you may want to use the term Collection or Library Floor for a multi leveled library rather than Copy Location Although you can change this term this guide will refer to it as Copy Location If numeric ranges are going to be used in this field they need to be padded with zeros in order to be sorted and selected correctly For example instead of a 1 2 402 youd insert 001 027 402 Basically in order to sort properly all entries with a numeric range need to have the same number of characters Term for Shelving Location Input the terminology youd like to use for Shelving an alterna tive location field that goes into the 852
161. format Alexandria Getting Started Guide 159 Performing Utilities Step 8 Step 9 Step 10 Step 11 Step 12 Step 13 Step 14 Select a sort order from the Sort By field The Sort By order determines the hierarchy of the information processed by the utility e g Patron Utilities can be sorted by name bar code policy and other values Some sort selections sort by two values e g Patron Lists can be sorted by Grade Name resulting in patrons being sorted by grade and then by name Use the Select By drop down menu to select which type of information is to be processed by the utility You are limited to five selection ranges using And Or and And Not Boolean logic for your utility In addition the order the selections are processed are from the top down and will affect the results if you are using both And and Or operators at the same time When you choose values in the selection drop down menus other fields may appear and prompt you for required information e g if you select Due Date in the Select By drop down menu Date Range fields will appear allowing you to enter a starting and ending date value If you enter only a Starting With selection Alexandria will select all records where the Grade begins with the entered text For example entering GR1 would select GR100 GR10 and GR1B37 To do an exact match for a text field range enter an Ending With value that matches the Sta
162. from the main Edit menu bar Step 2 Click on the Rules icon in the Circulation section of the System Preferences window S Step 3 Click on the User Interaction tab S o Step 4 Decide whether or not you would like to display the Patron Lexile levels D zA Step 5 The most important preference on this tab is the Check Out Options COMPanion sug gests that this be set to Allow check in with confirmation during checkout User Interaction tab User Interaction Rules Receipts Letters Condition Codes Damage Codes In Transit _ Enable timeout _ Clear transactions log on timeout Minutes before timeout 5 Display Patron Lexile Display Patron Reading Level Check Out Options Allow check in with confirmation duri w Transaction Log Font Size 12 x _ Current Patron Alerts J on Overdue Item O on In Stock Holds _ for Upcoming Reservations Clear Current Patron Item on Timeout When this box is checked it will clear the current patron item from the main Circulation window depending on what you have set in the Minutes Before Timeout field Minutes Before Timeout This field will appear grayed out unless you have Clear Current Patron Item on Timeout checked Provide the amount of time in minutes to wait before Alex andria clears the current patron item from the main Circulation window Also Clear Transaction Log on Timeout This checkbox will appear grayed out unless you have Clear Cur
163. g Started Guide Calendar Preferences eee Use the Calendars tab to create custom calendars for your library Alexandria includes a calendar for the current year previous year and three years in the future You can assign a separate calendar to each patron weal or circulation policy This lets you set up calendars for groups of patrons who may be operating on different school levels and or schedules 9 UOISIOA Ale Getting Started Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the Calendars icon in the Circulation section of the System Preferences window Step 3 To change the Month Year of the current calendar use the corresponding drop down menus located near the top of the calendar field alternately you may click Next to go for ward one month or Previous to go back a prior month The Current button returns the calendar to the present month and year Step 4 To select an existing calendar select one from the Calendars list on the left hand side of the window Step 5 You can mark days on the calendar as Period Due and Closed dates by clicking on the actual day The choices cycle from Open nothing displayed Closed Period Due and then back to Open Step 6 Work through the months of the year marking the dates on which the library is closed e g holidays Item due dates are calculated so that they never fall on Closed dates only on Open or Period Due dates
164. g check out If Alexandria is in Check Out mode this option allows items to be checked in or bookdropped using the Circulation window Allow check in with confirmation during check out If you try to check in an item or items while the Circulation window is in Check Out mode Alexandria will require verifi cation if you wish to check in or renew before checking in or renewing any items Don t allow check in during check out This selection will not allow items to be checked in while Alexandrias Circulation window is in the Check Out mode For example your library may require separate Workstations some that only allow items to be checked in and others that only allow items to be checked out Transaction Log Font Size Use this drop down menu to set how large or how small you would like the text to appear in the Circulation window s Transaction Log You may choose from 18 16 14 12 or 10 point size Default is 12 Current Patron Alerts When this preference is checked it will provide an alert when a patron is made current and has fines overdue items in stock holds upcoming reservations or other spe cial cases Mark the boxes beneath this preference to indicate which events you would like to trig ger an alert 92 Alexandria Getting Started Guide Rules tab Rules Preferences Getting Started Step 1 Click on the Rules tab use this tab to set whether or not items may be renewed when there are holds are pending w
165. g your provided SMTP settings Please contact COMPanion s Technical Support if you have additional questions about setting up your mail server SMTP Server 1 and 2 This is the TCP IP or DNS address of your library s mail server Typi cally this will be mail followed by your domain name You must enter a valid SMTP Server address to use email services Port Supply the port number that your email server uses Use SSL Check this box to use Secure Sockets Layer security protocols Use Authentication Check this box to use authentication with this SMTP server Checking this box will make the Log In and Password fields editable Log In Enter the login user identification for the email server Password Enter the password for the email server Test Server Test the SMTP Server settings by sending a test email Last Test This field displays the last date time that the server test was performed and whether the test was successful or not Administrator Address Provide the email address of your District Administrator here 58 Alexandria Getting Started Guide Search Add Ons Preferences DD eee NOTE weal SearchALL Sneak Peek and netTrekker are all optional features of Alexandria You must purchase subscription licenses to use these features Once you have licensed the use of any of these search interfaces their preference icons will become available in the Search Add Ons section of the System Preference
166. gain Alexandria should not be running when performing such virus scans b Develop an Alexandria Maintenance Strategy Corruption can happen to any database of information via hardware or operating system error It is recommended that you use Alexandria s Rebuild Utilities on a regular basis once a month is usually sufficient for a single Data Station twice a month for multiple Data Stations housed within the Alexandria Controller and once a week for Central Union users However hardware or system failure may necessitate using this utility more often The Rebuild disables all services while it is cleaning your data and can take several hours depending on the size of your data and speed of your machine You should backup or archive prior to running a Rebuild just as you should with any other utility Evaluate the Security of Your Data Station Some libraries may not have the funds or hardware necessary to have both a dedicated Data Sta tion and accessible clients If your Data Station is accessible to the general public you may want to enable additional security that would prevent unauthorized users from deleting renaming or moving your Alexandria application or Data folder Some file security may be built into your operating system some operating systems have no such security and would require purchasing third party software to provide that file security If you don t have file security on your Data Station you should be extra vigilant
167. ges clearly For the best results please select a very basic bi color image for dis play on receipts The logo must be in a PNG BMP JPG or GIF image format and for optimal quality have a dimension no larger than 200 pixels wide by 250 pixels high This is an optional feature of Alexandria you must be purchase a Slip Printer registration license in order for this preference to appear 96 Alexandria Getting Started Guide Letters tab Rules Preferences Getting Started Step 1 Use this tab to customize the body text of the letters patron notices sent from the library This includes overdue notices recall messages etc User Interaction Rules Receipts Letters Condition Codes Damage Codes In Transit Letter Overdue Letter v Restore Default Letter he following items are overdue Please return them to the library as quickly as possible so that others may use these resources Letters tab Use the Restore Default Letter button to replace custom text with default text If you use this button located in the upper right corner of the window it will restore a of the default letters at once Circulation Letter The following items are overdue Please return them to the library as quickly as possible so that others may use these resources In Stock Hold An In Stock item is being held for you Please pick it up by the specified date or it will be returned to general circulation Recall
168. he Actions menu 9 If none of the existing reports meet your criteria press the Add button to create a new report Once the Editing New Report window appears you ll find yourself on the main Over view tab Use the fields in this tab to Name and describe your new report including any general notes you wish to add If youd like this report to appear in the Saved Reports gt Favorites subtab in the main reports window check the Favorite box now In the Selection tab choose the general Report Type and format e g some reports have a 1 Line and Detailed format Select a sort order from the Sort By field The Sort By order determines the hierarchy of the information included in the report e g Patron Reports can be sorted by name bar code policy and other values Some sort selections sort by two values e g Patron Lists can be sorted by Grade Name resulting in patrons being sorted by grade and then by name Use the Select By drop down menu to select which type of information is to be included in the report You are limited to five selection ranges using And Or and And Not Boolean logic for your report In addition the order the selections are processed are from the top down and will affect the results if you are using both And and Or operators at the same time When you choose values in the selection drop down menus other fields may appear and prompt you for required information e g if you select Due Date in
169. he Help Me Find a Book feature but defaults it to unchecked Lexile Help checked Allows patrons to use the Help Me Find a Book feature but defaults it to checked Hide Lexile Help Make this selection if you do not wish to use the Help Me Find a Book feature those who don t use Lexiles may not want this feature to appear available that way it will not confuse their students Researcher Workstation Timeout You can select the number of minutes it takes for the Alexandria Researcher to time out If a patron walks away from the workstation the Researcher will retain their research until this counter runs out and resets the window to its initial state The default setting is Three Minutes Thirty seconds before resetting a warning window will appear allowing the patron to cancel the reset If the patron fails to respond the reset will occur as scheduled If the patron cancels the reset the timer is restarted If you do not wish the Researcher Workstation to reset when idle select Never from this drop down menu Default Language This setting allows you to set the language used when the Researcher Workstation starts up or is reset The default is set by your activation code in the United States it s set to English Maximum Hits Specifies the maximum number of titles to return during a search Sort Search Results By This drop down menu sets the default search results order for the Researcher Workstation You can
170. hecked out Because of this Alexandria can usually determine the appropriate course of action In addition while you are performing transactions Alexandria automatically computes due dates adjusts for closed dates verifies policies and collects statistics NOTE You can use the equal sign as a substitute for the barcode of the current item in any command For example if the current item is 3000 then H is the same command as H3000 Step by Step Checking Items Out Use the following steps to check an item out Step 1 Make sure the Mode is set to Check Out Step 2 Scan or type the barcode of the patron who is about to check an item out This makes the patron current If you do not know the patron s barcode use the lookup command to find the patron and their barcode see page 186 Step 3 Respond to any circulation alert messages that appear Step 4 Alexandria calculates the item due date based on your Policies To enter a different due date use the Set Override Date command see page 184 Step 5 Scan or type the barcode s of the copy s you want to check out to the current patron As you check items out they become current and appear on the Circulation window a line will be added to the transaction log to show what items have been checked out 182 Alexandria Getting Started Guide Circulation Command Basics Circulation Commands Special Conditions When Checking Out Items What the Check
171. hem 116 Alexandria Getting Started Guide Management tab Patrons Preferences Management tab Rules Grade Table Default Pictures Management Patron Server Default Policy Standard Patron X Next Barcode 1100001 Default Policy This drop down menu decides what the default patron policy will be for newly added members Use the drop down menu to select a different default patron policy If you later remove that patron policy the Default Policy will revert to Standard Patron Next Barcode The next available patron barcode number When you create a new patron Alexandria will assign them the next available barcode unless you assign them a number manu ally You should set this field when you first configure Alexandria so that any new patrons are assigned a patron barcode number that coincides with your numbering strategy Alexandria Getting Started Guide 117 Patrons Preferences Management tab 118 Alexandria Getting Started Guide Researcher Preferences oe eee These preferences are used to define the way in which the Researcher Workstation RWS client functions You will only need to set these preferences if you are planning on using the Researcher Workstation with your library Getting Started Step 1 Step 2 Step 3 Select the Researcher Timeout how long until the Researcher clears the information on the window and resets for a new search weal 9 UOISIOA Ale Check or uncheck boxes
172. her will include a symbol to denote that the item in the is also available at a local library Don t Show Title Availability When this box is checked the Researcher won t show title avail ability in the search results list Display Copyright in Results When this box is checked the Researcher will include an item s copyright information if available in the search results window Display Lexile in Results When this box is checked the Researcher will include an item s Lex ile information if available in the search results window Display Reading Level in Results When this box is checked the Researcher will include an item s reading level information if available in the search results window Show Lexile Indicator in Saved Lists If this box is checked an indicator will appear next to each title showing whether it is above equal to or below the current patron s Lexile Show Item Images When this box is checked an item image will always be shown in the Researcher window if the item doesn t have its own image Alexandria s default item image will be used If this box is not checked then an item image will never be shown in the search results or details windows 120 Alexandria Getting Started Guide Interface tab Researcher Preferences Show Lexile Search Use this drop down menu to determine whether youd like to show Lex ile search information Lexile Help un checked Allows patrons to use t
173. hether or not to show the patron name in the reservations window and other reservations connected preferences Step 2 Set whether or not to charge late fees on lost or found books etc Step 3 Set the Transaction Log Save frequency we recommend Daily Rules tab User Interaction Rules Receipts Letters Condition Codes Damage Codes In Transit Allow Renewals When Holds Are Pending F Show Patron Name in Reservations Window _ Allow Reservations to Begin on Closed Dates H Allow Reservations to End on Closed Dates C Dont show overdue notice when in bookdrop mode Email Librarian on In Stock Hold Days to Look Ahead when Checking OutReservations ___ g Enable Automatic Email Notifications Notify of Upcoming Reservations Days to Look Ahead for Reservation Notice 4 E Charge Late Fees on Lost Books C Charge Late Fee on Found Books Returned Lost Item Fine Returned Lost Item Fine Amount 0 00 C Enable Deferred Refunds C Enable Payment Note Only Transaction Log Save Frequen Daily P Commands Require Spaces This preference is automatically set if you have any barcodes in your database or any temporary item barcodes that start with an alphabetic character m Alert for Copies from Different Libraries Allow Renewals When Holds Are Pending When checked this option allows users to renew books that have hold requests pending Default is unch
174. his scheme to handle more libraries groups within a library or independent items NOTE It is recommended that you avoid starting barcodes with zero 0 as the first digit Barcodes can contain letters and numbers spaces and punctuation are not allowed This sample scheme uses a 9 digit barcode number for items and patrons e Digits 1 to 3 identify the library For example 100 is Eastside Library 200 is Westside Library and so forth You can use the three digits within this group to further breakdown the libraries For example 110 Eastside Elementary School s library 130 Eastside Middle School s library 150 Eastside High School s library 210 Westside Elementary School s library 230 Westside Middle School s library and so on If you have more than one library in your system using unique barcodes for each library s collection makes it easier to manage a central catalog with holdings from all libraries in the district All barcodes are unique and do not interfere with barcodes for existing items e Digit 4 can tie a barcode to a patron group such as students or staff to a medium type or vendor or to an item group such as fiction or reference For example if you use 0 through 2 for patrons and 3 through 9 for items you will have unique barcode numbers for 3 patron groups and 7 item groups Digits 5 through 9 identify the individual patrons or items in the group Using
175. how drop down menu Select Find Cmnd Ctrl F from the Edit drop down menu and locate the copy using the Item Selection window e Click on the Copy Information tab Locate the copy by Barcode Copy ID or Copy Call Number you wish to edit using the left and right arrow icons and Browse Copies By drop down menu e Unlock the record if necessary by clicking on the Lock icon or choosing Unlock Cmnd Ctrl U from the Actions menu e Make any desired changes to the fields in the record moving between the Copy Info Copy Notes or Copy Stats tabs e When all the appropriate fields have been modified click Save in the upper right corner of the main Items management window to save your changes to the copy record 208 Alexandria Getting Started Guide Removing Titles and Copies Item Management Removing Titles and Copies Items that have been discarded given to other libraries sold or permanently lost must be removed from the system to keep reports and searches from becoming cluttered with obsolete information However be certain that the items you are removing from Alexandria have been permanently expunged from your collection For example a lost item may eventually be found or returned In this case it is better to record those items as Lost Discarded On Repair On Order Archived or Unknown These special item categories allow you to keep track of items that may eventually return to your library see Special System
176. ia program icon Enter your registration information If your system doesn t have the necessary resources to allow for client installation Alexandria will attempt to download them from COMPanion s update server In this case installations may not be possible until the next time you launch Alexandria Step 3 To install an Alexandria Librarian client over the web you ll need to open an internet browser on the machine where you wish to install the client In the address bar of the browser window type in the IP address of your main Alexandria Data Station followed by install Windows or Macintosh OSX or install_mac Macintosh OS9 Follow the instructions that appear on the web page to install your clients Step 4 If you ve licensed use of Web Librarian your registration code will activate it all you need to do is set your Library Information preferences Step 5 If you ve licensed use of Alexandria WAN and or Z39 50 capabilities your registration code will activate it all you need to do is set up your Address Books in the Adminis tration preferences Step 6 If you ve licensed use of Alexandria Explore your registration code will activate it all you need to do is use your Explore Builder 18 Alexandria Getting Started Guide Installing Alexandria for Macintosh Installing Alexandria Installing Alexandria for Macintosh If you are installing Alexandria or an Alexandria District Librarian on a Macintosh OSX mach
177. ibrary Administrator security level unless you have an additional District Library Administrator 130 Alexandria Getting Started Guide Security Preferences ee Getting Started This preference is used to assign access levels for operators A user s access level determines what operations weal they are allowed to perform The left pane of the window lists the kinds of security groups that can be established fe The first operator that should be established is the Library Administrator This operator once established cannot be deleted until a second person is entered as an administrator Do not forget to create 9 UOISIIA Ale a password and login for this operator since it must be used to examine edit add or delete registered operators and address books Default Security Groups Below are the default security levels available within Alexandria Each of these default security levels can be edited however they can not be deleted or renamed District Administrator Full access to every control and setting within Alexandria including the ability to examine and change registered operators Operators at this level can edit district level preferences and have access to all library preferences All other access levels can only modify records from their assigned library collections The District Administrator security level can not be modified Library Administrator Full access to every control and setting within Alexandri
178. icator 2 Medium and Policy Of these fields all but Title are defaulted Titles may be added with or without copies The only required field for new copies i e a copy added to a title is Barcode All defaults will be supplied by Alexandria These defaults may be changed Use the Add Copy Cmnd Ctrl Y command to open a fresh Copy Information tab in order to add new copies to the current title Remember copies are part of the title record and cannot be added until the main title record is saved When you have added all the necessary information for this copy click the Save button in the upper right corner of the window Add any additional copies you desire and then click the Save button If you want to discard the information you have entered click the Revert button See the Alexandria Online Wiki for more information on Copy Information tabs 1 When you enter a two digit date values between 0 30 are assumed to be 2000 2030 and values between 31 99 are assumed to be 2031 2099 Alexandria Getting Started Guide 203 Item Management Adding Titles and Copies Step by Step To add a title record e Choose Items Cmnd Ctrl l from the Show drop down menu e Choose New Record Cmnd Ctrl N from the Actions menu e Make sure to provide the appropriate Title Call Number and Policy e Provide the necessary information in the Publication Subjects Categories Notes Summary and SP tabs e When all the appropriate fields have b
179. ide When you are done you may click Cancel to close the New Link window Links you have added will appear in the Link s section of the Alexandria Generated Home Page tab showing their Description and URL Edit Link Highlight select a link from the Link s section of the Alexandria Generated Home Page tab and click this button to edit both the existing Link Description and Link URL Delete Link Highlight select a link from the Link s section of the Alexandria Generated Home Page tab and click this button to delete the existing link Use File selection If you select Use File from the drop down menu and click Save it allows you to create your own home page using any web page designer available to you and place the contents of your cre ated web page into the Web folder located in the main Alexandria Support folder on your hard drive In order for this to work the main page of your home page must be labeled index html 126 Alexandria Getting Started Guide Operators Preferences Getting Started The Operators tab contains a list of users that have been created and assigned a security level weal Step 1 If you wish to enable security check the Require Operator Login box Step 2 If you also want to require a password when quitting from the Login window check the Require password when quitting from the login window box 9 WOTSIOA Ale Operators tab The Operators tab allows you to setup and create any number
180. ide Date Typically due dates are computed based on the policies you define in your System Preferences You can use this command to set different due dates for items you are checking out bookdropping or performing inventory on For example to set the due date to June 3 2012 type Jun 3 12 including the period and press lt enter gt lt Until you clear or reset the due date using either or x the following changes will be performed e The Override Date you set is shown to the right of the command line e An entry will be made to the transaction log documenting that this date was manually set Books you check out will be due on June 3 2012 e When you bookdrop the system will record the book as having been checked in on June 3 2012 e When you perform inventory the inventory date used will be June 3 2012 e When you are in Statistics mode this date is used The Override Date you set is in effect until you clear it To clear an Override Date type a period into the command will also clear any special modes such as Bookdrop or without a date is a quick way to reset the command line without a date The Inventory that were in effect The period command Circulation window to Check Out Checking out items under an Override Date forces them to be due on that day regardless if that date is Closed in your Calendar Preference see Calendar Preferences on page 81 Step by Step To set
181. ide area network allows you to access library collections on other Data Stations connected to your network e Z39 50 Client is a built in server making it easy to share your own resources with others in your district or community In turn patrons can access your data from community locations running Z39 50 clients Lexile is a scientifically based reading measurement that can be used to match a patron s reading ability to the overall difficulty of a specified text This module provides educators with a standardized system of measurement allowing them to better monitor the reading progress of their students Lexiles have become the most widely accepted reading measurement in use today renown as the most accurate way of matching readers to suitable text Mitinet Data Services allow you to easily manage and update your MARC records this module includes AccessMARC MARC Mechanic MARC Firewall MARC On Demand Expanded Services e Alexandria Web Router is an efficient and secure solution to manage the web access and interface of multiple library collections Web Router enables administrators to limit access to a single machine or IP address as the web access point for multiple Data Stations e Alexandria Patron Server allows the entire patron record database to be stored in one central location and every Alexandria and or Textbook Tracker Data Station once configured can import new or update existing patrons as they become available
182. ill retain the information from the title copy that was duplicated Alexandria Getting Started Guide 205 Item Management Duplicating Titles or Copies Step by Step To duplicate a title e Choose Items Cmnd Ctrl l from the main Show drop down menu Choose Find Cmnd Ctrl F from the Edit drop down menu and locate the title using the Item Selection window e Click on the Title Information tab e Unlock the record if necessary by clicking on the Lock icon or choosing Unlock Cmnd Ctrl U from the Actions menu e Choose Duplicate Cmnd Ctrl D from the Actions menu e Mark the radio button next to Duplicate Title Enter the Number of volumes to add Then click OK Step by Step To duplicate a copy e Choose Items Cmnd Ctrl l from the main Show drop down menu e Choose Find Cmnd Ctrl F from the Edit drop down menu and locate the copy using the Item Selection window Locate the copy by Barcode Copy ID or Copy Call Number you wish to edit using the left and right arrow icons and Browse Copies By drop down menu e Click on the Copy Information tab e Unlock the record if necessary by clicking on the Lock icon or choosing Unlock Cmnd Ctrl U from the Actions menu e Choose Duplicate Cmnd Ctrl D from the Actions menu e Click the radio button next to Duplicate Copy Enter the Beginning barcode number and Number of volumes to add Then click OK 206 Alexandria Getting Started Gui
183. included in the Utilities folder of your COMPanion CD ROM or from Adobe s web site http www adobe com Locate the newly installed Alexandria v6 folder on your hard drive If you see fit you may now move the Alexandria v6 folder to an alternate location on your hard drive Inside the folder double click the Alexandria icon to start the program iWARNING If you have PPP installed but not running the Alexandria Data Station may try to connect through PPP If the connection window appears click Stop to keep the Data Station from connecting through PPP Step 11 When you start Alexandria the following window appears If you have not yet registered Alexandria a registration window will appear shortly after described in Step 12 Alexandria Version 6 Alexandria Data Station 6 0 0b9 Running at 209 210 70 107 Copyright 1989 2009 Evelyn Manufacturing Inc All Rights Reserved Distributed under exclusive license by COMPanion Corporation Otherwise the Circulation window will appear 22 Alexandria Getting Started Guide Installing Alexandria for Macintosh Installing Alexandria Step 12 The first time you start the Data Station the Setup Manager window will appear Enter your Registered To name Product Codes Serial Number and Validation Code from your registration letter and click OK to continue through the Setup Manager Language English v Welcome to Alexandria This setup ma
184. ine for the very first time please use these easy to follow steps If you are installing the Alexandria District Librarian follow these directions using the District Librarian Installer dmg instead If you have questions or problems during installation contact COMPanion s Technical Support Service at 800 347 4942 or 801 943 7277 by fax at 801 943 7752 by toll free fax at 888 515 3883 or by email via support companioncorp com Step 1 Insert the COMPanion CD and double click on the Alexandria v6 folder The installers for your operating system will be located inside this folder You can also visit COMPan ions web site and download the latest Alexandria installer www goalexandria com Remember the first machine that you install Alexandria on will be used as your Data Sta tion Step 2 Double click on the file called Alexandria Installer dmg Doing so will mount the Alex andria Install icon on your desktop When you double click on the Alexandria Install icon the following window will appear Skoka Alexandria CD Installer oO R 1 item 8 MB available Vid anion Alexandria CD Installer Alexandria Getting Started Guide 19 Installing Alexandria Installing Alexandria for Macintosh Step 3 Double click on the Alexandria Installer icon located inside this window When the installers Alexandria Setup window appears click on Continue Alexandria Setup Alexandria Setup License Agreement Se
185. ing Item Information Step by Step Importing Item Records Item records may be imported into Alexandria in MARC MicroLIF or tab delimited formats Step 1 Select Tools from the menu bar and choose Import Step 2 The Data Import window will appear Data Import k EES File Edit Show Tools Links Window Help Drag and drop files here to import data into Alexandria t lt This section is called the Import File Queue gt 4 Add Button Pause Start Item Settings Starting Item Barcode 100000 Use Existing Barcodes Library CDL Reassign Duplicate Barcodes Location Allow Title Updates Shelving Require Exact Title Match Funding Source Require Matching Library Code Vendor Require Matching Location Item Policy Standard Item Use Policy Mapping Copies Always Add Copies Step 3 Click the Add button located in the bottom left corner of the Quick tab pane this allows you to place one or more import files into the import queue Step 4 Use the operating system standard explorer window that appears to locate and select the file that you want added to the import queue Once the file has been highlighted click Open to add it to the list You may also add item import files by dragging and dropping them into the import field queue Files to Import Look in Qvekop i sti OO C S i e aae E item Export File tx
186. initiate the Remote Control window see Remote Control on page 445 Alexandria Getting Started Guide 51 Schedule Archives and Rebuilds Scheduled Events tab Use the Scheduled Events tab to configure how many archives to keep and the location in which to store them The default keeps three backups inside your Current Archive Folder which is typically located in your shared Alexandria Support folder Clicking on the Current Archive Folder link will open the directory where all your archived data is stored Getting Started Go to Edit on the main system menu bar and select System Preferences Cmnd Step 1 Step 2 Step 3 Step 4 Step 5 Ctri L Scheduled Events tab Click on the Library Information icon in the System Administration section of the System Preferences window Set the Archives to Keep to 10 suggested Change your Current Archive Folder if necessary not suggested Click on Save in the upper right corner of the window Library Web Setting Scheduled Events Services Scheduled Report Directory C ADocurnents and Settings All Users Application DataVlexandria SupportiScheduled Files Scheduled Export Directory CADocuments and Settings All Users Application Data Alexandria SupportiScheduled Files Scheduled Import Directory CADocuments and Settings All Users Application Data lexandria SupportiScheduled Files Archiving Archives to Keep Other 0 v Archive Now Remove Archive Ne
187. ionality in Alexandria The number of results that are returned for each search will be displayed next to the net Trekker icon which can be located near the top of the Researcher Workstation Search window 1 This option will affect searches that are performed from the Researcher window Alexandria Getting Started Guide 61 Search Add Ons Preferences System Preferences netTrekker net Trekker is a trusted search engine for schools providing fast and easy access to more than 180 000 high quality pre screened and educationally relevant K 12 online resources These online resources also align with each states academic standards and benchmarks and can be used in the classroom to stimulate instruction and learning e hitp school nettrekker com subject EQ Google Web Person Image Standards Keyword Search Refine Search yw Search Tanne Famous Person Gh tte Social Studies References Biology Physics Law Psychology Teacher Tools Chemistry Nature of Science American Gov t Geography Earth Science Science Fair Projects Economics Sociology Space Science Agriculture U S History World History Understanding Histo Language Arts Mathematics Preferences Saved Searches Search History Help Reading Visual Literacy Journalism Statistics Probability General Math Contact Us Writing amp Grammar Literature Algebra I Geometry Speaking amp
188. ive Fine if you do not wish to charge the offend ing patron for the replacement cost Weeded If your library is removing a certain book or series of books this option will check books out to the Discarded Copies special patron and apply the disposal reason as weeded Other Selecting this option allows you to add a short piece of descriptive text that specifies the reason for the item s removal These reasons for removal will be displayed when you perform the Discarded Copies report Entering a definitive reason such as outdated worn out or no longer used allows you to print a Reordering Details report which will assist in reordering items that have been discarded and need to be replaced Alexandria Getting Started Guide 195 Circulation Commands Special Circulation Commands Step by Step To declare an item discarded Step 1 While in Check In Out mode type 2 in the command line and press lt enter gt Step 2 The Discarded Copies patron will become the current patron Step 3 Scan or type the barcode of the copy to be discarded Remember to press lt enter gt after each barcode if you are typing the barcode Step by Step To permanently remove all Lost or Discarded copies use the Copies Utilities to permanently remove lost and discarded items after you have run the necessary reports Step 1 Select Utilities from the main Tools menu Step 2 Click on the main Copies category tab and
189. ject to much greater wear and tear therefore shortening its lifespan Most Alexandria users place their labels on the inside back cover of books and on the outside of items such as records tapes and CDs If you plan to place barcode labels under a transparent jacket cover test your barcode reader to make sure it can read the labels through the jacket cover Placing barcodes vertically on the back cover next to the spine can make inventory easier since 8 y y you wouldn t need to fully remove the books from the shelf to scan them with a barcode reader When to Label Items You can label items either before or after you enter your item information For an existing library collection it s usually easier to purchase your barcode labels early and place them on items before the item information is entered into the computer Use two part labels for this method As you place the barcode on the item place the second label on the shelf list card that will be used for entering item data into the computer If you are starting a new library be sure to purchase bibliographic information for your items in a computer readable format MARC or MicroLIF Either order your books with barcode labels attached or tell your supplier which numbers to assign in the MARC MicroLIF records Have the numbers assigned in call number order so it s easy for you to locate the item for each barcode label you have to apply Barcode Readers Your computer requires a
190. le resolution at the highest possible quality setting your printer is capable of handling Alexandria Getting Started Guide 43 Alexandria Basics COMPedit The Alexandria Word Processor To create a new COMPedit document select New COMPedit Document from the File menu You ll see a window similar to this one Untitled VWP File Edit Show Tools Links Window Help 3 of 9 Barcode v 12 E SE E AD EEE IE L Since most people are familiar with word processors COMPedit s basic operations will not be documented However here s a quick overview of some of the special features available with COMPedit e Use the icon above the vertical scroll bars to hide show the word processor tools or show hide the graphical ruler e Click on the lock icon to lock or unlock the document Locked documents can not be modified e Use the other icon controls to find text save a document print your document set a page break insert the date insert the time insert the current page number etc e Indents margins left right center and decimal tabs are supported e Left Center and Right aligned paragraphs are supported e Font Size and Style controls are available for any character Style includes colored text e Paragraph keep together controls are supported e Supports headers and footers To create a header or footer drag the controls above and below the vertical scroll bars to create a header or footer area
191. lect Destination Sor Andria Version 6 Copyright 1989 2009 Evelyn Manufacturing Inc All Rights Reserved Distributed under exclusive license by COMPanion Corporation Installation powered by FileStorm Step 4 Next the COMPanion Corporation Electronic End User License Agreement appears Read the license carefully and once you have finished click on Continue A License Agreement drop down menu will appear Click on the Agree button if you accept the terms of the license If you do not accept the terms of the license click the Disagree but ton e800 Alexandria CD Installer License Agreement To install the software you must agree to the terms of this software license agreement Installing Finished damages and criminal penalties This COMPanion Corporation COMPanion End User License Agreement accompanies an COMPanion software product and related explanatory written materials Software The term Software shall also include any upgrades modified versions or updates of the Software licensed to you by COMPanion This copy of the Software is licensed to you as the end user Please read this Agreement carefully TO ACCEPT THIS AGREEMENT PRESS ACCEPT OR OK TO DECLINE THIS AGREEMENT PRESS DECLINE OR CANCEL YOU WILL NOT BE ABLE TO USE THE SOFTWARE COMPanion grants to you a nonexclusive license to use the Software provided that you agree to the following Installation powered by
192. library resources are used by your patrons this includes how items circulate how long items may be checked out how much weal overdue fines cost whether an item can leave the building how circulation periods are computed and so forth Policies are important for the purposes of circulation reports and statistics For example you can set policies that allow tenth graders to check items out for longer periods of time 9 UOISIIA Ale than second graders the borrowing period for reference items can be set for one day while fiction and non fiction works can be set for two weeks Alexandria collects statistics on each group of patrons such as the types of items they borrow and when they are returned These statistics are generally used to determine usage patterns for the library so that management can schedule staff accordingly and make educated administrative decisions Each group of patrons and items for which usage statistics are collected can be assigned a separate policy For example if each grade level of students has its own policy the statistics generated are more useful and accurate than if you have only one policy for all students This section will briefly describe how to set up create and remove policies for more detailed information please review the Policies section of the Alexandria Online Wiki NOTE Central Union libraries need to realize that Policies are global so that means that everyone ne
193. location of an item in the library Because call numbers are site specific rather than universal such as LCCN and ISBN you must enter call numbers that are specific to your library The title call number is saved in MARC field 900_a Depending on their source imported MARC records may or may not include a call number for your items Alexandria formats call numbers to remove control characters and double spaces thus repairing incorrectly formatted numbers Copies inherit the title call number unless a specific copy call number is changed Policy The title policy determines the circulation rules for a particular group of items Every title is given a policy In addition to enforcing circulation rules an item s policy is used to group items for statistical analyses and reporting purposes Copies inherit the title policy unless a specific policy is assigned Alexandria Getting Started Guide 201 Item Management Current Record Tabs and Subtabs Current Record Tabs and Subtabs The greater half of the current record pane consists of the Title Information and Copy Information tabs and relevant subtabs these tabs contain the editable fields drop down menus and checkboxes that are used to manage information related to the resources in your collection Title Information Subjects Categories Notes Summary Statistics Links SP SBNISSN Magnetic Medium C d For more information please
194. low Subject Sources Medium Pictures Leading Articles Leading Articles are words that you do not want to be indexed or searched The An and A are all common leading articles that should be included in this list Print Leading Article List Where is this preference used e Titles beginning with these leading articles will be sorted by the next available word The second indicator of the 245 tag is automatically set to the correct MARC standard value for the skipped leading article e Series beginning with these leading articles are sorted by the next available word The second indicator of the 830 tag is automatically set to the correct MARC standard value for the skipped leading article e When Alexandria searches for titles queries that begin with a leading article will automatically have that term skipped Thus the query for The Cat in the Hat will actually search for Cat in the Hat When searching for a series queries beginning with a leading article will automatically have that term skipped Thus the query The Wizard of Oz will actually search for Wizard of Oz Alexandria Getting Started Guide 111 Cataloging Preferences Leading Articles tab Notes on Cataloging 112 Alexandria Getting Started Guide Patrons Preferences eee Getting Started Use the Patrons System Preferences to configure grade tables default pictures and policies and
195. ls and each security level name must be unique Removing A Security Group You may remove the currently selected security level by clicking on the Remove button the icon Operators will be asked if they are sure they would like to remove the selected security level click OK to proceed or Cancel to abort the removal Operators will not be able to remove any of Alexandrias default starting security levels Once a security level has been deleted it can not be restored Alexandria security permissions are categorized and compartmentalized into groups of similar permissions e g Preferences Data Circulation Utilities etc You may toggle between these categories of permissions using the Section 1 3 tabs provided in the Security window Each tab refers to a particular set of permissions For example the Section 1 tab contains security permissions that pertain to items item copies patrons orders budgets vendors subscriptions and routes By using the drop down menus contained within these tabs you can enable or disable specific security permissions for the existing security level For example if you are creating a custom security level that would enable operators to import orders then select Import Export and Utilities from the Circulation drop down menu in the Section 2 tab When you have finished editing all of your security permissions click Save to keep your changes or Revert to discard them You will be required to Sav
196. mail subtab option under the Support tab of the main Circu lation window allowing you to send email to COMPanion if you are connected to the inter net even if you don t have your own SMTP simple mail transfer protocol address configured see SMTP tab on page 58 Alexandria Help This button opens your default web browser to the main index page of Alex andria s on line Wiki Help If you don t have an internet connection an offline version of Help can be activated if installed on your system Offline Help documents are installed in the Help folder inside your Alexandria folder To get the latest offline Help files please contact Alexan dria s 24 hour Technical Support team Open Release Notes If the Alexandria release notes are available this selection displays them If available this document is located in your Alexandria folder with the name Alexandria Release Notes txt Update Registration This will open Alexandrias Registration window allowing you to update your registration information Alexandria will require a restart once your registration information has been updated Check for Updates This selection will check for any available Alexandria updates If there are any available they will be presented and you will have the option of choosing which you would like installed You should archive your data before performing any update we recommend that you Read the release notes thoroughly beforehand to ensure
197. means zero 144 Alexandria Getting Started Guide Importing Patron Information Getting Started Importing Patron Records To import patron records Step 1 Select Tools from the Alexandrias main menu bar and choose Import Step 2 The Data Import window will appear Data Import File Edit Show Tools Links Window Help Drag and drop files here to import data into Alexandria t lt This section is called the Import File Queue gt Add Button i x Pause Start Stop Item Settings Patron Settings Locations Starting Patron Barcode 1100001 School CDL Patron Policy Standard Patron v Allow Patron Updates Use Existing Barcodes Step 3 Click the Add button located in the bottom left corner of the Quick tab pane this allows you to place one or more import files into the import queue e Use the operating system standard explorer window that appears to locate and select the file you want added to the import queue Once the file has been highlighted click Open to add it to the list You may also add patron import files by dragging and dropping them into the import file queue Files to Import Lokin Desktop J emam E ttem Export txt Select your import file Patron Export txt File name Patron Export txt Files of type fany File Importing Patrons and Items Authority Control Map Editor Explore Builder Circulation Statistics
198. mmand line 1 Enter a barcode You may enter a barcode manually by typing the number and then pressing lt enter gt or you may scan a barcode using a barcode reader When you enter a barcode the action that takes place depends on the current mode which is displayed to the left of the command line For example if your current mode is Check Out and you enter barcode 13456 item 13456 is checked out to the current patron If you enter the same barcode number twice in a row this warning message appears NO Message This barcode was just entered Should ignore it this C emer _ C iror NOTE When you enter barcodes via portable readers Alexandria will ignore duplicate entries that appear side by side e Enter a command and a barcode For actions other than those displayed in the mode field enter a command followed by the barcode and press lt enter gt Doing so will apply that action to the individual barcode you enter It does not change the mode Therefore if you re in Check Out mode entering the command of B 13456 performs a bookdrop for item 13456 Enter a command without a barcode If you enter a command without a barcode the current mode will change For example if you enter H and press lt enter gt the mode is set to Hold You can then enter or scan a barcode for each item that you want placed on hold for the current patron SHORTCUT An equal sign
199. move Copy Reservations ge R Renew Patron Items 224 Alexandria Getting Started Guide ONY anion COMPanion Corporation 1831 Fort Union Boulevard Salt Lake City Utah 84121 3041 USA www goalexandria com
200. n item under a selected Address Book all of the addresses contained in that Address Book are searched This makes it easy for patrons to search multiple address types and collections For example you could select an Address Book containing every high school in the district or every high school within a certain zip code as long as they have WAN codes To create a new address book do the following Step 1 Click the Add Book button on the bottom left of the Address Book preference window or lt Cmnd N gt on Macintosh lt Ctr1 N gt on Windows Step 2 The Add Book window will appear Add book File Edit Show Tools Links Window Help Add new address book SEE Cancel ummm Step 3 Enter the name of the new Address Book you want to add Step 4 Click on OK to add or Cancel to cancel Step 5 You can now add Addresses to your newly created Address Book by following the sub sequent instructions NOTE Institutions and schools that are behind a firewall will need to open ports 1025 and 30427 in order to make their collections accessible Alexandria Getting Started Guide 137 Address Book Preferences Adding Addresses to an Address Book Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Click on select or highlight an address book name in the Address Books field located on the left hand side of the Address Books window preferably the one for which youd like to a
201. n the correct order for your imported data To skip a field dou ble click on its line and the arrow will change to a big red x This means that the data for this field is ignored and will not be imported Step 8 Match the fields with the information from your file Once the field order has been estab lished click the OK button to import the data Click Cancel to stop importing Step 9 Use the Pause button to halt the item import temporarily Use the Stop button to end the import completely During import a progress bar is shown in the Status tab of the Data Import window Alexandria Getting Started Guide 155 Importing Patrons and Items Item Fields by Field Number Item Fields by Field Number Barcode 2000 852_p Copy Last Used Date 2001 Export Only Copy Check Out Count 2002 Export Only Copy Days in Circulation 2003 Export Only Copy Last Modified Date 2004 Export Only Prior Patron Barcode 2005 Export Only Previous Prior Barcode 2006 Export Only Before Previous Patron Barcode 2007 Export Only Inventory Date 2008 852_1 Accession Date 2009 852_1 LCCN 2010 010_a Replacement Cost 2011 Purchase Cost 2012 852_9 Current Policy 2013 Previous Policy 2014 Export Only Copy Status 2015 Export Only Vendor 2016 852_1 Copy Condition 2017 852_1 Copy Notes 2018 852_x Copy Alert 2019 852_z ISBN 2020 020_a Copy Number 2021 852_t Funding Source
202. nager will assist you with configuring some basic preferences that are required to use the software Please enter your registration information in the spaces provided This information is printed on the registration letter you received with your product Product Codes Serial Number Validation Code Please select any additional modules you have purchased for use with Alexandria If you would like information on any of these services please contact our sales department at 1 800 347 6439 _ SearchALL netTrekker Sneak Peek Mitinet Cancel ve Nes Step 13 That s it You ve installed your Alexandria Data Station If you ve purchased a single user license youre finished installing If you ve licensed additional clients see Installing Alex andria Clients on page 30 Alexandria Getting Started Guide 23 Installing Alexandria Installing Alexandria for Windows Installing Alexandria for Windows Use the following instructions to install Alexandria or Alexandria District Librarian on Windows If you are installing the Alexandria District Librarian follow these directions using the District Librarian Installer exe instead If you have questions or problems during installation contact COMPanion s Technical Support Service at 800 347 4942 or 801 943 7277 by fax at 801 943 7752 by toll free fax at 888 515 3883 or by email via support companioncorp com Step 1 On
203. ndow Step 5 Click the Save button in the upper right corner of the Items management window 192 Alexandria Getting Started Guide Special Circulation Commands Circulation Commands Special Circulation Commands Charging a Fee F Command F Fee Charges and Payments To view charges and payments or refunds and credits for the current patron type F in the command line and press lt enter gt or choose Make Charges Payments Cmnd Ctrl 2 from the Actions menu These commands will open the Charges tab of the main Circulation window NOTE To charge a patron for a damaged book after it has been checked in use the F book amount description command in Circulation window with a current patron For example if patron 1621 bookdropped a damaged item the librarian can later enter patron 1621 into the Circulation window and assess them a 20 00 fee by typing F 20 00 Charles scribbled in index into the command line Command F charge amount comment Charging a Fee Use the F command followed by a dollar amount and optional comment to issue a charge against the current patron For example to charge a 4 50 fee for the library Reading Club membership type F 4 50 Reading Club and press lt enter gt Step by Step To charge a fee Step 1 Make the patron current by typing or scanning the patrons barcode or by using the Patron Lookup L command to find the patron by last name
204. nds the first patron record with that name and selects it as the current patron in the Patrons window When you select the Find Cmnd Ctrl F command the Patron Selection window appears Change the selection in the Sort By drop down menu to choose to search other fields Click the arrows at the end of fields to choose to search for a patron that starts with or exactly matches the information you enter If no record can be located Alexandria will sound an audio alert and the current record will not be changed Patron Selection Window Dek Fie Edt Show Tools Links Window Help LastName eee PE The Sort By drop down menu allows you to select where to search for the data Click the Search button to locate the record or click the Cancel button to stop the Search operation and return to the most recent patron record If a Search is performed the Sort By selection in the Patron Record Pane of the Patrons window is automatically set to the same selection as the Sort By drop down menu of the Patron Selection window Alexandria Getting Started Guide 215 Patron Management Adding Patrons Adding Patrons Use the New Record Cmnd Ctrl N command button or corresponding selection from the Actions menu to add a new patron to your Alexandria database When you perform the New Record command the Patrons management window will appear with blank fields where you will need to provide information Fill in all the necessary fiel
205. ng Articles Drag or paste pictures here to change the default item pictures based on medium type Medium Types Medium Picture Default Picture BOOK COMPUTER FILE FILMSTRIP KIT MAGAZINE MUSIC CD PICTURE REALIA SOUND RECORDING URL VIDEORECORDING Follow these steps to apply a new default medium picture Step 1 Select which medium s picture you would like to change from the Medium Types field on the left hand side of the window Alternately if you d like to apply a Default Picture to a the mediums that currently lack one follow the steps below Step 2 Drag and drop your new medium image on to the Medium Picture or Default Picture fields on the right hand portion of the window Images can also be pasted into the Medium Picture or Default Picture field from your operating system standard clip board Step 3 Click Save to apply your changes or Revert to discard them 110 Alexandria Getting Started Guide Leading Articles tab Cataloging Preferences Leading Articles tab This preference tab allows you to specify which leading articles e g the an a should be ignored during cataloguing and searching Since leading articles vary from language to language this preference gives an operator total control over how they are defined Use the Print Leading Article List button in the bottom right corner of the window to print a list containing all the leading articles you ve provided in the field shown be
206. ng isnt specified this collection value will be placed into the 852_a tag Location If the location code for the record you re importing isn t specified this location value will be placed into the 852_b tag Shelving If the second location code for the record you re importing isn t specified this loca tion value will be placed into the 852_ tag Funding Source If the funding code for the record you re importing isn t specified this loca tion value will be placed into the 852_1 tag under a specially formatted subfield Vendor If the vendor code for the record you re importing isn t specified this location value will be placed into the 852_1 tag under a specially formatted subfield Item Policy If the record youre importing doesn t have an item policy defined this policy you select from this drop down menu will be used Default is Standard Item Alexandria Getting Started Guide 153 Importing Patrons and Items Importing Item Information v Always Add Copies Never Add Copies Add Found Copies Copies Specifies how copies are managed on import Default is Always Add Copies Always Add Copies When importing any copies that exist in the import file are imported to either Add New Copies or Update Existing Copies If the title record being imported doesn t contain any copies then a new default copy is added to the imported title record even if Alexan dria already has a matching title that has a co
207. ning message will appear and you are left without the ability to override or check out the item to the patron If you decide to check the item in instead of overriding the policy problem the item will still be checked in If the item barcode you enter is not assigned to an existing item and is not in the temporary barcode range defined in your system preferences the Unknown Barcode window appears You can choose Ignore Barcode if you entered it incorrectly or you can add the item on the fly If a copy is designated as an in stock hold for another patron an error message will appear If you have the authority Cancel Override buttons will appear at the bottom of the window Clicking Override will check the copy out to the current patron and place the student with the in stock hold back at the top of the hold queue If you don t have any authority no override options will be available and item checkout will be denied Step by Step Checking Items In Use the following steps to check an item in Step 1 Scan or type the barcode of the item you are checking in If you are checking in a great number of items use the Bookdrop mode described on page 185 Step 2 If the item is already checked out to the current patron it will be checked in upon verifi cation when scanned Alexandria Getting Started Guide 183 Circulation Commands Circulation Command Basics Set Override Due Dates Command date Set an Overr
208. nitially created any changes made to a particular Workstation are for that Workstation only If the Link Menu folder is deleted the Workstation will create a new one the next time Alexandria is launched and the default documents programs URLs shortcuts or alias will again be automatically copied from the Data Station URL links pictured above are generally little icons found just before the http address in the address bar field of your default internet browser Drag and drop any program shortcut alias or URL into the Link Menu folder to make them appear in the Links menu NOTE If you are licensed to use Alexandrias netTrekker and SearchALL functionality hyperlinks to their respective websites will automatically appear in the Links menu Alexandria Getting Started Guide 41 Alexandria Basics District Menu District Librarian Only wae District Menu District Librarian Only The District menu allows the user to choose which Data Station they would like to connect to When the District Librarian is connected to a Data Station it operates exactly like a Librarian Workstation installed for that Data Station for more information please review the District Librarian section of the Alexandria Online Wiki Window Menu As you open new windows in Alexandria the Window menu will contain a list of all currently Circulati Liban a active windows The example Window menu in the margin shows that the Circul
209. nly Log Out Cmnd Ctrl E This command closes the Circulation window and disallows anyone without proper authorization to access Alexandria Instead an Alexandria Login window appears awaiting a correct User Name and Password If a high level user steps away from the Data Station and doesn t want to quit or restart Alexandria the Log Out function provides this security The Require Operator Login box in Operator System Preferences see page 127 must be checked for this option to work Restart Cmnd Citrl Alt Shift E Logs out the current operators closes all windows restarts the Alexandria program and if Require Operator Login is turned on brings up the Login win dow If no security has been activated Alexandria just restarts to the Circulation window Quit Exit Alexandria Cmnd Ctrl Q Quits the Alexandria program 36 Alexandria Getting Started Guide Edit Menu Alexandria Basics Edit Menu Undo Ctrl Z This menu includes standard editing functions You can cut copy and paste text clear a field select all Redo Ctrleshit Z text and paste from a file Information about commands which are specific to Alexandria are included ae sie below Paste Ctrl Clear Select All Ctri A Undo Cmnd Ctrl Z This command only undoes typing or cut and paste operations in indi Find Cirle Find Again Ctrl G vidual fields or in the word processor It does not undo operations from other menus commands lee and controls Paste Fr
210. notices to patrons If selected Alexandria will send email to patrons whom have a valid email address when the following events occur a hold is placed a hold expires an in stock hold is available an in stock hold expires item becomes overdue and a recall is issued To make this option available and to guarantee that your email notifications are being sent you must have a valid Library Email Address page 77 a valid patron email address page 213 text in your Overdue Notice letter field page 97 and this Enable Email Notifications box checked Default is OFF Notify of Upcoming Reservations Send notification email to patrons with upcoming reser vations Days to Look Ahead for Reservation Notice This sets the number of calendar days that Alexandria looks ahead when sending out upcoming reservation email notices Default is set to 4 days Charge Late Fees on Lost Books If this option is ON then late fees continue to accumulate on lost books up to the max fee limit that is set in that item s Items policy preference To stop charging fees on a particular item Remove the copy or assign it as Discarded Default is OFF Charge Late Fees on Found Books TIf this option is checked when a lost item has been located the patron who last had the book is charged an overdue fine for the period between when the item was lost and when it was found up to the Maximum fine for an overdue item When this box is checked the Refund Lost Item
211. nt to use the term Homeroom rather than Location Although you can change this term this guide will refer to it as Location For school libraries this defaults to Homeroom for other libraries this defaults to Loca tion If numeric ranges are going to be used in this field they need to be padded with zeros in order to be sorted and selected correctly For example instead of a 1 2 402 youd insert 001 027 402 Basically in order to sort properly all entries with a numeric range need to have the same number of characters Term for Sublocation Field This preference lets you configure the term used for the Subloca tion field You can use this field for whatever extra information you may need to enter For example you may want to use the term Last Period to identify an alternate location below the primary Location field The term you choose will appear wherever Alexandria uses the Sublocation term If your school site or institution doesn t use the reading level terminology this field can be used for other info such as AUP acceptable use policy status Although you can change this term this guide will refer to it as Sublocation Default value is 2nd Location Term for Level Field This preference lets you configure the term used for the Level field For example you may want to use the term Grade rather than Level For school
212. nter your address city state postal code country telephone and fax this data is used for return addresses on patron notices for information shown on Researcher Workstation and is included in emails sent to COMPanion s Technical Support team This address information will also be used as defaults when creating a new patron if no city state postal code or country information is specified Library Web Setting Services COMPanion Demonstration Library 1831 Fort Union Blvd Address 2 Salt Lake City Country Telephone Fax Library ID Code Librarian Librarian Title Library Email Address Language UT 801 943 7277 84121 CDL Laura E Linton Librarian dforsythe companioncorp com English v F Automatically show tooltips If this option is unchecked the tooltip will only display when the option key is pressed B Automatically Save when Closing Deactivating a Window Changes made in Alexandria can be saved automatically with this setting when closing deactivating windows or switching records _ Database Management Windows Locked by Default When checked all windows are locked to prevent unwanted changes When not checked changes can be made without unlocking the window Use cautiously Reverse normal tabbing behavior On the Macintosh checking this box allows tabbing to controls other than edit fields and lists On Windows checking this box restricts tabbing to edit fiel
213. o 255 characters when users have indicated that they are using Checkpoint hardware Default Terminal Receipt Width The number of characters able to be printed on receipts given by the SIP2 hardware Operators should refer to their SIP2 hardware s documentation for this number Default is 40 Terminal Password This field is required for the SIP2 machine to validate itself to Alexandria By default the terminal password is your Alexandria serial number Log SIP2 in Transaction Log When checked all transactions on SIP2 machines are logged to the transaction log of the Alexandria Data Station All SIP2 transactions are logged to the log file whether this box is checked or not Disable SIP2 ACS Checking this box will disable Alexandrias Standard Interchange Protocol s Automated Circulation System Disable Advanced Error Checking This should only be checked if the SIP2 hardware doesn t use checksum validation Enabling this when unnecessary will cause Alexandria not to work with the SIP2 hardware Remote service timeout in seconds Choose the timeout for the remote service Note that if 0 seconds are chosen the remote service progress window of multiple users will not offer cancel and use current time options 68 Alexandria Getting Started Guide Checkpoint ILS tab SIP2 Preferences Checkpoint ILS tab Checkpoint s ILS Intelligent Library System enhances the SIP2 protocol and should only be enabled if
214. o this patron For example you may want to keep holiday books available in the library and not allow them to be checked out during the holiday season Check these items out or place a reservation on them using the For Library Use patron Alexandria Getting Started Guide 177 Circulation Window Special System Patrons On Repair barcode 4 To keep track of items sent for repair and not available to patrons check them out to this patron When the item has been repaired and returned check them in to make them available again On Order barcode 5 To keep track of items on order add them to your collection immedi ately after you place your order and then issue them to this patron Enter an override date that matches the scheduled delivery date for these items When you receive these items check them in to make them available Archived Copies barcode 6 To archive certain items and make them unavailable to patrons check them out to this special patron For example issue items to this patron if they are kept in a special room and not generally available for circulation Unknown Patron barcode 8 Used for items with special circumstances or whose status you do not know e g items on display set aside or temporarily misplaced that you know aren t per manently missing In Transit barcode 9 To keep track of items that are in transit assign them to this patron When you receive these items check them in to make them avail
215. of Alexandria operators each with their own unique or identical security level Although you may have operators with duplicate security levels you can not have duplicate operator names Users O Require User Login amp Require password when quitting from the login window Alexandria Users 1 IRS NNT Sevurity Leve alex District Administrator This window contains a large Alexandria Operators field which is basically a list that contains the Name and Security Level s of your existing Alexandria operators you may select highlight any of the operators contained within this field in order to edit their information or remove them completely At the top of the tab there is a box to check for Require Operator Login It is highly recommended that passwords and security be used The default setting is passwords security turned off This preference tab also contains the Add Operator Remove Operator and Actions buttons located at the bottom left corner of the window these buttons allow you to create remove and edit Alexandria operators Alexandria Getting Started Guide 127 Operators Preferences Operators tab New COMPedit Document Ctrl Shift N Open COMPedit Document Ctril O Close Window Ctrl Ww Close All Ctrl Alt Ww Import Transaction Script Archive Now Rebuild Now Page Setup Restart Ctrl alt Shift E Exit Alexandria Ctrl Q NOTE U
216. of responsibility and general material designation Begin a statement of responsibility 245_c with a front slash and enclose the medium in brackets All subfield information must begin on a new line in the Title field If you enter a medium it will be saved but not shown in the title field only in the drop down menu If you enter a statement of responsibility and preferences are set to not show this it will be saved but not displayed If you enter title information and then lt option tab gt Macintosh or lt ctrl tab gt Win dows out of the Title field or if you have Authority Control enabled an Authority Control Title Search window will appear allowing you to see if this title is already in your collection If it is the Authority Control window will not display Stored within the Actions menu of the Title field is the Non Filing Characters Indicator 2 drop down menu with the digits 0 9 Use this drop down menu to specify the number of charac ters in the title to ignore when indexing the title Thus the title The Wizard of Oz should have a 4 selected so the book is sorted indexed as Wizard of Oz The final character to ignore must be either a space or punctuation character If this indicator is set incorrectly Alexandria will revert the Non Filing Characters setting to zero rather than ignore a partial word Call Number Each title is assigned a call number The call number designates the
217. of the window Email tab Use the Email tab to determine whether Alexandria should use a built in or external mail service Email i Rules m Enable Built in SMTP Services Test Lasttest This testwas not successful Admin Address Enable Built in SMTP Services Check this box if you do not require an external SMTP server to be configured Checking this box will make the SMTP tab inaccessible Test Server Test the Alexandrias SMTP settings by sending a test email Last Test This field displays the last date time that the test was performed and whether it was successful or not Administrator Address Provide the email address of your District Administrator here Alexandria Getting Started Guide 57 Email Preferences SMTP tab Use the SMTP tab to configure how Alexandria handles your library s mail server The SMTP tab will only appear if you dont have the Enable Built in SMTP Services box checked in the Email tab Email SMTP y Rules SMTP Server The SMTP server is used for out bound email The Test Server button will send a test email using the following settings Please contact technical support for information about the settings for this mail server Port 25 Use SSL E Use Authentication LogIn Password Test Server Lasttest This test was not successful Admin Address The SMTP Server and SMTP Server 2 sections are used for out bound email The Test Server button will send a test email usin
218. om File 2 System Prefi Ctrl Redo Cmnd Ctrl Shift Z An undo for the undo kamias OA Machine Preferences Cut Copy and Paste You can cut copy and paste text from certain fields to others within Alexandria For example you can cut text from the Title field and place it in the Notes field You cannot cut and paste entire library records If you need to transfer entire records into another application use the Export function to save the records you need in a format compatible with other programs Clear Clears the selected text or selected list elements Select All Cmnd Ctrl A Selects all the text in the current edit field current word processor document or list Find Cmnd Ctrl F This selection opens the Find window Dependant upon which window has focus Find can be used to locate a specific record from your database or text in a word pro cessing file Find Again Cmnd Ctrl G Finds the next matching record or data in the word processor Filter Opens the Filter window which allows you to locate specific information in a COMPedit document Paste From File Allows the user to paste information from a file System Preferences Cmnd Ctrl This selection opens the System Preferences window which is used to customize Alexandria to suit your needs see Setting System Preferences on page 47 User Preferences Cmnd Ctrl Alt This selection opens the User Preferences window a way of setting
219. on log all the Librarian and Researcher Workstations that are currently connected to your Data Station The type of client and the machines IP address are visible in the log Advanced Bookings Every day that reservations begin the administrator should select the Advanced Bookings option from the Circulation menu Process Pending Bookings When you select the Process Pending Bookings menu option Alexandria checks to see if any of the unavailable items have recently become available If they have they re automatically assigned to the requesting patron 174 Alexandria Getting Started Guide Circulation Window Tabs Circulation Window Circulation Window Tabs The bottom half of the Circulation window contains a series of tabs that are helpful for daily circulation activities and the management of your library information these are discussed in more depth on the Circulation tabs section of the Alexandria Online Wiki Permission Override If the operator who is currently logged into Alexandria doesn t have the proper authority to change or access the options within a particular Circulation tab then the Permission Override lock icon and a brief description as shown below will appear Circulation Command Help Holds Reservations A Charges Support Special D Charges Payments Refunds Credits You do not have permissions to view Reservations If you wish to override this permission cli
220. ong to a Patron policy the rules of a particular Patron policy apply to every patron under that policy An Item policy will be applied to every item in your collection the rules of a particular Item policy apply to every item under that policy The settings of a particular Patron policy apply to every Item policy For example selecting 3rd Grade as your Patron policy and changing the Maximum number of items checked out to 6 will limit every patron in the third grade to six items of any Item policy whether it be Fiction or Non Fiction Exceptions Mode The way that policies interact in Standard Mode can be adjusted by clicking the Exceptions button to enter Exceptions Mode This mode allows you to further customize your policy settings by modifying the relationship between a specific selected patron and item policy Exceptions can be made to every policy combination via the fields drop down menus and checkboxes contained in the Policies tabs For example if you usually allow your 4th Grade patrons to check out five items at a time but you only want them to be able to check out three music CDs select the 4th Grade Patron policy on the left and the Music CDs Item policy on the right click the Exceptions button it should turn red and then change the Max items of THIS TYPE checked out to the number 3 Any Policies tab that contains an exception will display an Alert icon to the left of the tab name This indicates that an exception is
221. ord Cmnd Ctrl D Step 3 Tab from field to field as you enter the information about this patron Step 4 Use the drop down menus to indicate policy status and gender for the patron Step 5 Click on the Notes tab to add any patron alert notes Step 6 Click the Save button Alexandria Getting Started Guide 217 Patron Management Modifying Patrons Modifying Patrons You can edit information directly in the Patrons management window or in any of the tabs contained in the window You can edit information in these windows the same as you would elsewhere in Alexandria For example you can place your cursor in a field with an existing value and type additional values or you can highlight a value in a field and type over it Before records can be changed they must be unlocked by clicking on the Lock icon or by using the Unlock Cmnd Ctrl U command Step by Step To modify a patron record Step 1 From the Show drop down menu choose Patrons Cmnd Ctrl L Step 2 From the Edit drop down menu choose Find Cmnd Ctrl F Step 3 Using the Patron Selection window type in the patron s name and press lt enter gt Step 4 Unlock the patrons record by clicking the Lock icon or by performing the Unlock Cmnd Ctrl U command Step 5 Click Save in the upper right corner of the main Patrons management window to save your changes to the patron record 218 Alexandria Getting Started Guide Removing Patrons Patron Management Remo
222. otices that it has lost communication with the Data Station for any reason a pop up window appears informing the user that its connection has been terminated this can occur during launch or during regular operation This window will allow the user to either Quit so that they may try again later when communications are re established or Work Offline If the user chooses to enter Offline Mode the Librarian Workstation will transform itself into an entirely different application The Librarian Workstation will remain in this mode a greatly simplified version of the main Circulation window until communications are re established The Offline Window allows the user to perform just a few safe procedures Check in Checkout and Inventory Menu commands are disabled to block any external access outside of the Offline Window the transaction log remains although little is displayed without a connection to the Data Station there is no way for the Librarian Workstation to identify the current item current patron from the barcode Alexandria Getting Started Guide 179 Circulation Window Offline Mode However to reduce potential errors during offline operation the Offline Window allows users to specify what they are scanning entering by supplying a Patron Item entry line and a command drop down menu Check in Checkout Inventory The Checkout mode is the only selection that allows the Patron Barcode field the Check in i e Book
223. ould be done late at night when people are not normally accessing your cata log this way it doesn t appear that your catalog is frozen Alexandria cannot perform searches or circulation activities during an Archive Step 9 Click on Save in the upper right corner of the window Alexandria Getting Started Guide 55 Schedule Archives and Rebuilds Rebuild Utility Rebuild Utility The Rebuild Utility allows you to schedule automatic rebuilds of your Alexandria Data Editing Archive File Edit Show Tools Links Window Help Revert Selection Schedule a Gm CD ooo opoopo ooo 25 26 27 Send Email Notification Alexandria has the ability to send email notification to users when a scheduled rebuild has completed it s work Supply the appropriate email addressees in the field below to enable email notification Send Email Notification To Enter the email addresses of those who should be informed when a rebuild operation finishes Multiple addresses should be separated by commas Getting Started Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Go to Tools on the system menu bar and select Utilities Select the Database tab in the upper right corner of the window Click the Utilities subtab Select highlight Rebuild from the utilities field Click the Edit button in the lower right corner of the Rebuild section On the Schedule tab of the Edit Utility window enter
224. our Data Station s local library collection is represented as the Standard Address Book Address books may contain other address books you can copy add an existing address type e g Alexandria Data Station Textbook Tracker Data Station Dictionary Site Z39 50 Site Embedded Book to an existing address book by dragging an address line from the Addresses field onto one of the address books contained within the Address Book field In the example below the Dictionary Site address type is being added to the Standard Z39 50 Address Book a helpful red navigation arrow has appeared to the left of the Standard Z39 50 Address Book name to help guide your selection Address Books Address Books 5 Addresses 7 Standard Address Book Type Name Address Availability Dictionary Site Book Dictionary Site DICT organization ct org vailable District Address Book Search All Libraries Standard Z39 50 Address Book Bs Address Books Field Addresses Field 1 When you drag an Address from one Address Book to another the Address is always copied If you want an address removed from the Address Book which is was copied use the Remove button 136 Alexandria Getting Started Guide Address Book Preferences How to Create a New Address Book Using the Address Books preference window you can create an Address Book which can then contain a group of Addresses When a patron searches for a
225. ow select Items Cmnd Ctrl l from the main Show menu The Items management window contains information about all the items in your database All items that circulate books magazines audio video media etc are accessible through the Items management window The term item can also mean title issue or copy depending on the context An item can be a book video filmstrip newspaper or any other form of media in your collection and each title can have multiple copies e Title Information consists of data that is identical for all copies of a particular item including author publication and notes e Copy Information consists of data that is specific to a given copy P 8 py Alexandria creates stores and updates MARC records with the information you enter into the Items management window which allows you to manage the item information for your library If you are using a Central Union license for Alexandria all libraries share title information thus all other libraries can view the changes you make e The Librarian Workstation allows you to view and edit titles from every collection in your district but only your title statistics and copy information may be modified from your Workstation e The District Librarian allows viewing and editing of all database information across all collections If there is an item current in the current item section of the Circulation window when the Items management win
226. ows Command Differences Macintosh Command Key Windows Command Key Usage lt Cmnd gt lt Ctrl gt Perform Menu shortcuts lt Option Tab gt lt Ctrl Tab gt Perform Authority Control lt Option gt lt Ctrl gt Display Tool Tip lt Option gt lt Alt gt Used to modify commands The following sections describe the basic operational elements found in Alexandria Alexandria Getting Started Guide 33 Alexandria Basics Alexandria Wiki Help About Alexandria Tech Support Alexandria Help Open Release Notes Update Registration Check for Updates Alexandria Wiki Help Almost every window in Alexandria will have a special round Wiki Help button clicking this button opens your default web browser to the related on line Wiki Help file If you don t have a persistent internet connection an offline version of Help can be made available These help windows contain information directly related to the window you are using and explain in detail how to use them Help Menu On Macintosh there is an Alexandria system drop down menu that contains the About Alexandria and Tech Support selections There is also a Help menu that contains the Alexandria Help Open Release Notes Export Resources Update Registration and Check for Updates selections On Windows all these selections are located under the Help menu About Alexandria Shows copyright and version information Tech Support This opens the E
227. owser for more information please review the Researcher Worksta tion section of the Alexandria Online Wiki To install a client via the web Click on this quick link to launch the Alexandria Web Installer in your default web browser see page 30 for more information The provided HTTP address is what you should use on all of the machines for which you would like to install an Alex andria Librarian Workstation Alexandria Getting Started Guide 79 Library Information Preferences Services tab Windows only Services tab Windows only Library Web Setting Services This option will not take effect until you restart your computer Unless you are absolutely sure you want Alexandria to run as a service do not select this option C Run Alexandria as a Service Run Alexandria as a Service This option automatically launches Alexandria and runs it in the background every time your computer is started Users will be unable to access program menus or make changes to patrons or items while Alexandria is running as a service You will need to deactivate the service and then re launch Alexandria in order to access your library data Running Alexandria as a service does not take effect until you restart your computer Unless you are absolutely sure you want Alexandria to run as a service do not select this option This option is Microsoft specific and will only appear on Windows 2000 NT XP and Vista machines 80 Alexandria Gettin
228. p send an email to listmod companioncorp com and type Subscribe Alex Net first name last name collection name Alexandria serial number in the body of the message Or sign up here http www goalexandria com support lib_corner listserv index html Trademarks COMPanion Akademus Alexandria eLunchroom SmartMARC SmartScan Textbook Tracker MacLunchroom and their associated logos and icons are trademarks of COMPanion Corporation Evelyn Manufacturing Inc or Schjelderup LTD used under license by COMPanion Corporation Apple ImageWriter and LaserWriter are trademarks of Apple Computer Inc Macintosh is a trademark of Apple Computer Inc Windows is a trademark of Microsoft Corporation Other trade names are the property of their respective corporations OpenSSL 1998 2009 The OpenSSL Project All rights reserved This product includes software written by Tim Hudson tjh cryptsoft com This product includes cryptographic software written by Eric Young eay cryptsoft com This product includes software developed by the OpenSSL Project for use in the OpenSSL Toolkit http www openssl org Select Z39 50 Libraries 1995 2005 Index Data The VBD C classes are copyright 1997 by Douglas M Gaer This software is based in part on the work of the Independent JPEG Group libbzip2 1996 2002 Julian R Seward All Rights Reserved expat 1998 1999 Thai Open Source Software Center L
229. patron the current patron For example to make a student with the barcode 100 the current patron enter P100 This command is useful if you have an overlap in patron and item barcode numbers Unless you specify otherwise Alexandria will always check the item barcodes before the patron barcodes Therefore if you enter the patron barcode on the command line or use the x barcode command Alexandria will find the item rather than the patron 9 UOISIOA Ale If a patron barcode is the same as an item barcode you must always put a P in the command line before scanning the barcode However COMPanion strongly recommends that you change either the patron or item barcode to circumvent this conflict Make Item Patron Current Command X barcode Make a Patron or Item Current Use this command to make an item with patron barcode the current item patron For example x100 makes a patron with the barcode 100 the current patron and X110034 makes an item with barcode 110034 the current item If you enter an X without a barcode current item and patron are cleared and the main Circulation window is restored to Check In Out mode Alexandria Getting Started Guide 181 Circulation Commands Circulation Command Basics Check Out Alexandria makes it easy to check items in and out Alexandria automatically determines whether a barcode you enter belongs to a patron or an item and whether that item is already c
230. pecific to their school or district requirements Once created there won t be a need to adjust the particulars very often Reports were created to meet the content format and organizational demands of your school management department chairs and others They can provide true and contextually relevant information that detail account and financial activity transaction activity and more Each report is aggregated into a single COMPedit document with detailed records that go all the way down to the transaction level In order to create new or modify existing reports select Reports from the main Tools menu A window similar to the one shown below will appear Across the top of the Reports window are several category tabs These relate to Alexandrias core areas e g Titles Copies Patrons Circulation etc Clicking on one of these main tabs displays a subsidiary row of subtabs further narrowing the focus of the report For instance clicking on the Circulation tab will display the Charges and Payments Holds and Reservations subtabs among others Saved Reports Titles Copies Patrons Circulation Acquisitions Authority Control Statistics Special General Listings Notices Charges and Payments Holds Reservations In Transit Special Items List a Charges and Overdue Fines Charges and Fines Summary Favorite No Scheduled Never Type Charges and Overdue Fines Standard Repeat Never Selected By All Transactions Sorted b
231. port Only Last Validation Date 043 Export Only Next Validation Date 1044 Export Only Birthdate 045 Patron Accession Date 1046 Card Expiration Date 047 Optional Date 048 Additional Contact Parent Guardian 1049 3rd Location 050 Lexile Number 1050 User Name 052 Lexile Table 1060 All grades contained in single string cells separated by and rows by Credits 1061 Export Only Unaccepted Credits 1062 Export Only Patron RSN 1099 Export Only n Transit Hold Count 1100 Export Only Patron SIF Info 1200 Export Only Patron SIF Info 2 1201 Export Only Patron Barcode 3000 Fine Information Patron Name 3001 Fine Information Type 3002 Fine Information Description 3003 Fine Information Total 3004 Fine Information Balance 3005 Fine Information Alexandria Getting Started Guide 149 Importing Patrons and Items Importing Item Information Authority Control Map Editor Explore Builder Circulation Statistics Export Reports System Reports Utilities SIF Management Importing Item Information Alexandria can import item information in industry standard MARC or MicroLIF format also in tab delimited format Most word processing or spreadsheet applications support files in tab delimited format The process of taking existing catalog information usually on catalog cards and converting the information into a machine readable format is called retrospective conversion This process takes time and effort If
232. present on that tab for the selected Patron Item policy combination If you click on this tab you ll notice that the Exceptions button has turned yellow indicating that an exception is present While in Exceptions Mode a red focus box will appear around any field drop down menu or checkbox in the Policies tabs Patron or Item that contains an exception making it clear that the data shown in the field is an exception to the default setting To remove a particular Exception select highlight the field drop down menu or checkbox that contains the exception and select Remove Selected Exception from the relevant Actions menu You may also select Remove All Exceptions from either Actions menu to remove all of the exceptions from both the selected patron and item policy 86 Alexandria Getting Started Guide Using the Policies System Preferences Policy Preferences Getting Started Creating New Patron Policies If you are convinced that more detailed Patron policies are the way to go here are some steps to follow Step 1 Select System Preferences Cmnd CtrI L from the main Edit menu bar Step 2 Click on the Policies icon in the Circulation section of the System Preferences win dow Step 3 Click the Add button in the lower left hand side of the Patron policy section Add Patron Policy Policy Short Code Stat Group CURRENT POLICY Defaults from Standard Patron Cancel Step 4 En
233. py Never Add Copies Copies from imported records are essentially ignored Only the title infor mation is imported Add Found Copies If you re updating titles and a match is made add or update the copy as appropriate If you re not updating titles simply add a new title for every record imported and add all copies that are included in the import record there is no matching any barcodes that are duplicates of barcodes that already exist within your Alexandria database will be reassigned Use Existing Barcodes When this option is selected barcode numbers found in imported records are used as is during import When this option is unchecked all item barcodes are reassigned using the Starting Item Barcode number detailed on the previous page If you know for sure that your vendor assigned dummy barcode numbers with your MARC records youll want to turn this option Off to force Alexandria to assign new barcode numbers according to your system preferences Reassign Duplicate Barcodes When checked any barcodes that are duplicates of barcodes that already exist within your Alexandria database will be reassigned Allow Title Updates When this option is checked imported data will update existing titles if specific key fields match When this option is not checked only new records are added Typically youll want Alexandria to add new copies to existing titles or use the import function to update brief records If however
234. r address The Z39 50 server will use Port 210 The information provided for this preference determines whether you can search additional Z39 50 resources Getting Started You will only need to provide information for this preference if your library has a Z39 50 server Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the Z39 50 Services icon in the Network Services section of the System Preferences window Step 3 Provide required information in the Z39 50 Services tabs described on the following pages Step 4 Click Save in the upper right corner of the window Alexandria Getting Started Guide 63 239 50 Services Preferences MARC Search tab With MARC Search users can easily clean complete and update their bibliographic records by searching from a number of on line resources Using MARC Search you are able to access public Z39 50 databases from all around the world This preferences tab governs how Alexandrias MARC Search window behaves MARC Search Public Library Cross Check 239 50 Server Timeout seconds 30 v Max Results 50 hd Z39 50 Address Book Standard Z39 50 Address Book w ZA Search for books Al Search for non books Defaults Timeout seconds This drop down menu tells MARC Search how long it should wait for a response from the Z39 50 server or the Alexandria Data Station during communications before it assumes that the database isn t av
235. r even prepare other reports within Alexandria If necessary click the Cancel button to stop the report from processing If the Report window becomes hidden behind other windows find it again under the Alexandria Windows menu When the report is complete it appears in Alexandria s standard COMPedit word processing window Since the report is a word processing document you can e View and edit the report on the screen using COMPedit s word processing commands e Choose Save from the File menu to save the report e Highlight text in the window and copy it to other programs or onto your desktop e Select Print from the File menu to send this report to the printer Due to operating system limitations you may only print one report at a time Patron List 1 Line 133 VWP x Demonstration License Mar7 2006 at 11 56 am Page pg Patron List 1 Line by Last Name Alexandria 5 5 1f04 o Selected All Patrons NAME GRADE BARCODE STUDENT POLICY HOMEROOM Armetead Lonnie Ann re 1088 7th Grade Wishard 0 Anderson Darla 9 1001 Oth Grade Stank Arches Sunny Ralph 7 1091 7th Grade Dobbins Arias Mark 7 1002 7th Grade Wishard Arnold Camille Elis 9 1003 Oth Grade Zeigler Base Ann 9 1100 Oth Grade Bates Lenny 7 1087 7th Grade Dobbins Bazzell Becky 9 1025 Sth Grade Stak Bergerac Joshua 7 1071 7th Grade Smith Berol Joseph Todd 7 1014 7th Grade Wishard Berol Kristin 8 1015 8
236. r import terms they desire Last Advanced Date When the last advance operation was performed date is updated when the advance process has completed Grades Levels must be advanced manually at the end of each school year by using the Advance All button or Advance Patron Grades Utility Using this functionality you can advance patrons to the next grade level until they reach graduation 114 Alexandria Getting Started Guide Grade Table tab Patrons Preferences Click on the Add button the symbol to add a new grade to the grade table File Edit Show Tools Links Window Help Grade Description Cancer J If you would like to remove a grade from the table highlight select the grade that you want removed and click on the Remove button the symbol If you would like to edit an existing grade on the table highlight select the grade that you want edited and click on the Actions drop down menu Last Grade This user defined field indicates your patron s highest and final level of advance ment Default is Graduated and the field cannot be left blank Last day of school Used to compute the grade when importing Student Personal objects using SIE Never rearrange the grade table if you are importing with SIF Changing the Last day of school graduation date does not advance a Grade changing a Grade does not change the graduation date Advance All This button moves patrons with a grade l
237. rary items can be assigned a barcode number and then circulated like permanent items A barcode number is assigned to a temporary item only while it s checked out Guidelines for Choosing Barcode Numbers You can set up barcode numbers according to your needs using up to fifteen digits The following are general guidelines for determining your barcode numbering e Use the same number of digits for items and patrons Consider using an employee ID or student number for patron barcodes be sure employee IDs or student numbers do not coincide with item numbers e If you have more than one library in your system use a unique barcode numbering scheme for each library s collection This will make it easier to manage a central catalog with holdings from all libraries within the system If items are moved between collections the barcodes will remain unique and do not interfere with existing item barcodes e Use the simplest numbering scheme possible that still meets your needs Alexandria Getting Started Guide 11 Preparing for Alexandria Barcode Your Collection NOTE The spaces between numbers in the barcode example to the right are for readability The actual barcode would be entered as 110200361 Sample Barcode Numbering Scheme The following is a sample library barcode numbering scheme This scheme supports management of up to 899 libraries with each library having up to 300 000 patrons and 700 000 items You can vary t
238. rcher Preferences Auto Hide tab Alexandria Generated Home Page selection When selecting Alexandria Generated Home Page from the drop down menu and clicking Save it allows you to enter data into a pre defined template to have Alexandria create a Home Page for you When the Home button on Researcher Workstation is clicked Alexandria will generate a home page using the information you have provided here Title This is the title shown on the Researcher Workstation Home Page In the example above it s set to Alexandria Home Page Home Page Picture Place your home page picture inside the Web folder located inside the main Alexandria Support folder The picture file can be a GIF BMB PIC JPG or any other stan dard image file Home Page Picture Link Enter the URL that youd like your Home Page Picture hyper linked to e g http www goalexandria com Message Area Allows you to customize the text below the title at the top of your Researcher Workstation Home Page for example Welcome to the Researcher Workstation Home Page Link s Clicking the Add New Link button opens the New Link window allowing you to sup ply the Link Description friendly name of an outside website followed by a Link URL field where you can supply the hyperlink for the website for example http www goalexan dria com You may add as many links as youd like using the New Link window Be sure to Save every link you prov
239. references window Step 3 Provide the required information for SIP2 and Checkpoint ILS tabs Step 4 Click Save in the upper right corner of the window Alexandria Getting Started Guide 67 SIP2 Preferences Settings tab Settings tab The options in this window deal with miscellaneous SIP2 functions Settings Checkpoint ILS J Hold Pick Up Location Front Desk Terminal Screen Message Welcome to COMPanion Demonstration Library Terminal Receipt Header COMPanion Demonstration Library Default Terminal Screen Width 255 Default Terminal Receipt Width 40 Terminal Password Log SIP2 in Transaction Log C Disable SIP2 ACS _ Disable Advanced Error Checking C Remote service timeoutin 90 w seconds Hold Pick Up Location This is posted to SIP2 machines when a hold is available and is the location where patrons can retrieve available items Terminal Screen Message This is the welcome message that appears on self service SIP2 ter minals when a patron logs in Default is the library name Terminal Receipt Header This appears at the top of printed SIP2 receipts when a patron has completed a hold or checkout Default is the library name Default Terminal Screen Width The number of characters that are able to be displayed on a single line on the SIP2 hardware Operators should refer to their SIP2 hardware s documentation for this number This field is enabled and set t
240. rences snsssnnsennnnnnnnnnnnnnnnnnnnnnnnn nnen nnn nunnana 71 Currency tab seniskettiesetitetecathotn a ti tinea onesie elie 71 Library Information PreferencCes c ccs sssssseseeseeeeeescseensesenseeeeeeees 77 Library tab sacs cette i ea eich ls Ai a eed 77 Web Setting tabiia cae ia Nal a a Aa Me 79 Services tab Windows only ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeenaaeees 80 Calendar Preferences ssesseeescesssssssnsseseeeeseeseeeenseneneeseesesoaes 81 Calendars tab ir ke ties Saeed ice aaae eaa a aaa a ened ei AAAA EEDEN 82 Policy Preferences sisiiisisiiicscstsccscwa an randa ana aaa aa adain a iaidd aaia ceeds 83 Statistical REPOMS i652 ins aata ae aa a a aaa ae ea 84 Setting Policies to Achieve Meaningful Statistics eeeneeeen 85 Using the Policies System PreferenCes eeeececeeeeeseeeeeeeeeneeeeeeeeeneeees 86 Rules Preferentes airidhean anandia adai a aaa aiaiai aaa dap diia 91 User Interaction tab riiin ii ieaie sinea be tutineeednesdeeeveviieee 91 RUGS Tab A A A A Mesa cls 93 Receipts tabiina ideana aaiae nea tenaa ena aipa inet 96 Letters tabirine na iatan naa aaa a ar a genres asan iaga idadaan ha aabits 97 In Transit taben ianea aana aiia aaa raa a paa E r adaa aa 98 iv Alexandria Getting Started Guide Table of Contents Textbook Tracker Preferences ccccccceeeeeseeeseesseesseesseesseeseeeseenseeenes 99 Textbook Tracker tab ecccccccccceeeeeeeeeeeecneeeeee
241. rent Patron Item on Timeout checked When this box is checked the Trans action Log will also be cleared when the current patron item are cleared Display Patron Lexile When this box is checked it will display a patron s Lexile measurement in the current patron section of the Circulation window Researcher Workstation etcetera for more information please review the Lexiles section of the Alexandria Online Wiki Alexandria Getting Started Guide 91 Rules Preferences User Interaction tab Display Patron Reading Level When this box is checked it will display a patron s reading level in the current patron section of the Circulation window Researcher Workstation etcetera for more information please review the Reading Level section of the Alexandria Online Wiki Check Out Options This drop down menu allows users to change the functionality of Alexan dria s Check In Out mode When Allow check in with confirmation during check out is selected Alexandria will not allow a book to be checked in during Check In Out mode without user confirmation When set to Don t allow check in during check out Alexandria won t allow any items to be checked in However this setting only applies when the current patron has already checked the item out and processing the same barcode would check it back in it does not apply when another patron has the item checked out Default is Allow check in during check out Allow check in durin
242. review the Title Information and Copy Information tab sections of the Alexandria Online Wiki Title Information The Title Information tab and related subtabs contain pertinent informa tion such each title record Within these tabs and subtabs you may view or edit information about each title Copy Information The Copy Information tab and related subtabs contain information about each copy belonging to the title Within these tabs and subtabs you may view or edit additional information about each copy You cannot view or edit information in the Copy Information tabs until the primary Title Infor mation is saved 202 Alexandria Getting Started Guide Adding Titles and Copies Item Management Adding Titles and Copies Use the New Record Cmnd Ctrl N command button or corresponding selection from the from the Actions menu to add records to your Alexandria database When you select this command a fresh Items management window appears depending on if you have the Add Title Assistant active prompting you for title information Type over the grayed out watermarked data entry fields in the window such as Title Author and so forth to add a new record To move to the next blank data entry field drop down menu or button press the lt tab gt key To move to the previous blank data entry field drop down menu or button press lt shift tab gt To edit information in a particular data entry field
243. rom the Tools menu Step 2 Select the Copies tab as the main category selection at the top of the Utilities window Step 3 Next choose the Utilities subcategory from the subtab menus located directly below Step 4 From the Utility Type list that appears click Edit in the Change Item Policies utility Step 5 Under the Selection tab of the Change Patron Policy utility window set the With drop down menu e g Non Fiction Step 6 Next set the Select By to the desired criteria e g Copy Location Step 7 Provide the Starting With Ending With fields or the From Through drop down menus with the appropriate information e g Standard System Items For example if you are doing a Dewey Range use the beginning call number and the ending call num ber e g 000 099 99999 Step 8 Click on Run Remember if you are asked whether or not you want to archive the answer is always Yes Once you have switched all your items to the new policies statistics will begin to be kept accord ing to the new policies Prior statistics can not and will not be changed Alexandria Getting Started Guide 163 Performing Utilities Moving Items to a New Policy Utility Notes 164 Alexandria Getting Started Guide Introduction to Reports Set them and forget them Alexandria s reports were designed with the principle aim to provide general templates that allow operators to create the reports that they are going to use s
244. rovided modified here D S System Preferences Sneak Peek L Sneak Pesk Sneak Peek Code Sneak Peek Code In this field enter the code that activates Sneak Peek This code should be available to you if you have a Sneak Peek subscription The Data Station must be restarted after entering the code in order for Sneak Peek to be made available 60 Alexandria Getting Started Guide System Preferences netTrekker Search Add Ons Preferences System Preferences netTrekker netTrekker Show netTrekker Icon Show netTrekker Counts in Search Results O None Middle School Search Results Elementary Search Results O High School Search Results netTrekker URL http ischool nettrekker com Show netTrekker Icon Choose whether or not to display the netIrekker panel in your Researcher window netTrekker URL If necessary and only if necessary the URL used to access the netTrekker web site can be modified here Please contact COMPanion s Technical Support team if you are required to change your net Trekker URL Show netTrekker Counts in Search Results Select one of these radio buttons to inform your patrons about the number of netTrekker resources available on their searched topic it also allows operators to choose whether they should return Elementary Search Results K 6 Middle School Search Results 7 9 or High School Search Results 10 12 Choosing None will temporarily disable netTrekker func t
245. rp com Configuring Alexandria Web Librarian Web Librarian is an optional feature of Alexandria This feature is activated by information you enter into the Registration window during installation Step 1 Under the Edit menu select System Preferences Cmnd Ctrl Step 2 In the System Preferences window select the Library Information icon Step 3 Set the Web Setting tab for users who will be accessing Alexandria over the internet see Web Setting tab on page 79 Step 4 To use Web Librarian launch your web browser for example Mozilla Firefox or Microsoft s Internet Explorer Step 5 In the address field of your browser window enter the IP address of your Data Station the IP address is displayed in Alexandria s transaction log when you first launch the Data Sta tion or DNS name assigned to that IP address by your system administrator The address field is usually located at the top of the browser window and is usually labeled either Address Location or Go To Step 6 Ifyou changed the port value when setting the Web preferences type a colon followed by the port number at the end of your www address For example if the location of your Data Station is www alexweb com and you changed the port value to 81 type www alexweb com 81 in the Address field without the quotation marks NOTE If you are not familiar with browsers domain names IP addresses or other information mentioned above see your sys
246. rting With value followed by space and exclamation point For example Starting With GR1 and Ending With GR1 unless you really have data named GR1 If you don t want to immediately initiate the utility you can use the Schedule tab to set up a one time or repeating utility operation Provide a valid Run Next On and Repeat frequency in order to establish a schedule When you are ready click the Run button at the bottom Selection tab to perform the utility a Status window will appear afterward allowing you to abort the utility by click ing Cancel Note the Cancel button will only stop the utility in its tracks any records that were modified before you stop the utility will remain modified While some utilities are processing you may perform other tasks within Alexandria For example you may circulate items or prepare a report Some utility operations execute at lower priorities than other Alexandria processes Thus if you run a Report the utility will rest while the report is processing However under no circumstances should you ever do any thing during the Rebuild utility If the Utilities window becomes hidden behind other windows select it from the main Windows menu to bring it to the forefront When the utility is complete the Status window automatically closes and a utility com plete entry is placed in the Transaction log Most of Alexandria s utilities create entries in the log so you
247. s window 9 UOISIIA Ale If you have licensed use of SearchALL Sneak Peek or netTrekker click on their associated icon s in the Search Add Ons section of the System Preferences window The information provided in these preference tabs determines whether you will be allowed to search these additional resources Getting Started Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the SearchALL Sneak Peek or netTrekker icons in the Search Add Ons section of the System Preferences window Step 3 Provide required information for any of the above mentioned search add ons that you may have licensed Step 4 Click on Save in the upper right corner of the window Alexandria Getting Started Guide 59 Search Add Ons Preferences System Preferences SearchALL Search All System Preferences SearchALL C Disable SearchALL Server C Hide SearchALL Icon on Researcher SearchALL URL http s demo agent auto graphics com agent login asp cid dernov2 amp lid SAU Disable SearchALL Server When checked this service is not available Changes will not take effect until the Data Station is restarted Hide SearchALL Icon on Researcher This preference controls whether the SearchALL call out and icon are visible in your Researcher Workstation Search window SearchALL URL If necessary the URL that is used to access the SearchALL website can be p
248. s within your district or library Alexandria Getting Started Guide 9 Preparing for Alexandria Develop a Secure Backup Strategy Sample Backup Strategy The following is a sample strategy for routine backup during normal operations It requires a minimum of eight tapes or cartridges Step 1 Step 2 Step 3 Step 4 Step 5 Label four tapes Monday Tuesday Wednesday and Thursday Label four additional tapes Friday 1 Friday 2 Friday 3 and Friday 4 Backup Monday through Thursday at the end of the day using the assigned tape Use the same tape for the same day of each week For example use the Monday tape every Mon day copying over last week s Monday backup with this week s Monday backup Backup Friday at the end of the day using a new tape every Friday Use the tapes labeled Friday 1 Friday 2 and so on Do not copy over the previous Friday s backup If you have more tapes or cartridges available use these to keep more than four Friday backup tapes Store your Friday backup tapes or cartridges in a location other than the library This guards against loss of data in case of fire or theft 10 Alexandria Getting Started Guide Barcode Your Collection Preparing for Alexandria Barcode Your Collection Each item and patron in your library is assigned a unique number that Alexandria uses for identification These numbers appear as barcode numbers on library items and patron library cards COMPanion Libr
249. scriptive information and cover images relating to all types of books from juvenile chapter books to conference proceedings Various elements of content are added to update the information on a weekly basis With Sneak Peek you ll have access to more than 1 4 million ISBNs that all have data elements associated with them e SearchALL accesses unlimited numbers and types of informational sources which may be searched simultaneously with a single user query and are displayed in one organized results window With Alexandria SearchALL there s no need to submit and resubmit searches and sources The sources SearchALL can access simultaneously include but are not limited to other library collections search engines such as Google and Yahoo databases like Ebsco and ProQuest the Library of Congress online encyclopedias and much more e Alexandria Explore provides a powerful graphical interface to your Alexandria collection The interface uses pictures and icons to help patrons who do not yet read proficiently find what they need in the collection e Z39 50 Services including MARC Search allows patrons to search numerous collections simultaneously enhancing research reference and much more You can access public libraries academic libraries and other collections using an extremely friendly built in interface Alexandria Getting Started Guide 3 Welcome to Alexandria Alexandria Clients e Alexandria Librarian Workstation is used b
250. searcher Workstation are dis abled Researcher made hold requests will require a patron barcode and password Allow Patron to Remove Holds When checked and if policies allow a patron is able to remove their own holds from a Researcher Workstation Require ID Password If checked Researcher access will require a patron barcode and pass word When unchecked every internet user in the world has the ability to search your catalog collection via your Data Station s IP address Allow Patron To View Patron Details This checkbox allows patrons to check their status from a Researcher browser The patron status report includes information about what items they have checked out on hold and reserved Allow Save Basket When unchecked the web Save Basket is disabled Allow Reservations When unchecked reservation requests from a Researcher Workstation are disabled Users have to enter their barcode number and password to place a reservation Alexandria Getting Started Guide 123 Researcher Preferences Auto Hide tab Auto Hide tab Titles and or copies can be automatically hidden in the Researcher and made visible again based on changes in their status For example if the Lost status box is checked see below an item designated as Lost will be hidden if it is found and checked back in at a later date it will be made visible again Titles or copies whose Don t Show in Researcher flag has already been set will not be affecte
251. selected highlighted select Duplicate from the Actions menu located near the bottom of the Addresses field A Duplicate Site Address window will appear Specify a name for your duplicate address and click OK The new address will appear at the bottom of the Addresses field Editing an Address Edit an address from the Addresses field by double clicking on it you may also edit an address by selecting highlighting one from the Addresses field and selecting Edit from the Actions menu located near the bottom of the Addresses tab An Edit Address window will appear Make the changes you desire then click OK to keep the changes or press Cancel to restore them to their previous settings Removing an Address To remove a specific address select highlight the corresponding address book from the Address Books field by clicking on it once You may then select highlight with a click the address you want removed from the Addresses field and click the Remove Address the symbol button located on the bottom right hand side of the Address field Press Save to keep the changes or click Revert to restore the deleted address 140 Alexandria Getting Started Guide Importing Patrons and Items eee After successfully installing Alexandria v6 and setting your initial system preferences your next step is to import your patrons and items weal There are times when you ll want to add information into Alexandria from outside sources such as
252. sernames and passwords are not case sensitive Activating Security Check the Require Operator Login box on the Operators tab to activate Alexandrias Log In security When this box is checked Alexandria will require a username and optional password every time that the program is launched also when this box is checked Alexandria will force you to create an Administrator level operator that may be edited but never removed For new libraries the default setting for the Require Operator Login checkbox is off i e unchecked Use the Require Password When Quitting From the Login Window checkbox to force operators to provide an acceptable password when attempting to Quit from the Log In window To immediately activate the Alexandria Log In security window or to access Alexandria as a different operator choose Restart or Log Out from the File menu When the Alexandria Log In or Permission Override window appears enter the appropriate Username and optional Password and click Log In or OK to access Alexandria The username that you enter during log in will be recorded to the Transaction log as well as any failed login attempts ooo Alexandria Log In Username Password Quit Accessing Alexandria as a Different Operator There are times when you will need to access Alexandria as a operator other than the one who is currently logged into the program especially if you are required to perform a specific task tha
253. sesseeseeerrrserrrressenns 222 Macintosh Shortcut Key Sis ran A e 223 Macintosh Circulation Shortcut Command6s esceeeseeeeeeeeeeeeeeees 224 Alexandria Getting Started Guide vii Table of Contents viii Alexandria Getting Started Guide Welcome to Alexandria 0 Congratulations on selecting Alexandria v6 as the information management system for your library Alexandria is a powerful application that helps you to manage your library collection and allows your patrons to fully access your library s resources weal The Alexandria Getting Started Guide is divided into sections that correspond to the major areas of the program By reading this guide in its entirety you will gain the insight required to run Alexandria and thus your library more efficiently You can also find this guide electronically on the installation CD or as a downloadable paf from our website www goalexandria com 9 UWOISIIA Ale So let s begin The Alexandria library automation system consists of a main information server called the Data Station which is the central repository for all your library system information The Data Station processes all the information and command requests from networked Alexandria clients and is home to the Data folder where all your crucial patron item and library information data is saved The Data Station can perform the same basic circulation functions and beyond that the Librarian and Rese
254. spellings or definitions using an assortment of internet sources and search options for more infor mation please review the Dictionary section of the Alexandria Online Wiki Circulation Cmnd Ctrl T Shows the Circulation window Select this option if you want to check out check in place holds charge fines place reservations accept payments or perform inventory and other circulation functions The Circulation window is a ways open while Alexan dria is running use this menu command to bring it to the forefront Items Cmnd Ctrl l Opens shows the Item management window Select this command to examine add modify or remove title or copy records from your library Patrons Cmnd Ctrl L Opens shows the Patron management window Select this command to examine add modify or remove patron records Researcher Cmnd Ctrl K Opens shows the Researcher Workstation window in your default web browser Select this command to browse your library collection 38 Alexandria Getting Started Guide Show Menu Alexandria Basics Orders Opens shows the Orders management window Select this command to examine add modify or remove order records Budgets Opens shows the Budgets management window Select this command to examine add modify or remove budget records Vendors Opens shows the Vendors management window Select this command to examine add modify or remove vendors Subscriptions Opens shows the Su
255. ss fees fines upay payments and renew books You can also complete special functions such as inventory cataloging record updating and viewing Use one of the two methods to display the Circulation window 9 UOISIIA e Select Circulation Cmnd Ctr1 T from the main Show menu e Select Circulation from the Windows menu Circulation COMPanion Demonstration Library v6 0 0b7 File Edit Show Tools Links Window Help Check Out m Entera Command or Barcode No Current Patron No Current Item T Details Notes Lookup Details Copy Stats T Notes Circulation Command Help Holds Reservations Special T Transaction Log Renewals Homeroom Welcome to Alexandria Data Station 6 0 0 Version Number 6 0 0 Alexandria Getting Started Guide 169 Circulation Window Modes Commands and Help Command Help Bookdrop B Change Destination Mode NT v Check Out Discard Mode DM Hold H Hold Copy HC Inventory I Inventory Bookdrop IB Inventory Bookdrop Suppressed IBS Inventory Suppressed 15 In Transit Mode IT Item Res Checkout GG Past Res Checkout GPP Patron Reservations GP Renewal R Reservations G Reserve J Self Service A5 Transfer Modes Commands and Help The top portion of the Circulation window allows you to select and enter commands that apply to the active mode of the command line Actions Circulation Mod
256. ssing lt enter gt or clicking the Select button Step 4 Finally type H lt enter gt in the command line followed by lt enter gt to place a hold on the current title for the current patron Alexandria Getting Started Guide 187 Circulation Commands Additional Circulation Commands Place a Forward Reservation on a Specific Copy G Command G item barcode Place a Reservation Current patron places a reservation on an copy or activates Reservation mode e To place a reservation on an copy if you have a current patron type G and then type or scan the barcode of the copy press lt enter gt If you do not know the copy s barcode number locate it using the Lookup T command see page 186 to review e To activate Reservation mode type G and press lt enter gt A reservation for the current patron is placed on every copy whose barcode you type or scan while in this mode To exit Reservation mode enter a new patron barcode number or use the X or command e When you enter the G command Alexandria opens a calendar for you to mark the days you want reservations placed on for the current patron The calendar will show the current month g oor File Edit Show Tools Links Window Help You cannot make reservations on days marked with the lock icon 188 Alexandria Getting Started Guide Additional Circulation Commands Circulation Commands Here s how the reser
257. strator doesn t want to leave their computers running overnight they should change the default time s that the program is set to archive Send Email Notification Alexandria has the ability to send email notification to users when a scheduled archive has completed it s work Supply the appropriate email addressees in the field below to enable email notification Send Email Notification To Enter the email addresses of those who should be informed when an archive operation finishes Multiple addresses should be separated by commas 54 Alexandria Getting Started Guide Archive Utility Schedule Archives and Rebuilds Getting Started Step 1 Go to Tools on the system menu bar and select Utilities Step 2 Select the Database tab in the upper right corner of the window Step 3 Click the Utilities subtab Step 4 Select highlight Archive from the utilities field Step 5 Click the Edit button in the lower right corner of the Archive section Step 6 On the Schedule tab of the Edit Utility window enter a date into the Run next on field Step 7 Select how often to repeat the archive using the Repeat drop down menu You can choose Never Daily Weekly Monthly or Yearly Click on each of those days weeks months or years so that they appear selected or use the On The checkbox and correspond ing drop down menus Step 8 Set the Hours 11 00 PM is suggested to whatever time you would like to run the archive It sh
258. t date is April 7th 2010 then entering 1m or lastmonth is the same as entering 3 8 2010 March 8th 2010 nextmonth or nm Entering the nm or Ynextmonth command will add thirty days from today s date For example if the current date is March 8th 2010 then entering nm or nextmonth is the same as entering 4 7 2010 April 7th 2010 lastyear or ly Entering these commands into a date field is the same as entering today s date but last year For example if today s date is April 7th 2010 then entering Std or today is the same as entering 4 7 2009 nextyear or Yny Entering these commands into a date field is the same as entering today s date but next year For example if today s date is April 7th 2010 then entering Std or Stoday is the same as entering 4 7 2011 Also you are allowed to add or subtract a number of days from each adaptive date selection For example td 5 will take today s date and subtract five days Further stm 20 will take tomorrow s date and add twenty days 46 Alexandria Getting Started Guide Setting System Preferences O Alexandria has a variety of preferences that can be adjusted to make changes to the system and its behavior Tery e System Preferences work the same way for every computer connected to your Alexandria system e Machine Preferences apply just to one computer For example one of several library 9 UOISIIA Ale computers can be set to hav
259. t fields you wish to have included in the export Rules for Importing Patron Information When importing patron records Alexandria first checks if barcode numbers and ID numbers are being imported If they are Alexandria makes sure these numbers are unique and not already in use by another patron e Alexandria looks for a header that contains a file designation of PT01 to specify patron information PTO1 fieldcode fieldcode lt return gt e During import Alexandria attempts to locate an existing record that matches the newly imported record If an existing Alexandria record is located and the Allow Patron Updates box is checked in the Patron Settings tab of the Data Import window the existing record is updated with the imported information If Allow Patron Updates is unchecked the matching import records are ignored If no records in the system match a new record is created e In looking for matching records Alexandria first checks the patron barcode then the community ID then the government ID If no matches exist the import record is considered a new record New records are assigned barcodes and policies based on the settings you ve selected in the Data Import window e Alexandria v6 supports Alexandria v3 patron headers for compatibility with older data transfer systems 1 The file designator consists of two letters followed by two numbers The letter will never be an O so you can be sure that 0
260. t fl Select your import file E Patron Export File txt File name item Export File txt Z Open Click Open Files of type JAny File z Cancel 152 Alexandria Getting Started Guide Importing Item Information Importing Patrons and Items Step 5 Click on the Item Settings tab these settings determine what changes are made to a item data file on import Status Item Settings Patron Settings a Browse Schedule Locations z Starting Item Barcode Use Existing Barcodes m Library CDL Reassign Duplicate Barcodes ZA Location Allow Title Updates ca Shelving Require Exact Title Match 9 Funding Source Require Matching Library Code B vendor Require Matching Location Item Policy Standard Item v Use Policy Mapping Copies Always Add Copies v IMPORTANT During import if Alexandria detects an item barcode that is less than three alphanumeric digits it will pad the beginning of the barcode with X5 For example if you are importing an item with the barcode of 7 then Alexandria will automatically import it as XX7 Starting Item Barcode If a new item barcode number is required Alexandria will assign num bers beginning with the value you enter in this field Alexandria always checks to see if a barcode is already in use and if it is a new barcode number is automatically selected Library If the collection code for the record you re importi
261. t the current operator does not have the security permissions to accomplish For example on a Librarian Workstation that is currently being used by a Student Aide you may need to log in as the District Library Administrator to change a preference a task for which the Student Aide does not have authorization There are two ways to access Alexandria as a different operator e Make sure that the Require Operator Login checkbox is marked in the Administration preference window and then choose Restart or Log Out from the File menu When the Log In window appears enter the appropriate Username and optional Password and click Log In to access Alexandria as an entirely new operator e If the operator who is currently logged into Alexandria doesn t have the security permissions to access or change a specific option or preference tab you may supersede their authority for a set duration using the Permission Override window see Permission Override on page 175 1 If a password was not supplied when creating a new operator in the Add Operator window page 129 then this field will not be required 2 If you are restricted to Aide type security privileges attempting to Log Out or Restart from the File menu will open the Permission Override window For more information about Permission Override and how it s used please see the information contained on page 175 3 Some security levels require the proper permissions to perform a Restart
262. tarted Guide 131 Security Preferences Security tab s Security tab s The options contained in the tabs of the Security preference window allow an administrator to modify existing or create custom security levels for Alexandria operators An operator s security level determines what Alexandria operations the user is allowed to perform Security Groups Section 1 Section 2 Section 3 District Administrator Librarian Authority Control Import Exportand VU Patrons Import Export and U Library Staff Library Aide Map Editor Import and Export v Patron Passwords Edit P Student Aide Seir Samice Explore Builder Importand Export w System Patron Use X Bulletin Board Importand Export v Items Import Export and U Collection Analysis Import and Export X Copies Remove SIF Edit v Orders Import Export and U Advanced Bookings Perform X Budgets Import Export and U Vendors Import Export and U Routes Import Export and U w Subscriptions Import Exportand U Alexandria comes standard with several default security levels from District Administrator to Self Service security levels District Administrator is the least restrictive and allows unlimited access to Alexandria preferences and settings Student Aide is the most restrictive security level only allowing users to search the database Alexandria allows operators to create their own
263. td libHaru 1999 2009 Takeshi Kanno zlib 1995 2009 Jean loup Gailly and Mark Adler Table of Contents Welcome to Alexandria ccccccccencceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneneees 1 The Unparalleled Power of Alexandria V6 ccceceeeeeeeeeeeeeeeeeeeaeees 5 Communication Protocols ccccccceeeeeeeeeeeeeeneeeeeeeeeeeeeeeseeseecsaaeeeeeeeeees 6 Where is My Alexandria Data Folder Located eeeecseeeeeesseeeeeeeeeees 6 Note and Warning Alerts cccesscceeeeseneeeeeeeneeeeeeesaeeeeeeeaaeeeeeenaeeeeeee 6 Preparing for Alexandria 2 ssessssesseeesessneensneneeeeeeeneeeneeeeesees 7 Automating Your Library Overview ccceeecceeeeeeeeneeeeeeeeneeeeeeesnaeeeeeeenaes 7 Develop a Secure Backup Strategy ccccceeessceeeeeeesneeeeeeeeneeeeeeeneeeeeeee 8 Barcode Your Collection cccceeeeeeeceeceeeeeeeeeeeeeeeeeseaaaeeeeeeeeeeeeeeeeeeee 11 Develop Maintenance Strategies 0 eecccceeeeeeseeeeeeeeneeeeeeeeeeeeeeeeeeneeeees 15 Evaluate the Security of Your Data Station 15 Installing Alexandria esssseeseesseeseeseeeeneeeeeeeeeeeeseeeeeeeseeeeaees 17 Hardware and Operating System Recommendations ceeeee 17 Installation Summary read this firSt ccceeeeeeeeeeeeeeeee cette ee eeeeeeeeeeeaee 18 Installing Alexandria for MaCiNtoSh ccecsceeeeeeeseeeeeeeeeeneeeeeeeenaeeeeeeees 19 Installing Alexandria for
264. ted data is used to update existing patrons if specific key fields match When this box is not checked only new records are added Default is checked e Use Existing Barcodes When this box is checked barcode numbers found in imported records are used as is during import When this option is not checked all barcodes are reassigned using your Starting Patron Barcode number Default is checked Step 4 Click the Start button to begin the patron import If the patron import file is recognized Alexandria will automatically sort and organize the information into the correct specified fields Step 5 If the patron import file is not recognized Alexandria will ask you to specify the type of data getting imported Choose Patron The Field Mapping window will then appear so that you may match data in the patron import file to specific Alexandria fields 146 Alexandria Getting Started Guide Importing Patron Information Importing Patrons and Items Field Mapping Field Order amp Selection Data found in unrecognized patron import file txt Field Type Patron Fields Barcode First Name Last Name Middle Initial Policy Status SSN Homeroom 2nd Location Grade Student School Graduation Year Address City State Postal Code Country Telephone Date of Birth Sex x x x x x x x x x x x x x x x x x x x x Use the Field Type drop do
265. tem administrator or other qualified individuals in your organization to help you get set up 32 Alexandria Getting Started Guide Alexandria Basics eee This section describes the main system menus and basic operational rules used in Alexandria weal Alexandria menus follow operating system standards for Macintosh and Windows For example the File and Edit menus in Alexandria are very similar to the File and Edit menus in other applications Additional menus have purposes specifically related to library management fe Alexandria looks and operates almost exactly the same on both Macintosh and Windows However these operating systems are different therefore there are some minor variations between environments For example on the Macintosh you press the lt Cmnd gt key for menu shortcuts and in Windows you select the lt Ctrl gt key Windows and Macintosh have different controls for minimizing closing and resizing 9 UOISIIA Ale windows In order to keep our documentation as clear as possible this guide will generally discuss actions rather than operating system specific commands or controls Rather than click the close box at the upper right of your window this guide will read close the window and allow the user to select the operating system specific commands required to control Alexandria This guide contains images from both Windows and Macintosh versions of Alexandria Macintosh amp Wind
266. ter the new Patron Policy Name and Patron Policy Short Code and select an optional Stat Group in the fields provided Step 5 Make a selection from the Defaults from drop down menu and then press lt enter gt or click OK the new policy will take its defaults from whatever is selected from this drop down menu Step 6 Next tab through the various Policies Check Out Overdue Hold Reservation and Other providing appropriate values to the fields drop down menus and checkboxes in order to create your policy Step 7 When you have completed your new policy click the Save button Step 8 Repeat this process until you have made all your new patron policies NOTE Using the Restore From Defaults selection from the Actions menu is independent from the current Policy mode For instance if you use Restore From Defaults while in Exceptions Mode it will create exceptions for any value that has been modified Restoring defaults will revert the policy fields drop down menus or checkboxes to the values that were provided when the policy was initially created Alexandria Getting Started Guide 87 Policy Preferences Using the Policies System Preferences Getting Started Creating New Item Policies Now following these steps create your new Item policies Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Select System Preferences Cmnd Ctrl L from the main Edit menu bar Click on
267. termines whether Alex andria should use a built in or external mail service see Email Preferences on page 57 02 Search Add Ons Found in the Search Add Ons section configure these if you have licensed usage of SearchALL Sneak Peek or netTrekker see Search Add Ons Preferences on page 59 03 Z39 50 Services Found in the Network Services section configure this if you ve licensed the Z39 50 server option see Z39 50 Services Preferences on page 63 04 SIP2 Found in the Circulation section this preference is used to enhance the SIP2 proto col It should only be enabled if Checkpoint SIP2 hardware is in use see SIP2 Preferences on page 67 48 Alexandria Getting Started Guide Setting System Preferences 05 Terminology Found in the System Administration section this preference allows those who use Alexandria outside of the United States to have complete customization over their local vocabulary and currency standards see Terminology Preferences on page 71 06 Library Information Found in the System Administration section use this preference to configure general information about your library and to set pre determined scheduled events throughout the week see Library Information Preferences on page 77 07 Calendar Found in the Circulation section set up calendars for use in your library cal enders are used to schedule open days closed days period due dates and notes see
268. th Grade Schjelderup Betters Julie 1094 7th Grade Dobbins Biernbaum Cassandra 5 1058 Sth grade Howell Biondo Karina 5 1044 Sth grade Howell Boehm Mika 8 1066 8th Grade Smith Bonham Jason E 9 1007 Oth Grade Zeigler Bornfleth Beth 5 1054 Sth grade Dixon Brotherton Ryan 9 1061 Oth Grade Ramos Brown Kenneth 5 1046 Sth grade Dixon Brunts Michael 9 1038 Oth Grade Smith Burke Clifton 8 1070 Sth Grade Siler Bush Steve 8 1039 Sth Grade Smith Byrne Whitney E 1068 7th Grade Smith Calcagno Robyn 4 1047 4th grade Day Carr Jenny Lou 7 1097 7th Grade Wishard Carter David 9 1065 Sth Grade Siker Cifaloglio Peter 9 1011 9th Grade Stak Coleman Angela 7 1075 7th Grade Ramos Collins Joseph 4 1040 4th grade Day a Coots Marijane Lou 9 1036 Sth Grade Zeigler X Crowe Josh 4 1041 4th grade Dibb Oo rw Alexandria Getting Started Guide 167 Introduction to Reports Saved Reports Saved Reports Alexandria makes it very easy to create your own frequently used reports Please note that a saved report only saves the specifications that were used to create the report and do not save the results of a generated report However since all reports are standard word processing documents you can save the actual report like any other COMPedit document The Saved Reports tab performs slightly differently than other tabs in the Reports window it contains three subtabs Saved Favorite and Available e The Saved subtab contains a list of created
269. that your hardware meets the mini mum system requirements and so that you are aware of any major software enhancements 34 Alexandria Getting Started Guide File Menu Alexandria Basics File Menu 7 New COMPedit Document Ctrl Shift N The Alexandria File menu provides the following selections Open COMPedit Document Ctri O Close Window Ctrl Ww Close All Ctri Alt w New COMPedit Document Cmnd Ctrl Shift N Opens a new COMPedit document Save Ctrls o E aa A Save As COMPedit is Alexandria s integrated word processor see COMPedit The Alexandria Word Pro Save as Attachment cessor on page 43 Revert to Saved Import Transaction Script Open COMPedit Document Cmnd Ctrl O Opens the standard operating system explorer Archive Now window used to locate files When you select a document from this window Alexandria will open re Page Setup it if it is able Use this command to open COMPedit documents TXT documents MARC Print Ctrl P documents MicroLIF documents and other files for viewing Log Out Cirle Restart Ctrl Alt Shift E Close Window Cmnd Ctrl W Closes the topmost Alexandria window Exit Alexandria cirio Close All Cmnd Ctrl Alt W Closes all Alexandria windows except for the Circulation win dow Save Cmnd Ctrl S Saves the contents of the topmost Alexandria window Save As Allows you to save VWP documents to specific locations on your hard drive Save as Attachment
270. the Add Remove and Find functions offered in the Records List Actions menu Wiki Help This button opens your default web browser to the Items management page of Alexandria s on line Wiki Help The very top of the Current Item Record pane contains the Call Number Policy and Title for each item record This portion of the Items management window is always visible regardless if you have the Title Information or Copy Information tab selected Title Call Number Standard Item 7 The fields at the top of the Items window are as follows Title A title is required the record will not be saved unless a value is entered in the Title field The title is saved under MARC field 245_a In the Title field if you enter a title that is longer than the line the text wraps to the next line To enter a subtitle press lt return gt on the keyboard and enter a colon followed by the subti tle When you save the record it is displayed with the colon and subtitle on the second line This is saved under MARC field 245_a You can also use the equals sign in the 245_b tag to des ignate a subtitle However the is mainly for multilingual titles For example Laura Ingalls Wilder growing up in the little house 200 Alexandria Getting Started Guide Current Item Record Pane Item Management If you want to continue manually entering or editing MARC information from the Title field you can enter statements
271. the Policies icon in the Circulation section of the System Preferences win dow Click the Add button in the lower left hand side of the Item policy section Add Item Policy Policy Short Code Stat Group CURRENT POLICY Defaults fram Standard Item Cancel Enter the new Item Policy Name and Item Policy Short Code and optional Stat Group in the fields provided Make a selection from the Defaults from drop down menu and then press lt enter gt or click OK the new policy will take its defaults from whatever is selected from this drop down menu Next tab through the various Policies Check Out Overdue Hold Reservation and Other providing appropriate values to the fields drop down menus and checkboxes in order to create your policy When you have completed your new policy click on the Save button Repeat this process until you have made all your new item policies Many school libraries or public libraries create policies based on medium type or call number range Alexandria will not automatically change or set any item s policy just because a policy matches the medium type or call number range The librarian must set the item s policy either during an item import running the Utilities Copies Replace Information or manually in the Items management window NOTE 88 Alexandria Getting Started Guide Using the Policies System Preferences Policy Preferences
272. the above scheme you would have barcodes similar to the following The bold digits identify the library the underlined digit identifies the patron or item group and the remaining digits identify the particular patron or item 110 2 00361 110 identifies the library 2 identifies the patron or item group 00361 is the specific patron or item s number If you have a smaller number of patrons you can choose a simpler code with fewer digits The main objective is to keep the number of digits the same for items and patrons to ensure that each library in a district has a unique range of barcode numbers and to use the most straightforward numbering scheme as possible while still meeting your needs 12 Alexandria Getting Started Guide Barcode Your Collection Preparing for Alexandria Classes of Barcode Labels There are two classes of barcode label e Photocomposed labels are made using a photographic process to create high quality long lasting labels Rather than printing ink on paper the photocomposed process makes the barcode image an integral part of the label These labels usually come with high quality lamination and adhesives that make them durable and easy to attach You should use photocomposed labels on all permanent items e Printed labels are made using a printing process that places the ink on top of the label These labels require protection of some kind to keep the ink from rubbing off An extra protection label of transparent
273. the following directory Hard Drive gt Users gt Shared gt Library gt Application Support gt Alexandria Support On a Windows XP 2K or 2K3 machine the shared application folder should be kept here Hard Drive typically C gt Documents and Settings gt All Users gt Documents gt Alexandria Support On a Windows Vista machine the shared application folder should be kept here Hard Drive typically C gt ProgramData gt Textbook Tracker Support Note and Warning Alerts NOTE Look for a box like this for special notes or comments that should be carefully examined by the user iWARNING Look for a box like this for warning messages or important comments that should not be ignored 6 Alexandria Getting Started Guide Preparing for Alexandria eee This section provides an overview on how to prepare for the automation of your library collection weal When following the steps provided in this Getting Started Guide it is best to have Alexandria open and active in order to fully understand the program as you follow along F is Automating Your Library Overview S o Use the following steps and referenced pages to prepare your library for automation with Alexandria zA Step 1 Develop strategies for both secure backup and item patron importation see page 8 Step 2 Barcode your collection see page 11 Step 3 Install Alexandria see page 17 Step 4 Set Scheduled Events Archive
274. time enter a unique name for your duplicate address book and click OK Your duplicated address book will appear alphabetically in the Address Books field Copying An Existing Address to a Different Address Book If an address has already been entered into an Address Book you can copy it into another address book by selecting highlighting it and dragging it from the Addresses field and dropping it onto an address located in the Address Books field Editing the Name of an Address Book You are only allowed to edit the names of non system address books You can do this by double clicking on an address book in the Address Books field A Query window will appear asking you to enter a new name for the selected address book Please remember that you will be unable to change the name of system address books i e Standard Address Book Removing a Data Station from an Address Book To remove an address book select highlight one from the Address Books field by clicking on it once You may click the Remove button the symbol on the bottom right hand side of the Address Books field A Message will appear asking if youre sure you want to remove the selected book Click Yes if you are sure and No if you are uncertain Once you have finished press Save to keep the changes or click Revert to undo them Duplicating an Address Select highlight with a click an address from the Addresses field by clicking on it once After an address has been
275. tions menu next to the left of the command line Step 2 If different than today s date set an override date for the date the copies were returned Step 3 Scan or type the barcodes of the copies to check in Step 4 Respond to any circulation alert messages that appear gt Step 5 When finished using the bookdrop or override date modes clear them by typing and pressing lt enter gt Alexandria Getting Started Guide 185 Circulation Commands Additional Circulation Commands Additional Circulation Commands Use these commands to locate patrons and items for which you don t know the barcode number For example if you want to check a book out to a patron but you don t have that patron s barcode number you can use the lookup command to find that patron by name When you enter a locate command a Lookup window appears starting with the patron or item that is the closest match to the last name you specified or the title you entered When you select a patron or item from the results list they become the current patron or item and appear in the Circulation window Locate a Patron by Last Name L Command L patron last name Locate a Patron by Last Name Use this command to locate a patron by last name and make them the current patron For example to find a patron with the last name Smith enter L SMITH You only need to input as much of the last name to get to the general area on the Lookup window e g
276. tivating Security suasa niaavesies iaruinn ni iaeia ari iaaa 128 Accessing Alexandria as a Different Operator esseere 128 Adding Operators cccicccecneceetieces deed tine Eaei EKRENE 129 Security Preferences ccccccccccsssssssssseeeeeeeeseeeeneeseeseeeeseseeeoaeenneess 131 Security tab s ness kee a aici aaa tesa ed 132 Adding Editing and Removing Custom Security Levels 133 Address Book Preferences ccccccccccccccceeceeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeees 135 Adding New Address Books ccccssscceeeeeeneeeeeeeenneeeeeeeeneeeeeeeeeneeeees 136 Adding Addresses to an Address Book cccecsseeeeeeeseeeeeeeeenneenes 138 Address Ty Pe S seii ities tectiteeecte tied ee tenths Aide teins 139 Importing Patrons and IteMS seseecseeeeeeeeeeeeeeeeeeeeeeeeeeeees 141 Tab Delimited RecordS ccceeeeecceeeeee cece eee e ee eeeeeeeceaaeeeeeeeeeeeeeeeeeeeeees 142 Importing Patron Information ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeees 144 Patron Fields by Field Number 00 ee eeeeeeeeeeeeeeeeeeeeeeaeeeeeeesaeeeeeeeeaaes 148 Importing Item Information 20 0 eee eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeees 150 Alexandria Getting Started Guide v Table of Contents Step by Step Importing Item ReCOrdsS ccccceeeeeeeeeeeeeeeeeeeneeeeeees 152 Item Fields by Field NUMDE cceeeeseceeeeeeeeeceeeeeesaeeeeeeenaeeeeeneeaaees 156 Performing Utilities
277. tomatically detect whether you have the correct Java version installed If it does not follow the links and install instructions that the web page provides If your Java plug in is up to date or you have just installed it click the Grant this session button on the Java page to begin your Web Install session Alexandria then allows you to download a Librarian Workstation If your browser is having problems running the Java applet you can use the alternative alt_instal1 to download the pre installed client application to your workstation 30 Alexandria Getting Started Guide Installing Alexandria Librarians Installing Alexandria If you are not sure what IP address your Data Station uses it appears on your Transac tion log each time Alexandria is launched It is located approximately three or four lines down and will display TCP Is Active IP address is your IP address here Welcome to Alexandria Data Station 5 5 0 1 Version Number 5 5 0 1 TCP is Active IP address is 123 456 78 910 Web services activated on port 80 239 50 server services activated on port 210 If you have problems locating your IP address please contact your network administrator for further assistance If your network administrator is not available feel free to contact the COMPanion Technical Support team Step 4 If you performed the latter step correctly the Alexandria Client Installation page should appear requiring that you input your Login Us
278. tomatically set if you have any barcodes in your database or any temporary item barcodes that start with an alphabetic character Alert for Copies from Different Libraries If checked a warning message will appear when copies from different libraries are checked in or inventoried Alexandria Getting Started Guide 95 Rules Preferences Receipts tab Getting Started Step 1 Use this preference tab to configure when you want to have receipts automatically printed Of course you can always use the lt D gt command to print transaction receipts Receipts tab User Interaction Rules Receipts Letters Condition Codes Damage Codes In Transit E Always Print Receipts on Checkout B Always Print Receipts on Checkin C Always Print Receipts for Renewals _ Default is Print for In Stock Hold Receipts C Default is Print for Payments and Refunds Receipts Always Print Receipts on Check Out When checked Alexandria will automatically print a receipt for every item that is checked out This receipt contains information similar to that which is displayed when you click on the current item s Details button When OFF receipts can be printed manually using the lt D gt command in the Circulation window at the end of a transac tion Always Print Receipts on Check In When checked Alexandria will automatically print a receipt for every item that is checked in This receipt contains information similar to that which is displaye
279. tri 1 Ctrl 2 Ctrl 3 Ctrl Shift H Ctri 4 Ctri 5 Ctrl 6 Ctrl Ctrl 8 Ctrl R Alexandria Getting Started Guide 173 Circulation Window Using the Actions Menu Show Item Details Cmnd Ctrl 6 Shows the current item s complete details including the status for all copies of that title You must have a current item to select this command Performs the same function as the Details icon Adjust Item Holds Cmnd Ctrl 7 Shows all patrons who have hold requests for the current item You can remove a request from the queue or change its order You must have a current item with hold requests displayed to select this item Remove Copy Reservations Cmnd Ctrl 8 Shows all forward reservations for the current item To remove reservation requests click on the reservation and click on Remove Reserva tion You must have a current item with reservations to select this item Renew Patron Items Cmnd Ctrl R Shows everything currently checked out to the current patron Either click on the Renew All button to renew all items or highlight certain items to renew and click the Renew button The current patron must have items checked out Broadcast Message to Clients A query window will appear with a text box for entering and sending messages to other Librarian and Researcher Workstations connected to the Data Station This message will only appear to currently connected clients Display All Connected Clients Lists in the transacti
280. u want the month first providing output like Wednesday March 14 2007 or WDM Y to put the day first as in Wednesday 14 March 2007 Default is WMD Y Long Date Format No Day The long date format no day will typically be set as MD Y if you want the month first providing output like March 14 2007 or DM Y to put the day first as inl4 March 2007 Default is MD Y 72 Alexandria Getting Started Guide Currency tab Terminology Preferences Patron tab Use this tab to customize terminology for various patron related fields within Alexandria including those in the Patron Management window Long terms may be cut off in various areas of the program it is better to keep them short and succinct Currency Dates Patron Item Term for Institution Field School Term for Location Field Homeroom Term for Sublocation Field 2nd Location Term for Level Field Grade Term for Government ID Field SSN Term for Community ID Field Student Term for Login Name Field UserID Term for Reading Level Reading Level Term for Additional Contact Field Parent Guardian Term for Optional Date Field Graduation Date Term for Institution Field This preference lets you configure the term used for the Institution field For example School instead of Institution Term for Location Field This preference lets you configure the term used for the Location field For example you may wa
281. uch activities SIF Management Circulation Statistics Shows the Statistics window This window allows users to view a quick list of useful circulation statistics for more information please review the Circulation Statis tics section of the Alexandria Online Wiki Export Opens the Export utility allowing you to export items patrons or other miscellaneous data from the Alexandria database Import Opens the standard operating system explorer window used to locate files Import files can also be dropped onto the Circulation window Inventory Helper Opens the Inventory Helper window allowing you inventory modify and print reports on all the items in your collection for more information please review the Inventory Helper section of the Alexandria Online Wiki Reports Opens the Reports window allowing you to find add duplicate remove or view a report category such as Patron Reports Item Reports or Circulation Reports see Introduc tion to Reports on page 165 Utilities Opens the Utilities window allowing you to make global changes on batches of infor mation in your Alexandria database see Performing Utilities on page 159 System Reports Opens the System Reports window where reports delivered to the system are available for viewing from any client connected to the Data Station Linked reports stored in the system are also available for operators so they can manage or r
282. usly default is ON Reverse Normal Tabbing Behavior On the Macintosh if this box is not checked it will allow users to lt tab gt through all of a given window s tabs quickly without having to also tab through all the drop down menus and editable fields contained within that window If this box is checked on the Macintosh then lt tabs gt will scroll through every drop down win dow and editable field contained within that window On Windows the above checkbox order is completely reversed Holding down lt Ctr1 gt while tabbing will temporarily reverse this preference i e the tab order Filter results by Library ID Code Filter the counts for system patrons and the results for reports and utilities by your Library ID Code 1 The default language preferences is initially set by your Alexandria registration information 78 Alexandria Getting Started Guide Web Setting tab Library Information Preferences Web Setting tab If you have licensed use of Web Librarian and Researcher Workstation for your operators and patrons these preferences are available to help setup your library s web interface Eventually you will also have to set your Researcher System Preferences see Researcher Preferences on page 119 Library Web Setting Services Port ID usually 80 8080 The following services are available Librarian Timeout from your web browser at the indicated 20 v address t z To access Web Librarian
283. utomatically defaults the Beginning barcode number based on the value you entered in the Next Barcode field of the Items System Preference window Choosing Duplicate Copy changes the Number of volumes field to Number of copies Enter the number of additional copies you need for this title You can type over this value to change it After you enter the Number of Copies you would like duplicated click OK A progress window appears to show the record is being duplicated If you chose to duplicate a copy the Items management window appears with your newly duplicated copy added Replace necessary information in the duplicated fields of the Copy Information tabs to modify your new copy Duplicate Title Type over the value in the Number of volumes field if the title you are duplicating has more than one volume Fach new title will be assigned a new volume number that will display on the screen Type over the values that differ to create your new title After you enter the Number of Copies you would like duplicated click OK A progress window appears to show the record is being duplicated If you chose to duplicate the title the Items management window appears with your newly duplicated title Replace necessary information in the duplicated fields of the Title Information tabs to modify your new title Be sure to provide all your duplicated fields with the correct information for your new title copy If you forget to modify a particular field it w
284. vation calendar will mark days e Days that the library is closed show the word Closed in red The example on the previous page shows the library is closed on Saturdays and Sundays e Days that have existing reservations are marked with a locked book icon The barcode number or name of the patron who has an copy reserved for that day that will be shown in red Copies that are checked out or have in stock holds placed on them are also shown in red New reservations will be shown as blue e You may select different months or days or select another copy of the title if available from the drop down menu in the upper left hand side of the calendar e If the copy you are trying to place a reservation on is currently overdue it will be shown as red in the middle of the calendar day and prefaced with an asterisk Only days after a copy is due back will be marked as overdue To make a reservation for the current patron click on the day or click and drag across multiple days for which youd like to reserve the copy Days you select will be marked with the patron s barcode number or name in blue To omit a day you have mistakenly selected click on it again You can select any available days as long as you don t exceed the number of days allowed in your policies for patron and item If preferences allow you can select closed days to start and end reservations on When you have selected your reservation days click Save You can make more than one
285. ving Patrons Patron Management Notes 220 Alexandria Getting Started Guide Shortcut Keys Accelerator and Hotkey Commands Hotkeys Hotkeys are the underlined characters in a menu item or dialogue box that allow users to access weal the item or control by pressing that character s key on the keyboard In the case of dialogue controls the user may have to hold down the lt alt gt key before pressing the hotkey Hotkeys are sometimes referred to as shortcut keys access keys or mnemonic keys 9 UOISIIA Ale Windows Shortcut Keys Ctrl Shift N New Document Ctr1 o Open Ctrl w Close Window Ctrl Alt W Close All Ctrl sS Save Ctrl Shift s Save As Text Ctrl P Print Ctrl Shift E Restart Ctrl Shift E Log Out Ctrl Q Exit Alexandria Ctrl zZ Undo Ctrl Shift zZ Redo Ctr1 x Cut Ctrl C Copy Ctrl V Paste Ctrl A Select All Ctrl F Find Ctrl G Find Again Ctrl Preferences Ctrl T Circulation CErI I Items Ctrl L Patrons Ctrl K Researcher Ctrl c Search Alexandria Getting Started Guide 221 Shortcut Keys Accelerator and Hotkey Commands Windows Circulation Shortcut Commands These shortcut commands allow you to quickly perform Circulation actions Ctrl 1 Start Bookdrop Ctrl 2 Make Charges Payments Ctrl 3 Show Patron Details Ctrl 4 Remove Patron Holds Ctrl 5 Remove Patron Reservations
286. ving Patrons There are times you may need to remove a patron from your system Removing patrons who no longer use y y P y y 8P 8 your library will help to ensure the accuracy of your reports iWARNING Before you remove a patron backup your data files Removing a patron is permanent and cannot be undone If you erroneously remove a patron you will have to re enter all their information or recover the information from a backup copy of your data Use the Remove command to permanently remove the current patron When a record is removed all associated information is also removed For example removing a patron also removes any holds or reservations that the patron has pending A patron with items checked out can not be removed until all items have been returned to the library or recorded as Lost Step by Step To remove a patron record Step 1 From the Show drop down menu choose Patrons Cmnd Ctrl L Step 2 From the Edit drop down menu choose Find Cmnd Ctrl F Step 3 Using the Patron Selection window type in the patron s name and press lt enter gt Step 4 From the Actions menu choose Remove Patron lt Cmnd Ctri1 R gt or click the Remove button Step 5 Patrons can not be removed if they have items checked out Step 6 Ifa patron owes any fines or charges you can still remove them but their fines will be cleared from the system Alexandria Getting Started Guide 219 Patron Management Remo
287. will show the number of items checked out renewed checked in and the number of holds placed in a certain time period All these are extremely useful statistics however there is an additional feature of Alexandria that provides statistics based on combinations of patron and item policies Using grouped patron and item policies generates statistical data that will empower you to view your collection and users with fresh eyes For instance a circulation of 3 615 items for the month may sound very impressive but if you were able to compare the usage of one grade to another grade you might be surprised by the results Further looking at the usage of one patron group compared to another in a particular area of your library collection could also be very informative For instance if you were to use a combination of patron and item policies to see how many biographies were being checked out by eighth graders since a biography unit is part of their core curriculum and you discover that absolutely no eighth graders had checked out biographies right before the end of the school year what could you do You can take a very close look at your biographies to determine if the reading level is too low too high or is so outdated that the students do not recognize the names of the people whose biographies you have 84 Alexandria Getting Started Guide Statistical Reports Policy Preferences Setting Policies to Achieve Meaningful Statistics Alexandria com
288. wn menu to specify Patron Fields The data from the import file is shown on the left of the window Alexandria field names are shown on the right hand side Use the arrow buttons on the bottom left of the window to examine different records in the import file If you want to skip some of the records in the import file you can specify an Initial Records to Skip value Default is 0 To adjust the order of the Alexandria fields highlight and drag the field names Align the Alexandria field names in the correct order for your imported data To skip a field dou ble click on its line and the arrow will change to a big red x This means that the data for this field is ignored and will not be imported Step 6 Match the fields with the information from your file Once the field order has been estab lished click the OK button to import the data Click Cancel to stop importing Use the Pause button to halt the patron import temporarily Use the Stop button to end the import completely During import a progress bar is shown in the Status tab of the Data Import window NOTE Special note should be made of the Full Name field during Patron data import If you have a patron with a combined first and last name one that has not been separated by tab delimination use this field to split the name into First and Last Name on import Alexandria Getting Started Guide 147 Importing Patrons and Items Patron Fields by Field
289. written materials Software The term Software shall also include any upgrades modified versions or updates of the Software licensed to you by COMPanion This copy of the Software is licensed to you as the end user Please read this Agreement carefully TO ACCEPT THIS AGREEMENT PRESS ACCEPT OR OK TO DECLINE THIS AGREEMENT PRESS DECLINE OR CANCEL YOU WILL NOT BE ABLE TO USE THE SOFTWARE COMPanion grants to you a nonexclusive license to use the Software provided that you agree to the following Installation powered by FileStorm Go Back Alexandria Getting Started Guide 21 Installing Alexandria Step 7 Step 8 Step 9 Step 10 Installing Alexandria for Macintosh When the installation is complete a confirmation window will appear Click Quit The installation has successfully finished AG Click Quit to exit the installer Conme EB If you installed using a CD ROM eject the CD by dragging its icon to the Trash Can located on the desktop or the Eject icon in your OSX Dock Store the CD ROM in a safe place for future use Note This Getting Started Guide is included on the Alexandria CD ROM in pdf for mat but is not installed with the application You can double click on the documentation icon on the CD ROM to open it directly or you can copy it to your hard drive and open it there If you dont have Adobe s Acrobat Reader installed on your machine an installer is
290. ws or lt Opt ion Cmnd N gt Macintosh key com bination will skip the Add Title Assistant window and take the user directly to an unlocked new item record in either Item View or MARC View the default view for which you ve selected to add a new title Alternately if this preference is disabled a user can temporarily activate the Add Title Assistant window by using the override key combination Alexandria Getting Started Guide 103 Items Preferences Management tab Notes 104 Alexandria Getting Started Guide Barcodes Preferences eee Getting Started The Barcodes System Preferences allow you to configure how Alexandria should increment new patron and item barcode numbers On these tabs you will configure the barcode range for temporary items and establish any special barcode handling For instance if your data contains any Follett Interleaved 2 of 5 barcodes you would indicate that here weal 9 UOISIIA Ale Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the Barcodes icon in the System Administration section of the System Pref erences window Step 3 If your item patron barcodes have a leader that should be skipped enter the leader in the Special Handling tab Also use the Special Handling tab to configure how Alexandria handles new barcodes assigned to patrons and or items Temporary Barcodes tab Set the preferences that deal with your library
291. xt Scheduled Archive 03 09 2009 2 07am Refresh Last Archive 03 06 2009 10 16 am Current Archive Folder Browse Browse Browse CADocuments and Settings All Users Application Data Wlexandria Suppartrchive Restore From Archive Browse NOTE If you have multiple Data Stations setting your Scheduled Events preferences will have to be done for all schools by a District operator that has the rights to Alexandria Controller and or Central Union 52 Alexandria Getting Started Guide Scheduled Events tab Schedule Archives and Rebuilds Restore From Archive If you would like to restore your data from a previously created archive click on the Restore From Archive button The Restore From Archive window will appear 009A Restore From Archive Wednesday June 15 2005 15 11pm es Thursday July 14 2005 12 56 pm Cancel t Select highlight the archive that you d like to restore from data archives are listed in oldest to newest order Once you have selected the correct archive to restore click the Restore button Your current data will be replaced by the selected archive folder A warning window will appear asking if youre positive that you would like to continue Click Yes to continue or No to cancel 000 Message Current data will be replaced by the selected archive folder Do you want to continue You may also check the Delete the archived data after restoring box if you would like to remov
292. y Patron Homeroom Name Edit Below the layer of subtabs is a large white field that may contain several system default and or user created reports Every report listed in this field will contain a brief summary including the report type and the reports default Select and Sort By selections Also included will be an informational synopsis of how often the report is scheduled to run repeat etc The ability to modify the name selections sites schedule and locations of each report even system defaults is granted by clicking the Edit link in the lower right corner of each report summary or by selecting Edit from the Actions menu Double clicking on a selected highlighted report from the list will immediately run the report 1 Alexandria s integrated word processor Alexandria Getting Started Guide 165 weal 9 UOISIIA Ale Introduction to Reports Step by Step Follow these steps to create your own report Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Using the main tabs that cross the top select a specific report category from Alexandria s Report window e g Patron tab Next further focus your selection by choosing one of the subtabs located beneath the main tab selection e g Status subtab If there is an existing report template that you wish to modify or duplicate select high light it from the list and then choose Duplicate Cmnd Ctrl D or Edit from t
293. y that the ILS server places the inventory file it creates If the ILS server has not yet created an inventory file an empty file of the same name and path should be created and Alexandria then directed to it using the Browse button Synchronization Folder As part of the Checkpoint ILS system Alexandria creates a synchro nization file that contains a list of barcodes for each item that is currently outside of the library checked out This synchronization file named co_cache txt is placed inside the synchro nization folder that is user specified in this field Alexandria Getting Started Guide 69 SIP2 Preferences Checkpoint ILS tab SIP2 Checkpoint ILS Notes 70 Alexandria Getting Started Guide Terminology Preferences eee The Terminology System Preferences allows those who use Alexandria outside of the United States to have complete customization over their local vocabulary and currency standards Changes made in these preference tabs will take effect immediately weal Getting Started You should only need to use the Currency and Dates preferences if you are in a country outside the United States However operators from any country may use the Patron and Item tabs to adapt terminology to suit their local needs 9 UOISIIA Ale Step 1 Go to Edit on the main menu bar and select System Preferences Cmnd Ctrl L Step 2 Click on the Terminology icon in the System Administration section of the S
294. y the librarian to perform library functions such as circulation cataloguing and all other administrative functions Since Alexandria Librarian capabilities are synched with the Data Station many libraries will choose to use the Data Station to perform these functions You may use as many Librarian Workstation clients as your license permits but you will always only have one Data Station e Alexandria Web Librarian when licensed is used to perform all the same functions as a Librarian Workstation only using a standard world wide web browser such as Firefox Safari or Microsoft Internet Explorer e Alexandria Researcher Workstation is used by patrons to access and search your library catalog If authorized it also allows the searching of your Alexandria collection using a standard world wide web browser such as Firefox Safari or Microsoft Internet Explorer The Researcher Workstation also allows your patrons to place holds and reservations on items in the collection e Alexandria District Librarian has all the features of a single user Alexandria license plus the ability to access and modify any Data Station in the District Address Book which once licensed will appear in the System Preference Address Books window 4 Alexandria Getting Started Guide The Unparalleled Power of Alexandria v6 Welcome to Alexandria The Unparalleled Power of Alexandria v6 Alexandria v6 contains several advanced technologies Although it s not necess
295. you have an existing collection now is a good time to examine your collection and remove unused and outdated items There are several methods of converting your data for Alexandria e Retrospective Conversion You can hire a retrospective conversion company to create MicroLIF and MARC records for all items in your collection Before sending your shelf list to the conversion company assign barcode numbers to the items in your collection and record the barcode and other local information on the catalog cards The MARC records you receive and import into Alexandria will be complete and you will have no additional data to enter This process can be time consuming and expensive but it is the most complete retrospective conversion method available e COMPanion s SmartMARC software COMPanion offers SmartMARC a software program that can access hundreds of Z39 50 collections using a standard internet collection SmartMARC can also be purchased with AccessMARC s database of MARC records You input minimal information e g title author ISBN and or LCCN and then SmartMARC searches for MARC records matching that information Once the process is complete you can add local information such as call number tag 852_h barcode number tag 852_p price tag 852_9 item type tag 949_a special funds tag 852_1 and volume tag 092_v to your MARC records This process can save many hours of retrospective conversion If you plan to do your
296. ystem Preferences window Step 3 Provide the required preference information in the Currency Dates Patron and Item tabs Step 4 Click on Save in the upper right corner of the window Currency tab The Currency tab allows you to customize currency standards for use in Alexandria Currency Dates Patron Item F Use System Settings Implied Decimals 2 Use System Settings If checked local currency standards will be automatically imported and implemented from the Data Stations operating system These standards will be displayed in the Currency fields and appear uneditable However if this box is unchecked you may edit the currency settings manually Keep in mind that this will only change your Alexandria currency standards it will not affect your operating system settings Implied Decimals This value which must be between 0 and 4 determines how many implied decimals numbers after the decimal point are used for your local currency standards For exam ple 2 is the correct value for United States currency Currency Symbol Currently only a single character currency symbol is supported e g as in s for United States currency Decimal Symbol Specify the symbol used as the decimal point e g as in for United States currency c Grouping Symbol Specify the symbol used as the grouping separator e g as in for thou sands in United States currency Currently only 3 digit

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